HomeMy WebLinkAbout072814_ca06Consent Agenda
JEFFERSON COUNTY PUBLIC HEALTH
615 Sheridan Street o Port Townsend o Washington o 98368
www.jeffersoncountypub ichealth.org
July 2, 2014
JEFFERSON COUNTY
60ARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: lean Baldwin/ Director
DATE:
SUB3ECT: Agenda Item — Professional Services Agreement — Concerned Citizens
for Individual Employment and Individual Technicali Assistance;
July 1, 2014 — June 30, 2015; $41,641.00
STATEMEf+IT OF ISSUE:
Jefferson County Public Health, Developmental Disabilities Division is requesting Board approval of the
Professional Services Agreement — Concerned Citizens for Individual Employment and Individual Technical
Assistance; July 1, 2014 — June 30, 2015; $41,641.00
ANALYSIS /STRATEGIC —C''''' DALS / PRO'S and CON'S:
This agreement provides for the placement of clients with developmental disabilities into traditional
employment settings at work sites or in job training, in the community. This contract will also provide a
Pathway to Employment Plan that centers around a personal discovery process related to skills, capabilities
and goals, and assistance with employment vendor selection. The placement may also include vocational
counseling, and job analysis to assist in identification of work objectives and the job process, locating a
suitable community job for the worker; initial placement and post-hire training of the employee, employer,
and or co-workers at the employment site, job restructuring and work site modifications; supporting the
worker, employer, and other interested persons to develop natural workplace supports to ensure stability
on the job; and to assist the worker in obtaining other services as necessary for continued employment.
Follow-along services are included that provide a safety-net service of support, counseling, job analysis,
and supported training to the worker, employer, and other interested parties (parents, unions, etc). The
client will be supported by assessment and consultation services to better identify and address barriers to
employment. Jefferson County Public Health contracts with providers once per year; Providers are chosen
via a formal RFQ process that occurs every four years, as per DDA 2011 mandate.
COMMUNITY HEALTH PUBLIC HEALTH ENVIRONMENTAL HEALTH
DEVELOPMENTAL DISAMLLTIES ALWAYS TPORKING FOR A SAFER AND WATER QUALITY
MAIN: (360) 385-9400 HEALTHIER COMMUHITY MAIN: (3601385-9444
FAX: (360) 385.-9401 FAX: (360) 379-4487
Consent Agenda
FI CAL IMPACT COST BENEFIT ANALYSIS:
This agreement provides for funding not to exceed $41,641.00. The provider shall be compensated at the
rate of $65-00 per unit defined as 50 minutes of direct service, characterized as placement, replacement,
and follow -along services and/or the service of assessment and consultation. All funding for vocational
services is through the Developmental Disabilities Administration with DSHS and is identified in the budget.
RECCIMMODATION '
JCPH management request approval of the Professional Services Agreement — Concerned Citizens for
Individual Employment and Individual Technical Assistance; July 1, 2014 — June 30, 2015; $41,641.00
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SUBCONTRACT FOR PROFESSIONAL SERVICES
INDIVIDUAL EmpLOYM�E AND IN.DIVIDUAL TECHNICAL ASSISTANCE
T
Agreement Between
JEFFERSON COUNTY PUBLIC HEALTH e
AND
CONCERNED CITIZENS CONTRACT SERVICES
This agreement is — aAp and entered into between Jefferson County Public Health (COUNTY) and Concerned Citizens
Contract Services (SUBCONTRACTOR) for provision of Individual Supported Employment to Persons with
Developmental Disabilities in Jefferson County, The term of this agreement is July 1, 2014 through June 341, 2015,
This Contract may be terminated by either party upon 60 days written notice. Termination of this Contract shall not
constitute a breach.
It is Agreed Between Both Parties as Named
Herein as Follows'.
A. PROFESSIONAL SERVICES
Professional services to be provided by SUBCONTRACTOR shall include:
(I) "Individual Supported Employment" or "IE": services are a part of an individual's pathway to
employment and are tailored to individual needs, interests, abilities, and promote career development.
These are individualized services necessary to help persons with developmental disabilities obtain and
continue integrated employment in the general workforce at or above the state's minimum wage. These
services may include intake, discovery, assessment, job marketing & development, job placement,
coaching/supports, job replacement, worksite job training, development of natural supports, and follow-
along to maintain a job & and record keeping per Exhibit A — Statement of Work,
(2) "Individualized Technical Assistance" or "ITA": services are a part of an individual's pathway to
individual employment. The service of assessment and consultation (in order to identify and address existing
barriers to employment) may be provided by the employment provider, or to the employment provider. This is
in addition to supports received through supported employment services or pre-vocational services for
individuals who have not yet achieved their employment goal per Exhibit A — Statement of Work.
(3) Program management.
B. OBLIGATIONS
SUBCONTRACTOR shall fulfill the following obligations:
(1) SUBCONTRACTOR shall comply with all state and federal requirements regarding the confidentiality of
Client records. Client information is not disclosable to the public. Information acquired pursuant to RCW
7 1 A, 14.070 requires a signed Release of Information or a signed Oath of Confidentiality Form.
(2) SUBCONTRACTOR is required pursuant to RCW 43,43.830-845 that any prospective employee who will or
may have unsupervised access to a person with a developmental disability in the course of his or her
employment, or involvement with the business or organization, must have a Washington State Patrol Criminal
(W.S.P.) Background Check.
(3) SUBCONTRACTOR is required pursuant to RCW 74.15.030 that if any prospective employee who has not
resided in Washington State during the last three years, and who will or may have unsupervised access to a
person with a developmental disability in the course of his or her employment, or involvement with the
business or organization, must have a F.B.I. Fingerprint Check. This fingerprint check must occur before
employment begins working,
(4) SUBCONTRACTOR is required to repeat the W.S.P. Criminal Background Check for Staff every three years.
The W.S. p. Criminal Background Check and the F.B.I. Fingerprint Check must go through the Background
Check Central Unit office within DSIIS in Olympia in accordance with RCW 43.43.830-845 and RCW
74,15.030.
(5) SUBCONTRACTOR shall comply with all state and federal requirements under RCW 74.34, Abuse of
Vulnerable Adults; RCW 26.44, Abuse of Children; the WACs: 275-27 Division of Developmental
Disabilities Services Rules; 296-24 General Safety & Health; 296-62 General Occupational Health
Standards; WACs: 388-828 Developmental Disabilities Administration, (DDA) Assessment; 388- '545 -
Home and Community Based Waivers; Definitions 0001; Criteria for HOBS Services 0030; Basic Waiver
Services 0205; Basic Plus Waiver Services 0210; Core Waiver Services 0215; Community Protection
Waiver Services 0220, 0600-0610 Community Access Service; Supported Employment Service 2100.
(6) SUBCONTRACTOR shall comply with the following Developmental Disabilities Administration, (DDA
Policies: 3.01 Client Service Plans; 4.11 County Services for Working Age Adults; 5.01 Criminal History
Background Checks and Safeguarding Personal Information; 5.02 Necessary Supplemental
Accommodation (NSA); 5,03 Client Complaints; 5.05 Limited English Proficiency (LEP) Clients; 5.06
Client Rights; 5.13 Protections From Abuse; 5.14 Positive Behavior Support; 5.15 Use of Restrictive
Procedures- 6.08 Mandatory Reporting Requirements for Employment and Day Program Services
Providers; 6.13 Employment/Day Program Provider Qualifications; 9.07 Human Immunodeficiency Virus
(flIV) and Acquired immune Deficiency Syndrome (AIDS); 12.01 Incident Management; 13.04 DRW
Access Agreement, and the 1992 County Guidelines.
(7) The DRW Access Agreement with DDA, assures that the COUNTY and SUBCONTRACTORS have
reviewed the Access Agreement. The Access Agreement covers DRW's access to individuals with
developmental disabilities, to clients, to programs and records, to outreach activities, to authority to
investigate allegations of abuse, neglect, and other miscellaneous matters, and it is binding for all providers
of DDA contracted services,
(8) SUBCONTRACTOR shall have written policies regarding sexual harassment and non-discrimination (said
policies must guarantee human/civil rights); regarding a person's right to privacy and safeguarding personal
information; regarding abuse of participants; regarding agency medication procedure; regarding respectful
staff-to-participant interactions (i.e,: including a person's right to be treated with dignity and respect free of
abuse).
(9) SUBCONTRACTOR shall assure that participants, in accordance with Necessary Supplemental
Accommodation (NSA) Policy 5.02, have been informed of their rights; what services and benefits may be
expected from the program; the program's expectations of them; and, if necessary, shall assure that the
participant's family, guardian or advocate is also informed.
(10) SUBCONTRACTOR shall have a grievance policy that:
negotiates conflicts and advises participants of grievance procedures
• is explained to participants and others in accordance with the NSA, DDA Policy 5.02
prohibits retaliation for using the grievance process
includes a non- retaliation statement
assure that advocates are available and encourages participants to bring advocates to help negotiate
includes a mediation process that promotes the use of someone who is unaffected by the outcome if
conflicts remain unresolved (a DDA Case Resource Manager may be included as an alternative option)
includes a process for tracking and reporting grievances
1) SUBCONTRACTOR shall obtain and retain in the clients' files signed proof of client's and/or family's
review of all policies, provider expectation, and receipt of information about services and benefits to be
provided by the program. The signed proof required by this section shall be reviewed and renewed, with
new documentation, annually.
(12) SUBCONTRACTOR will encourage participant involvement in policy development.
(13) SUBCONTRACTOR shall update Client Intake Forms every 6 months during the Client Review meeting.
(14) SUBCONTRACTOR shall assure potential conflict of interest, real or apparent, will not arise. Such a
conflict will arise when: The employee, officer or agent, any member of immediate family, Guardian /
decision maker, or an organization that employs or is about to employ any of the above has financial or
other interest in the client(s).
(15) SUBCONTRACTOR shall have adequate staffing ratios and patterns to maintain quality and safety.
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(16) All services for persons with developmental disabilities must be provided with attention to their health and
safety. SUBCONTRACTOR shall comply with all applicable federal, state and local fire, health, and
safety regulations.
(17) incidents involving injury, health, or safety issues are immediately reported to DDA Central Office and the
County (reference: DDA Policy 6.08, Mandatory Reporting Requirements for Employment and Day
Program Services Providers).
(18) Incident reports are tracked and analyzed for potential trends and patterns,
(19) Current emergency contact and medical information (medications, diet, allergies, etc.) needed during the
hours of service is readily available for each participant.
(20) if SUBCONTRACTOR is found to have a substantiated finding of abuse, neglect, abandonment, or
financial exploitation, they shall comply with the following APS guidelines:
• Upon receiving documentation of a substantiated finding of abuse, neglect, exploitation, or abandonment
from APS, the regional DDA office will send a copy of the APS substantiation report to the COUNTY
within one working day. send a letter to the
Upon receiving documentation of a substantiated finding of abuse, the COUNTY will
SUBCONTRACTOR vocational/day program provider within one working day.
1. The SUBCONTRACTOR is required to:
a. Document the steps the SUBCONTRACTOR has taken to protect the vulnerable
person(s) immediately; and
b. Submit a corrective action plan, if needed, to the county within 10
working days.
2, The COUNTY will respond to the steps taken and the sufficiency of the proposed corrective action plan
within to working days. If the corrective action is not accepted, the plan will be returned to the provider
for correction and an amended plan will be required within 5 working days.
3. once accepted, the COUNTY will send the corrective action plan to DDA for final approval. DDA
regional staff will respond as to the plan's sufficiency, and whether or not any additional information is
needed, within 10 working days. The region will send a copy to Central Office.
4. COUNTY and its SUBCONTRACTORS are mandated reporters of abuse and neglect under RCW
74,34.020, Abuse of Vulnerable Adults (1), and must comply with reporting requirements described in
RCW 74.34.035, 040 and Chapter 26,44 RCW, Abuse of Children. If the COUNTY is notified by DSHS
that a SUBCONTRACTOR'S staff member is cited or on the registry for a substantiated finding, then that
associated staff member will be prohibited from providing services under this contract.
(21) SUBCONTRACTOR is required to maintain the following minimum organizational capacity in order to meet
the performance standards set forth in this agreement. Failure or inability of SUBCONTRACTOR to meet
any or all of these minimum capacity requirements, as determined solely by COUNTY, may be cause for
termination of this agreement as provided herein.
(a) Accreditation: SUBCONTRACTOR must be able to demonstrate conformance to Commission on
Accreditation of Rehabilitation Facilities (CARP) standards for quality assurance and CARF
accreditation.
(b) Confjdentiali L, SUBCONTRACTOR shall protect and maintain all Confidential Information gained by
reason of the Program Agreement against unauthorized use, access, disclosure, modification or loss. This
duty requires the COUNTY to employ reasonable security measures, which includes restricting access to
Confidential Information by:
(1) Allowing access to staff that have an authorized business requirement to view the Confidential
Information.
(2) Physically securing any computers, documents, or other rnedia containing Confidential
Information.
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(3) When transporting six (6) to one hundred forty nine (149) records containing Confidential
Information outside a Secure Area do one or more of the following as appropriate:
(a) Using a trusted System
(b) Encrypt the Confidential Information, including
(i) Email and/or email attachments
(ii) Confidential information when it is stored on portable devices or media including
but not limited to laptop computers and flash memory devices
(c) Send Paraer documents containing Confidential Information via Trusted System.
To the extent allowed by law, at the end of the Program Agreement term, or when no longer
needed, the parties shall return Confidential Information or certify in writing the destruction of
Confidential Information upon written request by the other party.
(2) Paper documents with Confidential Information may be recycled through a contracted firm,
provided the contract with the recycler specifies that the confidentiality of information will be
protected and the information destroyed through the recycling process. Paper documents
containing Confidential Information requiring special handling (e,g, protected health
information) must be destroyed through shredding, pulping, or incineration.
(3) The compromise or potential compromise of Confidential Information must be reported to the
COUNTY within five (5) business days of discovery of breaches of less than 500 persons
protected data. The parties must take actions to mitigate the risk and loss and comply with any
notification or other requirements imposed by law.
(d) _Equal Access, SUBCONTRACTOR will assures equal access to persons who do not speak or have a
limited ability to speak, read, or write English well enough to understand and communicate effectively
(reference: DDA policy 5.05, Limited English Proficient (LEI') Clients),
(e) Financial and Program Management: SUBCONTRACTOR will maintain an
administrative/organizational structure that clearly defines responsibilities; systems and personnel to
maintain accounting records that accurately reflect all program revenues and expenditures; prepare
monthly statements of activity (ADSA Reports); maintain appropriate client service records and
progress reports; and track key program performance indicators,
_ParficipAn_tK. SUBCONTRACTOR has a commitment to support integration of individuals with
developmental disabilities with people who are not disabled and has involved participants with
developmental disabilities in policy development.
(g) f!aTjner§bV_s: SUBCONTRACTOR has a history of working cooperatively with community-based
organizations including Employers, other Agencies, the COUNTY DD Program, the Division of
Vocational Rehabilitation (DVR), and the Schools,
(h) performance Plan: SUBCONTRACTOR has a written performance plan that describes its mission,
program objectives, expected outcomes, and describes how and when objectives will be accomplished;
and will assure the plan is evaluated at least biennially with revisions based on actual performance.
(i) Q,1aliiied Staff: SUBCONTRACTOR will provide adequate, qualified staff with skills and experience
in evaluation, training, supervision, counseling and support of adults with developmental disabilities
who are earning wages, per the attached Statement of Work. SUBCONTRACTOR will assure that all
direct service staff are trained and that training is documented. SUBCONTRACTOR will provide
COUNTY with information regarding staff qualifications upon request.
5afe!y: SUBCONTRACTOR will provide evidence that it employs safety protection based on the
environment in which the participant is working or receiving services.
(22) SUBCONTRACTOR shall provide an Individual Employment/Vocational Client Plan and/or Person
Centered planning/profiles delineating individual skills and needs within 30 days of the beginning of
services on all program clients, The SUBCONTRACTOR shall use the new Employment Program Plan
Report Form (see Attachment A) for Individual Employment /Vocational Client Plans.
(23) Individual Employment/Vocational Client Plans will include:
I. Information that identifies and addresses the individualized goal and support needs for each
participant. The plan should be developed by the provider in collaboration with the Case Resource
Manager, participant, and his or her family (the team).
2. Initial plans will be completed within 60 days from date of service authorization and must be
signed by the participant and/or his or her guardian, if any.
3. Copies of the initial and subsequent revised plans will be distributed as appropriate to all team
members. 4 Concerned Citizens 113 1 ITA 2014-2015
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4. Plans will be reviewed and signed annually,
(24) Individual Employment,/Vocational Client Plans will also include the information listed below:
a) Current date
b) Timeline for the plan
c) Client's name: first and last
d) client ADSA ID
c) Employment goal
f) preferred (job type) the individual wishes to obtain or maintain
g) The preferred wages /salary the individual wishes to earn
h) The number of hours the individual prefers to work
i) The preferred work shift
j) The individual's skills, gifts, interests, and preferred activities
k) Measurable strategies (action steps and supports) to meet the employment goal
1) Identification of persons and/or entities (such as family, Division of Vocational Rehabilitation)
available to assist the client in reaching his/her employment goal
m) identification of other accommodations, adaptive equipment, and/or supports critical to achieve
employment goal
(25) Six month progress reports describing the progress made towards achieving client's goal will be provided
by the service provider to the Case Resource Manager, participant, and/or guardian, if any, within 30 days
following the six-month period.
(26) All services for persons with developmental disabilities must be provided with attention to their health and
safety. SUBCONTRACTOR shall comply with all applicable federal, state and local fire, health and safety
regulations.
(27) The SUBCONTRACTOR shall report any injury or accident that requires more than simple first aid, and
any extraordinary incident that requires intervention by the SUBCONTRACTOR to the DSHS/DDA Case
Manager for the individual involved, and then to the COUNTY Coordinator, This includes serious physical
or emotional harm or potential harm.
1. The initial report may be done via documented telephone calls to the COUNTY Coordinator,
2
The SUBCONTRACTOR shall submit a written follow-up report within 10 days to the COUNTY
Coordinator, The report to the COUNTY Coordinator may be submitted by email, facsimile
(FAX) to 360-385-9401, or by mail to Jefferson County Public Health 615 Sheridan Port
Townsend, WA 98368,
3. Serious and emergent incidents shall be handled in accordance with DSHS/DDA Policy 12.01,
Incident Management.
(28) Within 30 days of the effective date of this agreement and at least semi-annually thereafter,
SUBCONTRACTOR will provide (a) company (b) program financial reports to COUNTY, including, all
revenues and expenses generated by SUBCONTRACTOR, in sufficient detail to demonstrate the uses of
funds provided under this agreement,
(29) Make available for inspection, review or audit by COUNTY DD Coordinator at all reasonable times: all work
sites; all client records; records on productivity and client wages; and all documents, reports, and other data
applicable to this ag reement. The COUNTY shall monitor services delivered, and conduct at least one on-site
visit with SUBCONTRACTOR during the period of the contract to assure compliance with the DDA State
Work Order.
T Rk, TS
(30) AlVD-1 _Q_UIREME_N. Independent Audit will be submitted annually to the Jefferson COUNTY DD
COUNTY Coordinator in the following manner:
SUBCONTRACTOR shall acquire a financial audit by an independent auditing firm to determine at a
minimum the fiscal integrity of the financial transactions and reports of the SUBCONTRACTOR.. Copies
of the audit and management letter shall be submitted to the Jefferson COUNTY Public Health Department
within 9 months of the end of the SUBCONTRACTOR'S fiscal year.
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The SUBCONTRACTOR shall provide an independent audit of the entire organization which:
(a) is performed by an independent Certified Public Accountant, the Washington State
Auditor's office, or another entity, The COUNTY and the SUBCONTR4 CTOR mutually
approve.
(b) Provides statements consistent with the guidelines of Reporting for Other 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.
(c) The SUBCONTRACTOR shall submit two (2) copies of the audit and/or the summary and the
management letter directly to the COUNTY immediately upon completion. The audit must be
accomplished by documentation indicating the SUBCONTRACTOR'S Board of Directors has
reviewed the audit.
(31) If the Developmental Disabilities Program Coordinator finds indications of potential non-compliance
during the contract monitoring Process Or learns that the SUBCONTRACTOR is out of compliance with
any of the terms or conditions of this contract, the following process will be pursued:
(a) Informal Notification: Informal process wherein the COUNT Coordinator alerts the
SUBCONTRACTOR in writing of the potential non-compliance and an agreeable solution is reached
within ten (10) clays.
(b) Official Notification: If the informal notification does not result in resolution, the official notification
of possible non-compliance to establish a date, within ten (10) working days of notification, when
representatives of the COUNTY and the SUBCONTRACTOR shall meet to discuss areas of
contention and attempt to resolve the issues.
(c) WrittenSummarY Within ten (10) working days of such official notification, the COUNTY will
provide the SUBCONTRACTOR a written summary of the areas of non-compliance by certified mail.
Notice shall be sent to the address identified in the Agreement.
(d) Discussion: Within twenty (20) days of the date of the written summary, a discussion between
COUNTY and SUBCONTRACTOR shall be conducted to resolve areas of non-compliance or
potential non - compliance.
(e) Should the above procedures fail to resolve the compliance issue, the parties will obtain the services of
the Peninsula Dispute Resolution Center, or another agreed upon resource, and shall share equally in
any retainer fees or other costs of services. If no agreement is reached, the mediator's decision in the
matter will be binding on all parties, except that in no event will the COUNTY honor a financial
determination that is greater than the funds allowed the scope of this Agreement.
(32) For five years following the end date of this agreement, SUBCONTRACTOR will maintain client records and
books, records, documents, reports, and other evidence of accounting procedures and practices, which
sufficiently and property reflect all direct and indirect expenditures of funds provided under this agreement.
Client records shall minimally include statement of client goals, documentation of training provided, training
hours, routine progress notes, and semi-annual summary of progress toward meeting client goals.
(33) SUBCONTRACTOR will provide COUNTY with individual Employment Plans (or Person Centered
pjanlprofije), client goals, and a surnmary of progress toward meeting those goals on a biannual basis.
(34) SUBCONTRACTOR will make available for inspection, review, or audit by COUNTY DD Coordinator at all
reasonable times: all client records; and all documents, reports, and other data applicable to this agreement,
(35) sUBCONTRACTOR shall provide COUNTY with a copy of a signed DSIIS Provider Agreement within 30
days of the effective date of this agreement.
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(36) SUBCONTRACTOR agrees to assign to COUNTY its Medicaid Billing Rights for services to Clients eligible
under Title XIX programs. Written documentation shall be available to COUNTY on request. If
SUBCONTRACTOR contracts directly with DSHS to provide covered services under Title XIX, COUNTY
agrees that funding intended for those clients shall be excluded from this agreement, if SUBCONTRACTOR
contracts directly with Social Security to provide covered services under a PASSARWE, COUNTY agrees
that funding intended for those clients shall be excluded frorn this agreement.
C. REIMBURSEMENTS
(1) For said services rendered under this agreement, COUNTY shall reimburse SUBCONTRACTOR on a unit
rate basis as follows:
(a) lridividualmtaloYmpnt /Individualized Technical Assistance Services: SUBCONTRACTOR will be
paid $65,00, per unit assigned Service Responsibility of regular Program Service as defined in
Exhibit A, Statement of Work.
(2) SUBCONTRACTOR will bill COUNTY monthly in arrears and on a monthly basis, on or before the 5th day
of the month, for units of service provided under this agreement. SUBCONTRACTOR will submit a Monthly
DDA Services Report (ASDA) form for its billings. At no time shall the invoices for reimbursement be
submitted more than 60 calendar days following the last day of the month for which the services were
provided without COUNTY approval,
(3) COUNTY may, at its option, withhold reimbursement for any month for which required reports have not
been received, or are not accurate and/or complete, or for contractual non-compliance issues.
(4) 'Total reimbursements for fiscal year 2014-2015 to SUBCONTRACTOR by COUNTY under this contract
shall not exceed $41,641.00 in completion of these services without express written amendment signed by
both parties to this Agreement.
(5) SUBONTRACTOR will access Division of Vocational Rehabilitation (DVR) funding as a resource. Client
services shall not be reimbursed under this agreement when the same services are paid for under the
Rehabilitation Act of 1973 DVR, P.L. 94-142 (Public Education), or are being funded under PASS/IRWE.
D. MISCELLANEOUS
(1) Pursuant to WAC 275, DS14S Division of Developmental Disabilities (DDA) shall determine individual
eligibility of persons for services delivered under this agreement. DDA shall notify COUNTY of persons
authorized for services reimbursed under this agreement. Only persons referred to COUNTY by DDA shall
be eligible for services reimbursed under this agreement.
(2) The SUBCONTRACTOR'S relation to the COUNTY shall at all times be that of independent
SUBCONTRACTOR, Any and all employees of the SUBCONTRACTOR, or other persons engaged in the
performance of any work or service required of the SUBCONTRACTOR under this Agreement, shall be
considered employees of the SUBCONTRACTOR only, and any claims that may arise on behalf of or
against said employees shall be the sole obligation and responsibility of the SUBCONTRACTOR.
(3) The SUBCONTRACTOR shall not sublet or assign any of the services covered by this Agreement without
the express written consent of the COUNTY. Assignment does not include printing or other customary
reimbursable expenses that may be provided in an Agreement.
(4) The SUBCONTRACTOR, by signature to this Agreement, certifies that the SUBCONTRACTOR is not
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participating in this Agreement, or any Agreement by any Federal department or agency. The
SUBCONTRACTOR also agrees to include the above requirement to all subcontracts into which it enters.
(5) The SUBCONTRACTOR shall obtain and keep in force during the terms of the Agreement, or as
otherwise required, the following insurance with companies or through sources approved by the State
Insurance Commissioner pursuant to RCW 48:05:
(a) Worker's compensation and employer's liability insurance as required by the State of Washington.
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(b) commercial Automobile Liability or Business Use 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 combined single limit of not less than $1,000,000 each occurrence
with the COUNTY named as an additional insured in connection with the SUBCON'TRACTOR'S
performance of the contract.
(c) General Commercial Liability Insurance in an amount not less than a single limit of one million
dollars ($ 1,000,000,00) per occurrence and a aggregate of not less than two (2) times, the
occurrence amount ($2,000,000.00 minimum) for bodily injury, including death and property
damage, unless a greater amount is specified in the contract specifications. The insurance
coverage shall contain no limitations on the scope of the protection provided and include the
following minimum coverage:
(1) Broad Form Property Damage, with no employee exclusion
(2) Personal Injury Liability, including extended bodily injury
(3) Broad Form Contractual/Commercial Liability - including completed operations
(4) Premises - Operations Liability (M&C)
(5) Independent Contractors and Subcontractors
(6) Blanket Contractual Liability
(6) All employees or subcontractors of SUBCONTRACTOR who are required to be professionally certified by
the State in the performance of services under this agreement shall maintain professional liability insurance
in the amount of not less than one million dollars ($1,000,000). In no case shall such professional liability
to third parties be limited in any way.
(7) it shall be the responsibility of the SUBCONTRACTOR to insure that any and all persons engaged in the
performance of any work or service required of the SUBCONTRACTOR under this Agreement, shall
comply with the same insurance requirements that SUBCONTRACTOR is required to meet.
(8) Failure on the part of the SUBCONTRACTOR to maintain the insurance as required shall constitute a
material breach of contract upon which the COUNTY may, after giving five working days notice to the
SUBCONTRACTOR to correct the breach, immediately terminate the contract or, at its discretion, procure
or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended
to be repaid to the COUNTY on demand, or at the sole discretion of the COUNTY, offset against funds due
the SUBCONTRACTOR fTorn the COUNTY.
(9) All cost for insurance shall be considered incidental to and included in the unit contract prices and no
additional payment will be made.
(10) Excepting the Workers Compensation insurance and any professional liability insurance secured by the
SUBCONTRACTOR, the COUNTY will be named on all certificates of insurance as an additional insured.
The SUBCONTRACTOR shall furnish the COUNTY with verification of insurance and endorsements
required by this Agreement. The COUNTY reserves the right to require complete, certified copies of all
required insurance policies at any time.
All insurance shall be obtained from an insurance company authorized to do business in the State of
Washingtom The SUBCONTRACTOR shall submit a verification of insurance as outlined herein within
14 days of the execution of this Agreement to the COUNTY. All insurance policies obtained by the
SUBCONTRACTOR shall be primary to any equivalent or applicable policies held by the COUNTY. All
insurance Policies Obtained by the SUBCONTRACTOR shall include a waiver of subrogation rights. Any
insurance self-insured retention, deductible or risk retention maintained, or participated in, by the
COUNTY shall be excess and shall be non-contributory to the insurance policies provided by the
SUBCONTRACTOR in order to comply with the insurance requirements of this Subcontract. All policies
provided by the SUBCONTRACTOR in order to comply with the insurance requirements of this
Subcontract must be endorsed to show this primary coverage.
(12) The COUNTY will pay no progress payments under Section C until the SUBCONTRACTOR has fully
complied with this section. This remedy is not exclusive; and the COUNTY may take such other action as
is available to them under other provisions of this Agreement, or otherwise in law.
Concerned Citizens IE I ITT 2014-2015
Page 9 of 18
(13) Nothing in the foregoing insurance requirements shall prevent the COUNTY, at its option, from
additionally requesting that the SUBCONTRACTOR deliver to the COUNTY an executed bond as security
for the faithful performance of this contract and for payment of all obligations of the SUBCONTRACTOR.
(14) The SUBCONTRACTOR shall comply with all Federal, State, and local laws and ordinances applicable to
the work to be done under this Agreement. This Agreement shall be interpreted and construed in accord
with the laws of the State of Washington and venue shall be in Jefferson COUNTY, WA,
(15) The SUBCONTRACTOR shall comply with the WA State Department of Labor and Industries Minimum
Wage Act, RCW 49,46, acknowledging persons with disabilities participating in job assessments are not
considered employees.
(16) The SUBCONTRACTOR shall indemnify and hold the COUNTY, and their officers employees, and agents
harmless from and shall process and defend at its own expense, including all costs, attorney fees and expenses
relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly,
from c i t
om the SUBCONTRACTOR'S negligence or breach of any of its obligations under this Agreement;
provided that nothing herein shall require a SUBCONTRACTOR to indemnify the COUNTY against and
hold harmless the COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY,
their officers, employees and agents, and provided further that if the claims or suits are caused by or result
from the concurrent negligence of
(a) the SUBCONTRACTOR'S agents or employees; and, (b) the COUNTY, its officers, employees and
agents, this indemnity provision with respect to (1) claims or suits based upon such negligence, and/or (2)
the costs to the COUNTY of defending such claims and suits, etc,, shall be valid and enforceable only to
the extent of the SUBCONTRACTOR'S negligence or the negligence of the SUBCONTRACTOR'S
agents or employees.
(17) claims against the COUNTY shall include, but not be limited to assertions that the use and transfer of any
software, book, document, report, film, tape, or sound reproduction of material of any kind, delivered there
under, constitutes an infringement of any copyright, patent, trademark, trade name, or otherwise results in an
unfair trade practice or an unlawful restraint of competition,
(1 g) The SUBCONTRACTOR specifically assumes potential liability for actions brought against the COUNTY by
SUBCONTRACTOR'S employees, including all other persons engaged in the performance of any work or
service required of the SUBCONTRACTOR under this Agreement and, solely for the purpose of this
indemnification and defense, the SUBCONTRACTOR specifically waives any immunity under the state
industrial insurance law, Title 51 RCW. The SUBCONTRACTOR recognizes that this waiver was
specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation.
(1 9) SUBCONTRACTOR shall not discriminate against any person presenting themselves for services based on
race, religion, color, sex, age, or national origin.
(20) COUNTY reserves the right to terminate this contract in whole or in part, without prior written notice, in the
event that contractual terms are not fulfilled, or if expected or actual funding from the Department of Social
and Health Services Division of Developmental Disabilities is withdrawn, reduced, or limited in any way after
the effective date of this agreement. In the event of termination under this clause, COUNTY shall be liable
only for payment for services rendered prior to the effective date of termination.
(21) No portion of this contract may be assigned or subcontracted to any other individual, fine, or entity without
the express and prior written approval of COUNTY. If the COUNTY agrees in writing that all or a portion of
this Contract may be subcontracted to a third-party, then any contract or agreement between the
SUBCONTRACTOR and a third-party subcontractor must contain all provisions of this Agreement and the
SUBCONTRACTOR must agree to be bound by all terms and obligations found in this agreement.
ADOPTED THIS _ day of 2014
By
John Austin, chairman
Jefferson County Board of Comnlissioners
B
Lin ddleton
Execu t ve ve Director Concerned Citizens
Comerned Citizens IE / ITA 2014-2015
Page 9 of 18
BY:
Attest, Deputy/Clerk of the Board
L M)II
0 M ON Y:
APPR't]ED A '1, 0
AM)
a
jeffer-son COUNTY Prosecuting Y
10 Concaned Citizens IE / ITA 2014-2015
Page 10 of 18
EXHIBIT A
STATEMENT OF WORK
INDIVIDUAL SUPPORTE 1) EMPLOYMENTANDIVIDUALIZED TECHNICAL ASSISTANCE
I. WORK STATEMENT
SUBCONTRACTOR shall provide Individual Supported Employment Services /Individualized Technical
Assistance for program clients as described hereinafter. SUBCONTRACTOR shall be reimbursed for such
services on a unit of service basis pursuant to Section C., Reimbursements of this contract.
11. PROGRAM DESCRIPTION
A. Program Goals:
To support and strengthen Concerned Citizen's capacity to provide quality, cost effective individual
supported employment services.
2. To assure that businesses employing individuals with developmental disabilities in Jefferson County
will meet the Employment Quality Indicators from the County Guidelines as adopted by the 13,17,
Advisory Board.
3. To provide employment services that are designed to meet specific needs of individuals based on
personal preferences and individualized goals and outcomes.
4. To provide appropriate job matching and necessary vocational support services to assure that
program client', placed in individual community jobs maintain continuous employment for at least
one year.
5. To provide Pathway to Employment Plan facilitation, a discovery process, detailed action
steps/timelines that will serve as a transition tool towards the advancement of the individual's
pathway and as an aid in the implementation of matching program clients to appropriate
employment services in the community.
6. When appropriate, to provide assessment and consultation, in order to identify and address existing
barriers to employment for individuals who have not yet achieved their employment goal, through
consulting and assessment, (This is in addition to supports received through Supported Employment
services or Group Employment services for individuals who have not yet achieved their employment
goal),
7, Clients in an Employment program will be supported to work towards a living wage. A living wage
is the amount needed to enable an individual to meet or exceed his or her living expenses. Clients
should average twenty (20) hours of community work per week or eighty-six hours per month.
Definitions
1. Individual Em lo rient is an individual job in the community where a traditional
_p yl_
employer /employee relationship exists (i.e. person is hired, paid, and supervised by the employer),
and is performed at locations that are typical employment sites for non-disabled persons, (not in
businesses or locations where the primary purpose is to provide employment or work training for
individuals with disabilities), Individual Employment is for those who have not traditionally held
competitive jobs or who have had interrupted or intermittent employment as a result of a severe
disability, and is for people with severe disabilities who need intensive and/or extended support
services to perform work in the community.
Elacerngt is defined as employment in a first job or in multiple jobs arranged by
StJBCONTRACTOR for 90 calendar days. Placements may be: full-time, average weekly work
totaling 40 hours or more; or part-time, average weekly work totaling 12 hours to 40 hours,
Concerned Citizens IE / ITA 2014-2015
Page I 1 of 18
Repla, .ACT in any subsequent
ement is defined as being assisted by the same SUBCONTRA
employment (second, third, fourth job, etc.) for 90 calendar days. Employment may be full-time,
part-time, or other as defined in 13.2 above,
Placement and Replacement Services may include: vocational counseling and job analysis to assist in
the identification of work objectives and the ob match process; job development, locating g a suitable
i
community job for the worker; initial placement and post hire training of the supported employee,
employer and/or coworkers at the employment site-, job restructuring and worksite modifications;
supporting the worker, employer, and other interested persons (parents, unions, other employees,
etc.) to develop natural workplace supports and ensure stability on the job; assisting the worker to
obtain other services necessary for continued employment; feedback to the worker, COUNTY and to
DDA Field Services regarding progress and/or problems.
Fallow along es begin at the time of placement or replacement and may include: visiting with
5. g Servic�l
the worker, the employer, and other interested parties (parents, unions, etc.) to insure stability on the
job; providing feedback to the worker, COUNTY, and to DDA Field Services regarding progress
and/or problems; counseling the worker and his/her family on vocational issues.
6. The develo merit of a Pathwa to Em to a e
ti_ ymen a that will serve as a transition tool toward th
advancement of the individual's employment pathway and as an aid in the implementation of
matching prograrn clients to appropriate employment services in the community.
7. Planning is defined as facilitating the development of a Pathway to Employment Plan, delineating
individual vocational skills, experiences, preferences, strengths, support needs, skills, goals and
objectives, education on system navigation and the Discovery Process related to vocational skills
and capabilities.
I of the Action Steps that detail tasks timelines and entities responsible for leading
8. upie en.a,1nn
t
0 the employment will reflect that 75% of the direct service hours with the client will
e community unity ei
be at employment sites in the community. The amount of service a client receives will be based on
his/her demonstrated need, acuity level, and work history.
9. Individualized Technical Assistance services are part of an individual's pathway to individual
employment. The service of assessment and consultation (in order to identify and address existing
barriers to employment) may be provided by the employment provider or to the employment
provider. This is in addition to supports received through supported employment services or Pre-
vocational services for individuals who have not yet achieved their employment goal.
C. Program Requirements
The SUBCONTRACTOR will clearly communicate to the client and the COUNTY, prior to
beginning service, an expected change in the maximum service hours per month the client can
expect to receive. Service changes will not occur until the client has received proper notification
from DDA.
(a) The client's DDA ISP is the driver for service. The CMIS County Service Authorization and the
updated Planned Rates information will not exceed the client's DDA ISP,
(b) The amount of service the client receives should match with the CMIS County Service
Authorization and updated Planned Rates information.
2. if SUBCONTRACTOR is selected as the client's provider, SU il
BCONTRACTOR shall provide a
individual Employment/Vocational Client Plan for client's in service delineating individual skills,
experiences, preferences, strengths, support needs, skills, and goals and objectives within 30 to 60
days of the beginning of services for the client, in order to promote Individual Employment.
(Minimum Individual Employment/Vocational Client Plan elements are outlined in the reference
document called "Criteria for Evaluation.")
3. SUBCONTRACTOR will provide a copy ofthe Individual Employment/Vocational Client Plan to
the client, their CRM's, Guardian, the COUNTY, and others as appropriate.
p2 Concerned Citizens IE / ITA 2014-2015
Page 12 of 18
4. Pathways to Employment Planning services shall include a personal discovery process related to
skills, capabilities, and goals; education on system navigation; facilitated plan development; action
steps detailing steps, timelines, and entities responsible for the accomplishment of tasks leading to
employment and the implementation of vocational services.
5 Clients in an employment program will be supported to work toward a living wage. A living wage
is the amount needed to enable an individual to meet or exceed his or her living expenses. Clients .
should average twenty (20) hours of community work per week or eighty -six (86) hours per month..
The amount of service a client receives will be based on his/her demonstrated need, acuity level, and
work history.
6. if SUBCONTRACTOR fails to provide the minimum number of monthly service hours for the
client, the COUNTY will advise the client, Parent/Guardian, and/or Residential Provider
concerning the minimum and maximum number of service hours the client should be receiving
and inform them of the option of choosing another Employment Provider.
7, SUBCONTRACTOR- will contact all clients according to their need, and at least once a month.
8. The Action Steps of the Individual Employment /Vocational Client Plan will be reviewed by the
chosen Employment Provider every 6 months (sooner if needed) in order to assess if it is
continuing to meet the individual's pathway to employment goals.
9. The Action steps of the Individual Employment /Vocational Client Plan will reflect that 75% of the
direct service hours with the client will be at employment sites in the community. The focus will
be on real work experience in a community setting delineating individual skills, experiences,
preferences, strengths, support needs and vocational interests.
10. SUBCONTRACTOR shall provide an Individual Employment/Vocational Cint Pf clie is in
Individual Employment delineating individual skills, experiences, preferences, strengths, support needs, and goals and ob�jectivcs within 30 days of the beginning of services for the client in
order to promote Individual Employment. Job coaching and supervision of program clients will be
based on goals established in an Individual Employrnent/Vocational Client Plan. Client goals,
training provided, and progress toward meeting goals shall be documented in each client record.
11. If clients in Individual Supported Employment have not obtained paid employment at minimum
wage within six (6) months, the SUBCONTRACTOR will assure the COUNTY the following
steps are taken:
a. Review of progress toward employment goals
b. Provide evidence of consultation with the family /client
c. Development of additional strategies with the family /client, COUNTY staff, employment
support staff, and the case manager, Strategies may include providing technical assistance,
changing to a new provider, and/or providing additional resources as needed to support the
individual's pursuit of employment. The additional /new strategies will be documented for each
client and kept in the client's file(s).
12. If, after six (6) months, the client remains unemployed and chooses to remain in Individual
Employment, an additional review will be conducted and the provider will be required to
readdress the steps outlined in the previous six -month progress report in the following six -month
progress report.
13. if, after six (6) months, the client remains unemployed, the client may request to participate in
Community Access activities or the client may choose to remain in an Employment Program,
When requesting to participate in the Community Access services, the client shall communicate
directly with his or her DDA Case Manager. The DDA Case Manager is responsible for
authorizing Community Access services.
13 Concerned Citizens IF / ITA 2014 -2015
Page 13 of 1 9
14. SUBCONTRACTOR will submit to the COUNTY, to the DDA Case Manager, to the Residential
Provider, and Parent/Guardian a six-month Progress Report on each client. The
SUBCONTRACTOR will use the new Employment Plan Report Form (see Attachment A) to
report on the six-month progress of the client.
15. The frequency of the Semi-Annual Progress Reports of this contractual period will be one every
six (6) months after the initial plan—July through December 2014—with the report due on
January 2, 2015. The second will be due—January thru June 2015-.--on July 1, 2015.
16. The Semi-Annual Progress Report shall demonstrate the implementation strategy and how the
individual is progressing on his/her Individual Employment/Vocational Client Plan; indicating the
g
fulfillment of the commitments made concerning the Action Steps of the Individual
Employment/vocational Client Plan; and it shall describe the reasons for, if any, shortfall
concerning the action steps and proposed steps for correction.
17. SUBCONTRACTOR shall schedule a review meeting every six months for all program clients. The
review meeting shall include an assessment/evaluation of the Action Steps of the Individual
Employment/Vocational Client Plan (goals and objectives). The Action Steps of the Individual
Employment/Vocational Client Plan will be updated every 6 months for all program clients.
18. COUNTY shall receive the dates for the six-month reviews for program clients one month before the
required meetings,
19. SUBCONTRACTOR will submit a copy of the updated Action Steps of the Individual
Employment/Vocational Client Plan and progress reports to the Client, the DDA case manager, the
COUNTY Coordinator, and Residential Support Staff,/Parent or Guardian.
20. SUBCONTRACTOR will submit six-month Progress Reports & updated Action Steps on each
client to the COUNTY for feedback and approval. Disregarding, or lack of follow-through on this
step will hold up monthly billing and continued authorization for funding.
21 The Semi-Annual Progress Reports will show Individual Employment/Vocational Client goals,
training provided, and a written synopsis demonstrating progress toward meeting objectives; or
it will describe the reasons for any shortfall concerning the outcomes, and propose actions for
correction.
22. SUBCONTRACTOR shall schedule a review meeting every 6 months for all program clients. The
review meeting shall include an assessment/evaluation of the Individual Employment/Vocational
Client Plan's goals and objectives, The Individual Ernployment/Vocational Client Plan will be
updated every 6 months for all program clients.
23. SUBCONTRACTOR will submit a copy of the updated Individual Employment/Vocational Client
Plan and progress reports to the client, the DDA case manager, the COUNTY Coordinator, and
Residential support StaffiParent or Guardian.
24. All clients will be contacted by SUBCONTRACTOR according to client need, and at least once a
month.
24. The SUBCONTRACTOR will clearly communicate to the COUNTY and the client prior to
beginning service, or when there is an unexpected change in the maximum service hours per month
the client can expect to receive; and service changes will not occur until the client has received
proper notification from DDA.
o The client's DDA ISP is the driver for service. The County Service Authorization (CSA) and
updated Planned Rates information will not exceed the client's DDA ISP.
The arnount of service hours the client receives should match the County Service Authorization
and Planned Rates information.
14 Concerned Citizens 1E / ITA 2014-2015
Page 14 of 18
25. SUBCONTRACTOR must ensure that every client file has a copy of DDA Client Authorization
and referral (CSA), a copy of the participant's Individual Habilitation Plan (ICF/MR),
Individual Service Plan, Plan of Care and/or Individual Support Plan (HOBS Waivers), and/or the
County Service Authorization/Individual Service Agreement Plan, as applicable.
26. SUBCONTRACTOR must ensure that Client Goals and Objectives are based on a Person
Centered Plan/Action Steps or an Individual Employment/Vocational Client Plan; that
documentation and data collected, or training reflects the Action Steps or the Individual
Employment/Vocational Client Plan; and that the documentation shows how it has identified and
addressed support needs of each participant by demonstrating methods for providing services
based on individual needs outlined in a client's Person Centered Plan/Action Steps or an
Individual Employment/Vocational Client Plan; and has documentation of three-month progress
reports that include Client Goals/Action Steps and a summary of progress toward meeting goals.
2T SUBCONTRACTOR must ensure that all Incident Reports are retained in client files; that they
have a policy to retain records at least 5 years; that emergency contact and medical information
(medications, diet, allergies, etc,) needed during the hours of service is available for each
participant on the face sheet of the client file; that the emergency and contact information is
updated yearly, or when needed; and that services are provided in a natural or integrated
environment, or there is a goal to achieve that.
28, SUBCONTRACTOR will support clients in an employment program to work toward a living
wage. A living wage is the amount needed to enable an individual to meet or exceed his or her
living expenses. Clients should strive to average twenty (20) hours of work per week or eighty-six
(86) hours per month. The amount of service a client receives will be based on his/her
demonstrated need and acuity level.
29. Worker wages shall be commensurate with the local industry accepted norms and comply with
applicable Federal Department of Labor standards.
30. Recommendations for program participant's termination in Individual Employment or transfer into
another Individual Employment agency must be authorized by the DDA Case Manager, and will be
reviewed in consultation with the COUNTY and others as appropriate. SUBCONTRACTOR will
facilitate the development of a transition plan and schedule. The transition plan will be developed in
consultation with the client, DDA case management, COUNTY, family members and other service
providers as applicable and within 10 working days ot'SUBCONTRACTOR'S recommendation.
31. SUBCONTRACTOR must ensure there is a legal requirement and a clear delineation for staff
qualifications and proof of background criminal history clearance in accordance with RCW
43,43,830-845 and RCW 74.15-030 on all staff.
32. SUBCONTRACTOR shall submit a written Program Staff Training Plan to COUNTY for approval
or disapproval within 30 days of the effective date of this agreement, semi-annually thereafter, or
when reorganization occurs, which minimally includes SUBCONTRACTOR's procedure to train
new direct service staff. The training must include:
• DDA policies & Competencies (see Section C-Number 28 -31)
•
RC's & WAC's referenced ( page I & 2 of the County Contract, Section B. Obligations)
• Agency policies & procedures
• Skills on how to instruct/teach clients
0 Skills on how to document data collection, daily/weekly notes & 6 month reports in client
files s and/or Person Centered
a Skilis on how to write Individual Employment/Vocational Client Plan
Plans (creating Client vocational goal s/object i ves)
0 SUBCONTRACTOR's plan to provide staff skilled in applying training techniques to enhance
the work related skills of program clients
0
FTC's levels job descriptions and organization charts pertaining to program staff
0
SUBCONTRACTOR is required to send five (5) direct service staff to a minimum of 16
hours of workshops, trainings and/or conferences about developmental disabilities and
,employment, for a total of 80 hours. Should SUBCONTRACTOR fail to access trainings for
15 Concerned Citizens 1E / rrA 2014-2015
1`11ge 15 of 1 s
direct service staff, the SUBCONTRACTOR will reimburse the COUNTY at the rate of 65.00
an hour for every hour of training not accessed for staff (for not more than a total of $5,200).
33, SUBCONTRACTOR will provide COUNTY with information regarding staff qualifications and
documented training's every six (6) months.
34, SUBCONTRACTOR must assure that new staff are informed specifically of all agency
policies/procedures and have documentation that assures all direct service staff 18 years of age or
older are trained in the following DDA Policies Prier to Workin with Cfierrts. ADA training,
APS Reporting Requirements, client confidentiality, current individual instruction and Action
Steps/Vocational Plans for each client with whom the employee works, DDA Policy 4.11 Working
Age Adult (adult services only), DDA Policy 5.06, Client Rights, DDA Policy 5.13, Protection
from Abuse: Mandatory Reporting, DDA Policy 12.01 Incident Management.
35. SUBCONTRACTOR must ensure that new direct service staff demonstrate the following
competencies:
1) Values that support the abilities of individuals
2) Effective communication — The ability to effectively listen and to make one self
understood
3) Planning methods
4) Crisis Prevention and Intervention
36, Within one month at emplovmenr SUBCONTRACTOR must ensure that direct service staff
received training and are knowledgeable in the following areas: Overview of DDA Policies
including: DDA Policy 3.01 Service Plans, DDA Policy 5.03 Client Complaints, DDA Policy
5,17 physical Intervention Techniques, DDA Policy 6.13 Employment/Day Program Provider
Qualifications, DDA Policy 13.04 DRW Access Agreement, DDA Policy 15,03 Community
Protection Standards for Employment/Day Programs and all reporting requirements related to
these DDA Policies.
37. Within six months of employment; SUBCONTRACTOR must ensure that direct service staff
received training and are knowledgeable in the following areas: Program skill development, DDA
Policy 5.02 Necessary Supplemental Accommodation, DDA Policy 5.14 Positive Behavior
Support, DDA Policy 5.15 Use of Restrictive Procedures, DDA Policy 9.07 HIV and AIDS and
Program Skill Development.
38, SUBCONTRACTOR will have signed documentation that Staff training took place within the
timelines listed above in Section C-Number 28 -31.
3,9 Within 30 days of the effective date of this agreement, and semi-annually thereafter,
SUBCONTRACTOR will develop and submit to COUNTY an Individual Employment program
operating budget detailing the projected allocation of contract funds, other sources and amounts of
funding, program staffing expenses and other cost allocations.
40. Semi-annually, SUBCONTRACTOR will develop and submit to COUNTY Individual Employment
program financial reports reflecting the actual revenues received and expenses incurred compared to
the projected program budget submitted,
41. The SUBCONTRACTOR will on an annual basis sponsor the surveying of participants, their
families, and their support networks and employers regarding customer satisfaction. The
SUBCONTRACTOR will design Customer/Client survey forms. The SUBCONTRACTOR must
send the COUNTY copies of the surveys received from participants, their families, their support
networks and eynployers,
D. performance Standards
i. SUBCONTRACTOR shall provide Individual Employment services that are referred for service by
DSHS/DDA and have been authorized by the COUNTY.
16 Concerned Citizens IF / ITA 2014-2015
Page 16 of 1 8
• Job development, job coaching, follow-along and replacement services as necessary for
Individual Employment Clients Action Steps detailing
• Individual Employment/Vocational Client Plan must contain
steps, timelines and entities responsible for the accomplishment of tasks leading to
employment
• Provide the minimum number of monthly service hours for the client
• implement Action Steps that affirm 75% of the direct service hours with the client will
be at employment sites in the community
SUBCONTRACTOR shall provide Individualized Technical Assistance services that are referred for
service by DSHS/DDA and have been authorized by the COUNTY,
(a) A part of an individual's pathway to individual employment
(b) The service of assessment and consultation (in order to identify and address existing
barriers to employment) may be provided by the employment provider or to the
employment provider
(c) This is in addition to supports received through supported employment services or pre-
vocational services for individuals who have not yet achieved their employment goal
Service Level Guidelines
t. Client Employment Acuity is determined through the DDA assessment, Acuity reflects conditions
typically related to the individual's disabilities that are not likely to change, and are generally not
impacted by outside factors. Client acuity is determined as either "High", "Medium" or "Low" as
defined within WAC 388-828. Other considerations are generally related to the job or service
environment, which may impact the individual's level of support, regardless of acuity,
1 Employment Service Levels reflect Client Employment Acuity and other considerations (see
Table One-Base flours below); the Guidelines typically reflect direct service staff time provided to or
on behalf of the client to pursue or maintain employment. You may be eligible to receive additional
add on hours (see Table Two, Add-On Hours below).
3. short-term Employment Supports is a service that allows DDA to approve additional service hours in
addition to the amount of your employment service Base Hours and Add-On Hours for up to three
months when:
a) You are beginning a new job; or
b) There is a planned or unexpected change in your job or job duties; or
0 Your current employment is at risk and short-term supports are needed to assist you in
maintaining your current job.
4. The expectation is that all hours reported are documented specific to the client authorized and relate to
the goals and supports outlined within the client's Individual Employment Plan. Allowable activities
are defined in the Employment Phases and Billable Activities (see Attachment B)
DDA DE TFI�Nl
CLIENT
ACUITY
LEVEL IE:
NONE
LOW
MEDIUM
TABLE ONE-Base Hours
R 'OLLOWINGTAdEf�
PLOYMENT SE VICE LEVEL USI,NG..'f'HE .........
..... . .....
Y 0 .. U . R .. EMPLOYMENT THEN YOUR AND YOUR EMPLOYMENT
STATUS EMPLOYMENT SERVICE BASE HOURS PER
IS: SERVICE LEVEL MONTH MAY BE:
IS:
WORKING
A
0
rWORKING
B
0
0 Rl< IN G
C
4
'77
v
7
10�
R
E
7
17 Concerned Citizens 1E / ITA 2014-2015
Page 17 of 18
TABLE TWO-Add-On Hours
F. Individual EmploYmcnt/ Individualized Technical Assistance Unit of Service
a. One UNIT of Individual Employment/Individualized Technical Assistance service is defined as one (1)
,,HOUR" of direct service or assigned service level to one eligible client. An "HOUR" is at least fifty (50)
minutes of direct service (partial hour to the quarter may be recorded); ten (10) minutes of every "HOUR'
of direct service or assigned service level to one eligible client can be used for documentation and/or
meeting tirnes, or ASSIGNED SERVICE LEVEI as defined in Section D, Performance Standard, Number
I and 2.
b, Individual Employment service support hours per month will be based on the client's Individual
Employment Acuity Level per WAC.
c, One UNIT of Individual Employment or Individualized Technical Assistance service is $65.00 and is
defined as one "HOUR" of direct service to one eligible client.
19 Concerned Citizens M / ITA 2014-2015
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