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HomeMy WebLinkAbout080414_ca03JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS 022MIMUP11 TO: Board of County Commissioners Philip Morley, County Administrator FROM: Jean Baldwin, Director DATE: + -- SUBJECT-, Agenda Item — Grant Agreement with Thrive by Five for Home Visiting Services; July 1, 2014 — June 30, 2015; $176,740 STATEMENT OT- F ISSUE: of the continuation of the Bridge Partnership with -=� Jefferson County Public Health requests Board approval Thrive By Five for Home Visiting Services; July 1, 2014 — June 30, 2015; $176,740 ANALYSIS STRATEGIC N'S-. This contract, JCPH has 14 years of participation in the Niiu Program siting Services Agreement allows Jefferson and Partnership staff, training, supervision. Kit JCPH staff will work to sharing expertise. Fiscal responsibility is also with JCPH, a subcontract will be written to share the work and funding with KPHD. This regionalization approach to providing services is a vision of possible regional services that may save County money and programs in the future. FISCAL IMPACT CCDST BENEFIT ANALYSIS: $,87,500 of these funds is available for Jefferson County to continue this partnership and will allow JCPH to serve additional families in 2014-15. The program can be partially sustained by billingi, Prop 1 funds; MH/CD funding, and Federal MCH dollars. KCHD will also receive $87,500 to continue their services in the NFP program on the Kitsap Peninsula. COMMUNITY HEAJH ENVIRONMENTAL HEALTH DEVELOPMENTAL DjSAUJ-F1FS PUBLIC HEALTH WAT'H QUALITY MAIN: (-�J60) 385-9400 FOR A SWER 40115, MAN: (360) 385-9444 FAX: (360) 385-9401 HEALTHIER COMMUNITY SAX: (360) 379-4487 Consent Agenda RECOMMENDAT—ION'. JCPH management request approval of the Grant Agreement with Thrive by Five; July 1, 2014 — June 30, 2015; $176,740 REVIEWED BY: Philip Marley, Co Date (Routed to all Public Health Managers} INDEPENDENT CONTRACTOR AGREEMENT Washington Early Learning Fund, d/b/a Thrive by Five Washington ("Thrive") and Jefferson County Public Health ("Contractor") hereby enter into this Agreement as of July 1, 2014 (the "Effective Date"). Maximum Contract Total: $176,740.00 Includes: Service Funds: $ 175,000,00 Travel Stipend: $ 1,740.00 Contract ID: 240 Contract Term: 7/1/2014 to 6030/2015 Tax ID Number: 133148295 Project Lead: Ms Yuko Umeda purpose: Home Visiting Services Account Federal Subrecipient: No Services. Contractor shall perform all services listed in the approved proposal and budget (referred to herein as the "Project"), and for which excerpts (Implementation Plan and Budget) have been incorporated as _Schedule A- Payment. Thrive will reimburse Contractor for expenditures incurred each month, according to the terms provided in _Schedule B, provided that Contractor performs the services. Monthly expenditures will be reported using the online reporting system. Payment is based on the assumption that state and private funds are available to Thrive for disbursement to the Contractor. In the event that state and private funds are not available to Thrive, Thrive reserves the right to amend the payment terms and the amount of the Maximum Contract Total. The term of this Agreement ("Term"') begins on the Effective Date, and the Contractor agrees to not incur any ex penses on the Project using Thrive funding prior to the Effective Date. The Term end date is met when all funds have been expended and Project requirements met, or earlier in the event of non-compliance. Payment Information. If Thrive begins at any time to use direct deposit to issue payments under the Contract to Contractor, then Contractor agrees to provide Thrive with all information necessary to correctly issue such payments, including but not limited to bank name, routing number, account number, and account type. If Contractor fails to provide such information in response to Thrive's written request, then Thrive may withhold payments to Contractor until Contractor provides such information. Travel Stipend Funds. Included in the Maximum Contract Total is a Travel Stipend, Contractor agrees that funds awarded for the Travel Stipend will be used solely for travel costs associated with Contract Requirements outlined in Schedule B. Should any Travel Stipend funds be unexpended after all requirements have been ;met, Contractor may request in writing that Stipend funds be repurposed for the Project. Independent Contractor. In executing the Project, Contractor will act as an independent contractor and not as an employee or agent of Thrive. This Agreement does not create an agency, partnership, joint venture, franchise, or employment relationship between the parties. Contractor has no authority to obligate Thrive. Thrive will not be liable for any of Contractor's expenses, except as expressly stated in Schedule B. Thrive will not make deductions from any amounts payable to Contractor for taxes. Contractor will be responsible for and will pay all taxes related to the receipt of payments from Thrive. 6. Budget. Contractor further agrees that funds provided under this Agreement will be expended as specifically itemized line by line in the Budget provided in Schedule A, and that transfers within expense categories of the budget in excess of 10% of the award amount will not be made unless approved by Thrive. 7. Reporting and Other Contract Requirements. Contractor agrees to submit reports, as well as perform all other requirements outlined in Schedule B, on or before the dates indicated therein. Thrive reserves the right to aggregate, disaggregate, analyze, reproduce, and/or disseminate the data provided in Program Reports, Financial Activity Reports, or any other reports submitted to Thrive with respect to the Project. Use of any data by Thrive will be restricted exclusively to charitable purposes. Data Collection and Evaluation. Thrive will conduct research and evaluation regarding the projects funded through its home visiting program. Contractor agrees to participate in these evaluation efforts and will fulfill the data collection and reporting requirements specified in Schedule C, Data Collection and Evaluation Requirements,. It will be the obligation of Thrive representatives, Contractor, and other contractors to provide protections and assurances regarding the confidentiality of data, samples of work (in any media format) and/or interview comments provided by participants. Contractor also agrees to provide Thrive with the results of any independent or self-directed evaluation or research undertaken with respect to the Project. Subcontracting. Neither the Contractor nor any Subcontractor shall enter into subcontracts for any of the work contemplated under this Contract without obtaining prior written approval of Thrive and the Department of Early Learning (DEL). All subcontracts must be in writing and in effect before Subcontractor services begin. "Subcontractor" shall mean one who is not employed by the Contractor, but who is performing all or part of those services under this Contract under a separate contract with the Contractor. The terms "Subcontractor" and "Subcontractors" mean Subcontractors in any tier. In no event shall the existence of the subcontract operate to release or reduce the liability of the Contractor to Thrive and DEL for any breach in the performance of the Contractor's duties. The Contractor is responsible to Thrive and DEL for the performance and monitoring of the Subcontractor to ensure compliance with the terms, conditions, assurances, and certifications of this Contract. This clause does not include contracts of employment between the Contractor and personnel assigned to work under this Contract. 10. Recordkeeping. Contractor agrees to keep records in an easily read form sufficient to account for all receipts and expenditures of contract funds. These records of as well as Supporting documentation will be archived by Contractor's office for at least six (6) years after the end of the Term. Contractor agrees to make such books, records, and supporting documentation available to Thrive for inspection, if requested. 11. Confidentiality. Contractor will hold in strictest confidence any non-public information that Thrive designates as being confidential during the term of this Agreement and for six (6) years 2 thereafter- contractor will not disclose confidential information to any third party, and will not use any confidential information other than as necessary for Contractor to perform its obligations under this Agreement. This Section will not apply to information (a) that was known to Contractor before Thrive's disclosure, or information that becomes publicly available through no fault of Contractor; or (b) that Contractor can demonstrate was independently developed or received by Contractor with no breach of any duty owed by a third party to Thrive independent of this Agreement. Contractor may disclose confidential information as required by applicable law, legal process or any order of a court or other governmental authority, but Contractor will give Thrive notice reasonably sufficient to allow Thrive to have an opportunity to object to such disclosure in advance, unless providing such notice would violate applicable law. 12. intellectual Property, Contractor shall retain all copyrights and other intellectual property rights to written work produced as a result of this award, including but not limited to work product listed in _Schedule B. Contractor grants to Thrive a nonexclusive, irrevocable, perpetual, and royalty-free license to access, reproduce, publish, copy, alter or otherwise use such written work, for any purpose consistent with Thrive's continuing status as an organization described in Section 5o1(c)(3) of the Code. Project materials may be reproduced (but not morphed, amended, revised, or redesigned) by any other party, on a worldwide, non-exclusive basis and without fee in connection with their own educational or program purposes, but may not be used in connection with sales or distribution for profit. The owner must approve any use of project materials not specifically permitted under this provision, in advance and in writing. As appropriate, all materials shall contain an attribution of ownership. 13. Third-Party Rights. Contractor warrants that written work product produced under the terms of this Agreement will not infringe, misappropriate, or violate the rights of any third party, or incorporate or be derived from the intellectual property of any third party, without 'Thrive's prior written consent. 14, Monitoring and Non-Compliance. Throughout the course of the Term, Thrive will monitor compliance with contract requirements (,Schedule B, Section 1), progress toward completion of the Implementation Plan (Schedule A), and performance as outlined in Schedule D. If Thrive (a) encounters non - compliance with the terms outlined in the Agreement on the part of Contractor, or (b) is not satisfied, in its sole discretion, with the quality of Contractor's work, Thrive will follow the make a reasonable attempt to assist Contractor with technical assistance to resolve issues that impede quality and compliance. In the event that compliance and/or quality issues are not resolved through standard technical assistance, Contractor will be engaged in corrective action through Implementation Improvement processes, as outlined in Schedule D. Failure to meet the corrective actions can result Non-Compliance Courses of Action, as outlined in Schedule D. 15. Early Termination. Thrive may terminate the contract prior to the end of the Term if satisfactory compliance is not reached after reasonable efforts have been made to restore compliance, as outlined in Schedule �D� In the case of such early termination, Contractor is required to immediately repay the full amount of any funds which Contractor did not spend as of the date of the notice of termination, and Thrive shall have no further obligation to distribute any funds to Contractor. 16, Change in Key Personnel. The success of the approved Project is largely contingent on the Project Lead(s) identified in the proposal. Should there be any material change in job description, level of authority, or employment status of Project Lead(s) during the Term, Thrive requires that Contractor notify Thrive staff within 30 days of the change. 17. Equipment Purchase, Maintenance, and Ownership. The Contractor agrees that any depreciable equipment purchased, in whole or in part, with Contract funds at a cost of $1,000 per itern or more, is upon its purchase, the property of Thrive and will be used only for the Project. The Contractor agrees to establish and maintain transaction documents (purchase requisitions, packing slips, invoices, receipts) and maintenance records of equipment purchased with Contract funds. The Contractor shall be responsible for any loss or damage to property of Thrive that results from the negligence of the Contractor or that results from the failure on the part of the Contractor to maintain and administer that property in accordance with sound management practices. In the case of Early Termination, the Contractor agrees that all such equipment will be returned to Thrive unless otherwise agreed upon in writing by the Contractor and Thrive. 18. Nondiscrimination. Contractor must maintain non-discriminatory policies with regard to race, color,, age, gender, marital status, .sexual orientation, political ideology, age, creed, religion, heritage, ancestry, national origin or sensory, mental, or physical ability throughout the Term. 19, Warranties. Contractor warrants that Contractor has full power and authority to enter into this Agreement and has the right to perform the Project in accordance with this Agreement, 20, Indemnification. As a condition to this Agreement, Contractor agrees to indemnify, defend and hold Thrive harmless and against any and all liability, loss, and expense (including reasonable attorneys' fees) or claims for injury or damages arising out or resulting from, or that are alleged to arise out of or result from, negligent actions or omissions by Contractor or any of Contractor's officers, agents, employees, subcontractors, contractors, or grantees with respect to this Agreement, Further, no provision of this Agreement shall inure in any way to the benefit of any third party so as to constitute such party as a third-party beneficiary of the Agreement Or any one or more of the terms hereof or otherwise give rise to any cause of action in any person or entity not a party hereto. 21, Contract Announcements; Public Reports and Use of Thrive Name and Logo. Thrive will include information on this Agreement in Thrive's periodic public reports and may make information about this Agreement public at any time on its web page and as part of press releases, public reports, speeches, newsletters, and other public documents, If Contractor wishes to issue a press release or report announcing this Agreement, or otherwise use Thrive's name or logo, Contractor must contact GrantsManager@thrivebyfivewa.org at least two weeks before the desired announcernent or publication date. Contractor agrees to obtain advance approval from Thrive of the press release and the date of release, or of any other use of Thrive's name or logo. Thrive requests an opportunity to review and comment on subsequent press releases or reports that are directly related to this Agreement. 22. Insurance. Contractor will obtain, and provide proof of, insurance coverage as set out in this section. The intent of the required insurance is to protect Thrive should there be any claims, suits, actions, costs, damages or expenses arising from any negligent or intentional act or omission of Contractor, or agents, subcontractors, or grantees thereof, in carrying out the Project. Contractor 4 will obtain insurance coverage, which will be maintained in full force and effect throughout the Term, as follows: general Liability Insurance. Obtain a Commercial General Liability Insurance a. Commercial policy, including contractual liability, in adequate quantity to protect against legal liability arising out of Project-related activities but no less than $ 1,000,000 per occurrence. b. AutomobileLia ilit An the event that Project-related activities involve the use of vehicles, whether or not owned by Contractor, automobile liability insurance will be required. The minimum limit for automobile liability is $1,000,000 per occurrence, using a Combined Single Limit for bodily injury and property damage. The parties agree and acknowledge that a non owned and hired policy is acceptable if Contractor has no vehicles in its possession. C. Maintenance of Insurance. Contractor will maintain the coverage described in Section 22 and (b) above through either (i) its participation in a self-insurance program established pursuant to RCW 48.62, or (ii) an insurance companyhes authorized to do business within p agents and employees as additional the State of Washington, and will name Thrive, its insureds under the insurance policy/ies. All policies must be primary to any other valid and collectible insurance. Contractor will instruct the insurers or self-insurance program to give Thrive thirty (30) calendar days' advance notice of any insurance cancellation. ive (45) calendar d Certificate of Insurance, Contractor will submit to Thrive within forty f days of the Effective Date a certificate of insurance that reflects the coverage and limits described in Section 22 (a) and (b). Contractor will provide a renewal certificate as necessary to document compliance with this Section 22 during the Term. e. Industrial Insuranpe Coverage. To the extent required by law, Contractor will comply with the provisions of Title 51 RCW, Industrial Insurance. 23. Compliance with Laws. Contractor will comply with all applicable federal, state, and local laws, rules, and regulations (including, without limitation, the Americans with Disabilities Act (ADA) of 199o, codified at 28 CFR Part 35, nondiscrimination laws and regulations, and licensing, accreditation and registration requirements and standards) in carrying out the Project. 24. Conflict of interest. Notwithstanding any determination by the Executive Ethics Board or other tribunal, Thrive may, in its sole discretion, by written notice to Contractor terminate this Agreement if it is found after due notice and examination by Thrive that there is a violation of the Ethics in Public Service Act, Chapter 42.52 RCW or any similar statute involving Contractor or any activities performed pursuant to the Agreement. 25. Disputes. Except as otherwise provided in this Agreement, when a bona fide dispute arises between the parties and it cannot be resolved through discussion and negotiation, either party e hearing. The parties will select a dispute resolution team to resolve the may request a dispute dispute. The team w ill consist of a representative appointed by Thrive, a representative appointed by Contractor, and a third party agreed to be appointed by both parties. The team will attempt, by majority vote, to resolve the dispute. This dispute process will precede any action in a judicial or quasi-judicial tribunal. In the event of a lawsuit involving this Agreement, venue will be proper only in King County, Washington. Contractor acknowledges the jurisdiction of the courts of the State of Washington in this matter. 26. Waiver of Default. Waiver of any default shall not be deemed to be a waiver of any SUbsequent default by Thrive. Waiver or breach of any provision of the Agreement shall not be deemed to be a waiver of any other or subsequent breach and shall not be construed to be a modific,'ition of the terms of the Agreement unless stated to be such in writing, signed by an authorized representative of Thrive and attached to the original Agreement. 27. Amendment; Assignment. This Agreement may be amended or modified only by a mutual written agreement of the parties. Neither this Agreement, nor any claim arising under this Agreement, may be transferred or assigned by Thrive or Contractor without prior written consent of the other party. 28. Entire Agreement; Governing Law; Severability. This Agreement constitutes the entire agreement and supersedes any prior oral or written agreements or communications between the parties regarding its subject matter. The laws of Washington State shall govern this Agreement. The provisions of this Agreement are severable so that if any term or provision is found for any reason to be invalid, illegal, or unenforceable, such finding shall not affect the validity, construction, or enforceability of any remaining term or provision. 29. Review by Thrive. Contractor will permit representatives of Thrive to visit Contractor's premises and review Contractor's activities with respect to the Project, and will permit Thrive, at its own expense, to conduct an independent financial and/or programmatic audit of the expenditures related to this Agreement. 30. Subgrants and Subcontracts. Your organization has been selected to participate in the Project through the formal HVSA review process. You may not make any statement or otherwise imply to donors, investors, media, or the general public that you are a direct grantee of the Bill& Melinda Gates Foundation. You may state that Thrive by Five Washington is the BiM Melinda Gates Foundation's grantee and that you are a subgrantee of Washington Early Learning Fund for the Project. 31. Notices. All legal notices under this Agreement shall be addressed as follows: Thrive: Director of Grants Management Thrive by Five Washington 1 1 1 Third Avenue, Suite 2.10! Seattle, WA 98101 Contractor: Ms Jean Baldwin, Director Jefferson County Public Health 615 Sheridan Street Port Townsend, WA 98368 6 'Fhis Agreement must be signed by an authorized officer of Contractor prior to issuance of the grant 'r Contractor may keep a copy of this Agreement as signed f ©r its records. 'jr�ds. Cont, Ap Jefferson County Public Health WAS14NGTON E Ly I�ENRNING FUND d/b/a THRIVE BY FIVE WASI-IINGTON By: Ms Jean Baldwin 13y: Sam Whiting Title: Director Title: President and CFO Date: Date'. r ed as t form only '7 )21 Jefferson a. ProsecukOe ice David Alvarez, Chief Ciw DPA SCHE DULE A: IMPLEMENI'ATION PLAN AND BUI)GET I. UYIPLENIENTATION PLAN a. STAFFING PLAN. Contractor agrees to hire and maintain staffing appropriate to serve the proposed number of children and families, as outlined in the plan below: — 0 Visitor A s o f'7/l/2014 .725o Fff-' Home Vi Will be Maintained XO.9100 HE Home Visitor Will be Maintained As of 7/1/2014 ,;K-O 1-750 ffl, Supervisor Will be Maintained As of 7/1/2014 WDEL FIDELITY: Contractor agrees that staff will be hired in fidelity t, Jity to Nurse- requirements as outlined y I below: c) Supervisors are registered nurses with a minimum of a Bachelor's degree in b. TRAINING PLAN: Contractor agrees that all home visitor and supervisory staff are trained, as outlined in the plan below. -j4TIT�(, �Visijor—,41 Has Completed initial model Home Visitor 41 will complete on-going training as of 7/1/2014 education by 6/30/2015 ffo-,r,-e—vlsltor 42 Has Completed initial model Horne Visitor #2 will complete ongoing training as of 7/1/2014 education by 6/30/2015 supervisor tl ,vill complete annual model training by 711/20!4 • MODEL FIDELITY: Contractor agrees that training will be completed, in fidelity to Nurse- 1�arnily Partnership (NFP) model requirements as outlined below: o Supervisors complete core educational requirements and additional supervisory units on an annual basis. 8 C. RECRUITMENT AND ENROLLMENT PLAN: Contractor agrees to: 0 Recruit families from the following prioritized communities: ■ Rural (75%)AJrban (25%) American Indian/Alaskan Native Non-Hispanic\Multiple Races Non- Hispanic\White Non-Hispanic o Reach and maintain enrollment of 40 Proposed Families Served. a Ensure respective staff build and maintain the caseloads outlined below: caseload of 18 Home Visitor 41 will reach full caseload by a o 2/3 1 /2 maintain 0� me IsItor 41 will a 12/31/20�14 will ome VIS will maintain a caseload of 22 Home isitor #2 will reach full caseload by Horne Visitor 11/28/2014 Visitors will enroll at a rate of 3.00 per month F_c�aseioads,Home - T—oreach MODEL FIDELITY: Contractor agrees that enrollment will be maintained in fidelity to Nurse- Family Partnership (NFP) model requirements as outlined below: o A full-time Nurse Home Visitor will carry a caseload of no more than 25 active clients. d. ROME VISITS PLAN'. Contractor agrees to administer an average of 2 home visits per month to enrolled families, for a total of between 800 and 960 annually. MODEL FIDELITY: Contractor agrees that home visits will be administered in fidelity to the Nurse - Family Partnership (NFP) model requirements as outlined below: o Client is visited throughout her pregnancy and the first 2 years of her child's life. e. SUPERVISION PLAN' Contractor agrees that: c, Supervisor will provide 3 hours of supervision to each home visitor per month. 0 Supervisor will administer 3.5 hours case conferencing, group supervision, or staff meetings per month. MODEL FIDELITY- Contractor agrees that supervision will be administered in fidelity to the Nurse-Family Partnership (NFP) model requirements as outlined below: o A full-time nurse supervisor provides supervision to no more than 8 individual home visitors and one hour of reflective supervision per week per home visitor, 9 L SCREENINGS 0 PLAN- Contractor agrees to administer screenings with the frequency outlined below: MODEL FIDELITY: Contractor agrees that screenings will be administered In fidelity to the Nurse- Family Partnership (NFP) model requirements as outlined below: o Screenings are completed within the first 4 home visits. 10 BUDGET. SCHEDULE B- CONTRACTOR REQUIREMENTS AND PAYMENT SCHEDULE 1. Contractor Requirements a. Individualized Assessments. Contractor will administer individualized assessments of participant families, and services will be provided in accordance with those individual assessments. 1b. Voluntary Services. Services will be provided to clients only on a voluntary basis. c. Priority Participants. Priority will be given to serve eligible participants who: • Have low incomes; • Are pregnant women who are under 2 1; • Have a history of child abuse and neglect or have had interactions with child welfare services; • Have a history of substance abuse or need substance abuse treatment; • Are users of tobacco products in the home; • Have, or have children with, low student achievement; • Have children with developmental delays or disabilities; • And/or are in families that include individuals who are serving or have formerly served in the armed forces, including such families that have members of the armed forces who have multiple deployments outside of the United States, d. Capacity Assessment. Contractor will develop, and submit an Annual Capacity Assessment detailing community and organizational readiness and capacity for implementation of home visiting services with fidelity (prior to the Term). Materials provided in the Annual Capacity Assessment will be used to inform the Agreement, e. implementation Plan. Contractor will develop an Implementation Plan to guide program implementation (prior to the Term). f. Annual Orientation Webinar. Contractor will participate in an annual orientation webinar providing any updates on requirements associated with HVSA funding. The webiDar will be held on July 8, 2014. g. HVSA Trainings. Contractor will participate in two full-day trainings. HVSA Training 1: November 6, 2014 HVSA Training 2: April 16, 2015 h. Technical Assistance Coaching Calls. Contractor will participate in monthly one-hour Technical Assistance calls with Thrive staff and Thrive Consultants for Continuous Quality Improvement. i. Site Visits. Contractor will cooperate with up to eight (8) scheduled site visits conducted for grant compliance, organizational due diligence, HVSA evaluation, quality implementation technical assistance, and continuous quality improvement. 12 Quarterly program Reports. Contractor will submit four (4) program reports online no later than the dates outlined below in the Payment Schedule. Program reports will include, but are not limited to, the following information- • participant Demographics • implementation Progress • Implementation Reflection • Select Fidelity Measures Monthly Enrollment Numbers. Contractor will submit monthly Enrollment Numbers Reports online no later than the dates outlined below in the Payment Schedule. Monthly Enrollment Reports will include the number of children, female and male parents/caregi'vers,and families enrolled for the previously completed month, the number of new family enrollments during the month, the number of families that completed the program; the number of families that exited the program; and the number of home visits administered. 1. Quarterly Financial Activity Reports. Contractor will submit four (4) Financial Activity Reports online no later than the dates outlined below in the Payment Schedule. Financial Activity Reports will include cumulative expenditures incurred for the quarter compared to line items identified in the budget in Schedule A, section 3. In. Monthly Financial Line Item Reports. Contractor will submit monthly Financial Line Item Reports online no later than the dates outlined below in the Payment Schedule. Monthly Financial Line Item Reports will include expenditures incurred for the month for each expense category in the proposed budget. Contractor will be reimbursed for the expenses reported in the Monthly Financial Line Item Report. Additional Requirements. Contractor will maintain and make available to Thrive, if requested, documentation demonstrating accomplishments of the Agreement. Such documentation may include, but is not limited to: • Services Provided, Service Dates, and Number of Service Hours • Data Collection and Assessments by Participants • Completed Evaluation Tools Attendance Sheets • Service Logs Demographic Information of Participants 13 2. payment Schedule. The Payment Schedule below is based on the assumption that state and private revenue commitments to Thrive have been maintained, and that such funds are available to Thrive for disbursement to the Contractor. In the event that revenue Commitments are not available to Thrive, Thrive reserves the right to amend the payment terms and the alw)unt of the Contract Total, kequiremelit Pue Date 'Reporting period Payment Date , Aniount Technical Assistance Coaehing Monthly NA NA NA Calls Site Visits TBD NA NA ---- NA ft SA Orientation Webinar July 8, 2014 NA Signed Agreement August 1, 2014 NA Proof of Insurance August 1, 2014 September 3, 2014 Monthly Enrollment Numbers and August 21, 2014 July 1-31, 2014 Line Item R", Port - Monthly Enrollment Numbers and September 21, 2014 August 1-31, 2014 October 1, 2014 Line Item Report - Monthly Enrollment Numbers and October 21, 2014 September 1-30, 2014 Line Item Re )ort November 12, 2014 Program Report and Expense October 31, 2014 July 1- Report 41 September 30, 20.14 HVSA Training I November 6, 2014 NA December 5, 2014 Monthly Enrollment Numbers and November 21, 2014 October 1-31, 2014 Monthly Enrollment Numbers and December 21, 2014 November 1-30, 2014 January 1, 2015 Line Item Report Monthly Enrollment Numbers and January 21, 2015 December 1-31, 2014 Monthly Line Item. Ite ort February 11, 2015 Reimbursement Program Report and Expense January 31, 2015 October 1- December Report 42 31, 2014 Monthly Enrollment Numbers and February 21, 2015 January 1-31, 2015 March 4, 2015 Line Item Itc ort Monthly Enrollment Numbers and March 21, 2015 February 1-28, 2015 April 1, 2015 Line Item Report HVSA Training 2 April 16, 2015 NA May 13, 2015 Monthly Enrollment Numbers and April 21, 2015 March 1-31, 2015 Line Item Report Program Report an Expense April 30, 2015 January I-March 31, 2015 May 21, 2015 April 1-30,2015 June 3, 2015 Line Item Renort Monthly Enrollment Numbers and June 21, 2015 May 1-31, 2015 July 1, 2015 Line Item Report __ Monthly Enrollment Numbers and July 21, 2015 June 1-30,2015 Line Ttem Re ort August 12, 2015 Program Report and Expense July 31, 2015 April 1 -June 30, 2015 Re sort 9L__ 7 % 0 0 14 SCHEDULE C: DATA COLLECTION AND EVALUATION REQUIREMENTS HVSA Evaluation Background. Thrive by Five Washington (Thrive) and the Department of Early Learning (DEL) partner in the operation of the Home Visiting Services Account (HVSA). The HVSA conducts research and evaluation activities of all federally, state and privately funded HVSA Contractors, The HVS A seeks to bring parity of evaluation supports to HVSA Contractors across 0 1 funding streams. Thrive, on the behalf of the HVSA, has engaged the Center for Community Health and Evaluation (CCI-TE) to provide data collection, training, evaluation services and supports to HVSA state and privately funded Contractors. 2. HVSA Evaluation overview. The HVSA state and privately funded evaluation (HVSA evaluation) is designed to tell the story of home visiting in Washington State and how it contributes to an early learning system that ensures all children start life, with a solid foundation for success. The HVSA evaluation seeks to: a. Describe and provide context to HVSA services and supports designed to increase the capacity of home visiting, at the local and state-wide level b. Provide evaluation support and service designed to assist Contractors in meeting model fidelity requirements, increase evaluation skill, data management, quality of data collection, and use of data for decision making c. Coordinate with other home visiting research and evaluation efforts in Washington—including alignment with standardized "benchmark" data measures when feasible d. Communicate jiVSA evaluation findings to a wide variety of stakeholders and audiences e. Facilitate strategic learning from home visiting evaluation findings to support the HVSA, Contractors, the families they serve, communities, stakeholders, and the broader field of early learning 3. Contractor HVSA Evaluation Activities and Requirements. As a recipient of HVSA state and private funding, the Contractor is required to participate in, and cooperate with the HVSA, the Thrive implementation HUB (HUB), and CCHE in HVSA evaluation activities and requirements including, but not limited to a. Onsite and other types of meetings with OCHE and HUB staff to gain information on the Contractors current evaluation, training, data collection, and reporting requirements b, Participation with OCHE in the development of a supports, services and technical assistance designed to optimize data collection efforts, evaluation practices and activities, and ensure the accuracy of evaluation reports including: c. Staff training and supervisory practice d. Data collection and reporting e. Continuous Quality improvement (CQI) activities related to data and evaluation f. Alignment and coordination with efforts in support of other HVSA research, evaluation, and systems supports g. Participation in HVSA, HUB, and CCHE efforts and meetings to develop definitions, metrics, activities, and reporting requirements related to: Staffing levels Enrollment status Program process and outcome measures 15 • Financial reporting • Assurance of model fidelity h. Creating local/regional CQI teams of HVSA Contractors i. Emerging and non-routinized data and evaluation requests from fenders of the FIVSA 4. Contractor HVSA Data Collection Activities and Requirements. The Contractor will meet HVSA data collection efforts and requirements listed below. Requirements include: a. Cooperation and participation with CCHE in HVSA efforts to enhance required data collection protocols including but not limited to: data elements, processes, and data-sharing agreements b. Execution of a data-sharing agreement with CCHE to share HVSA-related data c. Collection of de-identified data for families who receive services funded through Ille I_jVSA d. Collection and reporting of supplemental or modified data in alignment with the JIVSA state benchmarks plan where feasible e. Cooperation with Thrive and/or OCHE to establish effective data reporting mechanisms required for timely (within five business days) reporting of data related to existing, emerging and non-routinized data and evaluation requests from HVSA fenders 16 SC14EI)'IJLE D: MONITORIOCNG, URES IMPLEMENTATION IMPROVEMENT PROTOCOLS, AND D NON COMPLIANCE PRF 1. Monitoring. Thrive will monitor Contractor compliance with contract requirements, implementation ogress, and performance- Compliance with Contract Requirements. Thrive will ensure all Contractor Requirements, as outlined in Schedule B, section 1, are submitted in a complete and high-quality way. Failure to submit timely and complete materials will result in withheld payments. b. implementation Progress. Thrive will review progress toward completion of the Implementation Plan outlined in Schedule A on a quarterly basis. Progress will be reviewed with respect to the following implementation Plan categories: Staffing, Training, Enrollment, Home Visits, supervision, and Screenings. Delay of more than a quarter in meeting timelines for 2 or more deliverables will result in transition to "Implementation Improvement Status." c. Performance. Thrive will review performance for the following measure: Percentage of Families Enrolled to Proposed Families Served. 0 start-up Programs. Contractors receiving year one of HVSA funding are considered "Start-Up Programs." Start-Up Programs develop an Implementation Plan that outlines the timeline to reach full caseload. Progress toward building caseload will be reviewed on a monthly basis. Contractors not building caseload in accordance with the timeline outlined in the implementation Plan will be transitioned to "Implementation Improvement Status." o All Other programs. Contractors receiving year two of HVSA funding or greater are expected to maintain 80% enrollment of the "Proposed Families Served" during the Term. Enrollment numbers will be reviewed on a monthly basis. Contractors enrolling 70%-79% of proposed families served for two or more consecutive months will receive written notification of their low enrollment status and a follow-up call to discuss barriers and strategies for increasing enrollment. Contractors maintaining less than 70% enrollment for two or more consecutive months will be transitioned to "Implementation Improvement" status. 2. implementation improvement Status. Contractors transitioned to Implementation Improvement status are required to follow the protocol outlined below: a. Completion of Self-Assessment: Contractor will complete a Self-Assessment describing current implementation capacity, barriers to implementation and enrollment, and outreach and recruitment strategies, b, Participation in Site Visit: Contractor will participate in a Site Visit with Thrive staff, The purpose of the site visit is review key implementation and performance data and develop an Implementation improvement Plan, described below. c. Development of an implementation Improvement Plan: Contractor will collaborate with Thrive to develop all iniplementation Improvement Plan which will: 17 o Cite and describe the specific issue(s) Implementation Progress and/or Perforlylanec issues. o Describe a protocol for corrective action. o Outline a required timeline for corrective action. Failure to meet the corrective actions outlined in the Implementation Improvement Plan in, the timeline outlined in the implementation Improvement Plan can result is designation as Non- compliant. 3. Non-Compliance Courses of Action. In the event that the Contractor is deemed "non-compliant," Thrive will issue a Notice informing the Contractor of one of three courses of action: a. Suspension of Payment: Thrive may suspend payment of funds until satisfactory contract compliance is met. b. Reduction in Maximum Contract Total. Thrive may reduce the Maximum Contract Total to reflect the number of families served. c. Early Contract Termination. Thrive may terminate the contract prior to the end of the Term if satisfactory compliance is not reached after reasonable efforts have been made to restore compliance, (Agreement, clause 14). Contractor will be informed in writing a minimum of thirty (30) days prior to the effective date of such action. 18