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Port Townsend, WA 98368
www.JeffersonCounfyPublicHealth.org
Public alth
Consent Agenda
January 11, 2016
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
TO:.
FROM:
DATE:
SUBJECT:
AGENDA REQUEST
Board of County Commissioners
Philip Morley, County Administrator
Jean Baldwin, Director
Anna McFnery
1
Agenda Item — Contract Agreement Amendment 1— Safe Harbor
Recovery Center for Alcohol and Substance Abuse treatment services;
January 1, 2015 — December 31, 2016; $98,585.00
STATEMENT OF ISSUE:
Jefferson County Public Health, as the fund manager of the Mental Health and Substance Abuse sales tax
treatment funds, requests Board approval of the Contract Agreement Amendment 1 for Alcohol and
Substance Abuse Treatment with Safe Harbor Recovery Center; January 1, 2015 — December 31, 2016;
$98,585.00
ANALYSIS I STRATEGIC GOALS PRO'S and CON'S:
This is a one year contract between JCPH and Safe Harbor recovery Center (SHRC) to provide alcohol and
substance abuse treatment to Jefferson County residents impacted by mental health/substance abuse
issues. SHRC will work collaboratively with local mental health courts and substance abuse treatment
agencies to identify and treat clients with co-occurring disorders; will work with social services and other
agencies, as needed, to serve dually served families; will include Mental Health Court service hours in hours
billed under CODIT and Drug Court, to be tracked separately; will provide individual and group therapy; will
attend and report to the Mental Health Substance Abuse sales Tax Advisory Committee twice in the contract
period.
FISCAL IMPACT COST BENEFIT ANALYSIS:..
This is sales tax revenue raised by the County in the 1/10 of 1% Fund and is allocated by the BOCC with
advice from the Mental Health and Substance Abuse Sales Tax Advisory Committee. The contract provides
for renegotiation and/or termination if the sales tax revenue decreases or is withdrawn.
Community Health
Developmental Disabilities
360-385-9400
360-385-9401 (f)
Environmental Health
Water Quality
360-385-9444
(f) 360-379-4487
RECOMMENDATION:
JCPH management request approval of the Contract Agreement Amendment 1 for alcohol and substance
abuse treatment with Safe Harbor Recovery Center; January 1, 2015 — December 31, 2016; $98,585.00
Nerl.:� �
iti ey, Co i � Admini trat& Date
CONTRACT AMENDMENT #1
By and Between
Jefferson County
And
Safe Harbor Recovery Center
For Mental Health (MH) & Chemical Dependency (CD) Treatment
WHEREAS, Safe Harbor Recovery Center (Contractor) and Jefferson County (County) entered into an
agreement on January 1, 2015 for Professional Services in connection with mental health services to
individuals impacted by mental health/substance abuse issues in Jefferson County, Washington.
WHEREAS, the parties desire to amend the terms of that agreement.
IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN AS FOLLOWS:
1. The term of the above referenced agreement ends December 31, 2016.
2. Safe Harbor Recovery Center will continue to provide treatment services to citizens seeking
substance abuse treatment for those who have co-occurring Mental Health disorder as stated in
Exhibit A- Statement of Work, Exhibit B -Fee Schedule and Attachment A -Match Policy in
order to increase Safe Harbor's ability to quickly address the treatment needs of its participants.
3. This amendment adds $98,585 in funding to be used specifically for case management services and
incentives directly related to the positive progress of program participants.
4. This contract shall not exceed $197,170 without express written amendment signed by both
parties.
5. All other terms and conditions of the agreement will remain the same.
Dated this day of 12016.
By:
Kathleen Kler, Chair
Jefferson Board of County Commissioners
LU
(Contractor)
Safe Harbor Recovery Center, Amendment # 1 2016
roveld aisform o ly
a ersoo Co. rosec��iPA
David Alvarez, Chie
Exhibit A
Statement of Work
The Safe Harbor Recovery Center agency as a contracted provider, agrees to:
Clinical and care management treatment services for additional Jefferson County citizens unable
to be seen in other revenue sources.
2. All employees or subcontractors of the Contractor undertaking the performance of mental
health/substance abuse services under this agreement are required to be professionally licensed or
certified by the State.
3. Background checks are required for all employees to be repeated for every employee every 3
years. The names of licensed therapists will be given to the County.
4. Work collaboratively with local mental health courts and substance abuse treatment agencies to
identify and treat clients with co-occurring disorders.
5. Provide UA for co-occurring disorder clients.
6. Provide crisis interventions.
7. Run groups as appropriate.
8. Work with social services or other agencies as needed for dually served families with mental
health or chemical dependency issues.
9. Maintain a secure records system guaranteeing the confidentiality of PHI pursuant to HIPPA.
10. Bill other sources of revenue whenever they exist. Document what percent of clients are covered
by other sources of revenue.
11. Include Mental Health Court service hours in those billed under CODIT and Drug Court, which
must be tracked separately.
Safe Harbor Recovery Center, Amendment # 1 2016
12. Monthly report on client utilization, referrals, outcomes as specified by JCPH.
13. Hire Chemical Dependency Licensed professionals and maintain training and education needs for
those billing on this contract.
14. Group or individual therapy, or a combination of the two, of a specified duration using
a. Evidence -based models of treatment. Applicant will identify the number of clients seen,
b. how often each week, and the number of hours per week and per month for treatment
c. enrollment, Also, identify the after care plan weekly and monthly.
15. Participate in 2015 discussions on MH therapeutic court staffing for treatment and case
management.
16. Assure chemical dependency, mental health and/or COD assessment treatment plan
development and review, documentation of client progress (group and individual session notes),
and aftercare planning and monitoring are documented and maintained for at least five years or
following WA state statutes .
17. Referral for mental health medication and monitoring as needed.
18. Services are available throughout the county.
19. Preparation of progress reports if needed, e.g. to court.
20. Agency oversight regarding record keeping, data collection, legal and ethical issues and standards
of care are updated and meet State of Washington standards.
21. Opportunities for regular clinical supervision and psychiatric consultation are available for staff on
a regular basis.
22. Collection and preparation of service data for evaluation purposes, and reporting to JCPH monthly
with the invoice. Use forms supplied by JCPH for data.
23. Attend and report to the Mental Health Substance Abuse Sales Tax Advisory Committee twice
during the duration of this contract period at regularly scheduled meetings with progress
evaluation reports.
Safe Harbor Recovery Center, Amendment # 1 2016
Exhibit B
Fee Schedule
Chemical Dependency Professional @ $25.00/hour
Accountant @ $23.00/hour
Clerical/data entry @$21.00/hour
Supervision/Program Management @ $50.00/hour
UA for CODIT clients monthly, based on Agency Memo
Not to exceed $197,170 in completion of services for the duration of this signed contract
amendment.
Safe Harbor Recovery Center, Amendment # 1 2016
Jefferson Coun MH/CD Treatment Tax Funding-
MATCH POLICY
On October 14, 2013 Jefferson County Board of County Commissioners (BOCC) adopted the following
language in the allocation of the Mental Health Chemical Dependency treatment dollars.
Agencies may not use Jefferson County mental health county/ chemical dependency treatment tax
funds for match, without prior authorization of their match formula and allocation use, approved
by the Jefferson County Administrator and fiscal team. The match may not be used without
written permission.
Definitions:
Match: is a requirement for the grantee to provide contributions of a specified amount or
percentage to match funds provided by another grantor. Matching can be in the form of cash or
in-kind contributions.
Auditors Objective: To determine whether the match amount or percentage of contributions from
JC is an allowable source of funding and that the vendor has an accurate accounting system to
track the match.
Regulations: The specific requirements for matching funds are unique to each federal or state
program. The A-102 Common Rule provides criteria for acceptable costs and contributions in
regard to match.
Jefferson County Policy:
In 2005, the Washington State Legislature created an option for counties to raise the local sales tax by 0.1
percent, (the 1 / 10th of 1 % sales tax initiative) to augment state funding for mental health and chemical
dependency treatment. Jefferson County collects and distributes the Mental Health/Chemical
Dependency (MH/CD) tax. Services purchased by the County are allocated through a formal Request for
Proposal (RFP) process, review and contracting; staffed by Jefferson County Public Health, overseen by
Jefferson County Mental Health Substance Abuse Fund Advisory Committee and adopted by the Board of
County Commissioners, (BOCC). The BOCC does not assume any fiscal responsibility/liability for any of
the vendors they contract for services with. Services leveraged by a vendor using MII/CD tax as match
have no oversight or agency relationship to Jefferson County; funding cannot be used without prior
authorization of the vendor's match formula and allocation by the Jefferson County Administrator and
fiscal team.
Following state, federal and local guidelines for match is the responsibility of the vendor. Jefferson
County will follow all administrative policies in authorizing that use. If a vendor is disallowed the use of
Safe Harbor Recovery Center, Amendment # 1 2016
funds for match according to the State of Washington or the federal government, Jefferson County funds
will not be available as matching funds.
For example, if a vendor provides Title XIX Medicaid services (the Policy 19.50.02 or
42CFR 430.30) they will not be allowed the use of match without actually billing Medicaid
for the services at the same time. If no Medicaid billing exists, the match cannot be
applied.
The County shall verify that the local entity's financial reporting system tracks matching
funds at a level to support the use of funds; that meets the level of documentation required
by federal or state statutes.
The verification and application process for Match use within the County will include the following steps:
1. DSHS requires contractors to complete and submit a "Local Match Certification" form
(DSHS 06-155) or a form that has equivalent data elements prior to any agreement for
DSHS services. The County must review a copy of this application and form prior to
granting match authorization of MH/CD funds for Match and at each monthly billing.
2. Submit the current administrative policy within WA State regulating your services and the
use of local match.
3. Submit to the County your last financial audit showing your use of match, County funds
and tracking systems.
4. Submit to the County the terms of the agreement to ascertain the MH/CD allocation is an
allowable source of match.
5. The County Administrator will authorize or deny the use of match in writing within 30
days of the application.
Safe Harbor Recovery Center, Amendment #11 2016