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Port Townsend, WA 98368
�u www.JeffersonCounfyPublicHealth.org
Pub IC C 01
Consent Agenda
January 11, 2016
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Jean Baldwin, Director
Anna McEnery, DD Coordinator
DATE: / 2— / l
SUBJECT: Agenda Item — Contract Agreement Amendment 1— Jefferson Mental
Health Services; January 1, 2015 — December 31, 2016; $88,685.00
STATEMENT OF ISSUE:
Jefferson County Public Health, as the fund manager of the Mental Health and Substance Abuse sales
tax treatment funds, is requesting Board approval of the Contract Agreement Amendment 1— Jefferson
Mental Health Services; January 1, 2015 — December 31, 2016; $88,685.00
ANALYSIS STRATEGIC GOALS PROS and CON'S:
This Amendment adds one year to the contract with JCPH and Jefferson Mental Health Services (JMHS) to
provide services negotiated by the BOCC and Substance Abuse Sales Tax Advisory Committee. This contract
funds JMHS serving 24-40 Jefferson County citizens seeking Mental Health treatment. The treatment
partnership with Safe Harbor to treat people with co-occurring disorders is included in these Mental Health
services. Mental Health treatment is a priority identified by the committee who chose to allocate the
majority of these funds to adults with mental health and substance abuse problems. Through this contract
services will be increased for Jefferson County citizens who have no other source of payment for services.
FISCAL IMPACT COST BENEFIT ANALYSIS:
This is sales tax revenue raised by the County in the 1/10 of 1% Fund and is allocated by the County Board
of Commissioners, with advice from Mental Health and Substance Abuse Sales Tax Advisory Committee.
Should funds be reduced or withdrawn, termination and/or renegotiation language is in place.
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 — Jefferson Mental Health
Services; January 1, 2015 — December 31, 2016; $88,685.00
REVIEWED Y:
Philip M Ik, unt �ii~
.-.A .r i .�_� ..
,. � �' at:r Date
CONTRACT AMENDMENT #1
By and Between
Jefferson County
And
Jefferson Mental Health
For Mental Health (MH) & Chemical Dependency (CD) Treatment
WHEREAS, Jefferson Mental Health (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. Jefferson Mental Health 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 Jefferson Mental Health's ability to quickly address the mental health needs of
participants with a co-occurring disorder.
3. This amendment adds $88,685 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 $177,370 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 , 2016.
By:
Kathleen Kler, Chair
Jefferson Board of County Commissioners
IM
(Contractor)
JEFFERSON MENTAL HEALTH -Amendment# 1 2016
lft'i ++ d as to form Dl,y
1
Jefferson Co. Prosecutor w ffice
David Alvarez, Chief Civil DPA
Exhibit A
Scope of Work
RESPONSIBILITIES:
The Jefferson Mental Health Services agency as a contracted provider, agrees to:
1. Clinical and care management services for 24-40 yearly clients.
2. All employees or subcontractors of the Contractor undertaking the 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 and are to be repeated for every employee
every 3 years. The names of licensed therapists will be given to the County.
4. Provide crisis interventions.
5. Run groups as appropriate.
6. Work with social services or other agencies as needed for dually served families with mental
health or chemical dependency issues.
7. Maintain a secure records system guaranteeing confidentiality of PHI pursuant to HIPPA.
8. Bill other revenues whenever they exist.
9. Include Mental Health Court service hours in those billed under CODIT and Drug Court, which
are to be tracked separately.
10. Provide monthly reports on client utilization, referrals, outcomes, and required reporting on
standard form(s) provided by JCPH.
11. Provide adequate office space for staff and client services, as well as waiting room, group room
and private therapy areas.
12. Provide group or individual therapy, or a combination of the two, of a specified duration using
evidence -based models of treatment.
13. Provide chemical dependency, mental health and/or COD assessment treatment plan
development and review; documentation of client progress (group and individual session notes);
and aftercare planning and monitoring.
14. Provide referral for mental health medication and monitoring as needed.
15. Provide care coordination with other involved agencies, and referral to supportive services such
as housing, transportation and vocational services; tracking of client involvement in recommended
services, including 12 -step or comparable support.
JEFFERSON MENTAL HEALTH -Amendment# 1 2016
16. Provide case management for supported transitional housing designed specifically to stabilize
clients with co-occurring disorders (CODs) entering or exiting behavioral health or chemical
dependency inpatient treatment.
17. Payment for transitional housing case management only occurs if said services are not covered by
any other source of payment and with the proviso that the client is actively involved with
Substance Abuse/Chemical Dependency treatment with Safe Harbor Recovery Center/Beacon of
Hope.
18. JMHS will report delivery of these services as follows: Transitional housing number of bed days,
number of individuals served, and case management hours rendered monthly
19. Collection and preparation of data for internal and external evaluation purposes, and reporting to
JCPH monthly with the invoice. Use forms supplied by JCPH for data.
20. Staffed by 1 (one) licensed mental health professional, with support staff to include nurse,
supervision and contract administrator counselors who, between them, are state -credentialed in
mental health and chemical dependency or co -licensed; as well as one Bachelor's -level care
manager. The mental health counselor will be a master's level practitioner.
21. Agency oversight regarding record keeping, data collection, legal and ethical issues and standards
of care are updated and meet State of Washington standards.
22. Opportunities for regular clinical supervision and psychiatric consultation are available for staff on
a regular basis.
23. Participate in 2015 discussions on MH therapeutic court staffing for treatment and case
management.
24. Make services available throughout the county.
25. Provide Codit Data including:
• Number of intakes, groups, individual sessions, psychiatric visits, and case management visits
provided
• Age, sex, drug of choice, psychiatric diagnosis of clients
*Referrals to other agencies
26. 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.
JEFFERSON MENTAL HEALTH- Amendment # 1 2016
Exhibit B
Fee Schedule
Mental Health Therapist @ $25.37/hour
Mental Health Professional @ $29.20/hour
Case Manager @ $25.39/hour
Nurse @ $25.14/hour
ARNP @ $72.97/hour
Clinical Supervision @ $55.59/hour
Project Management @ $61.82/hour
Administrative Support for scheduling, billing and bookkeeping ranging from $22.97/hour to $52.73/hour
Indirect Rate @ 8.3%
Not to exceed $177,370 in completion of services for the duration of this signed contract
amendment.
JEFFERSON MENTAL HEALTH- Amendment# 1 2016
ATTACHMENT A
Jl11'FFERSON C()1IN l`Y M11/0)'1'I 1 '1"1?wll:l�I l 1 l„I N:C)IN4a
MATCH POLICY
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.
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 I/ 10th of I% 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). BOCC does not assume any fiscal responsibility/liability for any of the
Contractors they contract for services with.
Jefferson County reserves the first right to use as match the chemical dependency mental health tax funds
and the services funded by them for purposes of qualifying for additional funding and grants. County
may snake available to the Contractor the chemical dependency mental health tax funds for the Contractor
to propose as match to state, federal or other entities, at the County's sole discretion. Contractor shall not
use chemical dependency mental health County tax funds for match without prior authorization by the
Jefferson County Administrator and County fiscal team. To request authorization of availability of the
funds for match, Contractor must apply to the County Administrator in writing, and include their match
formula and allocation plan and may include other documentation to support their request. The County
Administrator will authorize or deny the availability of match funds in writing within 30 days of the
application.
If the County informs the Contractor of the availability of chemical dependency mental health County tax
funds for match, then the Contractor shall be solely responsible for compliance with all state and federal
laws and regulations, including, but not limited to DSHS, CMS and DBHR funding rules, applicable to
the use of MH/CD sales tax monies as match. Following state, federal and local guidelines for match is
the responsibility of the Contractor.
JEFFERSON MENTAL HEALTH- Amendment JJ 1 2016
For example, if a Contractor provides Title XIX Medicaid services (the Policy 19.50.02 or
42CFR 430.30) they are required by those rules to actually bill Medicaid for the services at
the same time. If no Medicaid billing exists, the match would not comply with state and
federal guidelines for match.
Concurrent with its request for authorization of the availability of match, Contractor shall document it has
met its responsibility to follow state, federal and local guidelines for match by submitting in writing to the
County Administrator their match formula, allocation plan, and other documentation made mandatory
pursuant to this Agreement and this Attachment A. At a minimum, the Contractor shall also provide the
following to the County Administrator:
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. Submit a copy of this application and form when requesting match
availability from the County and at each monthly billing.
2. Submit the current administrative policy within WA State regulating your services and the
use 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 showing the MH/CD allocation is an
allowable source of match.
Provide documentation that your financial reporting system tracks matching funds at a
level that meets the level of documentation required by federal or state statutes.
The County may reject permission for Contractor to utilize the MH/CD sales tax monies as match.
JEFFERSON MENTAL HEALTH- Amendment # 1 2016