HomeMy WebLinkAbout101016_ca06615 Sheridan Street
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Consent Agenda
September 2, 2016
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Vicki Kirkpatrick, Director
Yuko Umeda, Public Health Nurse III
DATE:
SUBJECT: Agenda Item — Washington Early Learning Fund, d/b/a Thrive
Washington for Home Visiting Services; July 1, 2016 — June
30, 2017; $177,103.30
STA ENT QF. ISSUE:
Jefferson County Public Health is requesting Board approval for Thrive Washington funding
of Home Visiting Services; July 1, 2016 — June 30, 2017; $177,103.30
NAL I STRATE I A
This agreement funds the visiting nurse services Jefferson County Public Health has
provided, based on efficacy studies conducted by Nurse Family Partnership (NFP), and in
keeping with NFP model requirements, to support families in an effort to alleviate the effects
of poverty, single parenthood, parental unemployment or underemployment, parental
disability, education attainment, and family engagement in child welfare on child
development. This is the fifth year JCPH has participated in the Thrive Washington Home
Visiting Services grant. The grant allows JCPH community nursing staff to make home visits,
and supports Kitsap County, via subcontracting.
FISCAL. IMPACT'
Fully funded by Washington Early Learning Fund, d/b/a Thrive Washington with state dollars
through Washington Department of Early Learning Home Visiting Services account, for a total of
$177,103.30 of which $87,500 of these funds is available for Jefferson County to continue its
partnership with Kitsap County Health District, allowing them to continue their services in the
NFP program on the Kitsap Peninsula.
RECOMMENDATION:
JCPH management requests approval of the Washington Early Learning Fund, d/b/a Thrive
Washington for Home Visiting Services; July 1, 2016 — June 30, 2017; $177,103.30
REV'I"
,.
Ph li Morl o
unty Ad'ministr. r Date
C(an, rnti NftyF 1 a 01111 Environmental Health
DevelopmeMal Disabilities Water Qualify
360-335-9400 360-385-9444
360-385-9401 (f) Always working for a safer and healthier community (f) 360-379-4487
INDEPENDENT CONTRACTOR AGREEMENT
Washington Early Learning Fund, d/b/a Thrive Washington ("Thrive") and Jefferson County Public
Health ("Contractor") hereby enter into this Agreement as of July 1, 2016 (the "Effective Date").
Maximum Contract Total: $177,103.30
Contract ID: 481
Contract Term: July 1, 2016 — June 30, 2017
Tax ID Number: 133148295
DUNS Number: 184826790
Project Lead: Ms Yuko Umeda
Purpose: FY 17 Home Visiting Services Account
Federal Subrecipient: No
Research and Development Contract: No
CFDA: N/A
Federal Program: N/A
1. 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.
2. Payment. Thrive will reimburse Contractor for expenditures incurred each month, according to
the terms provided in Schedule 13, provided that Contractor performs the services. Monthly
expenditures will be reported using the online reporting system. Payment is based on the
assumption that state funds are available to Thrive for disbursement to the Contractor. In the event
that state 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 expenses on the Project using Thrive
funding prior to the Effective Date. The Term end date is June 30, 2017 or earlier in the event of
non-compliance.
3. Payment Information. 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.
4. 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 mmSch'edule_„mB. 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.
5. 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.
6. Travel Budget: Included in the total contract is a Travel to Thrive Mandatory Trainings budget
line item. Contractor agrees that funds allocated in this line item will be used for travel to Thrive
All Cohort Trainings and Model -Lead Trainings unless authorized by Thrive. It is recommended
that travel expenditures in this line item do not exceed the current State of Washington travel
reimbursement rates for lodging and meals and current mileage rates. Travelers must be prudent
when planning and conducting essential business travel, ensuring they select travel alternatives
that are the most economical. Thrive recommends that the Contractor expends these for lodging,
per diem, and meal expenses at current state travel reimbursement rates and in accordance with
the State of Washington Office of Financial Management Travel Regulations. Current rates for
travel can be accessed at:ilI Underspent funds in this
line item are eligible for reallocation to other approved budget lines upon request and approval by
Thrive staff. These funds are subject to monitoring via Thrive's annual sub -recipient monitoring
of the Contractor.
7. Reporting and Other Contract Requirements. Contractor agrees to submit program and
expense reports, as well as perform all other requirements outlined in Schcdula. 1:, 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
Schc:dulc,(,% 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.
9. 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. 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 terns, 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 as well as supporting documentation
will be archived by Contractor's office for at least six (6) years after the end of the Term.
P•
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
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 13. 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
501(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 0'tqhLALtLL_-_JJ3, Section 1), progress toward completion of
the Implementation Plan (Schcdulc ,), and performance as outlined in S`cliedul 1). 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
to 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 in 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
3
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 $5,000 per
item 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, each party ("Indemnifying Party") agrees to
indemnify, defend and hold the other party harmless and against any and all liability, loss, and
expense (including reasonable attorneys' fees) or claims for injury or damages arising out of or
resulting from, or that are alleged to arise out of or result from, negligent actions or omissions by
the Indemnifying Party or any of its 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. Project Announcements, Public Reports and Use of Thrive and DEL Name and Logo. Thrive
and the DEL may include information on this Project in their periodic public reports and may make
information about this Project public at any time in their web pages and as part of press releases,
public reports, speeches, newsletters, and other public documents related to the Project. If
Contractor wishes to issue a press release or public report announcing this Agreement, or otherwise
use Thrive's, name or logo for purposes related to the Project, Contractor must contact Thrive's
Grants Manager at least two weeks before the desired announcement or publication date to obtain
advanced approval. Contractor should also include the name and logo of DEL, that the project is
funded through the State of Washington, Washington Department of Early Learning Home
Visiting Services Account in such media related to the Project. Thrive requests an opportunity to
4
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 may
request a dispute hearing. The parties will select a dispute resolution team to resolve the dispute.
The team will 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 modification 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. Indirect Costs: The indirect cost plan most comply with the CFR part 200.56.57 and 200.414
Certification of cost allocation plan or indirect (facilities & administrative (F&A)) cost rate
proposal. The CFR can be found at the following link: 1 :// w v. 1� 'r F/�.g retia:/tex-
idx?S1D=89e3lf63d8c85ba9e4f7a6a7fd6fdea5&i iiic=trtpc i-io d sc'21.20() 1 )&- ttv8 and
qtI)°//%v\vw.ecl"r. gc!vJ i-bill/text-,
idx?SID=89e3lf63d8c85ba9e4f7a6a7fd6fdea5&mc=tree&node_ .,,e2.1.200 1414&rf1n=div8
28. 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.
29. 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.
30. Unilateral Contract Changes. The Contractor acknowledges that Thrive may correct
typographic errors, numbering errors or other minor grammar or punctuation error without the
need to amend the agreement. The Contractor shall be notified when any correction take place
and will be provided with a corrected copy of the contract.
31. 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 and at a time mutually agreed upon by both parties, to conduct an independent financial
and/or programmatic audit of the expenditures related to this Agreement.
32. Notices. All legal notices under this Agreement shall be addressed as follows:
Cel
Thrive: Priti Mody-Pan, Director of Grants and Program Innovation
Thrive Washington
1111 Third Avenue, Suite 210
Seattle, WA 98101
Contractor: Ms Vicki Kirkpatrick, Director
Jefferson County Public Health
615 Sheridan Street
Port Townsend, WA 98368
This Agreement must be signed by an authorized officer of Contractor prior to issuance of the funds
under this Agreement. Contractor may keep a copy of this Agreement as signed for its records.
WASHINGTON EARLY LEARNING FUND
d/b/a THRIVE WASHINGTON
By: Angus Mairs
Title: Deputy Director
Date:
Jefferson County Public Health
By: Ms Vicki Kirkpatrick
Title: Director
Date:
7
SCHEDULE A: IMPLEMENTATION PLAN AND BUDGET
1. IMPLEMENTATION 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:
A 1.6500 FTE Home
...Visitor
_A 0.1500 FTE Supervisor
A 0.0000 FTE Administrative Support Staff
A 0.Su1. pp
0000 FTE Data ort Staff
.�.m. �.. _...m
A 0.0000 FTE Additional Management Staff
In addition, 0.0000 FTE Direct Service Staff will provide additional services to families.
• MODEL FIDELITY: Contractor agrees that staff will be hired in fidelity to Nurse -
Family Partnership (NFP) model requirements as outlined below:
o Supervisors are registered nurses with a minimum of a Bachelor's degree in
nursing.
b. TRAINING
• PLAN: Contractor agrees that all home visitor and supervisory staff are trained, as
outlined in the plan below.
MODEL FIDELITY: Contractor agrees that training will be completed in fidelity to
Nurse -Family Partnership (NFP) model requirements as outlined below:
o Supervisors complete core educational requirements and additional supervisory
units on an annual basis.
o Nurse Home Visitors complete core educational sessions required by NFP NSO.
c. RECRUITMENT AND ENROLLMENT
• PLAN: Contractor agrees to:
o Recruit families from the following prioritized communities:
■ Rural (75%)
■ Urban (25%)
• American Indian/Alaskan Native Non -Hispanic
■ Multiple Races Non -Hispanic
■ White Non -Hispanic
■ Homeless/Unstable Housing
■ Parent Mental Illness
■ Poverty/Low Income
■ Substance Abuse
■ Teen Parents
o Reach and maintain enrollment of 40 Proposed Families Served.
o Ensure respective staff build and maintain the caseloads in accordance to model
requirements.
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. HOME VISITS
• PLAN: Contractor agrees to administer an average of 2 home visits per month to enrolled
families, for a total of between 480 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:
o Supervisor will provide 3 hours of supervision to each home visitor per month.
o Supervisor will administer 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.
0
E SCREENINGS
• PLAN: Contractor agrees to administer screenings with the frequency outlined below:
Demographic: .. i �. _. ...... ..m .
� � Within 2 months of 1st Visit
Intake
Maternal Health Assessment_ _ Within 2 months of 1st Visit
Use-ofvermGonent & Cm
omunity Services .... Within 2 months of: 1st V ....
isit;l2 months; 18
_ months
Health Habits Within�
2 months of: 3rd -4th visit; 36 weeks
pregnant
elationship Preganacy Within 2 months o£ 3rd -4th visit
Edinbour h
Postnatal Depression Scale or Within 2 months g p hs of: 36 wks preg; 1-8 weeks post -
Health Questionnaire - 9 partum; 12 months
-..___--___
Infant Birth ,.._Within 2 months of: 1st .W
postpartum visit
ASQ (ASQ-3) Within4 months , 14 months
�...
2 months of
..m months
Infant
Infa 12 month
ASQ SE � � I Within 2 months, of: 6 months; 18 mont
nt Health Care Within 1 month of: 6 months; s; 18
months
_.p .. m ..�� � __. . �. � n mm..... ; . _ .._.�
8 months
Demographic: U dates Within 2 months of 12 months 1..... ..
_�..�.. the
nfancy Within 2 months of: 12 mon
Relationship Assessment I __
• 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
11
2. BUDGET
Jefferson County
Public Health
ORGANIZATION TYPE: NFP
07/01/16-
Period: 06/30/17
FY17 Cohort 4
Line Item
CommentslJustification
lines below Line Isom
(List individual positions, types of expenses on lines below each line heading, Formulas
item) automatically total up
A,
Personnel $71,066.53
Salaries and Benefits (include inidvidual positions FTE
allocation (ie 75 FTE), payroll taxes, medical & fringe benefits)
NFP Nurse $40,503.04
.65 FTE x 62,;312.37
NFP Supervisor $11.231.03
15 FTE x 74,87 353
Benefits $19, 332.46
37.37%
Meetings, ConflTrainings, Staff/Program
B.
Recruitment $0.00
Travel (home visiting mileage, travel to
C.
trainings) $1,912.00
Tra -1 to Thrie trainings $1,912,00
D.
. _..,.. _ .�
Direct Proqram Equipment $0.00
.... —. ...... . _....
E.
Direct Proqram Supplies & Publications $524.47
Wireless Hotspot/Monthly Service $524.47
PrWde internet L:onnecl�ivlt Burin home Mails
F,
Rent $0.00
WWW__.W
Contracted/Professional Services
G,
(Subcontracts, Consulting) $87,500.00
.._. ...... ........ W
—.....
Kit�County Health District $87,500.00 11.0
FTE x $64 395,05 Sala 3r),88% Benefits
J.
Indirect Expenses $16,100.30
$16.100.30
K41
$177,103.30
11
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.
b. Voluntary Services. Services will be provided to clients only on a voluntary basis. The
Contractor will maintain documentation in each client record indicating voluntary consent
to participate in home visiting services.
c. Priority Participants. Priority will be given to serve eligible participants who are
experiencing the following factors that may affect child development such as:
• Poverty,
• Single parenthood,
• Parental unemployment or underemployment
• Participation in TANF
• Parental disability, or
• Parental lack of high school diploma,
• Family engagement in child welfare (43.215.020(4))
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).
L Annual Orientation Webinar. Contractor will participate in an annual orientation
webinar providing any updates on requirements associated with HVSA funding. The
webinar will be held on August 18, 2016 from 3:00 pm to 4:00 pm.
g. HVSA Trainings. Contractor will participate in two full-day trainings.
• HVSA Training 1: November 3, 2016
• HVSA Training 2: April 13, 2017
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 and fiscal compliance, organizational due diligence, HVSA evaluation, quality
implementation technical assistance, and continuous quality improvement.
12
j. 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:
1. Participant Demographics
2. Implementation Progress
3. Implementation Reflection
4. Select Fidelity Measures
k. 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/caregivers, 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. One Month Transaction Detail (General Ledger Activity) Upon request, Contractor
will provide one month of General Ledger detail for Substantiation Testing.
m. 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 2.
n. 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 actual 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 unless otherwise
approved.
o. Model Standing. All contractors must retain affiliate in good standing status and/ or active,
ready to implement status, throughout the entire Term as described in Schedule D.
Contract Monitoring, Implementation Improvement Status, Non -Compliant Status, and
Non -Compliant Courses of Action. 1. Contract Monitoring. b. Model Standing for
Evidence -Based Home Visiting Programs.
p. 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
• Attendance Sheets
• Service Logs
• Demographic Information of Participants
13
Payment Schedule. The Payment Schedule below is based on the assumption that 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 amount of the Contract
Total.
Requirement
Due Date
Reporting Period
Payment Date
Pa
int
Amount
Technical Assistance
Monthly
NA
NA
NA
Coaching Calls
Site Visits ....
TBD
Np..�
NA
NA..
HVSA Orientation
July 27, 2016
NA
Signed Agreement
August 26, 2016
NA
September 2, 2016
Proof of Insurance
August 26, 2016
NA
.....Monthly Enrollment...........�
.-...................
...........- .�...........�
Numbers and Line Item
August 21, 2016
July 1-31, 2016
Report
-.� .......
Monthly Enrollment
Numbers and Line ]tem
September 21, 2016
August 1-30, 2016
October 5, 2016
Report
nthly Enrollment
Numbers and Line Item
October 21, 2016
September 1-30, 2016
November 2, 2016
j Report
-- �
•�����.....
� Project Report and
October 31, 2016
1 -September 3
Expense Report
EpenR#1
p ... _....
201y6-
�i
HVSA Training I
November 3, 2016
NA
December 6, 2016
m. ... ..� . ...
Monthly Enrollment
Numbers and Line Item
November 21, 2016
October 1-31, 2016
Monthly
Monthly Enrollment
Numbers and Lie Item
December 21 2016
November 1-30, 2016
January 4, 2017
Reimbursement
Report
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CONTRACT
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15
SCHEDULE C: DATA COLLECTION AND EVALUATION REQUIREMENTS
1. HVSA Evaluation Background. The Contractor is required to collect data at the client and
program level required by home visiting program models. The Washington State Department of
Early Learning (DEL) has established a contractual agreement with Nurse -Family Partnership
(NFP) National Service office, for NFP programs, to send the Contractors de -identified client and
program level N F P data directly to t he Washington State Department of Health (DOH), the
DEL -specified Project Evaluator. DOH will provide de -identified data sets to DEL for quality
assurance and systems level Continuous Quality Improvement (CQI) purposes. Additionally, DOH
will provide Thrive program level summary/aggregated data reports to be used collaboratively
with national and state model leads in developing continuous quality improvement plans. No
individual, client -level data is released for this purpose.
2. Data Sharing: DOH is assigned by Thrive Washington and DEL to work with the Contractor on
data management and reporting. It is a condition of this agreement that the Contractor signs a
written data use acknowledgement with DOH to authorize release of program and de -identified
client data fbu—n the Nurse-Farnily Partnership (NI'll) Natiotaal Service office for NFI' programs.
D014 will receive data tacrosfers from Nurse-f'aamily Partnership (NI l)) National Service office, I"or
N1' -"P prof, -an -is oaa <a anonihly basis and aaaaintain (Montractor de-identilted program and client data
in the central repository.
In addition, Thrive and DEL may require the Contractor to share data that is not housed within the
NFP database. A data sharing agreement between DOH and the Contractor specifying the terms
of the data sharing including data use will be developed with mutual agreement with DOH and
Contractor.
Data use and data sharing agreements will be administered and maintained by DOH and the
Contractor and must be maintained through the term of the contract.
3. Contractor HVSA Evaluation Activities and Requireancnts. As a recipient of 11VSA state
funding, the Contractor is required to participate in, and cooperate with the HVSA, the Thrive
Implementation HUB (HUB), and DOH in HVSA evaluation activities and requirements
including, but not limited to:
a. Onsite and other types of meetings to gain information on the Contractors current
evaluation, training, data collection, data ataanaagenaeaat and reporting requirenaearts
b. Enter all data for i'amilies into model specified data system within hve (5) business days
of data collection.
c. Engage in activities that support data quality and timely reporting, including: Participation
in dataquality discussions and implementation planning to address training needs.
d. Participation in the development of a supports, services and technical assistance designed
to optimize data collection ef"f"orts, evaltuition practices and activities, and ensnare the
accuracy of evaluation reports including:
e. Staff training and supervisory practice
f. Data collection and reporting
g. Implementation of a Continuous Quality Improvement (CQI) team and plan related to data
and evaluation, including the use of state aligned benchmarks
h. Alignment and coordination with efforts in stappaart of o(he.r HVSA research, evaluation,
and systems supports
16
Participation in efforts and meetings to develop definitions, metrics, activities, and
reporting requirements related to:
a. Staffing levels
b. Enrollment status
c. Program process and outcome measures
d. Financial reporting
e. Assurance of model fidelity
j. Creation of local or regional CQI teams of HVSA Contractors
k. Emerging and non -routinized data and evaluation requests from funders of the HVSA
17
SCHEDULE D: CONTRACT MONITORING, IMPLEMENTATION IMPROVEMENT
STATUS, NON-COMPLIANT STATUS AND NON-COMPLIANT COURSES OF ACTION.
1. Contract Monitoring. Thrive will monitor Contractor compliance with contract requirements, model
standing, implementation progress, enrollment performance and financial activity through review of
the following, though not limited to; Contractor monthly financial and enrollment reports, quarterly
financial and Implementation Plan progress reports, meetings with Contractor, and site visit(s) with
Contractor.
a. Compliance with Contract Requirements. The Contractor will ensure all Contractor
Requirements, as outlined in Schedule B, section 1, are met and submitted. Failure to comply
with, or submit timely and complete materials related to Contract Requirements may result in
withheld or delayed payments as described and indicated in the Schedule B, Section 2.
Payment Schedule.
b. Model Standing for Home Visiting Programs. All Contractors funded to implement a home
visiting must retain affiliate in good standing and/or active ready to implement status
throughout the Term of the contract. If the home visiting model developer withdraws or
revokes the Contractors affiliate in good standing and/or active ready to implement status,
prior to the contract Term end date, Thrive in coordination with DEL will conduct a joint due
diligence review of the loss of the Contractor's affiliate in good standing and/or active ready
to implement status, and then Thrive may, upon written notification to the Contractor,
terminate this Contract in whole or in part.
c. Achieving Model Standing. If the Contractor does not have affiliate in good standing and/or
active ready to implement status as of the Effective Date, then the Contractor must obtain
such status within 90 days of the Effective Date. If the Contractor does not timely obtain such
status, then Thrive may, at its discretion and upon written notice to the Contractor, terminate
this Contract in whole or in part as described in Paragraph 14 of the Agreement.
d. Implementation Progress. Thrive will review quarterly progress toward completion of the
Contractor's Implementation Plan and conduct quarterly budget monitoring activities outlined
in Schedule A. Implementation Plan and Budget, (Schedule A.). Plan and Model Fidelity
progress will be reviewed with respect to the following Schedule A. 1. Implementation Plan
categories: a. Staffing, b. Training, c. Recruitment and Enrollment, d. Home Visits, e.
Supervision, f. Screenings, and financial activity related to 2. Budget. Delay in meeting two
or more Schedule A. 1. category areas and/or non-compliance related to financial activity
during a quarter, will result in Contractor's transition to Implementation Improvement Status
e. Enrollment Performance: Thrive will review Contractor enrollment performance for the
following measure: Percentage of Families Enrolled to Proposed Families Served. For
purposes of this section only: minimally, Percentage of Families enrollment is defined as an
enrolled family receiving at least one home visit, or other home visiting model developer
approved contact, by an approved home visitor, during the past 90 days. This definition does
not supersede or relieve the Contractor from complying with specific home visiting model
developer guidelines, standards and/or fidelity measures set for enrollment and/or Schedule
A. 1. c. Recruitment and Enrollment, and d. Home Visits categories Plan and/or Model fidelity
areas specified in Schedule A.
i. Start -Up Programs. If Contractor's program is receiving first year HVSA funding, it
is considered a Start -Up Program. Start -Up Program's, Schedule A.l.c. Recruitment and
Enrollment section, specifies enrollment rates over the term of the contract to reach full
18
enrollment caseload. Progress in meeting enrollment rates toward building full caseload
will be reviewed on a monthly basis. If the Contractor is not meeting enrollment rates
specified in Schedule A., and in accordance with the timeline outlined in Schedule A.,
the Contractor will be transitioned to Implementation Improvement Status for additional
contract monitoring focused on supporting improvement in Contractors enrollment.
ii. All Other Programs. If the Contractor's program is receiving year two or more of HVSA
funding, the Contractor shall maintain at least 85% enrollment of the Proposed Families
Served in Schedule A. 1. c. Recruitment and Enrollment, during the term of the contract.
Enrollment numbers will be reviewed on a monthly basis.
a) If the Contractor's enrollment of Proposed Families Served in A. 1. c. Recruitment
and Enrollment, is between 75%-84%, for two or more consecutive months, the
Contractor will receive written notification of their low enrollment status and a
follow-up call to discuss barriers and strategies for increasing enrollment.
Contractors that maintain an enrollment of less than 84% of Proposed Families
Served for an additional two months after receiving written notification of their low
enrollment status, and follow-up call, will be transitioned to Implementation
Improvement Status for additional contract monitoring focused on supporting
improvement in Contractors enrollment.
b) If the Contractor's enrollment of Proposed Families Served in A. 1. c. Recruitment
and Enrollment, is below 75%, for two or more consecutive months, the Contractor
will be transitioned to Implementation Improvement Status for additional contract
monitoring focused on supporting improvement in Contractors enrollment.
2. Implementation Improvement Status. Contractors transitioned to Implementation Improvement
Status are required to participate in the steps outlined in a.-c. below within 30 days of written
notification by Thrive, or within an extended, alternate timeline approved by Thrive:
a. Completion of Self-Assessment: Contractor will complete a Self-Assessment provided by
Thrive which may address, though is not limited to the following: compliance with contract
requirements, model fidelity, implementation progress, financial activity, and/or enrollment
performance in need of improvement.
b. Participation in Implementation Improvement Meeting: Contractor will participate in an
Implementation Improvement meeting with Thrive staff. The purpose of the meeting is discuss
the Self-Assessment; gather information and feedback from the Contractor; share and review
Thrive data; other available program data; and other information related to areas in need of
improvement which may be used to inform the development of an Implementation
Improvement Plan. The Contractor shall participate in additional meetings in collaboration
with Thrive to develop the Contractors Implementation Improvement Plan.
c. Development of an Implementation Improvement Plan: Thrive shall issue a written
Implementation Improvement Plan (Plan) to the Contractor within 30 days of the last
Implementation Improvement Meeting. The Plan shall:
i. Cite and describe the Contractor's specific area(s) in need of improvement, including,
though not limited to: compliance with contract requirements, im;+del fidelity,
implementation progress, financial activity, and/or enrollment performance in need of
improvement. For the specified area(s) in need of improvement, the Plan shall provide
metrics or benchmarks to serve as indicators of satisfactory improvement.
19
ii. Identify corrective action items and/or steps the Contractor shall comply with to
address cited areas in need of improvement. The plan shall also identify technical
assistance and/or other supports designated to be made available to the Contractor by
Thrive to assist the Contractor in achieving satisfactory improvement.
iii. Outline a timeline for the completion of the Implementation Improvement Plan by the
Contractor.
d. If satisfactory improvement in the specific area(s) indicated in Plan is met by the Contractor,
within the timeline for completion of the Plan, the Contractor shall be transitioned out of
Implementation Improvement Status. Thrive will provide the Contractor written notice of this
transition once it has determined satisfactory improvement has been met following the timeline
for completion of the Plan.
e. If satisfactory improvement in the specific area(s) indicated in Plan, within the timeline for
completion of the Plan, is not met by the Contractor, the Contractor shall be transitioned out
of Implementation Improvement Status to Non -Compliant Status. Thrive will provide the
Contractor written notice of this transition once it has determined satisfactory improvement
has not been met following the timeline for the completion of the Plan.
3. Non -Compliant Status: Contractors transitioned to Non -Compliant Status are required to participate
in the steps outlined in a. and b. below, within 14 days of written notification from Thrive, or within
an extended, alternate timeline, approved by Thrive:
a. The Contractor shall participate in a Non -Compliant Status meeting with Thrive staff to:
i. review the Contractor's Implementation Improvement Plan and discuss progress that
was made and barriers that were encountered during the Plan's implementation,
including technical assistance and/or other supports designated to be made available
to the Contractor by Thrive.
ii. identify and review Contractor's contractual requirements and areas of contractual
non-compliance
iii. discuss Non -Compliant Courses of Action
b. After completing the Non -Compliant Status meeting, and any additional Non -Compliant
Status follow-up meetings with the Contractor to gather information or feedback, Thrive, in
coordination with DEL, will issue the Contractor a written Non -Compliant Course(s) of Action
within 14 days of the last Non -Compliant Status meeting date.
4, Non -Compliant Course(s) of Action. The written Non -Compliant Course(s) of Action issued by
Thrive shall include one or more of the four Non -Compliant Course(s) of action below:
a. Continuation of Implementation Improvement Plan. Thrive may propose to modify and/or
extend the Contractor's Implementation Improvement Plan for up to an additional 3 month
period to meet specific area(s) cited in need of improvement.
b. Suspension of Payment: Thrive may suspend payment of all or part of Contract funds until
satisfactory contract compliance is met.
c. Reduction in Maximum Contract Total. Thrive may amend this contract to reduce the
Contractor's maximum contract total:
i. to reflect the amended Implementation Plan scope negotiated between Thrive and the
Contractor based on Contractor's cost per family served and other related factors, and,
G1
ii. if feasible and in compliance with Private, HRSA/MIECHV, DEL, and Thrive funding
requirements, contractual requirements, and approval processes, including Home
Visiting Model Developer program requirements.
d. Early Contract Termination. Thrive may terminate this contract prior to the end of the Term
if satisfactory contract compliance is not met by the Contractor in the implementation of the
Contractor's Implementation Improvement Plan, and/or if the Contractor is not able to, or is
not cooperative in development and implementation of the Implementation Improvement
Plan.
e. Notice. The written Non -Compliant Course(s) of Action shall become effective a minimum of
30 days after the delivery of the written Non -Compliant Course(s) of Action to the Contractor,
except as identified in l.a., l.b. 4.b., 4.cii., and 4.d., of this schedule and as provided for
elsewhere in the Independent Contractor Agreement boilerplate and/or other schedules
attached to this contract.
21
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