HomeMy WebLinkAbout071017_ca02Consent Agenda
Regular Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Philip Morley, County Administrator
FROM: Barbara Carr
DATE: July 10, 2017
RE: Evidenced Based Expansion Program
STATEMENT OF ISSUE:
Agreement for receipt of Evidence Based Expansion funding to Juvenile Court Services needs
to be executed.
ANALYSIS:
This agreement reflects our intent to accept our allocation of statewide Evidence Based
Program dollars for the State fiscal years July 1, 2017 through June 30, 2019. These funds
support evidence based treatment and training programs, such as Functional Family Therapy
(FFT).
FISCAL IMPACT:
This revenue will be included in my budget for 2018 and 2019.
RECOMMENDATION:
That the Board approve the agreement and sign 3 originals. A fully executed original will be
returned to the BOCC office upon final execution by DSHS/Juvenile Justice & Rehabilitation
Administration.
DEPARTMENT CONTACT:
Barbara Carr
REVIEWED BY:
.. Philip Morley, C unty Admiln or
Date
1-7
Agploved ap form:
U. C• / Date:
Philip C. Hunsucker, Chief Civil Deputy Prosecu ing Attorney
Jefferson County Prosecuting Attorney's Office
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 1
DSHS Agreement Number
COUNTY
WlSA'pOtpd $flfT
Department of Social
1763-93762
71 .� Health Services
PROGRAM AGREEMENT
Transforming
Evidence Based Expansion SFY18-19
This Program Agreement is by and between the State of Washington
Administration or Division
Department of Social and Health Services (DSHS) and the County identified
Agreement Number
below, and is issued in conjunction with a County and DSHS Agreement On
General Terms and Conditions, which is incorporated by reference.
County Agreement Number
DSHS ADMINISTRATION
DSHS DIVISION
DSHS INDEX NUMBER
DSHS CONTRACT CODE
Rehabilitation Administration
Division of Treatment and
1223
5052CS-63
Inter overnmental Pro
DSHS CONTACT NAME AND TITLE
DSHS CONTACT ADDRESS
Robert Leonard
14th Jefferson
Administrator
Olympia, WA Click here to enter text.
DSHS CONTACT TELEPHONE
DSHS CONTACT FAX
DSHS CONTACT E-MAIL
(360)902-0858
(360)902-8108
robert.leonard@dshs.wa.gov
COUNTY NAME
COUNTY ADDRESS
Jefferson County
PO Box 1220
1820 Jefferson Street
Port Townsend, WA 98368
COUNTY UNIFORM BUSINESS IDENTIFIER (UBI)
COUNTY CONTACT NAME
161-001-169
Barbara Carr
COUNTY CONTACT TELEPHONE
COUNTY CONTACT FAX
COUNTY CONTACT E-MAIL
360) 385-9190
360) 385-9191
bcarr@co.jefferson.wa.us
IS THE COUNTY A SUBRECIPIENT FOR PURPOSES OF THIS PROGRAM
CFDA NUMBERS
AGREEMENT?
No
PROGRAM AGREEMENT START DATE
PROGRAM AGREEMENT END DATE
MAXIMUM PROGRAM AGREEMENT AMOUNT
07/01/2017
06/30/2019
See Exhibit B
EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into this
County Program Agreement by reference:
❑ Data Security: ® Exhibits (specify): Exhibit A: Evidence -Based Expansion Contract Term, Reimbursement
Procedures, and Program Responsibilities; Exhibit B: Statement of Work; Exhibit C: Monthly Project Update Form;
Exhibit D: Monthly Reimbursement Request Form; and Exhibit E: Quarterly Target Update Form
❑ No Exhibits.
The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive
understanding between the parties superseding and merging all previous agreements, writings, and communications, oral
or otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and
understand this Contract, and have the authority to execute this Contract. This Contract shall be binding on DSHS only
upon signature by DSHS.
COUNTY SIGNATURE(S)
PRINTED NAME(S) AND TITLE(S)
DATE(S) SIGNED
DSHS SIGNATURE
PRINTED NAME AND TITLE
DATE SIGNED
Del Hontanosas
Grants & Contracts Manager
Agploved ap form:
U. C• / Date:
Philip C. Hunsucker, Chief Civil Deputy Prosecu ing Attorney
Jefferson County Prosecuting Attorney's Office
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 1
EXHIBIT A
Evidence -Based Expansion (EBE) Contract Term, Reimbursement Procedures,
and Program Responsibilities
The purpose of this Agreement is to fund and support the program services described in the attached
Statement of Work. The contract term begins July 1, 2017 and expires June 30, 2019.
Funding. As of July 1, 2017 the rates paid to the County will be the rate calculated for State Fiscal Year
(SFY) 2018-2019.
If by July 1, 2017 the County does not have a completed written application for funding approved by JR
and signed by both parties, JR will temporarily reimburse the county according to the rates from the
EBE Contract SFY 2016-2017 (N° 1563-42644) until September 1, 2017 to provide for continuity of
services.
Once the County's application is signed and approved, the SFY 2018-2019 funding rate shall apply
retroactively to July 1, 2017 and the County is responsible for adjusting its expenditures during the
remainder of the agreement term to account for any discrepancies.
If the County has not properly accounted for the difference between the two rates by April 30, 2018, JR
may adjust the amount reimbursed to the County for the final two months of the agreement to account
for these discrepancies.
Statements of Work. As of July 1, 2017, the County is responsible for adhering to the Statement of
Work described in Exhibit B: Statement of Work - Evidence Based Expansion.
If by July 1, 2017 the County does not have a completed written application for funding approved by JR
and signed by both parties, the statements of work from the EBE Contract SFY 2016-2017 (N° 1563-
42644) shall apply to all work performed under this agreement until September 1, 2017 to provide for
continuity of services.
Once the County's application is signed and approved, the County shall be responsible for providing
services in accordance with the SFY 2018-2019 Statement of Work from that date forward.
4. Late Applications.
If the County does not have a completed written application for funding approved by JR and signed by
both parties by September 1, 2017, JR may discontinue reimbursement until the application is
completed and approved.
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 2
STATEMENT OF WORK
Evidence Based Expansion
Purpose
EXHIBIT B
As mandated by the Washington State Legislature, the purpose of this contract is to provide funding to
expand evidence based treatment and training programs administered by local juvenile courts. The
expanded programs include Functional Family Therapy (FFT), Multi -Systemic Therapy (MST),
Washington State Aggression Replacement Training (WSART), Coordination of Services (COS), and
Family Integrated Transitions (FIT), and Education and Employment Training (EET).
General Requirements.
Upon approval of the County Juvenile Court's Approved Evidence Based Application Response, the
County Juvenile Court shall:
a. Provide projects and services in compliance with the County Juvenile Court's Approved Evidence
Based Application Response to the Rehabilitation Administration's Juvenile Rehabilitation (JR)
Evidence Based Expansion Solicitation;
b. All participating youth must be administered a Washington State Juvenile Court prescreen or full
Risk Assessment. Youth who are moderate to high risk on the prescreen assessment must receive
a full assessment. All moderate to high risk youth must receive a reassessment at the end of
probation, in accordance with the timeline specified in the County Juvenile Court's Approved
Evidence Based Application Response; and
c. Ensure compliance with existing Community Juvenile Accountability Act (CJAA) State Quality
Assurance programs for the following programs: Functional Family Therapy, Multi -systemic
Therapy, Washington State Aggression Replacement Training, Coordination of Services, and
Education and Employment Training.
2. Intervention Programs:
a. Functional Family Therapy, Multi -systemic Therapy, Washington State Aggression Replacement
Training, Coordination of Services, Family Integrated Transitions, and Education and Employment
Training.
b. The County Juvenile Court must serve the number of youth at the cost budgeted and as detailed in
the County Juvenile Court's Approved Evidence Based Application Response. If the County
Juvenile Court anticipates deviating from any aspect of its Application Response, it must submit a
written request for prior approval to the JR Juvenile Court Treatment Programs Administrator.
Service delivery must be based on and adhere to the following specifications:
(1) For Functional Family Therapy (FFT):
(a) General precepts/practices contained in FFT, Inc. Initial 3 -Day Training;
(b) Assessment/Reporting Standards contained in FFT, Inc. 1 -Day Systems Training;
(c) Clinical feedback from FFT Inc. in on-going consultation and site visits;
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 3
(d) Feedback from designated FFT statewide Quality Assurance Administrator in on-going
consultation and site visits; and
(e) Precepts/practices of FFT contained in Blueprints for Violence Prevention
(2) For Multi -systemic Therapy (MST):
(a) Precepts/practices of MST contained in Blueprints for Violence Prevention; and
(b) General precepts/practices contained in training, consultation, and clinical oversight as
provided by the University of Washington.
(3) For Washington State Aggression Replacement Training (WSART):
(a) Precepts/practices contained in Aggression Replacement Training (Rev. Ed.) by Goldstein,
Glick and Gibbs;
(b) Precepts/practices contained in WSART initial training or subsequent Quality Assurance
statewide meetings; and
(c) Feedback from designated WSART statewide Quality Assurance Specialist and Regional
Site Consultants in on-going consultation and site visits.
(4) For Coordination of Services (COS):
(a) Precepts and practices contained in Coordination of Services Statewide Manual; and
(b) General Precepts and practices contained in the Coordination of Services initial training.
(5) For Family Integrated Transitions (FIT):
(a) Attendance to all training on the treatment model required;
(b) Compliance with all concepts and practices contained in the training and in the developed
treatment model; and
(c) Clinical guidance as supplied by the University of Washington.
(6) Education and Employment Training (EET):
(a) Compliance with all concepts and practices contained in the EET manual.
c. For the interventions listed above:
(1) The County Juvenile Court shall comply with the Washington State Institute for Public Policy
(WSIPP) evaluation design for CJAA (see CJAA: Program Evaluation Design, WSIPP,
November 1998). WSIPP will evaluate recidivism effects as well as the costs and benefits of the
programs. The County Juvenile Court shall participate with all parties to ensure effective
program evaluation.
(2) RCW 13.40.500 through 13.40.550 requires that the County Juvenile Court collect the name,
date of birth, gender, social security number, and Juvenile Information System (JUVIS) number
for each juvenile enrolled in the Evidence Based Expansion Program.
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 4
3. Consideration.
a. The maximum consideration for the Evidenced Based Expansion program for SFY18-19 are
identified in the "Juvenile Court Evidence Based Expansion Funding Awards SFY18-19" list,
incorporated herein by reference.
b. Under expenditure in FY18 may not be carried forward to the subsequent fiscal year. A revenue
sharing process may be made available during the latter part of SFY18 and SFY19 for all counties
participating in the Evidence Based Expansion contract, provided funding is available.
c. The full list of priorities is detailed in the "County Juvenile Court's Washington State Juvenile Court
Evidence Based Expansion Application". County Juvenile Courts shall submit the JR provided
"Revenue Sharing Requests/Returns Form" to the JR Juvenile Court Treatment Programs
Administrator identified on page 1 no later than May 15th of each fiscal year. Late submittals shall
not be considered, unless otherwise mutually agreed upon. Revenue sharing increases and
decreases will be awarded by distribution of a revised "Juvenile Court Evidence Based Expansion
Funding Awards SFY18-19" list. The total maximum consideration for this contract may increase or
decrease, depending on the results of revenue sharing distributions and changes in appropriations
as directed by the legislature."
JR will review utilization by January 1St each fiscal year. If the County Juvenile Court has
significantly exceeded their proposed cost per participant as detailed in their "County Juvenile
Court's Washington State Juvenile Court Evidence Based Expansion Application", the State-wide
Quality Assurance Coordinators and CJAA Advisory Committee shall intervene and a work plan be
developed with the County Juvenile Court to maintain compliance with their proposed cost per
participant.
(1) The cost per participant is determined in section 4(C) of the "County Juvenile Court's
Washington State Juvenile Court Evidence Based Expansion Application", incorporated herein
by reference."
e. Reimbursable costs include staff salaries, staff benefits, training, fees, quality assurance where
appropriate, and local expenditures on administration.
f. Reimbursement for administrative and equipment costs shall not exceed 15% of the original annual
allotment. Administrative costs include discrete, assignable activities and cost necessary for overall
management and support of a program.
4. Payment and Billing.
a. DSHS shall pay the Contractor upon acceptance by DSHS of a properly completed Invoice Voucher
(A-19), or other JR pre -approved invoice document, and the required monthly project forms. JR
retains the right to withhold payment for incomplete or delinquent reimbursement packages.
b. The following Deliverables must be attached with the Invoice Voucher (A-19) and completed before
payment will be made by JR:
(1) Monthly Project Update Form. Use Exhibit C — Monthly Project Update Form. Submit a
separate Update Form for each intervention program (FFT, MST, WSART, COS, FIT, and EET).
(2) Monthly Reimbursement Request Form. Use Exhibit D — Monthly Reimbursement Request
Form. Submit a separate Update Form for each intervention program (FFT, MST, WSART,
COS, FIT, and EET).
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 5
(3) Quarterly Target Update Form. Use Exhibit E — Quarterly Target Update Form. Submit a
separate Target Update Form for each intervention program (FFT, MST, WSART, COS, FIT,
and EET) to JR within 15 days following each fiscal quarter being reported on. This form does
not need to be submitted with the monthly Invoice Voucher (A-19).
(4) Complete Monthly BOXI EBP Summary Report.
c. The County Juvenile Court agrees to accept payment as outlined in this Billing and Payment
Section of the Contract as total and complete remuneration for services provided to offenders under
this Contract. This does not preclude the County from seeking other funding sources. No indirect
costs are allowed.
d. The County Juvenile Court shall use these funds to supplement, not supplant, the amount of
federal, state, and local funds otherwise expended for the services provided under this Contract.
e. Under no circumstance shall the County Juvenile Court bill twice for the same services.
f. The County Juvenile Court shall maintain backup documentation of all costs billed under this
Contract.
g. Stop Payment. If reports required under this Contract are delinquent, JR may stop payment to the
County Juvenile Court until such required reports are submitted to JR.
5. County Compliance.
a. Subcontractors
If the County Juvenile Court utilizes subcontractors for the provision of services under this Contract, the
County Juvenile Court must notify the JR Juvenile Court Treatment Programs Administrator in writing
and maintain sufficient documentation to verify that the subcontractors meet all the requirements under
this Contract. In no event shall the existence of a subcontract release or reduce the liability of the
County Juvenile Court for any breach of performance.
b. Other Provisions
The County Juvenile Court shall comply with the following other provisions for all services provided
under this Contract.
(1) Background Check/Criminal History —
(a) In accordance with Chapters 388-700 WAC (JR -Practices & Procedures), 72.05 RCW
(Children & Youth Services), 43.20A RCW (DSHS), and by the terms of this contract,
Contractor and each of its employees, subcontractors, and/or volunteers who may or will
have regular access to any client/juvenile must be cleared through a JR approved criminal
history and background check. In addition, Contractor, each of their employees,
subcontractors, and/or volunteers, who may or will have limited access to any client/juvenile,
may be required to be cleared through a JR approved criminal history and background
check.
(b) By execution of this contract, Contractor affirms that Contractor, each of its employees,
subcontractors, and/or volunteers, who may or will have regular access have not been
convicted of any of the following:
i. Any felony sex offense as defined in 9.94A.030 RCW (Sentencing Reform Act -
Definitions) and 9A.44.130 RCW (Sex Offenses);
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 6
ii. Any crime specified in Chapter 9A.44 RCW (Sex Offenses) when the victim was a
juvenile in the custody of or under the jurisdiction of JR; or
iii. Any violent offense as defined in 9.94A.030 RCW (Sentencing Reform Act -Definitions).
Contractor must require that current employees, volunteers, and contracted service
providers who are authorized for regular access to a juvenile(s) report any guilty plea or
conviction of any of the above offenses. The report must be made to the person's
supervisor within seven (7) days of conviction and any person who have reported a
guilty plea or conviction for one or more of these offenses must not have regular access
to any offender. Contractor shall also document background checks/criminal history
clearances for monitoring purposes.
(2) Sexual Misconduct —
(a) 13.40.570 RCW (Sexual misconduct by state employees, contractors) states that when the
Secretary has reasonable cause to believe that sexual intercourse or sexual contact
between the employee of a contractor and an offender has occurred, the Secretary shall
require the employee of a contractor to be immediately removed from any employment
position which would permit the employee to have any access to any offender.
(b) By execution of this contract, contractor affirms that contractor, each of its employees,
subcontractors, and/or volunteers are knowledgeable about the requirements of 13.40.570
RCW (Sexual misconduct by state employees, contractors) and of the crimes included in
9A.44 RCW (Sex Offenses).
(c) In addition, the Secretary shall disqualify for employment with a contractor in any position
with access to an offender, any person:
i. Who is found by the department, based on a preponderance of the evidence, to have
had sexual intercourse or sexual contact with the offender; or
ii. Convicted of any crime specified in chapter 9A.44 RCW (Sex Offenses) when the victim
was an offender
(d) If any actions are taken under 13.40.570 RCW, subsections (3) or (4), the Contractor must
demonstrate to the Secretary they have greatly reduced the likelihood that any of its
employees, volunteers, or subcontractors could have sexual intercourse or sexual contact
with any offender. The contract shall not be renewed unless the Secretary determines
significant progress has been made.
6. Items Incorporated by Reference
a. RCW 13.40.500 —13.40.550;
b. Juvenile Disposition Sentencing Standards;
c. The Community Juvenile Accountability Act (CJAA): Program Evaluation Design, WSIPP,
November 1998;
d. JR CJAA Quality Assurance Plans for Functional Family Therapy and Aggression Replacement
Therapy and Coordination of Services; and
e. The Washington State Juvenile Court Evidence Based Expansion Application document dated July
17, 2013.
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 7
EXHIBIT C
Juvenile Court Evidence Based Expansion
MONTHLY PROJECT UPDATE FORM
The following information must be submitted on the Monthly Project Update Form, as provided by JR,
for each type of intervention (WSART, FFT, MST, COS, FIT, and EET) and attached to an Invoice
Voucher Form A-19 when submitting requests for payment to JR.
(1) County Name.
(2) Month/Year of Service.
(3) The court's projected number of youth who will start the program for the current fiscal year.
(4) The number of youth who started the program during this month (Youth shall only be counted as a
starter one time per evidence based program per probation obligation).
(5) The total number of youth who started the program since the beginning of the current fiscal year.
(6) The number of youth who have successfully completed the program during this month.
(7) The number of youth who have successfully completed the program since the beginning of the
current fiscal year.
(8) The total number of youth who are still active in the program and have not completed as of the end of
this month.
(9) The Total Reimbursement for the program since the beginning of the current fiscal year.
(10) The county's current cost per youth for the program.
(11) Program Comments (include barriers to getting youth to start the programs and/or any opportunities to
expand the programs).
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 8
EXHIBIT D
Juvenile Court Evidence Based Expansion
MONTHLY REIMBURSEMENT REQUEST FORM
Attach completed Form(s) to an Invoice Voucher Form (A-19) when submitting requests for payment
to JR. Note: Complete a separate MONTHLY REIMBURSEMENT REQUEST FORM for each type of
intervention (WSART, FFT, MST, COS, FIT, and EET).
COUNTY
MONTH/YEAR
INTERVENTION PROGRAM
(FFT, WSART, ETC.)
COSTS THIS MONTH
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 9
$
Administrative (not to exceed 15%1
$
TOTAL COST
$
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 9
EXHIBIT E
Juvenile Court Evidence Based Expansion
QUARTERLY TARGET UPDATE FORM
Submit completed Form(s) to JR within 15 days following each fiscal quarter being reported on. Note:
Complete a separate QUARTERLY TARGET UPDATE FORM for each type of intervention (WSART, FFT,
MST COS, FIT, and EET).
COUNTY
QUARTER
YEAR
INTERVENTION PROGRAM
JUL — SEP
OCT — DEC
JAN — MAR
(FFT, WSART, ETC.)
PROPOSED QUARTERLY TARGETS
FIRST QUARTER:
SECOND QUARTER:
THIRD QUARTER:
FOURTH QUARTER:
JUL — SEP
OCT — DEC
JAN — MAR
APR — JUN
ACTUAL QUATERLY TARGETS
1. is the number of youth who participated in the project for the quarter being
reported.
2. is the number of youth who completed the project for the quarter being reported.
BARRIERS/ISSUES TO MEETING QUARTERLY PARTICIPATION
IDENTIFIED OPPORTUNITIES TO EXPAND PARTICIPATION
DSHS Central Contract Services
5052CS County Program Agreement (5-30-17) Page 10
Juvenile Court Evidence Based Expansion Funding Awards FYI 8-19
Cottrity
FYI3 Awards�
FY9�
" Avrrt r
Benton/Franklin
125,663
125,663
251,326
Chelan
74,251
74,251
148,502
Clallam
33,755
33,755
67,510
Clark
111,501
111,501
223,002
Columbia/Walla Walla
24,318
24,318
48,636
Cowlitz
62,077
62,077
124,154
Gras Harbor
34,411
34,411
68,822
Island
41,292
41,292
82,584
Jefferson
38,604
38,604
77,208
King
572,016
572,016
1,144,032
Kitsap
78,458
78,458
156,916
Lewis
38,607
38,607
77,214
Lincoln
4,475
4,475
8,950
Mason
36,244
36,244
72,488
Okanogan
104,064
104,064
208,128
Pacific/Wahkiakum
22,358
22,358
44,716
Pierce
465,796
465,796
931,592
Skagit
57,249
57,249
114,498
Snohomish
201,785
201,785
403,570
Spokane
318,088
318,088
636,176
Thurston
166,700
166,700
333,400
Whatcom
63,774
63,774
127,548
Yakima
300,944
300,944
601,888
Coun Sub -Total
2,976,430
2,976,430
5,952,860
JUVENILE COURT EVIDENCE BASED EXPANSION
FINAL FUNDING AWARDS FY17-18