HomeMy WebLinkAboutOlympic Community Action Program (OlyCAP) - 022618CONTRACT AMENDMENT #1
For Professional Services
Between
Jefferson County
And
Olympic Community Action Program
For Transitional Housing Services
-�- ;'� -- ?I -
WHEREAS, Olympic Community Action (OlyCAP), (Contractor) and Jefferson County
(County) entered into an agreement on May 1, 2017 for Transitional Housing to homeless
residents of Jefferson County who are participating in Therapeutic Courts or who are
discharged from Jail or a Hospital without a home.
WHEREAS, the parties desire to amend the terms of that agreement.
IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN AS FOLLOWS:
THIS AGREEMENT is made and entered into to provide services to individuals with
substance abuse disorders and/or mental health issues in need of transitional housing in
Jefferson County, Washington.
The term of the above referenced agreement ends March 31, 2018.
Olympic Community Action will continue to as stated in Exhibit A, Statement of
Work and Attachment A, Match Policy.
2. This amendment adds $9069.00 in funding as stated in Exhibit B, Fee Schedule, to
be used specifically for assistance to homeless individuals from Jefferson County,
Washington, who are participating in Therapeutic Courts or who are discharged from
Jail or a Hospital without a home.
3. The contract, including this amendment, shall not exceed $49,069.00 without express
written amendment signed by both parties. Work performed between January 1, 2018
and the execution of this Amendment that is consistent with the provisions of this
Agreement is hereby ratified.
4. All other terms and conditions of the agreement will remain the same.
Dated this day of �CLc6i , 2018.
By:
avid Sullivan, Chairman
Jefferson County Board of Commissioners
By: ,
Contract
ATTEST:
By. (�ako&
Carolyn Arv�i`y Lbeputy Clerk of the and
C��.ia /
APPROVED AS TO FORM ONLY:
By: C: 2 ��
Philip Hunsucker, Chief Civil, Deput Pros cuting
Attorney
EXHIBIT A
Scope of Work
RESPONSIBILITIES:
Olympic Community Action Program, as a contracted provider, agrees to:
1) Provide housing and assistance to homeless individuals who are participating in
Therapeutic Courts or who are discharged from Jail or a Hospital without a home.
2) Work with DSHS, CPS, Safe Harbor and Discovery Behavioral Healthcare to help
guide the client to self-sufficiency.
3) Assess client's ability to afford housing and refer them to DSHS and /or Social
Security for financial support.
4) Support the client through their Social Security application and when appropriate
participation in Social Security interview.
5) Refer clients to OlyCAP and supports them to fill out subsidized housing
applications, (i/e/ Crossroads, HARP, Permanent Solutions, Consolidated Homeless
Grants).
6) Provide support to clients by reviewing all pending applications for housing and
other services, (i/e/ DSHS, CPS, DVR and Work Source).
7) Provide weekly status checks concerning any finished applications for housing and
other services, (i/e/ DSHS, CPS, DVR and Work Source).
8) Research leads for Section 8 housing if the client has a voucher.
9) Refer clients to the Division of Vocational Rehabilitation for employment services.
10) Support client in securing any documents needed when they are called off a waitlist
(i/e/ current ID, social security card).
11) Meet with clients monthly to continue focus on quest for permanent housing.
12) Attend weekly Therapeutic Courts; participate in staffing discussions for treatment
and case management.
13) Do housing intakes (screening/assessment) and discharge planning for inmates with
mental health and substance abuse issues who are leaving the Jefferson County Jail.
14) Refer clients to Therapy Courts.
15) Does intake, assessment and then refers/enrolls clients to the OlyCAP's Haines
Street Cottages.
16) Agency oversight regarding record keeping, data collection, legal and ethical issues
and standards of care are updated and meet State of Washington standards.
17) Assure that these services are available for any Jefferson County resident.
18) Bill other revenues whenever they exist. Document what percent of clients are
covered by other sources of revenue.
19) Attend and report to the Mental Health Substance Abuse Sales Tax Advisory
Committee when requested with progress evaluation reports.
20) Provide maintenance, operations, utility payments and necessary materials for
upkeep and repairs for each cabin to assure continued use as transitional housing
specifically for individuals suffering from substance use disorder or mental illness.
OlyCAP does not charge rent for the Haines Street Cabins.
Exhibit B
Fee Schedule
Case Manager: At $25.00 an hour
Maintenance Staff: At $20.00 an hour
Utilities/Supplies: Up to $11,196.00
OlyCAP can bill no more than $3023.00 a month for services
Not to exceed a total of $49,069.00 for the duration of this contract amendment without
express written amendment signed by both parties.
ATTACHMENT A
JEFFERSON COUNTY MH/SA TREATMENT TAX FUNDING -
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 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 I-Iealth/Chemical Dependency (NIH/SA) 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 make 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/SA sales tax monies as
match. Following state, federal and local guidelines for match is the responsibility of the
Contractor.
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:
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/SA
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/SA sales tax monies as
match.
615 Sheridan Street
Port Townsend, WA 98368
66e M� on www.JeffersonCountyPublicHegAth�ggenda
January 18, 2018
is Healt JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Vicki Kirkpatrick, Director
Anna McEnery, DD & 1/10th County Coordinator
DATE: j .D -U I X01
SUBJECT: Agenda Item — Contract Amendment #1, Olympic Community Action
Program (OlyCAP) – Transitional Housing; January 1, 2018 –March 31,
2018; Additional $9,069.00 for a total of $49,069.00
STATEMENT OF ISSUE:
Jefferson County Public Health, (JCPH) requests Board approval of a contract amendment with Olympic
Community Action Program, (OlyCAP) to provide transitional housing for individuals with substance abuse
disorders and/or mental health issues; January 1, 2018 –March 31, 2018; Additional $9,069.00 for a total
of $49,069.00.
ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S:
This is a three month contract amendment between JCPH and Olympic Community Action, (OlyCAP); for
transitional housing for individuals with substance use disorder or mental illness.
This contract amendment funds an OlyCAP case manager, provides maintenance and operations for each
Haines Street Cabin, and assures continued use as transitional housing specifically for individuals suffering
from substance use disorder and/or mental illness. OlyCAP does not charge rent for the Haines Street
Cabins.
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 states if
the sales tax revenue decreases, the vendor will be contacted and the contract may be renegotiated.
RFP Panel members of the Substance Abuse Mental Health Advisory Committee are still deliberating about
2018 1/10th of 1% funding recommendations. Public Health is recommending a three month amendment
to maintain continuity of services.
RECOMMENDATION:
JCPH management requests approval of the contract amendment with OlyCAP; January 1, 2018 –March 31,
2018; Additional $9,069.00 for a total of $49,069.00..
REVIEWED Y'
l / `ate— ,7
Philip MoOry, County AjcT inist'r
Community Health
Developmental Disabilities
360-385-9400
Date
360-385-9401 (f) Always working for a safer and healthier community
Environmental Health
Water Quality
360-385-9444
(f) 360-379-4487
615 Sheridan Street
Port Townsend, WA 98368
,t&son www.JeffersonCountyPublicHealth.org
C -"t
Public Healt
SA -17-013-A1
CONTRACT REVIEW FORM
JAN 19 2018
CONTRACT WITH: Olympic Community Action Program (OlyCAP)
CONTRACT FOR: Transitional Housinq TERM: 1/1/2018-3/31/2018
COUNTY DEPARTMENT: Jefferson County Public Health
For More Information Contact: Anna McEnery
Contact Phone #: X410
RETURN TO: Jenny Matter RETURN BY: ASAP
AMOUNT: Additional $9,069.00 for a total
of $49,069.00
Revenue:
Expenditure: $9,069.00_
Matching Funds Required
Source(s) of Matching Funds
Step 1
,2�L APPROVED FORM
Comments:
1 /10th of 1%
REVIEW BY RI
Review by:
Date Review
PROCESS: ❑ Exempt from Bid Process
N
❑ Consultant Selection Process
❑ Cooperative Purchase
❑ Competitive Sealed Bid
❑ Small Work Roster
❑ Vendor List Bid
9 RFP or RFQ
❑ Other
Returned for revision (See Comments)
Step 2: REVIEW BY PROS TING AT N
Review by:
Date Reviewed: Z
APPROVED AS TO FORM Returned for revision (See Comments)
Comments:
(This form to stay with contract throughout the contract review process)
Community Health
Developmental Disabilities
360-385-9400
360-385-9401 (f)
Always working for a safer and healthier community
Environmental Health
Water Quality
360-385-9444
(f) 360-379-4487