HomeMy WebLinkAbout050718_ca10615 Sheridan Street
Port Townsend, WA 98368
�e elson www.JeffersonCountyPublicHeAtja&rAenda
is He� April 20, 2018
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 J�'' Zoe g
SUBJECT: Agenda Item — Professional Services Agreement, Jumping Mouse; April
1, 2018 — December 31, 2018; $62,043.93
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 a Professional Services Agreement with Jumping Mouse
Children's Center, to provide mental health services for young children (along with support for their
parents/caregivers) who have suffered trauma, including loss, abuse, neglect, and exposure to violence,
mental illness, and substance abuse; April 1, 2018 — December 31, 2018; $62,043.93.
ANALYSIS/ STRATEGIC GOALS/PRO'S and CON'S:
This agreement is between JCPH and Jumping Mouse, for clinical and care management services for
children, (ages 2-12 living in East Jefferson County) for a total of 40 children and their caregivers. This
service may include long-term therapy to children affected by and/or with risk factors for mental illness or
substance abuse at home and/or in the community. Jumping Mouse will utilize promising and/or evidence
based models of treatment, issue referrals for mental health medication, and provide parental support and
education to the adults of the children served.
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 Advisory Committee. The agreement states if the
sales tax revenue decreases the vendor will be contacted and the contract may be renegotiated.
This Professional Services Agreement results from an RFP process and is recommended by the Mental
Health and Substance Abuse Sales Tax Advisory Committee.
RECOMMENDATION:
JCPH management requests approval of the Professional Services Agreement with Jumping Mouse; April 1,
2018 — December 31, 2018; $62,043.93
REVIEWED,BY:
Philip Morley, CoAd
Community Hea
Developmental Disabilities
360-385-9400
Date
sllr�
360-385-9401 (f) Always working for a safer and healthier community
Environmental Health
Water Quality
360-385-9444
(f) 360-379-4487
CONTRACT AGREEMENT
For Professional Services
Between
Jefferson County
And
Jumping Mouse Children's Center
For Expanded Mental Health (MH) & Chemical Dependency (CD) Treatment 2018
Section 1: PURPOSE:
THIS AGREEMENT for Professional Services is entered into between Jefferson County herein
referred to as the "County" and Jumping Mouse Children's Center, herein referred to as the
"Contractor" to provide mental health services to individuals impacted by mental
health/substance abuse issues in Jefferson County, Washington.
Section 2: TERMS:
This Agreement shall commence on April 1, 2018 and continue through December 31, 2018,
unless terminated as provided herein. Work performed consistent with this Agreement during its
term, but prior to the adoption of this Agreement, is hereby ratified.
Section 3: SCOPE OF AGREEMENT:
Jumping Mouse will increase mental health treatment options as outlined in EXHIBIT A, Scope
of Work, attached hereto and incorporated herein. As described in EXHIBIT A, Jumping
Mouse's services will increase the number of children receiving Mental Health services. The
goal of this funding and sales tax increase is to improve the quality of life for Jefferson County
citizens by improving access to mental health and substance abuse treatment.
Section 4. CONTRACT REPRESENTATIVES:
JCPH and Jumping Mouse Children's Center will each have a contract representative who will
have responsibility to administer the contract for that party. A party may change its
representative upon providing written notice to the other party. The parties' representatives are as
follows:
JCPH Contract Representative
Anna McEnery
Jefferson County Public Health
615 Sheridan St.
Port Townsend, WA 98368
(360) 385-9400
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JUMPING MOUSE- 2018
Contractor's Contract Representative
Executive Director
Jumping Mouse Children's Center
1809 Sheridan St.
Port Townsend, WA 98368
(360) 379-5109
Section 5: COMPENSATION:
The Contractor will be reimbursed for all work performed under the terms of this contract as
outlined in EXHIBIT C — Fee Schedule. The total amount payable under this Contract by
County to Contractor shall not exceed $62,043.93 in the completion of this project without
express written amendment signed by both parties to this Agreement.
A. Contractor shall be paid for services as outlined in EXHIBIT A, Scope of Work.
B. Contractor shall submit monthly invoices to JCPH, 615 Sheridan St., Port Townsend, WA
98368, Attn: Finance Department, for payment of work actually completed to date.
C. Invoices must be submitted by the 15" of the month for the previous month's expenses.
Invoices submitted after the 7th of the month may not be paid until the following month.
The County will review such invoices, and upon approval thereof, payment will be made
to the Contractor in the amount approved. Failure to submit timely invoices or timely
reports pursuant to Section 11 of this Agreement may result in a denial of reimbursement.
Invoices not submitted within 60 days may be denied.
D. Contractor shall provide invoices and necessary backup documentation for all services
including timesheets and statements, (specifying the services provided). Any indirect
charges require the submittal of an indirect cost methodology and rate using 2 C.F.R. Part
225 and 2 C.F.R. Part 230.
E. County reserves 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 allow Contractor to use the chemical dependency mental health
tax funds as match, at the County's sole discretion. Should the County decline to use
chemical dependency mental health tax funds as match for additional funding and/or
grants, then the County may authorize the Contractor to use such funds for match. (See
ATTACHMENT A).
F. Where Contractor proposes to use chemical dependency mental health County tax funds
for match, 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. Contractor shall document
they have met this responsibility by submitting to the County Administrator, in writing,
their match formula, allocation plan and any other documentation required of them
pursuant to ATTACHMENT A, attached hereto and incorporated in this Agreement.
G. The County may withhold authorization to utilize the MH/SA sales tax monies as match.
Contractor's failure to provide adequate documentation does not relieve the Contractor of
their responsibility to comply with all state and federal laws and regulations related to
match.
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JUMPING MOUSE- 2018
H. The County will make final payment of any balance due the Contractor promptly upon
determining that i) the Contractor has completed its obligations under this Agreement and
ii) the County can and does accept the work performed by the Contractor.
I. Contractor records and accounts pertaining to this agreement are to be kept available for
inspection by representatives of the County and state for a period of six (6) years after
final payments. Copies shall be made available upon request.
J. An audit will be submitted to the County upon request.
a) Upon request, Contractor will submit the most recent financial audit within 30 days.
b) The audit or its equal, shall be completed by the WA State Auditor's Office or a
mutually agreed upon entity. Upon request the County shall have the option of
performing an onsite review of all records, statements, and documentation.
c) If the County finds indications of potential non-compliance during the monitoring
process, the County shall notify Contractor within ten (10) days. County and
Contractor shall meet to discuss areas of contention in an attempt to resolve issues.
d) Audit will provide statements consistent with the guidelines of Reporting for Other
Non -Profit Organizations AICPA SOP 78-10, and is performed in accordance with
generally accepted auditing standards and with Federal Standards for Audit of
Governmental Organizations, Programs, Activities and Functions, and meeting all
requirements of OMB Circular A-133, as applicable.
Section 6: INDEMNIFICATION:
The Contractor shall indemnify, defend and hold harmless the County, its officers, agents and
employees, from and against any and all claims, lawsuits, demands for money damages, losses or
liability, or any portion thereof, including attorney's fees and costs, arising from any injury to
person or persons (including the death or injury of the Contractor or damage to personal property)
if said injury or damage was caused by the negligent acts or omissions of the Contractor.
Section 7: INSURANCE:
The Contractor shall obtain and keep in force during the terms of this Agreement, or as otherwise
required:
A. Commercial Automobile Liability Insurance is waived based on the fact that Jumping
Mouse does not own a fleet of vehicles that are titled in their name.
B. General Liability (1) — with a minimum limit per occurrence of one million dollars
($1,000,000) and an aggregate of not less than two million dollars ($2,000,000) for
bodily injury, death and property damage unless otherwise specified in the contract
specifications. This insurance coverage shall contain no limitations on the scope of
the protection provided and indicate on the certificate of insurance the following
coverage:
1. Broad Form Property Damage with no employee exclusion;
2. Personal Injury Liability, including extended bodily injury;
PAGE 3
JUMPING MOUSE- 2018
3. Broad Form Contractual/Commercial Liability including completed operations
(contractors only);
4. Premises — Operations Liability (M&C)
5. Independent Contractors and Subcontractors; and
6. Blanket Contractual Liability.
(1) Note: The County shall be named as an additional insured party under
this policy.
C. Professional Liability Insurance providing $2,000,000 per incident; $3,000,000
aggregate. Contractor shall name Jefferson County Public Health as additional
insured.
D. The Contractor shall participate in the Worker's Compensation and Employer's
Liability Insurance Program as may be required by the State of Washington.
E. It is agreed by the parties that insurers shall have no right of recovery or subrogation
against the County (including its employees and other agents and agencies) it being
the intention of the parties that the insurance policies listed above shall protect both
parties and be primary coverage for any and all losses covered by the above -listed
insurance policies. It is further agreed by the parties that any and all deductibles
made part of the above -listed insurance policies shall be assumed by, paid for and at
the risk of the Contractor.
F. Any coverage for third party liability claims provided to the County by a
"Risk Pool" created pursuant to Ch. 48.62 RCW shall be non-contributory with
respect to any policy of insurance the Contractor must provide to comply with this
Agreement.
G. If the proof of insurance or certificate indicating the County is an "additional
insured" to a policy obtained by the Contractor refers to an endorsement (by number
or name) but does not provide the full text of that endorsement, then it shall be the
obligation of the Contractor to obtain the full text of that endorsement and forward
that full text to the County.
H. The County may, upon the Contractor's failure to comply with all provisions of this
contract relating to insurance, withhold payment or compensation that would
otherwise be due to the Contractor.
Section 8: CONFIDENTIALITY:
Contractor, its employees, subcontractors and their employees will maintain the confidentiality
of all information provided by JCPH or acquired in performance of this Agreement as required
by HIPAA and other privacy laws. This Contract, once executed by the parties, is and remains a
Public Record subject to the provision of Ch. 42.56 RCW, the Public Records Act.
Section 9: ASSIGNMENTS AND SUBCONTRACTING:
The Contractor shall not sublet or assign any of the services covered by this agreement without
the express written consent of the County.
PAGE 4
JUMPING MOUSE- 2018
Section 10: INDEPENDENCE:
The Contractor and the County agree that the Contractor is an independent Contractor with
respect to the services provided pursuant to this agreement. Nothing in this agreement shall be
considered to create the relationship of employer and employee between the parties hereto. The
Contractor shall not be entitled to any benefits accorded County employees by virtue of the
services provided under this agreement. The County shall not be responsible for withholding or
otherwise deducting federal income tax or social security or for contributing to the state
industrial insurance program, otherwise assuming the duties of an employer with respect to
employee.
Section 11: REPORTING:
The Contractor will provide a monthly invoice to the County for the previous month's work.
The invoice shall include the total hours worked by which staff.
A quarterly report of services and will be recorded on a form created or approved by the Public
Health contracted Epidemiologist.
Jumping Mouse shall submit:
• Monthly invoices with timesheets and receipts specifying the services provided. Each
invoice may include only hours directly related to EXHIBIT A, Scope of Work.
• Quarterly electronic reports to Siri Kushner of Kitsap County Health District in a form as
specified by Jefferson County Public Health and/or Kitsap County Health District, , as
outlined in EXHIBIT B, 2018 Quarterly Evaluation Reporting Template.
• Jumping Mouse will send a copy of each electronic report to the JCPH Contract
Representative.
• Upon request, additional reports of activities and services provided, to the JCPH
Contract Representative.
The monthly invoice shall be submitted to Jefferson County Public Health in care of
Anna McEnery, DD Coordinator, 615 Sheridan, Port Townsend, and WA 98368. The
County will review such invoices, and upon approval thereof, payment will be made to
the Contractor in the amount approved. Failure to submit invoices within 60 days of the
due date, may result in a denial of reimbursement.
Section 12: TERMINATION:
The County reserves the right to terminate this contract in whole or in part, with 30 days' notice,
in the event that expected or actual funding from any funding source is withdrawn, reduced, or
limited in any way after the effective date of this agreement. In the event of termination under
this clause, the County shall be liable for only payment for services rendered prior to the
effective date of termination.
A. This agreement may also be terminated as provided below:
1. With 30 days' notice by the Board of County Commissioners for any
reason, or
2. With 30 days' notice by the Board of County Commissioners for non-
performance of the specific job duties in EXHIBIT A, or
3. With 30 days' notice by the Contractor by voluntary resignation.
PAGE 5
JUMPING MOUSE- 2018
Section 13: MODIFICATION:
This professional services agreement may be modified at any time by written agreement of either
parties and may be modified if tax revenue decreases.
Section 13: DISPUTE RESOLUTION:
Any dispute or disagreement concerning the terms and obligations of this Contract shall initially
be brought to the attention of the Public Health Director via a written document. The Public
Health Director shall make a determination with reasonable promptness, i.e., a decision within
ten business days shall be deemed to have been made with reasonable promptness. If the
aggrieved party is not happy with that decision, then the Jefferson County Administrator (or as
may hereafter be amended), will decide the appeal of the Director's decision.
Section 14: INTEGRATED AGREEMENT:
This Agreement together with attachments or addenda represents the entire and integrated
agreement between the County and the Contractor and supersedes all prior negotiations,
representations, or agreements written or oral between the parties. This agreement may be
amended only by written instrument signed by both County and Contractor.
Approved this day of , 2018.
BOARD OF COUNTY COMMISSIONERS
JEFFERSON COUNTY, WASHINGTON
David Sullivan, Chair
Jefferson Board of County Commissioners
Jumping Mouse Children's Center
ATTEST:
Deputy Clerk of the Board
APPROVED AS TO FORM:
0 c / "=, I
�k
Philip Hunsucker, Chief vil eputy
CiProsecutor
PAGE 6
JUMPING MOUSE- 2018
EXHIBIT A
Scope of Work
RESPONSIBILITIES:
The Jumping Mouse Children's Center Services agency as a contracted provider, agrees
to:
1. Clinical and care management services for up to 40 children and their caregivers per
billing period.
2. All employees or subcontractors of the Contractor undertaking the performance of mental
health/substance abuse services under this agreement are required to be professionally
licensed or certified by the State.
3. Background checks are required for all employees; to be redone for every employee
every 3 years. The names of licensed therapists will be given to the County.
4. Provide long-term therapy to children affected by and/or with risk factors for mental
illness or substance abuse at home and/or in the community.
5. Provide parent support and education to the adults of the children covered in this
contract.
6. Work with social services or other agencies as needed for dually served families with
mental health or chemical dependency issues.
7. 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.
8. Maintain a secure records system guaranteeing the confidentiality of PHI pursuant to
HIPPA.
9. Bill other revenues whenever they exist.
10. Quarterly data template on client utilization, referrals, outcomes, and required reporting,
in standard form as specified by Jefferson County Health.
11. Individual therapy, using promising and/or evidence based models of treatment.
Applicant will identify the number of clients seen, how often each week and the number
of hours per week and per month for treatment enrollment.
12. Referral for mental health medication and monitoring as needed.
13. Collection and preparation of data for internal and external evaluation purposes,
providing a monthly invoice to JCPH and a quarterly data report. Use forms supplied by
JCPH for data.
PAGE 7
JUMPING MOUSE- 2018
14. Preparation of progress reports if needed, e.g. for care coordination purposes.
15. Staffed by 3 master's level Licensed Mental Health Counselors and 3 master's level
Licensed Mental Health Counselor Associates, with support staff to include billing and
administration.
16. Clerical, billing, and general office support.
17. Agency oversight regarding record keeping, data collection, legal and ethical issues and
standards of care are updated and meet State of Washington standards.
18. Services are available throughout Jefferson County.
19. Provide data including:
• Number of intakes, individual sessions, psychiatric visits, and adult education visits
provided.
• Age, sex, drug of choice, psychiatric diagnosis of clients.
• Referrals to other agencies.
• Client satisfaction form indicating client's view of how program helped in their life.
20. Opportunities for regular clinical supervision and consultation are available for staff on a
regular basis. Supervision for all therapists, including interns and externs, consists of
minimum one hour per week in individual consultation, one hour per week in group
consultation and three hours per month in a clinical staff meeting.
21. Attend and report to the Mental Health Substance Abuse Sales Tax Advisory Committee
once during the duration of this contract period, at regularly scheduled meetings, with
progress evaluation reports.
22. For clinical and care management services for up to 40 children and their caregivers per
billing period, Jumping Mouse will provide quarterly statistics in an electronic form, an
illustrative example of which is shown in EXHIBIT B of this contract, as may be revised
by Jefferson County Public Health in consultation with Jumping Mouse, for statistical
and program data collection.
• Jumping Mouse Children's Center will ensure that quarterly electronic reports are
sent to Siri Kushner of Kitsap County Health District, 345 6th Street, Suite 300,
Bremerton WA 98337 and/or and that a
copy of each electronic report is also sent to Anna McEnery of Jefferson County
Public Health at amcenery_ra,co. ie['ferson.wa.Lis.
• Due dates for reports are as follows: 4/30 for Jan -Mar, 7/31 for Apr -June, 10/31
for July -Sept, and 1/31 of the next year for Oct -Dec.
• Quarterly reports will be reviewed by Public Health and Siri Kushner for
accuracy. Any questions will be referred back to the Jumping Mouse.
PAGE 8
JUMPING MOUSE- 2018
EXHIBIT B
Jefferson County 1/101h of 1% for Mental Health & Substance Abuse
2018 Quarterly Evaluation Reporting Template
For clinical and care management services for up to 40 children and their caregivers, Jumping
Mouse will provide quarterly statistics in an electronic form, an illustrative example of which is
shown below, that will be developed, and may be revised, by Jefferson County Public Health in
consultation with Jumping Mouse.
The parties acknowledge that funding for this contract is contingent on the continuation of sales tax
revenue in 2018. If the sales tax revenue decreases by ten percent (10016) when applicable sales tax
revenues are compared between the most recently completed quarter year and the same quarter year
revenues for 2017, then this contract may be renegotiated. The parties acknowledge the funding
connected to this contract is revenue of last resort and therefore Contractor will bill all other sources of
revenue first..
Jefferson County 1110th of 1%f or Mental Health & Substance Abuse
2018 Evaluation Reporting TBmplate
ReportingA enc : Jum in Mouse
Re ort Quarter.
SECTIONTHIS •• All
CLIENTS SERVED YEAR TO DATE
Total Individuals (unduplicated)
children
careclivers
Service Inquiries
Service Inquiry 01spos[tion:
Enrollments by Client Status:
Enrolled
New client
Nair list: some service
Existing Gient
Wait list: no service
1previous client
Closed prior: some service
Client refused
Agency denied out of
service arearraitlist closed
Referred to other
Lost to follow-up
Crisis call/walk-in
• ••
r •
Service Counts:
Session Counts_:
Total clients served:
Child
Total clients eligible for 1110th 1°h: a portion
Parent
ineligible due to paperrork status
Total cargivers of all clients served:
Clients by Zipcode of Residence
Length of Participation at Close of Quarter
98368
0-4 weeks less than 1 month)
98358
5-8 weeks (1 month)
98339
9-12 weeks (2 months)
96325
13-16 weeks (3 months)
98365
17-20 weeKs (4 months)
9B376
21-24 weeks (5 months)
98320
25-28 weeks (6 monlhs)
Unknown due to paperwork status
6 months - 1 year
1 year or more
Other
PAGE 9
JUMPING MOUSE- 2018
Housing Status at Intake
Rent/own apartment or house
Doubled up/Couch surfing
Unsheltered
Unknown
--------------
ParenVCaregive'r Employ
Not in the work force
Employed work full time
Employed work part time
Unknown
Parent/caregiver requesting
employment support
Referral to DVR
Homeless at any
time during the
quarter
Other categories JM does not collect
Shelter Live in car/tenUry
0 transitional (InClUdincl Hotellmotel
ant Status Insurance Statu Child -billable
Private insurance
Medicaid
Medicare
Uninsured
0 Other
Unknown
Total 0 C
Clients by Age and Gender:
no mental health
Age Range Male Female
Total
0to6
0
7to9
0
10 to 12" may be >12 @ close
0
Total 0 0
0
Child -served byI Parent/
intern Caregiver
Client Mental Health
Status:
no mental health
known
unknown
paperwork
status
Diagnosis
Primary
Second
Third
Total
ADHD
0
Adjustment Disorder
0
Generalized Anxiety
0
Attachment Disorder
0
Major Depression
0
PTSD
0
Z or T code:
0
0
0
0
abuse/neglect
0
sexual abuse
0
family or relational problem
0 _
foster child problem
0
bereavement
0
academic problem
0
phase of life problem
0
Other (please specify):
0
0
0
0
Trauma
0
Mood Disorder
0
Separation Anxiety
_
0
Learning Disability
0
Other Depressive w/Anxiety
0
PAGE 10
JUMPING MOUSE- 2018
FBI
Adverse Childhood Expertences- historical known
Parent/Household Mental Illness
Parent/Hoiicahnlrl Alcnhnlicm nr nnia Addiction
Drug/Alcohol Exposure in Utero Family Experience
Loss D orce or Separation historical
Loss: Death single parent
Abuse: Physical
Loss: Abandonment foster care
Loss: Foster Care of Adoption adopthe care
#children
Loss: Other kinship care
Neglect: Physical
F\UUSe: CrT1011011al
SMARTOb ective Type of Measure. Source Numerator penominator % auto cal
90% of chi I dren s e rved wi I I
Abuse: Physical
Abuse: Sexual
#children
Neglect: Physical
medium/long
Neglect: Emotional
successfully
participating
Domestic Violence
therapy
term outcome
Incarceration of Parent/Household Member
Homelessness
due to paperwork status (different
UndU IICat@d
Any ( P )
than reporting # due to 0 count
reporters)
Any (unduplicated)
Count/Reporting
Yes %of Reporting %of Total
Experience Count
# pa rents
Non -Reporting
#DIV101
0 Experiences
0 #DIVl01 #DIV/01
1 Experiences
0
#DIV/01 #DIVl01
2 Experiences
0
#DIV/01 #DIV/01
3 Experiences
0
#DIV/01 #DIV/01
4 Experiences
0
#DIV/01 #DIVI01
5 Experiences
0
#DIV101 #DIV101
6 or more Experiences
0
#DIV101 #DIVl01
Client Discharge Outcome:
Successful completion Other (please specify # and type)
DisappearedlLeft services Not yet reported
Dropped out/Quit
Hospitalized
Deceased What did client die from?
Moved out of County
ANNUAL OUTCOMES
SMARTOb ective Type of Measure. Source Numerator penominator % auto cal
90% of chi I dren s e rved wi I I
# chi ldren
#children
successfully participate in
medium/long
successfully
participating
#VALUE!
therapy
term outcome
partici palis
# pa rents
60% of parents served will
successfully
tl parents
#VALUE!
5uccessfullydevelop intended
medium/long
developing
participating
Skills hehaviorsof p ro ram
term outcome
#participants
# pa rti ci pa nts
X% of participants report
reporting progra m
completing
program has helped them
has helped
parenting skills
#VALUE!
Improve parenting skills (4 or
satisfaction
improve parent
question
5
outcome
survey
skills
# participants
# participants
X% of participants report
reporting program
has helped reach
completing
#VALUE!
program has helped them
goals for fa mi ly
family and self
reach goals for family and self
satisfaction
and self
goals question
PAGE 11
JUMPING MOUSE- 2018
EXHIBIT C
Fee Schedule
Therapy and Care Management by six licensed therapists @ $6,249.77 per month.
Administration @ $644 per month.
Up to $6,893.77 a month. Not to exceed $62,043.93 in completion of services for the
duration of this contract without express written amendment.
PAGE 12
JUMPING MOUSE- 2018
ATTACHMENT A
JEFFERSON COUNTY MH/CD TREATMENT TAX FUNDING -
MATCH POLICY
On October 14, 2013 Jefferson County Board of County Commissioners (BOCC) adopted the
following language in the allocation of the Mental Health Chemical Dependency treatment
dollars.
Agencies may not use Jefferson County mental health county/ chemical dependency
treatment tax funds for match, without prior authorization of their match formula and
allocation use, approved by the Jefferson County Administrator and fiscal team. The
match may not be used without written permission.
Definitions:
Match: is a requirement for the grantee to provide contributions of a specified amount or
percentage to match funds provided by another grantor. Matching can be in the form of
cash or in-kind contributions.
Auditors Objective: To determine whether the match amount or percentage of
contributions from JC is an allowable source of funding and that the vendor has an
accurate accounting system to track the match.
Regulations: The specific requirements for matching funds are unique to each federal or
state program. The A-102 Common Rule provides criteria for acceptable costs and
contributions in regard to match.
Jefferson County Policy:
In 2005, the Washington State Legislature created an option for counties to raise the local sales
tax by 0.1 percent, (the 1 / 10th of 1 % sales tax initiative) to augment state funding for mental
health and chemical dependency treatment. Jefferson County collects and distributes the Mental
Health/Chemical Dependency (MI-I/CD) tax. Services purchased by the County are allocated
through a formal Request for Proposal (RFP) process, review and contracting; staffed by
Jefferson County Public Health, overseen by Jefferson County Mental Health Substance Abuse
Fund Advisory Committee and adopted by the Board of County Commissioners, (BOCC). The
BOCC does not assume any fiscal responsibility/liability for any of the vendors they contract for
services with. Services leveraged by a vendor using MH/CD tax as match have no oversight or
agency relationship to Jefferson County; funding cannot be used without prior authorization of
the vendor's match formula and allocation by the Jefferson County Administrator and fiscal
team.
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JUMPING MOUSE- 2018
Following state, federal and local guidelines for match is the responsibility of the vendor.
Jefferson County will follow all administrative policies in authorizing that use. If a vendor is
disallowed the use of funds for match according to the State of Washington or the federal
government, Jefferson County funds will not be available as matching funds.
For example, if a vendor provides Title XIX Medicaid services (the Policy
19.50.02 or 42CFR 430.30) they will not be allowed the use of match without
actually billing Medicaid for the services at the same time. If no Medicaid billing
exists, the match cannot be applied.
• The County shall verify that the local entity's financial reporting system tracks
matching funds at a level to support the use of funds; that meets the level of
documentation required by federal or state statutes.
The verification and application process for Match use within the County will include the
following steps:
1. DSHS requires contractors to complete and submit a "Local Match Certification"
form (DSHS 06-155) or a form that has equivalent data elements prior to any
agreement for DSHS services. The County must review a copy of this application
and form prior to granting match authorization of MH/CD funds for Match and at
each monthly billing.
2. Submit the current administrative policy within WA State regulating your services
and the use of local match.
3. Submit to the County your last financial audit showing your use of match,
County funds and tracking systems.
4. Submit to the County the terms of the agreement to ascertain the MH/CD
allocation is an allowable source of match.
5. The County Administrator will authorize or deny the use of match in writing
within 30 days of the application.
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JUMPING MOUSE= 2018