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County
Consent Agenda
Public HealthApril 29, 2020
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Vicki Kirkpatrick, Director
Anna McEnery, Developmental Disabilities
DATE:
SUBJECT: Agenda Item — Professional Services Agreement — Skookum Corporation
Contract Services for Group Supported Employment; July 1, 2019 —June
30, 2020; $36,417.00
STATEMENT OF ISSUE:
Jefferson County Public Health, Developmental Disabilities Division is requesting Board approval of the
Professional Services Agreement with Skookum Contract Services, to provide Group Supported Employment
Services; July 1, 2019 - June 30, 2020; $36,417.00.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
The Professional Services Agreement with Skookum Contract Services, is for Group Supported Employment.
Skookum will provide individualized services to support persons with developmental disabilities to be involved
in paid, productive employment at locations or in businesses that provide employment or training for individuals
with disabilities at or above the state's minimum wage. These services may include intake, discovery,
assessment, job placement, coaching/supports, job replacement, worksite job training, development of natural
supports, and follow-along to maintain a job &and record keeping.
FISCAL IMPACT/COST BENEFIT ANALYSIS :
Funding for the agreement with Skookum Contract Services is through the Developmental Disabilities
Administration with DSHS and is identified in the budget under vocational services.
RECOMMENDATION:
JCPH management requests approval of the Professional Services Agreement— Skookum Contract Services
for Group Supported Employment; July 1, 2019 —June 30, 2020; $36,417.00.
RE\ E Y:
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P p Morley, un ministrator Date
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f)360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
SUBCONTRACT FOR PROFESSIONAL SERVICES AGREEMENT
GROUP SUPPORTED EMPLOYMENT
Between
JEFFERSON COUNTY HEALTH&HUMAN SERVICES
And
SKOOKUM CORPORATION
This agreement is made and entered into between Jefferson County Public Health(COUNTY)and Skookum Contract
Services(SUBCONTRACTOR)for provision of Supported Employment to Persons with Developmental Disabilities in
Jefferson County.The term of this agreement is July 1,2019 through June 30,2020.This Contract may be terminated by
either party upon 60 days written notice.Termination of this Contract shall not constitute a breach.
It is agreed Upon by Both Parties as Named
Herein as Follows:
A. PROFESSIONAL SERVICES
Professional services to be provided by SUBCONTRACTOR shall include:
(1) Group Supported Employment Services - Evaluation, employment, training and supervision of adults with
disabilities who are earning wages per Exhibit A-Statement of Work.
(2) Program management.
B. OBLIGATIONS
SUBCONTRACTOR shall fulfill the following obligations:
(1) SUBCONTRACTOR shall comply with all state and federal requirements regarding the confidentiality of
Client records. Client information is not disclosable to the public. Information acquired pursuant to RCW
71A.14.070 requires a signed Release of Information or a signed Oath of Confidentiality Form.
(2) SUBCONTRACTOR is required provide background checks,pursuant to RCW 43.43.830-845,RCW
74.15.030,and Chapter 388-06 WAC,which state that any prospective employee or volunteer who will or
may have unsupervised access to a vulnerable person with a developmental disability in the course of his or
her employment,or involvement with the business or organization,must have a background/criminal history
clearance before they have unsupervised access. The DSHS Background Check Central Unit(BCCU)must
be utilized to obtain background clearance.
(3) If SUBCONTRACTOR reviews the application and elects to hire or retain an individual after receiving
notice that the applicant has a conviction for an offense that would disqualify the applicant from having
unsupervised access to vulnerable adults as defined in Chapter 74.34 RCW,then DDA shall deny payment
for any subsequent services rendered by the disqualified individual provider.
(4) COUNTY and its SUBCONTRACTOR are mandated reporters under RCW 74.34.020(13)and must
comply with reporting requirements described in RCW 74.34.035, .040 and Chapter 26.44 RCW. If the
County is notified by DSHS that a subcontractor staff member is cited or on the registry for a substantiated
finding,then that associated staff will be prohibited from providing services under this Program
Agreement.
(5) SUBCONTRACTOR is required pursuant to RCW 74.15.030,that if any prospective employee who has not
resided in Washington State during the last three years,and who will or may have unsupervised access to a
vulnerable person with a developmental disability in the course of his or her employment,or involvement
with the business or organization,must have an F.B.I.Fingerprint Check before they have unsupervised
access and before prospective employer begins working. The DSHS Background Check Central Unit
(BCCU)must be utilized to obtain background clearance.
SKOOKUM GRP Contract 2019-2020
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(6) Work performed consistent with this Agreement during its term,but prior to the adoption of this
Agreement,is hereby ratified.
(7) SUBCONTRACTOR is required to repeat the background/criminal history clearance for all employees or
volunteers who will or may have unsupervised access to a vulnerable person with a developmental disability
in the course of his or her employment,or involvement with the business or organization,every three years.
The DSHS Background Check Central Unit(BCCU)must be utilized to obtain background clearance in
accordance with RCW 43.43.830-845,RCW 74.15.030 and WAC 388-825.
(8) SUBCONTRACTOR shall comply,as mandated reporters under RCW 74.34.020(11),with all state and
federal requirements under RCW 74.34.035,.040 Abuse and neglect of Vulnerable Adults;RCW 26.44,
Abuse of Children;the WACs: 275-26 Division of Developmental Disabilities Services Rules;296-24
General Safety&Health;296-62 General Occupational Health Standards;WACs: 388-828 Developmental
Disabilities Administration,(DDA)Assessment;388-845 Home and Community Based Waivers;
Definitions 0001;Criteria for HCBS Services 0030;Basic Waiver Services 0200;Basic Plus Waiver
Services 0210;Core Waiver Services 0215;Community Protection Waiver Services 0220;0600-0610
Community Access Service;Supported Employment Service 2100.
(9) SUBCONTRACTOR shall comply with the following Developmental Disabilities Administration,(DDA)
Policies: 3.01 Client Service Plans;5.01 Criminal History Background Checks and Safeguarding Personal
Information;5.02 Necessary Supplemental Accommodation(NSA); 5.03 Client Complaints;5.05 Limited
English Proficiency(LEP)Clients;5.06 Client Rights;5.13 Protections From Abuse;5.14 Positive
Behavior Support;5.15 Use of Restrictive Procedures;6.08 Mandatory Reporting Requirements for
Employment and Day Program Services Providers;6.13 Employment/Day Program Provider
Qualifications;9.07 Human Immunodeficiency Virus(HIV)and Acquired Immune Deficiency Syndrome
(AIDS); 12.01 Incident Management; 13.04 DRW Access Agreement,and County Guide to Achieve
Developmental Disability Administration's Guiding Values.
(10) The COUNTY staff who performs on-site evaluations of SUBCONTRACTOR work sites,will promptly
report to DSHS per DDA Policy 5.13,Protection from Abuse: Mandatory Reporting, if:
(1) They have reasonable cause to believe that abandonment,abuse, fmancial exploitation or
neglect(as defined in RCW 74.34.020)of a person who has a developmental disability(as
defined in RCW 71A.10.020)has occurred,and,
(2) If they have reason to suspect that sexual or physical assault of such a person has occurred,
they shall also immediately report to the appropriate law enforcement agency.
(11) SUBCONTRACTOR shall comply with the following referenced documents found at DDA Internet site
https://www.dshs.wa.gov/dda/county-best-practices under"Counties":
(1) DDA Policy 4.11,County Services for Working Age Adults;
(2) WAC 388-850,WAC 388-828,WAC 388-845-0001,0030,0205,0210,0215,0220,0600-0610,
1200-1210, 1400-1410,2100,2110;
(3) Criteria for Evaluation;
(12) On-Site Evaluation:The County shall evaluate and review services delivered to reasonably assure
compliance and quality.The County shall conduct at least one on-site visit to each subcontractor during the
biennium.The County shall maintain written documentation of all evaluations,recommendations and
corrective action plans for each subcontractor.Copies of such documentation will be provided to the DDA
upon request.
(13) SUBCONTRACTOR shall meet the definition of Quality Assurance,by adherence to all Program
Agreement requirements and reasonably expected levels of performance,quality,and practice by adherence
to:
a) DDA Policy 6.13,Employment/Day Program Provider Qualifications,
https://www.dshs.wa.gov/dda/policies-and-rules/policy-manual;
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b) County Guide to Achieve Developmental Disability Administration's Guiding Values
(14) The DRW February 27,2001 Access Agreement with DDA,assures that the COUNTY and
SUBCONTRACTORS have reviewed the Access Agreement. The Access Agreement covers DRW's
access to individuals with developmental disabilities,to clients,to programs and records,to outreach
activities,to authority to investigate allegations of abuse,neglect,and other miscellaneous matters,and it is
binding for all providers of DDA contracted services.
(15) SUBCONTRACTOR shall have written policies regarding sexual harassment and non-discrimination(said
policies must guarantee human/civil rights);regarding a person's right to privacy,regarding safeguarding
personal information and abuse of participants;regarding agency medication procedure;regarding
respectful staff-to-participant interactions(i.e.: including a person's right to be treated with dignity and
respect free of abuse).
(16) SUBCONTRACTOR shall assure that participants,in accordance with Necessary Supplemental
Accommodation(NSA)Policy 5.02,have been informed of their rights;what services and benefits may be
expected from the program;the program's expectations of them;and,if necessary,shall assure that the
participant's family,guardian or advocate is also informed.
(17) SUBCONTRACTOR shall have a grievance policy that:
• negotiates conflicts and advises participants of grievance procedures
• is explained to participants and others in accordance with the NSA,DDA Policy 5.02
• prohibits retaliation for using the grievance process
• includes a non-retaliation statement
• assure that advocates are available and encourages participants to bring advocates to help negotiate
• includes a mediation process that promotes the use of someone who is unaffected by the outcome if
conflicts remain unresolved(a DDA Case Resource Manager may be included as an alternative option)
• includes a process for tracking and reporting grievances
(18) SUBCONTRACTOR shall obtain and retain in the clients' files signed proof of client's and/or family's
review of all policies,provider expectation,and receipt of information about services and benefits to be
provided by the program.The signed proof required by this section shall be reviewed and renewed,with
new documentation,annually.
(19) SUBCONTRACTOR will encourage participant involvement in policy development.
(20) SUBCONTRACTOR shall update Client Intake Forms every 6 months during the Client Review meeting.
(21) SUBCONTRACTOR shall assure potential conflict of interest,real or apparent,will not arise. Such a
conflict will arise when: The employee,officer or agent,any member of immediate family,Guardian/
decision maker,or an organization that employs or is about to employ any of the above has financial or
other interest in the client(s).
(22) SUBCONTRACTOR shall have adequate staffing ratios and patterns to maintain quality and safety.
(23) All services for persons with developmental disabilities must be provided with attention to their health and
safety. SUBCONTRACTOR shall comply with all applicable federal,state and local fire,health,and
safety regulations.
(24) SUBCONTRACTOR shall track and analyze incident reports for potential trends and patterns.
(25) Current emergency contact and medical information(medications,diet,allergies,etc.)needed during the
hours of service is readily available for each participant.
(26) The COUNTY and all SUBCONTRACTORS are mandated reporters under RCW 74.34.020(11). All
parties must comply with reporting requirements described in RCW 74.34.035,040 and Chapter 26.44 and
must adhere to DDA Policy,6.08 Mandatory Reporting Requirements for Employment and Day Program
Service Providers. All service provider employees, contractors, and volunteers are mandatory reporters
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and must report every incident of observed, reported, or suspected abuse, improper use of restraint,
neglect, self-neglect,personal or financial exploitation, abandonment and/or mistreatment of clients.
(27) For Group Supported Employment(GSE),Clients must have paid work.The total number of direct service
staff hours provided to the group should be equal to or greater than the group's collective amount of
individual support monthly base hours.If the direct service staff hours are less than the collective amount,
then the provider will be reimbursed only for the number of hours staff actually provided.(a)The collective
group's individual hours should be the minimum staff hours delivered to support the group.
(a) A GSE client must be on-site/at work at least their base individual hours as a minimum per month. If a
client is not on-site/at work for all of their base hours,the county should verify that the provider
delivered the collective group's individual hours to the group(what was the number of staff hours
provided to the group during the month.If it was less than the collective group's total the provider can
only bill for the staff hours that were provided).
(b) A GSE agency may not bill for a GSE client who does not receive services during an entire service
month.
(c) A GSE agency must have a record of which staff is supporting which clients on any given day.
(d) A GSE agency must have supportive documentation that provides clear evidence of support helping
with specific activities as identified in the client plan to move a client on their pathway towards their
employment goal(s).
(e) Running a GSE service is a part of the business operation and not billable to individuals(contract
procurement,contract maintenance,or administration functions associated with GSE).
(f) Individual time in the community working towards the individual employment goal,separate from the
group time,must include phase information(refer to Employment Phases and Billable Activities-see
Phases 1—4 for element/activity description).
(28) The Employment Phases&Billable Activities document defines the individual Client services that DDA
reimburses. That document is located on the DSHS DDA County Best Practices Web site at
https://www.dshs.wa.govidda/county-best-practices
(29) Where the SUBCONTRACTOR is also the client's employer under Individual Employment,funding for
the service provider will be available for the first 6 months of employment. At the end of the 6 months
another service provider,who is not the employer of record,must provide the support unless the COUNTY
issues a written approval for the Employment Provider to continue with long term supports.
(30) SUBCONTRACTOR is required to maintain the following minimum organizational capacity in order to meet
the performance standards set forth in this agreement. Failure or inability of SUBCONTRACTOR to meet
any or all of these minimum capacity requirements,as determined solely by COUNTY,may be cause for
termination of this agreement as provided herein.
(a) Accreditation: SUBCONTRACTOR must be able to demonstrate conformance to Commission on
Accreditation of Rehabilitation Facilities(CARF)standards for quality assurance and CARF
accreditation.
(b) Confidentiality: SUBCONTRACTOR shall protect and maintain all Confidential Information gained by
reason of the Program Agreement against unauthorized use,access,disclosure,modification or loss.This
duty requires the COUNTY to employ reasonable security measures,which includes restricting access to
Confidential Information through:
(31) Data Transport: When transporting DSHS Confidential Information electronically,including via email,the
Data will be protected by:
(a) Transporting the Data within the(State Governmental Network)SGN or Contractor's internal network,
or;
(b) Encrypting any Data that will be in transit outside the SGN or Contractor's internal network. This
includes transit over the public Internet.
(32) Protection of Data: The Contractor agrees to store Data on one or more of the following mediums and
protect the Data as described.All electronic Data must be encrypted using at least an encryption standard of
AES 128 bit.Electronic Data can be on desktops,laptops and other portable devices,servers and external
media:
(a) Hard disk drives: Data stored on local workstation hard disks. Access to the Data will be
restricted to Authorized User(s)by requiring logon to the local workstation using a Unique User
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ID and Hardened Password or other authentication mechanisms which provide equal or greater
security,such as biometrics or smart cards.
(b) Network server disks: Data stored on hard disks mounted on network servers and made available
through shared folders. Access to the Data will be restricted to Authorized Users through the use
of access control lists which will grant access only after the Authorized User has authenticated to
the network using a Unique User ID and Hardened Password or other authentication mechanisms
which provide equal or greater security,such as biometrics or smart cards. Data on disks mounted
to such servers must be located in an area which is accessible only to authorized personnel,with
access controlled through use of a key,card key,combination lock,or comparable mechanism.
(c) For DSHS Confidential Information stored on these disks,deleting unneeded Data is sufficient as
long as the disks remain in a Secured Area and otherwise meet the requirements listed in the above
paragraph. Destruction of the Data as outlined in Section 5.Data Disposition may be deferred
until the disks are retired,replaced,or otherwise taken out of the Secured Area.
(d) Optical discs(CDs or DVDs)in local workstation optical disc drives: Data provided by DSHS on
optical discs which will be used in local workstation optical disc drives and which will not be
transported out of a Secured Area. When not in use for the contracted purpose,such discs must be
locked in a drawer,cabinet or other container to which only Authorized Users have the key,
combination or mechanism required to access the contents of the container. Workstations which
access DSHS Data on optical discs must be located in an area which is accessible only to
authorized personnel,with access controlled through use of a key,card key,combination lock,or
comparable mechanism.
(e) Optical discs(CDs or DVDs)in drives or jukeboxes attached to servers: Data provided by DSHS
on optical discs which will be attached to network servers and which will not be transported out of
a Secured Area. Access to Data on these discs will be restricted to Authorized Users through the
use of access control lists which will grant access only after the Authorized User has authenticated
to the network using a Unique User ID and Hardened Password or other authentication
mechanisms which provide equal or greater security,such as biometrics or smart cards. Data on
discs attached to such servers must be located in an area which is accessible only to authorized
personnel,with access controlled through use of a key,card key,combination lock,or comparable
mechanism.
(f) Paper documents: Any paper records must be protected by storing the records in a Secured Area
which is only accessible to authorized personnel. When not in use,such records must be stored in
a locked container,such as a file cabinet,locking drawer,or safe,to which only authorized
persons have access.
(g) Remote Access: Access to and use of the Data over the State Governmental Network(SGN)or
Secure Access Washington(SAW)will be controlled by DSHS staff who will issue authentication
credentials(e.g.a Unique User ID and Hardened Password)to Authorized Users on Contractor
staff. Contractor will notify DSHS staff immediately whenever an Authorized User in possession
of such credentials is terminated or otherwise leaves the employ of the Contractor,and whenever
an Authorized User's duties change such that the Authorized User no longer requires access to
perform work for this Contract.
(h) Data storage on portable devices or media:
(1) Except where otherwise specified herein,DSHS Data shall not be stored by the
Contractor on portable devices or media unless specifically authorized within the terms
and conditions of the Contract. If so authorized,the Data shall be given the following
protections:
(2) Encrypt the Data with a key length of at least 128 bits
(3) Control access to devices with a Unique User ID and Hardened Password or stronger
authentication method such as physical token or biometrics.
(4) Manually lock devices whenever they are left unattended and set devices to lock
automatically after a period of inactivity,if this feature is available. Maximum period of
inactivity is 20 minutes.
Physically Secure the portable device(s)and/or media by:
(5) Keeping them in locked storage when not in use
(6) Using check-in/check-out procedures when they are shared,and
(7) Taking frequent inventories
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(8) When being transported outside of a Secured Area,portable devices and media with
DSHS Confidential Information must be under the physical control of Contractor staff
with authorization to access the Data.
(9) Portable devices include,but are not limited to;smart phones,tablets,flash memory
devices(e.g.USB flash drives,personal media players),portable hard disks,and
laptop/notebook/netbook computers if those computers may be transported outside of a
Secured Area.
(10) Portable media includes,but is not limited to;optical media(e.g.CDs,DVDs),magnetic
media(e.g.floppy disks,tape),or flash media(e.g.CompactFlash,SD,MMC).
(1) Data stored for backup purposes:
(1) DSHS data may be stored on portable media as part of a Contractor's existing,
documented backup process for business continuity or disaster recovery purposes. Such
storage is authorized until such time as that media would be reused during the course of
normal backup operations. If backup media is retired while DSHS Confidential
Information still exists upon it,such media will be destroyed at that time in accordance
with the disposition requirements in Section 5.Data Disposition
(2) DSHS Data may be stored on non-portable media(e.g. Storage Area Network drives,
virtual media,etc.)as part of a Contractor's existing,documented backup process for
business continuity or disaster recovery purposes. If so,such media will be protected as
otherwise described in this exhibit. If this media is retired while DSHS Confidential
Information still exists upon it,the data will be destroyed at that time in accordance with
the disposition requirements in Section 5.Data Disposition.
(j) Data Segregation:
(1) DSHS Data must be segregated or otherwise distinguishable from non-DSHS data. This
is to ensure that when no longer needed by the Contractor,all DSHS Data can be
identified for return or destruction. It also aids in determining whether DSHS Data has or
may have been compromised in the event of a security breach. As such,one or more of
the following methods will be used for data segregation.
(2) DSHS Data will be kept on media(e.g.hard disk,optical disc,tape,etc.)which will
contain no non-DSHS data. And/or,
(3) DSHS Data will be stored in a logical container on electronic media,such as a partition
or folder dedicated to DSHS Data. And/or,
(4) DSHS Data will be stored in a database which will contain no non-DSHS data.And/or,
(5) DSHS Data will be stored within a database and will be distinguishable from non-DSHS
data by the value of a specific field or fields within database records.
(6) When stored as physical paper documents,DSHS Data will be physically segregated
from non-DSHS data in a drawer,folder,or other container.
(7) When it is not feasible or practical to segregate DSHS Data from non-DSHS data,then
both the DSHS Data and the non-DSHS data with which it is commingled must be
protected as described in this exhibit.
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(33) Data Disposition:
When the contracted work has been completed or when no longer needed,except as noted in Section 3.
Protection of Data b.Network Server Disks above,Data shall be returned to DSHS or destroyed. Media on
which Data may be stored and associated acceptable methods of destruction are as follows:
Data stored on: Will be destroyed by:
Server or workstation hard disks,or Using a"wipe"utility which will overwrite the Data at
least three(3)times using either random or single
Removable media(e.g. floppies,USB flash drives, character data,or
portable hard disks)excluding optical discs Degaussing sufficiently to ensure that the Data cannot
be reconstructed,or
Physically destroying the disk
Paper documents with sensitive or Confidential Recycling through a contracted firm provided the
Information contract with the recycler assures that the
confidentiality of Data will be protected.
Paper documents containing Confidential Information On-site shredding,pulping,or incineration
requiring special handling(e.g.protected health
information)
Optical discs(e.g.CDs or DVDs) Incineration,shredding,or completely defacing the
readable surface with a coarse abrasive
Magnetic tape Degaussing,incinerating or crosscut shredding
(34) Notification of Compromise or Potential Compromise. The compromise or potential compromise of DSHS
shared Data must be reported to the DSHS Contact designated in the Contract within one(1)business day
of discovery If no DSHS Contact is designated in the Contract,then the notification must be reported to the
DSHS Privacy Officer at dshsprivacyofficer@dshs.wa.gov. Contractor must also take actions to mitigate
the risk of loss and comply with any notification or other requirements imposed by law.
(35) SUBCONTRACTOR shall provide the following:
(a) Equal Access: SUBCONTRACTOR will assure equal access to persons who do not speak or have a limited
ability to speak,read,or write English well enough to understand and communicate effectively(reference:
DDA Policy 5.05,Limited English Proficient(LEP)Clients).
(b) Financial and Program Management: SUBCONTRACTOR will maintain an administrative/organizational
structure that clearly defines responsibilities;systems and personnel to maintain accounting records that
accurately reflect all program revenues and expenditures;prepare monthly statements of activity(ADSA
Reports);maintain appropriate client service records and progress reports;and track key program
performance indicators.
(c) Participants: SUBCONTRACTOR has a commitment to support integration of individuals with
developmental disabilities with people who are not disabled and has involved participants with
developmental disabilities in policy development.
(d) Partnerships: SUBCONTRACTOR has a history of working cooperatively with community-based
organizations including Employers,other Agencies,the COUNTY DD Program,the Division of Vocational
Rehabilitation(DVR),and the Schools.
(e) Performance Plan: SUBCONTRACTOR has a written performance plan that describes its mission,
program objectives,expected outcomes,and describes how and when objectives will be accomplished;and
will assure the plan is evaluated at least biennially with revisions based on actual performance.
(f) Quality Assurance Plan: SUBCONTRACTOR has a written quality assurance plan that evaluates Client
progress every 6 months by looking at:
(1) Increased wages(by acuity)
(2) Increased number of working hours(by acuity)
(3) The number of new jobs(by acuity)
(4) Job loss and why—retention rates(by acuity)
(5) The percentage employed(by acuity)
(6) Looking at Quantitative-(Data)vs.Qualitative-(Narrative)
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(g) Internal Control Systems: SUBCONTRACTOR has sufficient policies and procedures for establishment and
maintenance of adequate internal control systems.SUBCONTRACTOR will maintain written policy
procedural manuals for information systems,personnel,and accounting/finance in sufficient detail such that
operations can continue should staffing change or prolonged absences occur.
(h) Qualified Staff: SUBCONTRACTOR will provide adequate,qualified staff with skills and experience in
evaluation,training, supervision,counseling and support of adults with developmental disabilities who are
earning wages,per the attached Statement of Work. SUBCONTRACTOR will assure that all direct service
staff are trained,and that training is documented. SUBCONTRACTOR will provide COUNTY with
information regarding staff qualifications upon request.
(i) Safety: SUBCONTRACTOR will provide evidence that it employs safety protection based on the
environment in which the participant is working or receiving services.
(j) Integration: Employment and day services must adhere to the Home and Community Based settings
(HCBS)requirements of 42CFR 441 530(a)(1),including that:
i. The setting is integrated in the greater community and supports individuals to have full
access to the greater community;
ii. Ensures the individual receives services in the community to the same degree of access as
individuals not receiving Medicaid HCBS;
iii. The setting provides opportunities to seek employment and work in competitive
integrated settings;and
iv. The setting facilitates individual choice regarding services and supports,and who
provides them.
(36) Employment Capacity: SUBCONTRACTOR will maintain business operations,exclusive of this agreement,
sufficient to provide jobs for up to(five)5 Group Supported Employment program clients of at least 16 hours
per week each(including paid holidays,sick leave,vacation,etc.,as applicable)based on prevailing
community wages,and for 1 Group Supported Employment program client of at least 8 hours per week
(including paid holidays,sick leave,vacation,etc.,as applicable).
(37) SUBCONTRACTOR shall provide a Group Employment/Vocational Client Plan and/or Person-Centered
planning/profiles delineating individual skills and needs within 30 days of the beginning of services on all
program clients. The SUBCONTRACTOR shall use the new Employment Program Plan Report Form for
Group Employment/Vocational Client Plans.
(38) Group Employment/Vocational Client Plans will include:
a) Information that identifies and addresses the individualized goal and support needs for each
participant. The plan should be developed by the provider in collaboration with the Case Resource
Manager,participant,and his or her family(the team).
b) Initial plans will be completed within 60 days from date of service authorization and must be
signed by the participant and/or his or her guardian,if any.
c) Copies of the initial and subsequent revised plans will be distributed as appropriate to all team
members.
d) Plans will be reviewed and signed annually.
(39) Group Employment/Vocational Client Plans will also include the information listed below:
a) Current date
b) Timeline for the plan
c) Client's name: first and last
d) Client ADSA ID
e) Employment goal
f) Preferred(job type)the individual wishes to obtain or maintain
g) The preferred wage/salary the individual wishes to earn
h) The number of hours the individual prefers to work
i) The preferred work shifts
j) The individual's skills,gifts,interests and preferred activities
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k) Measurable strategies(action steps and supports)to meet the employment goal
1) Identification of persons and/or entities(such as family,Division of Vocational Rehabilitation)
available to assist the client in reaching his/her employment goal
m) Identification of other accommodations,adaptive equipment,and/or supports critical to achieve
employment goal.
(40) SUBCONTRACTOR will provide semi-annual progress reports that describe progress made towards
achieving client's goals,to the County,the Case Resource Manager,participant,guardian and others as
appropriate,within 30 days following the meeting. The report will summarize the progress made towards
the Client's individualized goals.
(41) All services for persons with developmental disabilities must be provided with attention to their health and
safety. SUBCONTRACTOR shall comply with all applicable federal,state and local fire,health and safety
regulations.
(42) SUBCONTRACTOR shall contact COUNTY and DSHS/DDA 60 days prior to any decrease in a client's
employment hours.
(43) The SUBCONTRACTOR shall report any injury or accident that requires more than simple first aid,and
any extraordinary incident that requires intervention by the SUBCONTRACTOR to the DSHS/DDA Case
Manager for the individual involved,the Residential Provider,Guardian and then to the COUNTY
Coordinator. This includes serious physical or emotional harm or potential harm.
1.The initial report may be done via documented telephone calls to DSHS/DDA Case
Manager,the Residential Provider,Guardian and COUNTY Coordinator.
2.The SUBCONTRACTOR shall submit a written follow-up report within 3 days to the
COUNTY Coordinator. The report to the COUNTY Coordinator may be submitted by
email,facsimile(FAX)to 360-385-9400,or by mail to Jefferson County Public Health
615 Sheridan Port Townsend,WA 98368.
3.Serious and emergent incidents shall be handled in accordance with DSHS/DDA Policy
12.01,Incident Management.
(44) Within 30 days of the effective date of this agreement and at least semi-annually thereafter,
SUBCONTRACTOR will provide(a)company(b)program financial reports to COUNTY,including all
revenues and expenses generated by SUBCONTRACTOR,in sufficient detail to demonstrate the uses of
funds provided under this agreement.
(45) Make available for inspection,review or audit by COUNTY DD Coordinator at all reasonable times:all work
sites;all client records;records on productivity and client wages;and all documents,reports and other data
applicable to this agreement. The COUNTY shall monitor services delivered,and conduct at least one on-site
visit with SUBCONTRACTOR during the period of the contract to assure compliance with the DDA State
Work Order.
(46) AUDIT REQUIREMENTS. Independent Audit will be submitted annually to the Jefferson COUNTY DD
COUNTY Coordinator in the following manner:
1. SUBCONTRACTOR must be able to account for and manage public funds in compliance with
Generally Accepted Accounting Principles"GAAP". An agency,for-profit or non-profit,who
receives in excess of$100,000 in DDA funds during its fiscal year from the County,shall provide
Certified Public Accountant reviewed or audited financial statements within nine months
subsequent to the close of the subcontractor's fiscal year. Copies of the audit and management
letter shall be submitted to the Jefferson COUNTY Public Health Department within 9 months of
the end of the SUBCONTRACTOR'S fiscal year.
(47) The SUBCONTRACTOR shall provide an independent audit of the entire organization which:
(a) Is performed by an independent Certified Public Accountant,the Washington State
Auditor's Office,or another entity the COUNTY and the SUBCONTRACTOR mutually approve.
SKOOKUM GRP Contract 2019-2020
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(b) Provides 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 OBM Circular A-133 or A-128,as applicable.
(c) The SUBCONTRACTOR shall submit two(2)copies of the audit and/or the summary and the
management letter directly to the COUNTY immediately upon completion. The audit must be
accomplished by documentation indicating the SUBCONTRACTOR'S Board of Directors has
reviewed the audit.
(48) If the Developmental Disabilities Program Coordinator fords indications of potential non-compliance
during the contract monitoring process or learns that the SUBCONTRACTOR is out of compliance with
any of the terms or conditions of this contract,the following process will be pursued:
(a) Informal Notification: Informal process wherein the COUNTY Coordinator alerts the
SUBCONTRACTOR in writing of the potential non-compliance and an agreeable solution is reached
within five(5)days.
(b) Official Notification: If the informal notification does not result in resolution,the official notification
of possible non-compliance to establish a date,within five(5)working days of notification,when
representatives of the COUNTY and the SUBCONTRACTOR shall meet to discuss areas of
contention and attempt to resolve the issues.
(c) Written Summary: Within five(5)working days of such official notification the COUNTY will
provide the SUBCONTRACTOR a written summary of the areas of non-compliance by certified mail.
Notice shall be sent to the address identified in the Agreement.
(d) Discussion: Within twenty(20)days of the date of the written summary,a discussion between
COUNTY and SUBCONTRACTOR shall be conducted to resolve areas of non-compliance or
potential non-compliance.
(e) Should the above procedures fail to resolve the compliance issue,the parties will obtain the services of
the Peninsula Dispute Resolution Center,or another agreed upon resource,and shall share equally in
any retainer fees or other costs of services. If no agreement is reached,the mediator's decision in the
matter will be binding on all parties,except that in no event will the COUNTY honor a financial
determination that is greater than the funds allowed the scope of this Agreement.
(49) For six years following the end date of this agreement,SUBCONTRACTOR will maintain client records and
books,records,documents,reports and other evidence of accounting procedures and practices,which
sufficiently and properly reflect all direct and indirect expenditures of funds provided under this agreement.
Client records shall minimally include statement of client goals,documentation of training provided,training
hours,routine progress notes and semi-annual summary of progress toward meeting client goals.
(50) COUNTY shall develop and have available an evaluation system to review services.The evaluation system
must have both a Quality Assurance and a Quality Improvement component, and both must include
objective measures.The objective measures at a minimum will include performance indicators,by acuity,
that include the number of new jobs;job loss and reasons for iob loss,the percentage employed earning
minimum wage or better;and the average number of hours worked. The COUNTY's service evaluation
system shall serve as the method where the SUBCONTRACTOR shall demonstrate that they continue to be
qualified providers.A copy of such evaluation system shall be provided upon request to DDA for review
and approval.
(51) SUBCONTRACTOR shall make available for inspection,review,or audit by COUNTY DD Coordinator at
all reasonable times:all client records;and all documents,reports,and other data applicable to this agreement.
(52) SUBCONTRACTOR shall provide COUNTY with a copy of a signed DSHS Provider Agreement within 30
days of the effective date of this agreement.
(53) SUBCONTRACTOR agrees to assign to COUNTY its Medicaid Billing Rights for services to clients eligible
under Title XIX programs.Written documentation shall be available to COUNTY on request. If
SKOOKUM GRP Contract 2019-2020
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SUBCONTRACTOR contracts directly with DSHS to provide covered services under Title XIX,COUNTY
agrees that funding intended for those clients shall be excluded from this agreement. If SUBCONTRACTOR
contracts directly with Social Security to provide covered services under a PASS/IRWE,COUNTY agrees
that funding intended for those clients shall be excluded from this agreement.
C. REIMBURSEMENTS
(1) Subcontractors receiving reimbursement on a fee for service basis may be reimbursed,at the discretion of
the COUNTY,for any temporary closure or substantial non-attendance necessitated by natural causes,
disasters,State/COUNTY trainings or mechanical failure above and beyond the control of the Contactor.
Federal XIX funds may not be used for this purpose.
(2) For said services rendered under this agreement,COUNTY shall reimburse SUBCONTRACTOR on a unit
rate basis,as follows:
(a) Group Supported Employment: SUBCONTRACTOR will be paid$65.00 per UNIT assigned
Service Responsibility of regular Program Service,as defined in Exhibit A Statement of Work.
(b) COUNTY will check in with SUBCONTRACTOR on a quarterly basis as to the status of the budget
and the number of clients requesting service. The budget may have to be renegotiated if a number of
new clients need services.
(c) Claims for individuals' services made in the CMIS system must be in compliance with the defmed
units: (1)hour=at least 50 minutes; (2)day=at least 4 hours;and(3)month=a minimum of one
service visit with 50 minutes of direct service.
(d) One UNIT is defined as one DAY of direct service to one eligible client.One DAY of direct service
is defmed as four(4)or more hours of paid productive work,paid on-the-job training,or paid time
off(such as routine holiday,vacation and sick leave)in one 24-hour period.A minimum of four(4)
hours of work a day is required.The Client must work a minimum of four(4)hours a day to bill the
COUNTY.
(3) SUBCONTRACTOR will bill COUNTY on a monthly basis,on or before the 5th day of the month,for units
of service provided under this agreement during the preceding month.SUBCONTRACTOR will submit a
Monthly DDA Services Report(ADSA)computer form for its billings.At no time shall the invoices for
reimbursement be submitted more than 60 calendar days following the last day of the month for which the
services were provided.
(4) COUNTY may,at its option,withhold reimbursement for any month for which required reports have not
been received or are not accurate and/or complete or for contractual non-compliance issues.
(5) Total reimbursements for the fiscal year of 2019-2020 to SUBCONTRACTOR by COUNTY under this
contract shall not exceed$36,417.00 in completion of these projects without express written amendment by
both parties to this Agreement.Work performed between July 1,2019 and the execution of this Agreement
that is consistent with the provisions of this Agreement is hereby ratified.
(6) SUBONTRACTOR will access Division of Vocational Rehabilitation(DVR)funding as a resource.Client
services shall not be reimbursed under this agreement when the same services are paid for under the
Rehabilitation Act of 1973(DVR),P.L.94-142(Public Education),or are being funded under PASS/IRWE.
D. MISCELLANEOUS
(1) DSHS Developmental Disabilities Administration(DDA)shall determine client eligibility and service referral
are the responsibility of the DDA pursuant to Chapter 388-823 WAC(Eligibility)and Chapter 388-825 WAC
(Service Rules).Only persons referred by DDA shall be eligible for direct Client services under this Program
Agreement. It is DDA's responsibility to determine and authorize the appropriate direct service(s)type.
Direct Client services provided without authorization are not reimbursable under this Program Agreement.
(2) DSHS Developmental Disabilities Administration(DDA)shall notify COUNTY of persons authorized for
services reimbursed under this agreement.Only persons referred to COUNTY by DDA through a County
Service Authorization,(CSA)shall be eligible for services reimbursed under this agreement.
SKOOKUM GRP Contract 2019-2020
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(3) The SUBCONTRACTOR'S relation to the COUNTY shall at all times be that of independent
SUBCONTRACTOR.Any and all employees of the SUBCONTRACTOR,or other persons engaged in the
performance of any work or service required of the SUBCONTRACTOR under this Agreement,shall be
considered employees of the SUBCONTRACTOR only,and any claims that may arise on behalf of or
against said employees shall be the sole obligation and responsibility of the SUBCONTRACTOR.
(4) The SUBCONTRACTOR shall not sublet or assign any of the services covered by this Agreement without
the express written consent of the COUNTY.Assignment does not include printing or other customary
reimbursable expenses that may be provided in an Agreement.
(5) The SUBCONTRACTOR,by signature to this Agreement,certifies that the SUBCONTRACTOR is not
presently debarred,suspended,proposed for debarment,declared ineligible,or voluntarily excluded from
participating in this Agreement,or any Agreement by any Federal department or agency.The
SUBCONTRACTOR also agrees to include the above requirement to all subcontracts into which it enters.
(6) The SUBCONTRACTOR shall obtain and keep in force during the terms of the Agreement,or as
otherwise required,the following insurance with companies or through sources approved by the State
Insurance Commissioner pursuant to RCW 48:05:
(a) Worker's compensation and employer's liability insurance. The Contractor will participate in the
Worker's Compensation and Employer's Liability Insurance Program as may be required by the
State of Washington;
(b) Commercial Automobile Liability or Business Use Insurance providing bodily injury and property
damage liability coverage for all owned and non-owned vehicles assigned to or used in the
performance of the work for a combined single limit of not less than$1,000,000 each occurrence
with the COUNTY named as an additional insured in connection with the SUBCONTRACTOR'S
performance of the contract.
(c) General Commercial Liability Insurance in an amount not less than a single limit of two million
dollars($2,000,000.00)per occurrence and aggregate of not less than two(2)times the occurrence
amount($2,000,000.00 minimum)for bodily injury,including death and property damage,unless
a greater amount is specified in the contract specifications. The insurance coverage shall contain
no limitations on the scope of the protection provided and include the following minimum
coverage:
(1) Broad Form Property Damage,with no employee exclusion
(2) Personal Injury Liability,including extended bodily injury
(3) Broad Form Contractual/Commercial Liability-including completed operations
(4) Premises-Operations Liability(M&C)
(5) Independent Contractors and Subcontractors
(6) Blanket Contractual Liability
(7) All employees or subcontractors of SUBCONTRACTOR who are required to be professionally certified by
the State in the performance of services under this agreement shall maintain professional liability insurance
in the amount of not less than one million dollars($1,000,000). In no case shall such professional liability
to third parties be limited in any way.
(8) It shall be the responsibility of the SUBCONTRACTOR to ensure that any and all persons engaged in the
performance of any work or service required of the SUBCONTRACTOR under this Agreement,shall
comply with the same insurance requirements that SUBCONTRACTOR is required to meet.
(9) Failure on the part of the SUBCONTRACTOR to maintain the insurance as required shall constitute a
material breach of contract upon which the COUNTY may,after giving five working days' notice to the
SUBCONTRACTOR to correct the breach,immediately terminate the contract or,at its discretion,procure
or renew such insurance and pay any and all premiums in connection therewith,with any sums so expended
to be repaid to the COUNTY on demand,or at the sole discretion of the COUNTY,offset against funds due
the SUBCONTRACTOR from the COUNTY.Failure of the SUBCONTRACTOR to take out or maintain
SKOOKUM GRP Contract 2019-2020
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any required insurance shall not relieve the SUBCONTRACTOR from any liability under this Agreement,
nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations
concerning indemnification of the COUNTY.
(10) All cost for insurance shall be considered incidental to and included in the unit contract prices and no
additional payment will be made.
(11) Excepting the Workers Compensation insurance and any professional liability insurance secured by the
SUBCONTRACTOR,the COUNTY will be named on all certificates of insurance as an additional insured.
The SUBCONTRACTOR shall furnish the COUNTY with verification of insurance and endorsements
required by this Agreement. The COUNTY reserves the right to require complete,certified copies of all
required insurance policies at any time.
(12) All insurance shall be obtained from an insurance company authorized to do business in the State of
Washington. The SUBCONTRACTOR shall furnish the COUNTY with properly executed certificates of
insurance that,at a minimum,shall include: (a)The limits of overage;(b)The project name to which it
applies;(c) The certificate holder as Jefferson COUNTY,Washington and its elected officials, officers,
and employees with the address of Jefferson COUNTY Public Health 615 Sheridan Street,Port Townsend,
WA 98368,and,(d)A statement that the insurance policy shall not be canceled or allowed to expire except
on thirty(30)days prior written notice to the COUNTY. If the proof of insurance or certificate indicating
the COUNTY is an"additional insured"to a policy obtained by the SUBCONTRACTOR 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 SUBCONTRACTOR to obtain the full text of that endorsement and forward that full text
to the COUNTY. The SUBCONTRACTOR shall submit a verification of insurance as outlined herein
within 14 days of the execution of this Agreement to the COUNTY.All insurance policies obtained by the
SUBCONTRACTOR shall be primary to any equivalent or applicable policies held by the COUNTY.All
insurance policies obtained by the SUBCONTRACTOR shall include a waiver of subrogation rights.Any
insurance self-insured retention,deductible or risk retention maintained,or participated in,by the
COUNTY shall be excess and shall be non-contributory to the insurance policies provided by the
SUBCONTRACTOR in order to comply with the insurance requirements of this Subcontract. All policies
provided by the SUBCONTRACTOR in order to comply with the insurance requirements of this
Subcontract must be endorsed to show this primary coverage.
(13) The COUNTY may,upon the SUBCONTRCTOR's failure to comply with all provisions of this Agreement
relating to insurance, withhold payment or compensation that would otherwise be due to the
SUBCONTACTOR. This remedy is not exclusive; and the COUNTY may take such other action as is
available to them under other provisions of this Agreement,or otherwise in law.
(14) Nothing in the foregoing insurance requirements shall prevent the COUNTY,at its option,from additionally
requesting that the SUBCONTRACTOR deliver to the COUNTY an executed bond as security for the faithful
performance of this contract and for payment of all obligations of the SUBCONTRACTOR.
(15) The SUBCONTRACTOR shall comply with all Federal,State,and local laws and ordinances applicable to
the work to be done under this Agreement. This Agreement shall be interpreted and construed in accord
with the laws of the State of Washington and venue shall be in Jefferson COUNTY,WA.
(16) The SUBCONTRACTOR shall comply with the WA State Department of Labor and Industries Minimum Wage
Act,RCW 49.46,acknowledging persons with disabilities participating in job assessments are not considered
employees.
(17) The SUBCONTRACTOR shall indemnify and hold harmless the COUNTY, its past or present employees,
officers,agents,elected or appointed officials or volunteers(and their marital communities),from and against
all claims,losses or liability,or any portion thereof,including reasonable attorney's fees and costs,arising from
injury or death to persons, including injuries, sickness, disease or death to the SUBCONTRACTOR's own
employees, or damage to property occasioned by a negligent act, omission or failure of the
SUBCONTRACTOR. The SUBCONTRACTOR shall be liable only to the extent of the
SUBCONTRACTOR's proportional negligence.
(18) Claims against the COUNTY shall include,but not be limited to assertions that the use and transfer of any
software,book,document,report,film,tape,or sound reproduction of material of any kind,delivered there
SKOOKUM GRP Contract 2019-2020
Page 13 of 22
under,constitutes an infringement of any copyright,patent,trademark,trade name,or otherwise results in an
unfair trade practice or an unlawful restraint of competition.
(19) The SUBCONTRACTOR specifically assumes potential liability for actions brought against the COUNTY by
SUBCONTRACTOR'S employees,including all other persons engaged in the performance of any work or
service required of the SUBCONTRACTOR under this Agreement and,solely for the purpose of this
indemnification and defense,the SUBCONTRACTOR specifically waives any immunity under the state
industrial insurance law,Title 51 RCW. The SUBCONTRACTOR recognizes that this waiver was
specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation.
(20) SUBCONTRACTOR shall not discriminate against any person presenting themselves for services based on
race,religion,color,sex,age,or national origin.
(21) COUNTY reserves the right to terminate this contract in whole or in part,without prior written notice,in the
event that contractual terms are not fulfilled,or if expected or actual funding from the Department of Social
and Health Services Division of Developmental Disabilities is withdrawn,reduced,or limited in any way after
the effective date of this agreement. In the event of termination under this clause,COUNTY shall be liable
only for payment for services rendered prior to the effective date of termination.
(22) No portion of this contract may be assigned or subcontracted to any other individual,firm,or entity without
the express and prior written approval of COUNTY.If the COUNTY agrees in writing that all or a portion of
this Contract may be subcontracted to a third-party,then any contract or agreement between the
SUBCONTRACTOR and a third-party subcontractor must contain all provisions of this Agreement and the
third-party subcontractor must agree to be bound by all terms and obligations found in this agreement.
(23) The parties agree to use their best efforts to prevent and resolve disputes before they escalate into claims or
legal actions. Any disputed issue not resolved pursuant to the terms of this Agreement shall be submitted in
writing within 10 days to the COUNTY's Risk Manager,whose decision in the matter shall be final,but shall
be subject to judicial review.If either party deem it necessary to institute legal action or proceeding to enforce
any right or obligation under this Agreement,each party in such action shall bear the cost of its own attorney's
fees and court costs. Any legal action shall be initiated in the Superior Court of the State of Washington for
Jefferson County. The parties agree that all questions shall be resolved by application of Washington law and
that the parties have the right of appeal from such decisions of the Superior Court in accordance with the laws
of the State of Washington.The SUBCONTRACTOR hereby consents to the personal jurisdiction of the
Superior Court of the State of Washington for Jefferson County.
(24) Notwithstanding the provisions of this Agreement to the contrary,to the extent any record,including any
electronic,audio,paper or other media,is required to be kept or indexed as a public record in accordance with
the Washington Public Records Act,Chapter 42.56 RCW,as may hereafter be amended,the
SUBCONTRACTOR agrees to maintain all records constituting public records and to produce or assist the
COUNTY in producing such records,within the time frames and parameters set forth in state law. The
SUBCONTRACTOR further agrees that upon receipt of any written public record request,
SUBCONTRACTOR shall,within two business days,notify the COUNTY by providing a copy of the request
per the notice provisions of this Agreement.
ADOPTED THIS day of ,2020.
By: By:
Greg Brotherton,Chair Jeff Dolven,President
Jefferson County Board of Commissioners Skookum Contract Services
By:
Attest,Clerk of the Board
APPROVED AS TO F ONLY:
By: CO (7. / 'r 1DLp
Philip Hunsucker,Chief Civil Deputy osecutor
SKOOKUM GRP Contract 2019-2020
Page 14 of 22
EXHIBIT A
STATEMENT OF WORK
GROUP SUPPORTED EMPLOYMENT SERVICES
WORK STATEMENT
SUBCONTRACTOR shall provide Group Supported Employment services as described hereinafter.
SUBCONTRACTOR shall be reimbursed for such services on a unit of service basis pursuant to Section C.,
Reimbursements of this contract.
II. PROGRAM DESCRIPTION
A. Goals
1. To provide work training and work opportunities for adults with severe or profound developmental
disabilities whom,due to the severity of the disability and lack of resources,are not presently able to
access other employment models.
2 To provide Group Supported Employment Services that are designed to meet specific needs of the
individual based on personal preferences and individualized goals and outcomes.
3. To improve the cost-benefit of Group Supported Employment Services by increasing the average
worker benefit ratio and compared to the average monthly cost per person.
4. To support individual program clients in Group Supported Employment Services to experience
community job sites through mentoring,observation and/or on-site experience at least four times a
year.
5. When appropriate to provide the service of assessment and consultation in order to identify and
address existing barriers to employment for individuals who have not yet achieved their employment
goal through consulting and assessment. (This is in addition to supports received through Supported
Employment services or Group Employment services for individuals who have not yet achieved their
employment goal).
6. To transition program clients to Supported Employment services as soon as resources,support
systems,and/or technology are available or adequate to aid these individuals to obtain individual
employment in the community.
7. Clients in an Employment program will be supported to work towards a living wage. A living wage
is the amount needed to enable an individual to meet or exceed his or her living expenses. Clients
should average twenty(20)hours of work per week or eighty-six hours per month.
B. Definitions
1. Group Supported Employment Services are:
• training and supervision of adults with severe developmental disabilities who are involved in
paid,productive employment at locations or in businesses that provide employment or training
for individuals with disabilities
• training,job modifications,and job-related support for persons with severe developmental
disabilities to productively perform available work
• supplemental training required in a job situation to develop skills required for new tasks and to
enhance versatility;and
• providing a service provided for the most severely developmentally disabled adults until
resources,support systems,and/or technology are available or adequate to aid these individuals
to obtain competitive employment.
SKOOKUM GRP Contract 2019-2020
Page 15 of 22
2. Employment is defined as paid productive work,paid,on-the-job training,and paid time off(such as
routine holiday,vacation,and sick leave). Employment may be:full-time,average weekly work of
40 hours for an individual;part-time,average weekly work of 20 hours to 40 hours for an individual,
or;other,average weekly work of less than 20 hours for an individual.
C. Program Requirements
1. SUBCONTRACTOR will provide Group Supported Employment services for up to 4 program clients
who are authorized for service by DSHS/DDA and have been approved by COUNTY.
SUBCONTRACTOR shall attempt to transition program clients to Individual Employment placements.
2. SUBCONTRACTOR will support Clients in an employment program to work towards a living wage. A
living wage is the amount needed to enable an individual to meet or exceed his or her living expenses.
Clients should strive to average twenty(20)hours work per week or eighty-six(86)hours per month.
The amount of service a client receives will be based on his/her demonstrated need and acuity level.
3. In the event that SUBCONTRACTOR determines that Group Supported Employment Services are no
longer appropriate for any client, SUBCONTRACTOR will notify the DDA Case Manager and the
COUNTY of the basis for its determination and recommend that the client be terminated from service
and/or authorized for an alternative service. SUBCONTRACTOR may work with a consultant on behalf
of the client,in order to provide another perspective to address health and safety concerns.
4. SUBCONTRACTOR will provide written documentation of the reason(s)for its recommendation,which
may include:
(a) Client is working at a level of productivity that no longer requires continuous training,
(b) Health and safety considerations,
(c) Client no longer desires employment, the available employment option(s) or the program
services,
(d) Client desires a community job placement.
5. Recommendations for termination or transfer will be reviewed by DDA Case Manager and COUNTY as
appropriate. DDA Case Manager will notify SUBCONTRACTOR of its decision to support
SUBCONTRACTOR'S recommendation. If approved,COUNTY will work with SUBCONTRACTOR
to facilitate the development of a transition plan and schedule. The transition plan will be developed in
consultation with the client, DDA case management, SUBCONTRACTOR, family members, and other
service providers as applicable.
6. Worker wages shall be commensurate with the local industry accepted norms and comply with
applicable Federal Department of Labor standards.
7. The SUBCONTRACTOR will clearly communicate to the Client and the COUNTY,prior to beginning
service,an expected change in the maximum service hours per month the client can expect to receive.
Service changes will not occur until the client has received proper notification from DDA.
i. The client's DDA Person Centered Service Plan;(PCSP)is the driver for
service. The CMIS County Service. Authorization and the updated
Planned Rates information will not exceed the client's DDA PCSP.
ii. The amount of service the client receives should match with the CMIS
County Service Authorization and updated Planned Rates information.
SKOOKUM GRP Contract 2019-2020
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8. SUBCONTRACTOR shall provide an Group Employment/Vocational Client Plan for clients in Group
Employment delineating individual skills,experiences,preferences,strengths,support needs,vocational
interests and goals and objectives within 30 days of the beginning of services for the client in order to
promote Individual Employment.
9. SUBCONTRACTOR will use the new Employment Plan Report Form. (Minimum
Employment/Vocational Client Plan elements are outlined in the reference document called"Criteria
for Evaluation"available on the DDA website.)
10. SUBCONTRACTOR will provide a copy of the EmploymentNocational Client Plan to the Client,their
CRM's,Guardian,the COUNTY,and others as appropriate.
11. SUBCONTRACTOR must ensure that Client Goals and Objectives are based on a Person-Centered
Plan or a Group Employment/Vocational Client Plan;that documentation,data collected,training
reflects the goals and objectives;shows how it has identified and addressed support needs of each
participant by demonstrating methods for providing individualized services outlined in a Client's Plan.
12. SUBCONTRACTOR must ensure that job coaching and supervision of program clients will be based
on goals established in a Group EmploymentNocational Client Plan.Client goals,training provided
and progress toward meeting goals shall be documented in each client record.
13. The Progress Report shall demonstrate how the individual is progressing on his/her goals and objectives,
in order to assess if they are continuing to meet the individual's pathway to employment goals of the
Group EmploymentNocational Client Plan and the Progress Report shall describe the reasons for any
shortfall concerning the action steps and propose steps for correction.
14. SUBCONTRACTOR will submit to the COUNTY,to the DDA Case Manager,to the Residential
Provider,and Parent/Guardian a semi-annual Progress Report on each client. The SUBCONTRACTOR
will use the new Employment Plan Report Form to report on the semi-annual progress of the client.
15. SUBCONTRACTOR shall schedule a review meeting every six (6) months for all program clients, (a
minimum of twice a year for every client).For every new client,a meeting will be scheduled every six(6)
months after the initial plan.
16. SUBCONTRACTOR shall schedule dates for the six (6) months reviews to COUNTY, DDA, client,
guardian and Residential Services one month before the required meetings.
17. SUBCONTRACTOR shall provide an updated Semi-Annual Progress Report for every program client at
or before the six(6)month review meeting.The Progress Report shall demonstrate how the individual is
progressing on his/her goals and objectives,in order to assess if they are continuing to meet the
individual's pathway to employment goals of the Group EmploymentNocational Client Plan and the
Progress Report shall describe the reasons for any shortfall concerning the action steps and propose
steps for correction.
18. SUBCONTRACTOR will submit a copy of the updated Semi-Annual Progress Report with updated Action
Steps of the Group EmploymentNocational Client Plan to the Client, the DDA case manager, the
COUNTY Coordinator,and Residential Support Staff/Parent or Guardian within two weeks of the semi-
annual meeting.
19. SUBCONTRACTOR will submit Semi-Annual Progress Reports with updated Action Steps on each client
to the COUNTY for feedback and approval.Disregarding or lack of follow-through on this step will hold
up monthly billing and continued authorization for funding.
20. SUBCONTRACTOR review shall include an assessment of the need for continued Group Employment
Services and an evaluation and update of the Group EmploymentNocational Client Plan's goals and
objectives.
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21. The SUBCONTRACTOR will clearly communicate to the COUNTY and the client prior to beginning
service,or when there is an unexpected change in the maximum service hours per month the client can
expect to receive;and service changes will not occur until the client has received proper notification from
DDA.
(a) The client's DDA Person Centered Service Plan;(PCSP)is the driver for service. The
County Service Authorization(CSA)and updated Planned Rates information will not
exceed the client's DDA ISP.
(b) The amount of service hours the client receives should match the County Service
Authorization and Planned Rates information.
22. SUBCONTRACTOR must ensure that every Client file has a copy of DDA Client Service
Authorization(CSA),a copy of the participant's DDA Person Centered Service Plan;(PCSP),and/or
the Individual Employment Plan,as applicable.
23. SUBCONTRACTOR must ensure that all Incident Reports are retained in Client files;that they have a
policy to retain records at least 5 years;that emergency contact and medical information(medications,
diet,allergies,etc.)needed and during the hours of service is available for each participant on the face
sheet of the Client file;that the emergency and contact information is updated yearly,or when needed;
and that services are provided in a natural or integrated environment or there is a goal to achieve an
integrated environment.
24. Recommendations for program participant's termination in Group Employment or transfer to another
Individual Employment agency must be authorized the DDA Case Manager,and will be reviewed in
consultation with the Client,the COUNTY and others as appropriate. SUBCONTRACTOR will
facilitate the development of a transition plan and schedule. The transition plan will be developed in
consultation with the client,DDA case management,COUNTY,family members and other service
providers as applicable and within 10 working days of SUBCONTRACTOR'S recommendation.
25. SUBCONTRACTOR must ensure there is a legal requirement and a clear delineation for staff
qualifications and proof of background criminal history clearance in accordance with
SUBCONTRACTOR is required pursuant to RCW 43.43.830-845 RCW 74.15.030,and Chapter 388-06
WAC on all staff.
26. SUBCONTRACTOR shall submit a written Program Staff Training Plan to COUNTY for approval or
disapproval within 30 days of the effective date of this Agreement,semi-annually thereafter or when
reorganization occurs,which minimally includes SUBCONTRACTOR'S procedure to train new direct
service staff.The training must include
• DDA Policies&Competencies(see Section C-Number 24-27)
• RCW's&WAC's referenced(page 1 &2 of the County Contract,Section B.Obligations)
• Agency policies&procedures
• Skills on how to instruct/teach Clients
• Skills on how to document data collection,daily/weekly notes&6-month reports in Client files
• Skills on how to write Group Employment/Vocational Client Plans and/or Person-Centered
Plans(creating Client vocational goals/objectives)
• SUBCONTRACTOR's plan to provide staff that are skilled in applying training techniques to
enhance the work-related skills of program clients
• FTE levels,job descriptions,and organization chart pertaining to program staff
• SUBCONTRACTOR's is required to send one direct service staff to a minimum of 16 hours
of workshops,trainings,and/or conferences about developmental disabilities and
employment,for a total of 16 hours. Should SUBCONTRACTOR fail to access trainings for
direct service staff,the SUBCONTRACTOR will reimburse the COUNTY at the rate of 65.00
an hour for every hour of training not accessed for staff(for not more than a total of
$1,040.00)
27. SUBCONTRACTOR will provide COUNTY with information regarding staff qualifications and
documented training's every six(6)months.
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28. SUBCONTRACTOR must assure that new staff are informed specifically of all agency
policies/procedures and have documentation that assures all direct service staff 18 years of age or older
are trained in the following DDA Policies Prior to Working with Clients: ADA training,APS
Reporting Requirements,Client confidentiality,Current individual instruction and Action
StepsNocational Plans for each Client with whom the employee works,DDA Policy 4.11 Working
Age Adult(adult services only),DDA Policy 5.06,Client Rights,DDA Policy 5.13,Protection from
Abuse: Mandatory Reporting,DDA Policy 12.01 Incident Management.
29. SUBCONTRACTOR must ensure that new direct service staff demonstrate the following
competencies:
1) Values that support the abilities of individuals
2) Effective Communication—The ability to effectively listen and to make oneself understood
3) Planning methods
4) Crisis Prevention and Intervention
30. Within one month of employment: SUBCONTRACTOR must ensure that direct service staff received
training and are knowledgeable in the following areas: Overview of DDA Policies including: DDA
Policy 3.01 Service Plans,DDA Policy 5.03 Client Complaints,DDA Policy 5.17 Physical
Intervention Techniques,DDA Policy 6.13 Employment/Day Program Provider Qualifications,DDA
Policy 13.04 DRW Access Agreement,DDA Policy 15.03 Community Protection Standards for
Employment/Day Programs and all reporting requirements related to these DDA Policies.
31. Within six months of employment: SUBCONTRACTOR must ensure that direct service staff received
training and are knowledgeable in the following areas:Program skill development,DDA Policy 5.02
Necessary Supplemental Accommodation,DDA Policy 5.14 Positive Behavior Support,DDA Policy
5.15 Use of Restrictive Procedures,DDA Policy 9.07 HIV and AIDS and Program Skill Development.
32. SUBCONTRACTOR will have signed documentation that Staff training took place within the
timelines listed above in Section C-Number 24-29.
33. Within 30 days of the effective date of this agreement,and semi-annually thereafter,
SUBCONTRACTOR will develop and submit to COUNTY a program operating budget detailing the
projected allocation of contract funds,other sources and amounts of funding, program staffing expenses
and other cost allocations.
34. Semi-annually,SUBCONTRACTOR will develop and submit to COUNTY program financial reports
reflecting the actual revenues received and expenses incurred compared to the projected program budget
submitted.
35. The SUBCONTRACTOR will on an annual basis sponsor the surveying of participants,their families,
their support networks,and their employers regarding customer satisfaction. The SUBCONTRACTOR
will design Customer/Client survey forms.The SUBCONTRACTOR must send the COUNTY copies of
the surveys received from participants,their families,their support networks and employers.
D. Performance Standards
1. The average worker wage per month will not fall below minimum wage.
2. SUBCONTRACTOR will provide sufficient income producing work to challenge the productivity of
workers and result in at least 4 hours of paid production per day per eligible client.
3. SUBCONTRACTOR shall access appropriate jobs and provide sufficient training to result in an
increase in average monthly earnings from one twelve-month period to the next through productivity
improvements and/or increased hours.
4. SUBCONTRACTOR will create individual client goals and provide sufficient instruction that result
in an improvement in the program client's vocational abilities,social and behavioral issues from one
six-month period to the next.
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5. Workers will have variety in the work they perform and will learn behaviors and skills typical of
those required for employment in an individual job in the community.
E. Service Level Guidelines
1. Client Employment Acuity is determined through the DDA assessment.Acuity reflects conditions
typically related to the individual's disability that are not likely to change,and are generally not
impacted by outside factors.Client acuity is determined as either"High","Medium"or"Low"as
defined within WAC 388-828.Other considerations are generally related to the job or service
environment,which may impact the individual's level of support,regardless of acuity.
2. Employment Service Levels reflect Client Employment Acuity and other considerations,(see
Table One-Base Hours below);the Guidelines typically reflect direct service staff time provided
to or on behalf of the client to pursue or maintain employment.You may be eligible to receive
additional add on hours,(see Table Two,Add-On Hours below).
3. Short-term Employment Supports is a service that allows DDA to approve additional service hours
in addition to the amount of your employment service Base Hours and Add-On Hours for up to
three months when:
a) You are beginning a new job;or
b) There is a planned or unexpected change in your job or job duties;or
c) Your current employment is at risk and short-term supports are needed to assist you in
maintaining your current job.
4. The expectation is that all hours reported are documented specific to the client authorized and
relate to the goals and supports outlined within the client's Individual Employment Plan.
5. SUBCONTRACTOR is in compliance with allowable activities as defined in the Employment
Phases Billable Activities document.
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TABLE ONE-Base Hours
DDA DETERMINES YOUR EMPLOYMENT SERVICE LEVEL USING THE
FOLLOWING TABLE:
CLIENT YOUR THEN YOUR AND YOUR
ACUITY EMPLOYMENT EMPLOYMENT EMPLOYMENT
LEVEL STATUS SERVICE SERVICE BASE
IS: IS: LEVEL IS: HOURS PER
MONTH MAY BE:
WORKING A 0
NONE
NOT WORKING B 0
WORKING C 4
LOW
NOT WORKING D 7
WORKING E 7
MEDIUM
WORKING G 11
HIGH
NOT WORKING H 12
6. Group Supported Employment reflects shared support among 8 or fewer people at a worksite.
Service level to the individual may vary depending on staffing ratios within the worksite,the
acuity of individual's served at the worksite,the number of work hours available within the
worksite and the number of additional individualized support hours provided outside of the GSE
setting to transition towards integrated community employment.
7. Group Supported Employment services are a part of an individual's pathway to integrated jobs in
typical community employment.These services are intended to be short term and offer ongoing
supervised employment for groups of no more than eight(8)workers with disabilities in the same
setting.The service outcome is sustained paid employment leading to further career development
in integrated employment at or above minimum wage.Examples include enclaves,mobile crews,
and other business models employing small groups of workers with disabilities in integrated
employment community settings.
6. The average statewide ratio of staff to individuals within this environment is 1:6.
7. The expectation is that all hours reported are documented specific to the client authorized and
relate to the goals and supports outlined within the client's Employment Plan.
SKOOKUM GRP Contract 2019-2020
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TABLE TWO-Add-On Hours
DDA USES THE FOLLOWING TABLE TO
DETERMINE THE MAXIMUM NUMBER
OF ADD-ON HOURS YOU ARE ELIGIBLE
TO RECEIVE.
IF YOU MEET ONE YOU MAY BE
OF THE BELOW ELIGIBLE TO
CONDITIONS AND RECEIVE UP TO
YOUR THE
EMPLOYMENT FOLLOWING
LEVEL IS: AMOUNT OF
ADD-ON
HOURS:
A 0
B 0
C 5
D 7
E 5
n fie' 5 „S r ', ,e t
G 12
H 14
F. Group Supported Employment Unit of Service
1. One UNIT of Group Supported Employment service is$65.00.One UNIT is defined as one
"DAY"of direct service to one eligible client.An"DAY"is at least four(4)or more hours
of direct service;or ASSIGNED SERVICE LEVEL as defined above.
2. One"DAY"of direct service is defined as four(4)or more hours of paid productive work,
paid on-the-job training,or paid time off(such as routine holiday,vacation and sick leave)in
one 24-hour period.A minimum of four(4)hours of work a day is required.The Client must
work a minimum of four(4)hours a day to bill the COUNTY.
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