HomeMy WebLinkAbout062821_ca09 Consent Agenda
Juvenile Services
Jefferson County
Board of County Commissioners
Agenda Request
To: Board of County Commissioners
Mark McCauley, County Administrator
From: Barbara Carr, Juvenile Court Administrator
Date: June 21, 2021
Subject: Signing County Program Agreement#2183-22410
Consolidated Contract DCYF) —Juvenile Rehabilitation
STATEMENT OF ISSUE:
The attached document is the contract with DCYF/JRA that supports supervision for
moderate/high risk offenders, CJAA programs, CDDA, SSODA, evidenced-based programs such
as iACT, Connect and EET.
ANALYSIS:
This reflects the bridge contract arrangement until such time as the block grant contract
applications are disseminated, completed and approved by WAJCA and JR.
ALTERNATIVE:
N/A
FISCAL IMPACT:
This is a contract that will provide fee for service coverage until the final biennium contract is
applied for and finalized by DCYF, Juvenile Rehabilitation
RECOMMENDATION:
That the BOCC sign three original Consolidated Contract Program Agreements as presented.
DEPARTMENT CONTACT:
Barbara Carr
REVIEWED BY:
."&e_
4 //Z/
Mark McCaule ounty Administrator Date
COUNTY DCYF Agreement Number
1 ;° l„ 2163-21943
PROGRAMjr AGREEMENT
, v Evidence Based Expansion
This Program Agreement is by and between the State of Washington Administration or Division
Department of Social and Health Services(DCYF) and the County identified Agreement Number
below, and is issued in conjunction with a County and DCYF Agreement On County Agreement Number
General Terms and Conditions, which is incorporated by reference.
DCYF ADMINISTRATION DCYF DIVISION DCYF INDEX NUMBER DCYF CONTRACT CODE
Department of Children, Youth, Children, Youth and Families 1223 2073CS-63
and Families
DCYF CONTACT NAME AND TITLE DCYF CONTACT ADDRESS
Karena McGovern 1115 Washington St SE
Contract Specialist
Olympia,WA 98504
DCYF CONTACT TELEPHONE DCYF CONTACT FAX DCYF CONTACT E-MAIL
(360)870-5727 Click here to enter text. karena.mcgovern@dcyf.wa.gov
COUNTY NAME COUNTY ADDRESS
Jefferson County PO Box 1220
1820 Jefferson Street
Port Townsend,WA 98368
COUNTY UNIFORM BUSINESS IDENTIFIER(UBI) COUNTY CONTACT NAME
161-001-169
Barbara Carr
COUNTY CONTACT TELEPHONE COUNTY CONTACT FAX COUNTY CONTACT E-MAIL
(360)385-9190 (360)385-9191 bcarr@co.jefferson.wa.us
IS THE COUNTY A SUBRECIPIENT FOR PURPOSES OF THIS PROGRAM CFDA NUMBERS
AGREEMENT?
No
PROGRAM AGREEMENT START DATE ' PROGRAM AGREEMENT END DATE MAXIMUM PROGRAM AGREEMENT AMOUNT
07/01/2021 06/30/2023 See Exhibit B
EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into this
County Program Agreement by reference:
►1I Exhibits(specify): Exhibit A: Evidence-Based Expansion Contract Term, Reimbursement Procedures, and Program
Responsibilities; Exhibit B: Statement of Work; Exhibit C: Monthly Project Update Form;
Exhibit D: Monthly Reimbursement Request Form; and Exhibit E: Quarterly Target Update Form
The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive
understanding between the parties superseding and merging all previous agreements,writings,and communications, oral
or otherwise,regarding the subject matter of this Contract. The parties signing below represent that they have read and
understand this Contract,and have the authority to execute this Contract. This Contract shall be binding on DCYF only
upon signature by DCYF.
COUNTY SIGNATURE(S) PRINTED NAME(S)AND TITLE(S) DATE(S)SIGNED
DCYF SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
` `""` — June 22, 2021
Philip C. Hunsucker DATE Chief
Civil Deputy Prosecuting Attorney
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 1
EXHIBIT A
Evidence-Based Expansion Contract Term, Reimbursement Procedures,
and Program Responsibilities
1. Contract Purpose
The purpose of this Agreement is to fund and support the program services described in the attached
Statement of Work. The contract term begins July 1, 2021 and expires June 30, 2023.
2. Funding
As of July 1, 2021 the rates paid to the County will be the rate calculated for State Fiscal Year (SFY)
2022-2023.
If by July 1, 2021 the County does not have a completed written application for funding approved by JR
and signed by both parties, JR will temporarily reimburse the county according to the rates from the
EBE Contract SFY 2020-2021 (DCYF Contract No. 1963-59032) until September 1, 2021 to provide for
continuity of services.
Once the County's application is signed and approved, the SFY 2022-2023 funding rate shall apply
retroactively to July 1, 2021 and the County is responsible for adjusting its expenditures during the
remainder of the agreement term to account for any discrepancies.
If the County has not properly accounted for the difference between the two rates by April 30, 2022, JR
may adjust the amount reimbursed to the County for the final two months of the agreement to account
for these discrepancies.
3. Statement of Work
As of July 1, 2021, the County is responsible for adhering to the requirements described in Exhibit B:
Statement of Work - Evidence Based Expansion.
If by July 1, 2021 the County does not have a completed written application for funding approved by JR
and signed by both parties, the statements of work from the EBE Contract SFY 2020-2021 (DCYF
Contract No. 1963-59032) shall apply to all work performed under this agreement until September 1,
2021 to provide for continuity of services.
Once the County's application is signed and approved, the County shall be responsible for providing
services in accordance with the SFY 2022-2023 Statement of Work from that date forward.
4. Late Applications
If the County does not have a completed written application for funding approved by JR and signed by
both parties by September 1, 2021, JR may discontinue reimbursement until the application is
completed and approved.
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 2
EXHIBIT B
STATEMENT OF WORK
Evidence Based Expansion
1. Definitions
The words and phrases listed below, as used in this Contract, shall each have the following definitions:
a. "Client" means any child or adult who is authorized services by DCYF.
b. "County" means the Contractor.
c. "DCYF" means the Department of Children, Youth, and Families.
d. "JR means Juvenile Rehabilitation, a program under DCYF.
e. "JR Bulletins/Policies" means the JR Administrative Policies, which direct JR expectations.
f. "Limited Access" means supervised access to a juvenile(s) that is the result of the person's
regularly scheduled activities or work duties.
g. "Regular Access" means unsupervised access to a juvenile(s), for more than a nominal amount of
time that is the result of the person's regularly scheduled activities or work duties.
2. Purpose
As mandated by the Washington State Legislature, the purpose of this Contract is to provide funding to
expand evidence based treatment and training programs administered by local juvenile courts. The
expanded programs include:
• Functional Family Therapy (FFT);
• Multi-Systemic Therapy (MST);
• Coordination of Services (COS); and
• Education and Employment Training (EET).
3. General Requirements
Upon approval of the County Juvenile Court's Approved Evidence Based Expansion Application
Response, the County Juvenile Court shall:
a. Provide projects and services in compliance with the County Juvenile Court's Approved Evidence
Based Expansion Application Response to the Rehabilitation Administration's Juvenile
Rehabilitation (JR) Evidence Based Expansion Solicitation;
b. Administer a Washington State Juvenile Court prescreen or full risk assessment to participating
youth. Youth who are moderate to high risk on the prescreen assessment must receive a full
assessment. All moderate to high risk youth must receive a reassessment at the end of probation,
in accordance with the timeline specified in the County Juvenile Court's Approved Evidence Based
Application Response; and
c. Ensure compliance with existing Community Juvenile Accountability Act (CJAA) State Quality
Assurance Programs for the following programs: Functional Family Therapy; Multi-systemic
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 3
Therapy, Coordination of Services; and Education and Employment Training.
4. Intervention Programs
a. Functional Family Therapy, Multi-systemic Therapy, Coordination of Services, and Education and
Employment Training.
b. The County Juvenile Court must serve the number of youth at the cost budgeted and as detailed in
the County Juvenile Court's Approved Evidence Based Application Response. If the County
Juvenile Court anticipates a deviation from any aspect of its Application Response, it must submit a
written request for prior approval to the JR Juvenile Court Treatment Programs Administrator.
Service delivery must be based on and adhere to the following specifications:
(1) For Functional Family Therapy (FFT):
(a) General precepts/practices contained in FFT, LLC Initial 3-Day Training;
(b) Assessment/Reporting Standards contained in FFT, LLC 1-Day Systems Training;
(c) Clinical feedback from FFT LLC in on-going consultation and site visits;
(d) Feedback from designated FFT statewide Quality Assurance Administrator in on-going
consultation and site visits; and
(e) Precepts/practices of FFT contained in Blueprints for Violence Prevention.
(2) For Multi-systemic Therapy (MST):
(a) Precepts/practices of MST contained in Blueprints for Violence Prevention; and
(b) General precepts/practices contained in training, consultation, and clinical oversight as
provided by the University of Washington.
(3) For Coordination of Services (COS):
(a) Precepts and practices contained in Coordination of Services Statewide Manual; and
(b) General Precepts and practices contained in the Coordination of Services initial training.
(4) Employment Education and Training (EET):
(a) General precepts and practices contained in the EET Statewide Manual; and
(b) Feedback from designated EET statewide Quality Assurance Specialist in on-going
consultation and site visits.
c. For the interventions listed above, the Juvenile Court shall comply with:
(1) The Washington State Institute for Public Policy (WSIPP) evaluation design for CJAA (see
CJAA: Program Evaluation Design, WSIPP November 1998). WSIPP will evaluate recidivism
effects as well as the costs and benefits of the programs. The County Juvenile Court shall
participate with all parties to ensure effective program evaluation.
(2) RCW 13.40.500 through 13.40.550 which requires County Juvenile Courts to collect the name,
date of birth, gender, social security number, and Juvenile Information System (JUVIS) number
for each juvenile enrolled in the Evidence Based Expansion Program (EBP).
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 4
5. Performance-Based Contracting Implementation
DCYF is strategically implementing quality and outcome performance measures in contracts that
provide services to children and families as required by House Bill 1661. The purpose of this change is
to help achieve DCYF's long-term outcome goals, with a focus on building partnerships, using data to
learn and improve, and advancing racial equity.
a. DCYF Outcome Goals supported by Juvenile Courts' EBPs include:
(1) Parents and caregivers are supported to meet the needs of children and youth;
(2) Youth school engagement;
(3) High school graduation; and
(4) Youth mental/behavioral health.
b. Quality Measures
(1) The quality measures below only apply to Juvenile Court EBP's which are further described in
this Statement of Work.
(2) The County shall participate in ongoing reporting, monitoring, and discussion with DCYF for the
following quality measures (program starts):
Program Starts
Goal Youth access needed Evidence-Based Programs
(EBPs)
Metric Number of youth who start an EBP
Target 100% of youth identified in County's application to
start an EBP
Reporting Contractors will continue to report program starts in
Requirement the PACT reporting system
Performance Contract Size /Term: County's future allocation will be
Management based on percentage of target achieved in the current
contract cycle.
Continuous DCYF will support continuous improvement by
Improvement establishing a performance feedback loop to share
and review performance data with the County
annually, at a minimum.
6. Consideration
The maximum consideration for the Evidenced Based Expansion program for SFY22-23 is identified in
the "Juvenile Court Evidence Based Expansion Funding Awards SFY22-23" list, incorporated by
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 5
reference below in Section 11 of this Statement of Work.
a. Under expenditures in SFY22 may not be carried forward to the subsequent fiscal year. A revenue
sharing process may be made available during the latter part of SFY22 and SFY23 for all counties
participating in Evidence Based Expansion contracts, provided funding is available.
b. The full list of priorities is detailed in the "County Juvenile Court's Washington State Juvenile Court
Evidence Based Expansion Application". County Juvenile Courts shall submit the JR provided
"Revenue Sharing Requests/Returns Form" to the JR Juvenile Court Treatment Programs
Administrator no later than May 15th of each fiscal year. Late submittals shall not be considered,
unless otherwise mutually agreed upon. Revenue sharing increases and decreases will be
awarded by distribution of a revised "Juvenile Court Evidence Based Expansion Funding Awards
SFY22-23" list. The total maximum consideration for this contract may increase or decrease,
depending on the results of revenue sharing distributions and changes in appropriations as directed
by the legislature."
c. JR will review utilization by January 1st each fiscal year. If the County Juvenile Court has
significantly exceeded their proposed cost per participant as detailed in their "County Juvenile
Court's Washington State Juvenile Court Evidence Based Expansion Application", the Juvenile
Court Treatment Programs Administrator and CJAA Advisory Committee shall intervene and a
develop a work plan with the County Juvenile Court to maintain compliance with their proposed cost
per participant.
d. The cost per participant is determined in the "County Juvenile Court's Washington State Juvenile
Court Evidence Based Expansion Application", incorporated herein by reference."
e. Reimbursable costs include staff salaries, staff benefits, training, fees, quality assurance where
appropriate, and local expenditures on administration.
f. Reimbursement for administrative and equipment costs shall not exceed 15% of the original annual
allotment. Administrative costs include discrete, assignable activities and cost necessary for overall
management and support of a program.
7. Payment and Billing
a. DCYF shall pay the County upon acceptance by DCYF of a properly completed Invoice Voucher (A-
19), or other JR pre-approved invoice document, and the required monthly project forms. JR
retains the right to withhold payment for incomplete or delinquent reimbursement packages.
b. The following Deliverables must be attached with the Invoice Voucher (A-19) and completed before
payment will be made by JR:
(1) Monthly Project Update Form. Use Exhibit C— Monthly Project Update Form. Submit a
separate Update Form for each intervention program (FFT, MST, COS and EET);
(2) Monthly Reimbursement Request Form. Use Exhibit D — Monthly Reimbursement Request
Form. Submit a separate Update Form for each intervention program (FFT, MST, COS and
EET);
(3) Quarterly Target Update Form. Use Exhibit E —Quarterly Target Update Form. Submit a
separate Target Update Form for each intervention program (FFT, MST, COS and EET) to JR
within 15 days following each fiscal quarter being reported on. This form does not need to be
submitted with the monthly Invoice Voucher (A-19); and
(4) Completed Monthly Business Intelligence Tool (BIT) EBP Summary Report.
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 6
c. The County Juvenile Court agrees to accept payment as outlined in this Billing and Payment
Section of the Contract as total and complete remuneration for services provided to offenders under
this Contract. This does not preclude the County from seeking other funding sources. No indirect
costs are allowed.
d. The County Juvenile Court shall use these funds to supplement, not supplant, the amount of
federal, state, and local funds otherwise expended for the services provided under this Contract.
e. Under no circumstance shall the County Juvenile Court bill twice for the same services.
f. The County Juvenile Court shall maintain backup documentation of all costs billed under this
Contract.
g. Stop Payment. If reports required under this Contract are delinquent, JR may stop payment to the
County Juvenile Court until such required reports are submitted to JR.
8. County Compliance
a. Subcontractors
If the County Juvenile Court utilizes subcontractors for the provision of services under this Contract,
the County Juvenile Court must notify the JR Juvenile Court Treatment Programs Administrator in
writing and maintain sufficient documentation to verify that the subcontractors meet all the
requirements under this Contract. In no event shall the existence of a subcontract release or
reduce the liability of the County Juvenile Court for any breach of performance.
b. Other Provisions
The County Juvenile Court shall comply with the following other provisions for all services provided
under this Contract.
(1) Background Check/Criminal History
(a) This requirement applies to any employees, volunteers and subcontractors who may have
unsupervised access to children served under this Contract.
(b) In accordance with Chapters 388-700 WAC (JR -Practices & Procedures), 72.05 RCW
(Children & Youth Services), and by the terms of this contract, the County and each of its
employees, subcontractors, and/or volunteers who may or will have regular access to any
client/juvenile must be cleared through a JR approved criminal history and background
check. In addition, the County, each of their employees, subcontractors, and/or volunteers,
who may or will have limited access to any client/juvenile, may be required to be cleared
through a JR approved criminal history and background check.
(c) By execution of this contract, Contractor affirms that Contractor, each of its employees,
subcontractors, and/or volunteers, who may or will have regular access have not been
convicted of any of the following:
i. Any felony sex offense as defined in 9.94A.030 RCW (Sentencing Reform Act-
Definitions) and 9A.44.130 RCW (Sex Offenses);
ii. Any crime specified in Chapter 9A.44 RCW (Sex Offenses) when the victim was a
juvenile in the custody of or under the jurisdiction of JR; or
iii. Any violent offense as defined in 9.94A.030 RCW(Sentencing Reform Act-Definitions).
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 7
Contractor must require that current employees, volunteers, and contracted service
providers who are authorized for regular access to a juvenile(s) report any guilty plea or
conviction of any of the above offenses. The report must be made to the person's
supervisor within seven (7) days of conviction and any person who have reported a
guilty plea or conviction for one or more of these offenses must not have regular access
to any offender. Contractor shall also document background checks/criminal history
clearances for monitoring purposes.
(2) Sexual Misconduct
(a) Sexual Misconduct- 13.40.570 RCW (Sexual misconduct by state employees, contractors)
states that when the Secretary has reasonable cause to believe that sexual intercourse or
sexual contact between the employee of a Contractor and an offender has occurred, the
Secretary shall require the employee of a Contractor to be immediately removed from any
employment position which would permit the employee to have any access to any offender.
(b) By execution of this Contract, Contractor affirms that Contractor, each of its employees,
subcontractors, and/or volunteers are knowledgeable about the requirements of 13.40.570
RCW (Sexual misconduct by state employees, contractors) and of the crimes included in
9A.44 RCW (Sex Offenses).
(c) In addition, the Secretary shall disqualify for employment with a Contractor in any position
with access to an offender, any person:
(d) Who is found by the department, based on a preponderance of the evidence, to have had
sexual intercourse or sexual contact with the offender; or
(e) Convicted of any crime specified in chapter 9A.44 RCW (Sex Offenses) when the victim was
an offender
(f) If any actions are taken under 13.40.570 RCW, subsections (3) or (4), the Contractor must
demonstrate to the Secretary they have greatly reduced the likelihood that any of its
employees, volunteers, or subcontractors could have sexual intercourse or sexual contact
with any offender. The Contract shall not be renewed unless the Secretary determines
significant progress has been made.
9. Compliance with JR Policies and Standards
a. In addition to the governing Federal and State laws and regulations, the Contractor shall comply
with all DCYF and JR Rules and Policies as applicable to the services provided.
b. In case of conflict or inconsistency between the aforementioned, the higher standard of compliance
shall prevail.
10. Monitoring
The County shall assist the JR to perform reviews of sites where services are delivered at regular
intervals using agreed upon forms and methods.
11. Items Incorporated by Reference
a. RCW 13.40.500 — 13.40.550;
b. Juvenile Disposition Sentencing Standards;
c. Evidence-Based Public Policy Options to Reduce Future Prison Construction (October 2006);
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 8
d. Providing Evidence-Based Programs with Fidelity in Washington State Juvenile Courts: Cost
Analysis; and
e. The County's SFY 2022-2023 Washington State Juvenile Court Evidence Based Expansion
Application.
12. JR Program Contact Information
The primary program contact for this Contract for DCYF shall be:
Robert Leonard
Program Administrator
Juvenile Rehabilitation
1115 Washington St. SE 98504-4570
206.639.6009
Robert.Leonardcu dcyf.wa.gov
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 9
EXHIBIT C
Juvenile Court Evidence Based Expansion
MONTHLY PROJECT UPDATE FORM SFY22-23
The following information must be submitted on the Monthly Project Update Form, as provided by JR,
for each type of intervention (FFT, MST, COS and EET) and attached to an Invoice Voucher Form A-
19 when submitting requests for payment to JR:
a. County Name
b. Month/Year of Service
c. The court's projected number of youth who will start the program for the current fiscal year
d. The number of youth who started the program during this month (Youth shall only be counted as a
starter one time per evidence based program per probation obligation)
e. The total number of youth who started the program since the beginning of the current fiscal year
f. The number of youth who have successfully completed the program during this month
g. The number of youth who have successfully completed the program since the beginning of the
current fiscal year
h. The total number of youth who are still active in the program and have not completed as of the end
of this month
i. The Total Reimbursement for the program since the beginning of the current fiscal year
j. The County's current cost per youth for the program
k. Program Comments (include barriers to getting youth to start the programs and/or any opportunities
to expand the programs)
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 10
EXHIBIT D
Juvenile Court Evidence Based Expansion
MONTHLY REIMBURSEMENT REQUEST FORM SFY22-23
Attach completed Form(s) to an Invoice Voucher Form (A-19) when submitting requests for payment
to JR. Note: Complete a separate MONTHLY REIMBURSEMENT REQUEST FORM for each type of
intervention (FFT, MST, COS and EET).
COUNTY MONTH/YEAR INTERVENTION PROGRAM
(FFT, MST, ETC.)
COSTS THIS MONTH
$
$
$
Administrative (not to exceed 15%) $
TOTAL COST $
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 11
EXHIBIT E
Juvenile Court Evidence Based Expansion
QUARTERLY TARGET UPDATE FORM SFY22-23
Submit completed Form(s) to JR within 15 days following each fiscal quarter being reported on. Note:
Complete a separate QUARTERLY TARGET UPDATE FORM for each type of intervention (FFT, MST,
COS and EET).
COUNTY QUARTER YEAR INTERVENTION PROGRAM
(FFT, MST, ETC.)
PROPOSED QUARTERLY TARGETS
FIRST QUARTER: SECOND QUARTER: THIRD QUARTER: FOURTH QUARTER:
JUL — SEP OCT — DEC JAN — MAR APR — JUN
ACTUAL QUATERLY TARGETS
1. is the number of youth who participated in the project for the quarter being
reported.
2. is the number of youth who completed the project for the quarter being reported.
BARRIERS/ISSUES TO MEETING QUARTERLY PARTICIPATION
IDENTIFIED OPPORTUNITIES TO EXPAND PARTICIPATION
Department of Children,Youth,and Families
2073CS County Evidence Based Expansion Program Agreement 6-21-2019 Page 12