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Consent Agenda
Public Heat
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, Interim County Administrator
FROM: Vicki Kirkpatrick, Director
Aimee Calahan, Financial Operations Coordinator
DATE: illt1112't a°a)
SUBJECT: Agenda Item — Program Agreement with DSHS for Working Advance Long-
term Payable; July 1, 2021—June 30, 2022
STATEMENT OF ISSUE:
Jefferson County Public Health requests Board approval of the Program Agreement with DSHS for Long-Term
Payables; July 1, 2021 - June 30, 2022.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
The agreement advances funds, in anticipation of the actual approval of those plans filed by the Contractor
(JCPH) with DSHS for the Division of Developmental Disabilities (DDD) program operated during the contract
period. This agreement is governed by terms in accordance with the General Terms and Conditions between
DSHS and the Contractor.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This contract has no fiscal impact.
RECOMMENDATION:
Jefferson County Public Health requests Board approval of the Program Agreement with DSHS for Long-Term
Payables; July 1, 2021 —June 30, 2022.
REVIEWED BY:
_71/4/4
'71//g/(0 /
Mark McCauley, I erim County Adminis , 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
DSHS Agreement Number
attilla COUNTY 2163-23571
seArtrEa PROGRAM AGREEMENT
Working Advance Long-Term Payable
This Program Agreement is by and between the State of Washington Department of Administration or Division
Social and Health Services (DSHS)and the County identified below, and is issued in Agreement Number
conjunction with a County and DSHS Agreement On General Terms and Conditions,
which is incorporated by reference. County Agreement Number
_ 2163-23571
DSHS ADMINISTRATION DSHS DIVISION DSHS INDEX NUMBER DSHS CONTRACT CODE
Facilities, Finance and Financial Services 1223 8030CS-63
Analytics Administration
DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS
Rebecca Doane PO Box 45842
Office Chief
Olympia WA 98504-5842
DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAIL
(360)763-2977 Click here to enter text. rebecca.doane@dshs.wa.gov
COUNTY NAME COUNTY ADDRESS
Jefferson County Castle Hill Center
615 Sheridan
Port Townsend WA 98368-2476
COUNTY CONTACT NAME
Aimee Calahan
COUNTY CONTACT TELEPHONE COUNTY CONTACT FAX COUNTY CONTACT E-MAIL
Click here to enter text. acalahan@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 06/30/2022 Based on Annual Review
The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive
understanding between the parties superseding and merging all previous agreements,writings, and communications,oral
or otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and
understand this Contract, and have the authority to execute this Contract. This Contract shall be binding on DSHS only
upon signature by DSHS.
COUNTY SIGNATURE(S) PRINTED NAME(S)AND TITLE(S) DATE(S)SIGNED
DSHS SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
Kerra Lynch,Contract Manager
DSHS Central Contracts and Legal Services ,
Approved as to form only:
_ ,. July 6, 2021
Philip C.Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
DSHS Central Contract Services
8030CS County Long-Terri Payable(3-28-2017) Page 1
SPECIAL TERMS AND CONDITIONS
1. Definitions
a. "Commingle" is the act of mixing the funds and/or Long-Term Payables for one program with the
funds of another program.
b. "Documentation of Funds form" (DOF) is a form provided to the County each year by DSHS on
which the County records qualifying previous year expenditures from which DSHS can appraise
and evaluate the amount of the existing Long-Term Payable or appropriate adjustments.
c. "Long-Term Payable" means funds provided by DSHS to the County in anticipation of specific client
services provided by the County. The County shall not be allowed to retain any overage
of the Long-Term Payable funds if the County does not actually provide the anticipated services
during the given timeframe. Long-Term Payable funds are to be reconciled by April 30 of each
year and any funds not fully utilized shall be refunded to DSHS by May 31 of each year.
2. Purpose
a. It is the purpose of this Agreement to specify the procedure by which DSHS will assess and, if
necessary, adjust the Long-Term Payable it provides to the County.
b. Funds to support contracts for the following DSHS programs may be included in a Long-Term
Payable: Developmental Disabilities Administration (DDA) and/or Aging and Long-Term Support
Administration (ALTSA).
3. Statement of Work
a. County Responsibilities
(1) The County shall submit to DSHS, on forms provided by DSHS and by a date determined by
DSHS, a completed Documentation of Funds form (DOF) from which DSHS shall assess
whether or not an adjustment to the amount of the Long-Term Payable provided to the County is
warranted.
(2) The County shall exclude all amounts related to its Prepaid Inpatient Health Plan expenditures
from its DOF.
(3) The County shall repay to DSHS all of the Long-Term Payable funds received from DSHS that
exceed the amount that DSHS determines is warranted. Repayment requirements shall be
based upon DSHS assessment of the most recent annual DOF submitted by the County to
DSHS. Any Long-Term Payable funds not fully utilized by the County, as determined by DSHS
through the DOF process, shall be refunded to DSHS by May 31 of each year.
(4) The County shall only utilize Long-Term Payable funds for the DSHS program or service for
which the funds were originally designated. Long-Term Payable funds may not be commingled
between or among programs or services.
(5) Any interest the County earns on the Long-Term Payable funds shall only be utilized for the
DSHS programs or services for which the funds were originally designated. Long-Term Payable
interest shall not be used for programs or services unrelated to the client services anticipated by
this Agreement.
(6) The County shall record the Long-Term Payables in its financial records.
DSHS Central Contract Services
8030CS County Long-Term Payable(3-28-2017) Page 2
SPECIAL TERMS AND CONDITIONS
b. DSHS Responsibilities
(1) DSHS shall assess the DOF submitted by the County to determine if, during the term of this
Agreement, any adjustment to the original two month Long-Term Payable provided to the
County is warranted.
(2) Adjustment may include DSHS request for repayment by County of any Long-Term Payable
amounts previously paid to County that are in excess of the amount currently warranted.
4. Termination
In the event that this Agreement, or a program contract listed in 2.b. above, is terminated prior to
completion, DSHS shall take all available steps to recover any Long-Term Payable determined to be an
overpayment and the County shall fully cooperate during the recovery process.
DSHS Central Contract Services
8030CS County Long-Term Payable(3-28-2017) Page 3