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Home My WebLink About20093076.tiffMEMORANDUM 1%ice fiarw DATE: November 19, 2009 TO: William F. Garcia, Chair, Weld County Board gf CommissionersilimC FROM Judy g t` A. Griego, Director, De artmen coI-I& lari of Th COLORADO e p RE: Weld County Addendum to Purchase Therapeutic Residential Child Care Facility Services and Residential Child Care Facility Services between the Weld County Department of Human Services and Various Contractors to be Placed on the Consent Agenda Enclosed for Board approval are Weld County Addendums to Purchase Therapeutic Residential Child Care Facility Services and Residential Child Care Facility Services between the Department and various providers. Please place on the Consent Agenda. Below are the major provisions of the attached Agreements: No. Provider/Term Type of Facility/Location Daily Rate I Reflections for Youth, Inc. Therapeutic Residential Child Care $163.87 Residential Child Care $132.00 October 1, 2009 — June 30, 2010 Berthoud, Colorado 2 Shiloh Home Therapeutic Residential Child Care $175.59 Residential Child Care $175.59 December 1, 2009 — June 30, 2010 Longmont, Colorado If you have any questions, give me a call at extension 6510. #A'("s'C) emsitf Air id& IiI9-7)Iawl 2009-3076 Actt lURe COLORADO TO: FROM: DATE: SUBJECT: DEPARTMENT OF HUMAN SERVICES P.O. BOX A GREELEY, CO. 80632 Website: www.co.weld.co.us Administration and Public Assistance (970) 352-1551 Child Support (970) 352-6933 MEMORANDUM Judy Griego — Director Lesley Cobb - Child Welfare Rate Negotiator November 1, 2009 The Weld County Addendum to the Agreement to Purchase Out -Of -Home Placement Services contracts for Therapeutic Residential Child Care Facility services. Attached please find the Weld County Addendum to the Agreement to Purchase Out -Of -Home Placement Service Contracts for Therapeutic Residential Child Care Facility services for the following provider: Weld County Therapeutic Residential Child Care Facility Providers 2009-2010 Reflections For 1 Youth, Inc. Berthoud, CO PO Box 1860 80513 1530130 $132.00 j $163.87 This contract is with new provider and has not been presented under the consent agenda. I am requesting these be put on the next work session in order to be signed and approved by the Board of County Commissioners. If you have any questions please call me at Ext. 6441 WELD COUNTY ADDENDUM To that certain Agreement to Purchase Therapeutic Residential Child Care Facility Services and Residential Child Care Facility Services (the "Agreement") between Reflections For Youth, Inc. and Weld County Department of Human Services for the period from October 1, 2009 through June 30, 2010. The following provisions, made this day of ©CAS , 2009, are added to the referenced' Agreement. Except as modified hereby, all terms of the Agreement remain unchanged. 1. County agrees to purchase and Contractor, identified as Provider ID#1530130, agrees to provide: A. Child Maintenance, Administrative Maintenance and Services, which are listed in this Agreement at a rate of $163.87 per day for children placed within the Therapeutic Residential Child Care Facility. B. Child Maintenance, Administrative Maintenance and Services, which are listed in this Agreement at a rate of $132.00 per day for children placed within the Residential Child Care Facility. C. Additional services not covered by Medicaid or considered within the above vendor rate. These additional services/rates may be negotiated on a child by child basis, based on the needs of the child and in accordance with the Colorado Department of Human Services Agency Letter CW-06-11-I dated June 8, 2006. These services will be for children who have been deemed eligible for social services under the statutes, rules and regulations of the State of Colorado. 2. Section I, Paragraph 2. All bed hold authorizations and payments are subject to a 3 day maximum for a child's temporary absence from a facility, including hospitalization. Bed hold requests must have prior written authorization from the Department Administrator before payment will be release to provider. Reimbursement rates for bed hold days may not exceed the state standard rate for administrative maintenance and administrative services or may be a reduced rate that is mutually agreed upon. 3. Add Paragraph 6 to Section I. The services purchased under this Agreement as Child Maintenance, Administrative Maintenance and Services for Therapeutic Residential Child Care Facilities and Residential Child Care Facilities include, but are not limited to: Food, shelter, clothing, personal needs and allowance, administration, administrative overhead, support staff, support overhead, sleep -over staff, direct child care, transportation, therapeutic recreation, service delivery staff, parent training for teens, independent living training, mentor/advocate, supervised visitation and all other services as outlined in the Contractor's scope of service attached as Exhibit A or the Child Specific Addendum. The anticipated minimum percentage for each item is as follows and will be subject to County monitoring as outlined in Section VI of this contract: A. Food, including meals and snacks (25%); B. Clothing (3%); C. Shelter, including utilities and use of household furnishing and equipment and daily supervision, including those activities that a parent would normally carry out to assure protection, emotional support and care of the child (30%); D. Personal items and grooming care for the child, such as toothpaste, toothbrushes, soap, combs, haircuts, and other essentials (2%); Weld County SS -23A Addendum E. Other/miscellaneous items considered usual in the care and supervision of the child, include, but are not limited to, transportation, recreation and overhead (40%) 4. Add Paragraph 7 to Section I. A minimum of one polygraph test per Colorado fiscal year, if needed by the child, will be furnished by the Contractor under this contract for facilities that provide sex offender treatment. 5. Add Paragraph 8 to Section I. Any additional costs for specialized services, which include, but are not limited to; polygraph tests, plethysmographs, and urinalysis screens, that is not provided within the vendor rate or attached Scope of Service, will need be negotiated and authorized, in writing by the County, prior to the service being performed. Any payment for specialized services not authorized in writing will be denied. 6. Add Paragraph 5 to Section II. Contact by the Contractor with the County regarding emergency medical, surgical or dental care will be made in person -to -person communication, not through phone mail messages. During regular work hours, the Contractor will make every effort to notify the assigned caseworker, supervisor, or intake screener of any emergency medical, surgical or dental issues prior to granting authorization. During non -regular work hours, weekends and holidays, the Contractor will contact the Emergency Duty Worker at the pager number (970) 304-2749. 7. Section III, Paragraph 5. Contractor additionally agrees to have appropriate personnel available for staffing current placements with the Utilization Review Team. This review team convenes every Monday morning, excluding holidays. 8. Add Paragraph 13 to Section IV. Agree to cooperate with any vendors hired by Weld County Department of Human Services to shorten the duration of placement. 9. Add Paragraph 14 to Section IV. Agree to schedule physical examinations within 14 days after placement, dental examinations within eight weeks after placement and forward all appropriate information to the County. 10. Add Paragraph 15 to Section IV. A full evaluation of an Individualized Educational Plan (IEP) for youth designated as a Special Education Student will be conducted every 3 years and reviewed every year. If the IEP is due while the child is in placement, the Contractor will complete or obtain a completed IEP. A copy will then be forwarded to the County. 11. Add Paragraph 16 to Section IV. Assure and certify that it and its principals: A. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from covered transactions by a federal department or agency. B. Have not, within a three-year period of preceding this Agreement, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 2 Weld County SS -23A Addendum C. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (B) above. D. Have not within a three-year period preceding this Agreement, had one or more public transactions (federal, state, and local) terminated for cause or default. 12. Section V, Paragraph 5. Children in Therapeutic Residential Child Care Facilities, Residential Child Care Facilities and Child Placement Agencies are not eligible to receive clothing allowances as outlined in the Weld County Department of Human Services Policy and Procedure Manual. 13. Add Paragraph 7 to Section VI. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties or their assignees, and nothing contained in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties or their assignees receiving services or benefits under this Agreement shall be an incidental beneficiary only. 14. Add Paragraph 8 to Section VI. No portion of this Agreement shall be deemed to constitute a waiver of any immunity the parties or their officers or employees may posses, nor shall any portion of this Agreement be deemed to have created a duty of care that did not previously exist with respect to any person not a party to this Agreement. The parties hereto acknowledge and agree that no part of this Agreement is intended to circumvent or replace such immunities. 15. Add Paragraph 9 to Section VI. The Director of Human Services or designee may exercise the following remedial actions should s/he find the Contractor substantially failed to satisfy the scope of work found in this Agreement. Substantial failure to satisfy the scope of work shall be defined to mean incorrect or improper activities or inaction by the Contractor. These remedial actions are as follows: A. Withhold payment to the Contractor until the necessary services or corrections in performance are satisfactorily completed; B. Deny payment or recover reimbursement for those services or deliverables which have not been performed and which due to circumstances caused by the Contractor cannot be performed or if performed would be of no value to the Human Services. Denial of the amount of payment shall be reasonably related to the amount of work or deliverables lost to Human Services; C. Recover from the Contractor any incorrect payment to the Contractor due to omission, error, fraud, and/or defalcation by deducting from subsequent payments under this Agreement or other agreements between Human Services and the Contractor, or by Human Services as a debt to Human Services or otherwise as provided by law. 3 Weld County SS -23A Addendum 16. Add Paragraph 10 to Section VI. The contractor shall promptly notify Human Services in the event in which it is a party defendant or respondent in a case, which involves services provided under the agreement. The Contractor, within five (5) calendar days after being served with a summons, complaint, or other pleading which has been filed in any federal or state court or administrative agency, shall deliver copies of such document(s) to the Human Services' Director. The term "litigation" includes an assignment for the benefit of creditors, and filings in bankruptcy, reorganizations and/or foreclosure. IN WITNESS WHEREOF, the parties hereto have duly executed the Addendum as of the day, month, and year first above written. ATTEST: Weld County Clerk to the Board mid By: Deputy ' erk Approval as to Substance: WELD COUNTY DEPARTMENT OF HUMAN SERVICES By: WELD COUNTY BOARD OF SOCIAL SERVICES, ON BEHALF OF THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES Chair Signature NOV 2 3 2009 CONTRACTOR Reflections For Youth, Inc. PO Box 1860 Berthoud CO 80513 By: 4 c9e -76 Weld County SS -23A Addendum Reflections for Youth, Inc. Grismore RCCF - Scope of Service (Oct 2009 - June 2010) Grismore RCCF is an adolescent male facility. It is currently a ten (10) bed facility that will meet the needs of youth between the ages of 12 and 18 (can serve youth above the age of 18 under special consideration). The program is an incentive/rewards based program that offers all of the support services, including milieu and group support, as well as individual support. The staffing ratio will be no more than 1 qualified staff to six youth during awake hours and 1 qualified staff to 12 youth during sleep hours. All program staff meet the requirements of wither two years of college education or two years of related experience, with the majority of program staff holding bachelor's degrees. Group and/or individual support may include issues related to emotions management, drug and alcohol education (not therapy), life skills, social skills and a weekly boy's group, but will not include individual, group or family therapies by a licensed therapist unless those services are specifically requested as part of the menu of services. If required, those therapeutic services, including psychiatric/medication monitoring will occur at the local mental health center unless the placing agency makes a decision to contract with Reflections for Youth, Inc. for those services. Youth that have committed sexual offenses will be admitted to the program and if needed, SOMB services, can be contracted for with the program. All staff working at the Grismore facility will become Informed Supervisors within 30 days of their hire date. Currently, all Grismore program staff are Informed Supervisors. Residential services at Grismore are provided in a family -style home, non - institutionalized environment and involve the use of community support and recreational services on a regular basis. Educational services will be provided at Reflections Academy for the first 30 days and then based on needs assessment and treatment team input, a RCCF youth will either transition to a local public school, remain at Reflections Academy (with IEP but not day treatment) or an alternative education plan will be developed. Youth without an IEP will have an option to attend Reflections Academy for up to 30 days, during which time they will be transitioned to a local public school. The understanding is that as often as possible, educational options will be discussed and decided upon prior to intake. For older youth that are interested in and approved to work toward completion of a GED, that service can be offered as well through the adult learning center in Loveland. Job skills, vocational development and the potential for internships or paid work opportunities exist through involvement in our life skills program and with staff support from our Community Development Coordinator position. Once successfully completed with the RCCF and to promote a positive continuum of care for identified youth transitioning to a lower level of care, three levels of day treatment; day treatment, day treatment with DBT and enhanced day treatment, as well as home -based support services are available for all youth. Daily Rate of Service: The daily rate for the Grismore RCCF program is $132.00/day. For SOMB youth requiring ongoing therapy the daily rate still applies provided that he placing agency contracts for and pays for the cost of SOMB therapy and support services separately. In the event the placing agency contracts with Reflections for Youth, Inc. to provide the therapy services, an additional $31.40/day would be charged for services to include individual therapy, group therapy, family therapy and MDT functions performed by the SOMB therapist. Menu of Services: Drug and Alcohol Therapy: Reflections for Youth, Inc. is requesting an additional $7.75/day for a youth that is involved in the full drug and alcohol treatment program, which includes additional group and individual sessions per week, plus assessment services at the beginning and throughout the length of the youth's program. Therapeutic Services: In the event the placing agency chooses to contract with Reflections for Youth, Inc. for therapeutic services, the costs are as follows and are based on Medicaid reimbursement rates: Individual Therapy (45 minutes): $60.64 per session Family Therapy: $58.38 per session Group Therapy: (15 minutes) $ 4.20 per 15 minutes COLORADO DEPARTMENT OF HUMAN SERVICES P.O. BOX A GREELEY, CO. 80632 Website: www.co.weld.co.us Administration and Public Assistance (970) 352-1551 Child Support (970) 352-6933 MEMORANDUM TO: Judy Griego — Director FROM: Lesley Cobb - Child Welfare Rate Negotiator DATE: November 2, 2009 SUBJECT: The Weld County Addendum to the Agreement to Purchase Out -Of -Home Placement Services contracts for Therapeutic Residential Child Care Facility services. Attached please find the Weld County Addendum to the Agreement to Purchase Out -Of -Home Placement Service Contracts for Therapeutic Residential Child Care Facility services for the following provider: Weld County Therapeutic Residential Child Care Facility Providers 2009-2010 R CF NAME a MAILING-, > , = ADDRESS k u � CITY TATEZIP 'RAC IL IQic ao "# I CCF` ' ft 4TE - 4 CC TE ,rl, 1 Shiloh House 6400 W Coal Mine Ave Littleton CO 80123 1539982 $175.59 $175.59 This contract amends the original agreement to reflect that Weld County is reducing its number of guarantee beds to three (3) effective December 1, 2009. I am requesting this be put on the next work session in order to be signed and approved by the Board of County Commissioners. If you have any questions please call me at Ext. 6441 WELD COUNTY ADDENDUM To that certain Agreement to Purchase Therapeutic Residential Chi Facility Services and Residential Child Care Facility Services (the '2 Arl "Agreement") between Shiloh House and Weld County Department of Human Services for the period from December 1, 2009 through June 30, 2010. The following provisions, made this day of d//3(vs,.lxt , 2009, are added to the referenced Agreement. Except as modified hereby, all terms of the Agreement remain unchanged. 1. County and Contractor, identified as Provider ID#1539982, agrees as follows: A. Contractor will provide three (31 guaranteed Therapeutic Residential Child Care Facility (TRCCF) beds, located at 745 Highway 119, Longmont, CO, for the exclusive use of the County. County agrees to pay $175.59 per day for each guaranteed bed that is not filled by a County youth. B. Contractor will provide Child Maintenance, Administrative Maintenance and Services, which are listed in this Agreement at a rate of $175.59 per day for children placed within the Therapeutic Residential Child Care Facility. C. Contractor will provide Child Maintenance, Administrative Maintenance and Services, which are listed in this Agreement at a rate of $175.59 per day for children placed within the Residential Child Care Facility. RCCF placements may be considered as guarantee beds on a case by case basis. D. Contractor will give County youth priority placement at other facilities operated by Contractor. E. Additional services not covered by Medicaid or considered within the above rate may be negotiated on a child by child basis, based on the needs of the child and in accordance with the Colorado Department of Human Services Agency Letter CW-06-11-I dated June 8, 2006. These services will be for children who have been deemed eligible for social services under the statutes, rules and regulations of the State of Colorado. 2. Section I, Paragraph 2. All bed hold authorizations and payments are subject to a 3 day maximum for a child's temporary absence from a facility, including hospitalization. Bed hold requests must have prior written authorization from the Department Administrator before payment will be release to provider. Reimbursement rates for bed hold days may not exceed the state standard rate for administrative maintenance and administrative services or may be a reduced rate that is mutually agreed upon. 3. Add Paragraph 6 to Section I. The services purchased under this Agreement as Child Maintenance, Administrative Maintenance and Services for Therapeutic Residential Child Care Facilities and Residential Child Care Facilities include, but are not limited to: Food, shelter, clothing, personal needs and allowance, administration, administrative overhead, support staff, support overhead, sleep -over staff, direct child care, transportation, therapeutic recreation, service delivery staff, parent training for teens, independent living training, mentor/advocate, supervised visitation and all other services as outlined in the Contractor's scope of service attached as Exhibit A or the Child Specific Addendum. The anticipated minimum percentage for each item is as follows and will be subject to County monitoring as outlined in Section VI of this contract: A. Food, including meals and snacks (25%); B. Clothing (3%); Weld County SS -23A Addendum C. Shelter, including utilities and use of household furnishing and equipment and daily supervision, including those activities that a parent would normally carry out to assure protection, emotional support and care of the child (30%); D. Personal items and grooming care for the child, such as toothpaste, toothbrushes, soap, combs, haircuts, and other essentials (2%); E. Other/miscellaneous items considered usual in the care and supervision of the child, include, but are not limited to, transportation, recreation and overhead (40%) 4. Add Paragraph 7 to Section I. A minimum of one polygraph test per Colorado fiscal year, if needed by the child, will be furnished by the Contractor under this contract for facilities that provide sex offender treatment. 5. Add Paragraph 8 to Section I. Any additional costs for specialized services, which include, but are not limited to; polygraph tests, plethysmographs, and urinalysis screens, that is not provided within the vendor rate or attached Scope of Service, will need be negotiated and authorized, in writing by the County, prior to the service being performed. Any payment for specialized services not authorized in writing will be denied. 6. Add Paragraph 5 to Section II. Contact by the Contractor with the County regarding emergency medical, surgical or dental care will be made in person -to -person communication, not through phone mail messages. During regular work hours, the Contractor will make every effort to notify the assigned caseworker, supervisor, or intake screener of any emergency medical, surgical or dental issues prior to granting authorization. During non -regular work hours, weekends and holidays, the Contractor will contact the Emergency Duty Worker at the pager number (970) 304-2749. 7. Section III, Paragraph 5. Contractor additionally agrees to have appropriate personnel available for staffing current placements with the Utilization Review Team. This review team convenes every Monday morning, excluding holidays. 8. Add Paragraph 13 to Section IV. Agree to cooperate with any vendors hired by Weld County Department of Human Services to shorten the duration of placement. 9. Add Paragraph 14 to Section IV. Agree to schedule physical examinations within 14 days after placement, dental examinations within eight weeks after placement and forward all appropriate information to the County. 10. Add Paragraph 15 to Section IV. A full evaluation of an Individualized Educational Plan (IEP) for youth designated as a Special Education Student will be conducted every 3 years and reviewed every year. If the IEP is due while the child is in placement, the Contractor will complete or obtain a completed IEP. A copy will then be forwarded to the County. 11. Add Paragraph 16 to Section IV. Assure and certify that it and its principals: A. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from covered transactions by a federal department or agency. B. Have not, within a three-year period of preceding this Agreement, been convicted of or had a civil judgment rendered against them for commission of fraud or a 2 Weld County SS -23A Addendum criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; C. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state, or local) with commission of any of the offenses enumerated in paragraph (B) above. D. Have not within a three-year period preceding this Agreement, had one or more public transactions (federal, state, and local) terminated for cause or default. 12. Section V, Paragraph 5. Children in Therapeutic Residential Child Care Facilities, Residential Child Care Facilities and Child Placement Agencies are not eligible to receive clothing allowances as outlined in the Weld County Department of Human Services Policy and Procedure Manual. 13. Add Paragraph 7 to Section VI. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties or their assignees, and nothing contained in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties or their assignees receiving services or benefits under this Agreement shall be an incidental beneficiary only. 14. Add Paragraph 8 to Section VI. No portion of this Agreement shall be deemed to constitute a waiver of any immunity the parties or their officers or employees may posses, nor shall any portion of this Agreement be deemed to have created a duty of care that did not previously exist with respect to any person not a party to this Agreement. The parties hereto acknowledge and agree that no part of this Agreement is intended to circumvent or replace such immunities. 15. Add Paragraph 9 to Section VI. The Director of Human Services or designee may exercise the following remedial actions should s/he find the Contractor substantially failed to satisfy the scope of work found in this Agreement. Substantial failure to satisfy the scope of work shall be defined to mean incorrect or improper activities or inaction by the Contractor. These remedial actions are as follows: A. Withhold payment to the Contractor until the necessary services or corrections in performance are satisfactorily completed; B. Deny payment or recover reimbursement for those services or deliverables which have not been performed and which due to circumstances caused by the Contractor cannot be performed or if performed would be of no value to the Human Services. Denial of the amount of payment shall be reasonably related to the amount of work or deliverables lost to Human Services; C. Recover from the Contractor any incorrect payment to the Contractor due to omission, error, fraud, and/or defalcation by deducting from subsequent payments under this Agreement or other agreements between Human Services and the 3 Weld County SS -23A Addendum Contractor, or by Human Services as a debt to Human Services or otherwise as provided by law. 16. Add Paragraph 10 to Section VI. The contractor shall promptly notify Human Services in the event in which it is a party defendant or respondent in a case, which involves services provided under the agreement. The Contractor, within five (5) calendar days after being served with a summons, complaint, or other pleading which has been filed in any federal or state court or administrative agency, shall deliver copies of such document(s) to the Human Services' Director. The term "litigation" includes an assignment for the benefit of creditors, and filings in bankruptcy, reorganizations and/or foreclosure. IN WITNESS WHEREOF, the parties hereto have duly executed the Addendum as of the day, month, and year first above written. ATTEST: Weld County Clerk to the Board dAt Deputy Cl ' to the B Approval as to Substance: WELD COUNTY DEPARTMENT OF HUMAN SERVICES WELD COUNTY BOARD OF SOCIAL SERVICES, ON BEHALF OF THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES Chair Signature NOV 2 3 2009 CONTRACTOR Shiloh House 6400 W Coal Mine Ave Littleton, CO 80123 By: .i Pww � G� 2X9-31 7c 4 Weld County SS -23A Addendum Hello