HomeMy WebLinkAbout20171569.tiffRESOLUTION
RE: APPROVE AMENDMENTS #1 AND #2 TO SUBCONTRACT AGREEMENT FOR
ASSESSMENT PROCESS AND AUTHORIZE CHAIR TO SIGN - TRUVEN HEALTH
ANALYTICS, LLC
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Amendments #1 and #2 to Subcontract
Agreement for Assessment Process between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, on behalf of the Department of
Human Services, Area Agency on Aging, and Truven Health Analytics, LLC, commencing
April 1, 2017, and ending March 31, 2018, with further terms and conditions being as stated in
said subcontract agreement amendments, and
WHEREAS, after review, the Board deems it advisable to approve said subcontract
agreement amendments #1 and #2, copies of which are attached hereto and incorporated herein,
by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Amendments #1 and #2 to Subcontract Agreement for Assessment
Process between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Human Services, Area Agency
Aging, and Truven Health Analytics, LLC, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said subcontract agreement amendments.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 22nd day of May, A.D., 2017, nunc pro tunc April 1, 2017.
BOARD OF COUNTY COMMISSIONERS
WELD COU)JTY, COLOR O
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Weld County Clerk to the Board
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County Attorney
Date of signature: C_0( IA / I
Julie A.
ozad, Chair
Steve Moreno, Pro -Tern
Sean P. Conway
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2017-1569
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PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: May 5, 2017
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE: Weld County Department of Human Services'
Area Agency on Aging (AAA) Contract
Amendments with Truven Health. Analytic LLC,
IBM Company
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Area Agency on Aging (AAA) Contract
Amendments with Truven Health Analytic LLC, IBM Company. AAA entered into a
contract with Truven Health Analytic LLC, IBM Company originally on November 7, 2016
(2016-3423). The purpose of the contract was to conduct a field test of the Home and
Community Base Services Functional Assessment Standardized Item (FASI) set with a
predetermined number of clients receiving Home and Community Based services through Weld
County Area Agency on Aging Option for Long Term Care program. The contract work was to
start in September of 2016 and end March 31, 2017. Due to unforeseen issues between Truven
and Center for Medicare and Medicaid the assessment process was delayed. Amendment #1 and
Amendment # 2 addresses the delay and provides new dates of service. The new contract date
will be extended to March 31, 2018. The reimbursement for services rendered by the Options for
Long Term Care staff will be the same.
I do not recommend a Work Session. I recommend approval of these Amendments.
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Approve
Recommendation Work Session
Schedule
Other/Comments:
Pass -Around Memorandum; May 5, 2017 — ID 1 1 17
SfeD
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2017-1569
I --I R 00 S.
Amendment #1
CMS-TEFT TA -WELD
by and between
Truven Health Analytics LLC. an IBM Company
and
Weld County Area Agency on Aging
This first amendment is made to the Subcontract by and between Truven Health Analytics LLC, an IBM
Company ("Truven Health"), doing business at 100 Phoenix Drive, Ann Arbor, Michigan 48108 and The
Weld County Board of County Commissioners on behalf of Weld County Area Agency on Aging
("Subcontractor") with offices at 315 North 11th Avenue, Building C, PO Box 1805, Greeley, Colorado
80631. Individually, Truven Health and Subcontractor may be referred to as "Party" or collectively as
"Parties."
WHEREAS, the Parties entered into a Subcontract on November 10, 2016, for services to be performed
pursuant to Truven Health prime contract number HHSM-500-2010-000251, Medicaid and CHIP Policy
Implementation and Evaluation (MACPIE) Task Order HHSM-500-T0006 with the Centers for Medicare and
Medicaid Services ("CMS" or "Client") for the TEFT Technical Assistance ("Project");
WHEREAS, Truven Health Analytics Inc. changed its name to Truven Health Analytics LLC. Effective
December 2, 2016, all references to Truven Health Analytics Inc. should be replaced to Truven Health
Analytics LLC;
WHEREAS, the Parties wish to decrease the budget entirely for the Option Year. The budget will be
reissued in Option Year 3;
NOW THEREFORE, the Subcontract is amended as follows:
1. Payment Terms.
Pursuant to the Article 1, Subcontractor's Services, the Payment Terms paragraph of Attachment
1-2, Statement of Work- Option Year 2, is revised to decrease the budget by $17,250 and replaced
in its entirety as follows:
Payment Terms:
This is a firm fixed price type contract, with a total not- to exceed value of $0.00. A complete
in person assessment is $250.00. Truven Health is in no way liable to make payments to
Subcontractor in excess of the funded value of this Subcontract. Costs incurred by
Subcontractor in excess of the funded value are at Subcontractor's sole risk and expense.
Should travel be approved, travel expenses must be within the Federal Travel Regulations
limits.
2. Compensation.
Pursuant to Article 1, Paragraph a. Compensation, the total not to exceed (NTE) value for work
for Option Year 2 is decreased by $17,250. The revised NTE value is $0.00.
3. Assignment.
Pursuant to Article 22, section b, Assignment, the clause is revised and replaced in its entirety as
follows:
The rights and obligations of the parties hereunder may not be assigned or
transferred in whole or in part, by operation of law or otherwise, without the
prior written consent of the other party, which consent shall not be unreasonably
I'ruven Health Analytics LLC, an IBM Company CONFIDENTIAL Page I of 2
withheld or delayed. Any such assignment or transfer made without the prior
written consent of the other party shall be null and void. Notwithstanding the
foregoing, Truven Health may, upon written notice to Subcontractor, assign or
transfer this Agreement to a third party successor in connection with the transfer
of all or substantially all of the business to which this Agreement relates (whether
via merger, sale of stock or assets, or otherwise), or to an affiliate, in each case,
without the prior consent of Subcontractor. Subject to the foregoing restrictions,
this Agreement will bind and benefit the parties and their respective successors
and assigns.
All other terms and conditions of the Subcontract not affected by this amendment remain in full force and
effect.
IN WITNESS WHEREOF, the parties have executed this amendment as of the date last written below.
Truven Health Analytics LLC
By: #1:+tn. Q ilastriAry
Name:
Title:
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Date: y' a V- (7
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BY:
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Deputy erk to the
Weld County Chair of Boa
By: _
Name: Jul Le A. Cozad
Truven I leaith Analytics LLC, an IBM Company CONFIDENTIAL
Page 2 of 2
aot'1- t5C,q
Amendment #2
CMS-TEFT TA -WELD
by and between
Truven Health Analytics LLC, an IBM Company
and
Weld County Area Agency on Aging
This second amendment is made to the Subcontract by and between Truven Health Analytics LLC, an IBM
Company ("Truven Health"), doing business at 100 Phoenix Drive, Ann Arbor, Michigan 48108 and The
Weld County Board of County Commissioners on behalf of Weld County Area Agency on Aging
("Subcontractor") with offices at 315 North 11th Avenue, Building C, PO Box 1805, Greeley, Colorado
80631. Individually, Truven Health and Subcontractor may be referred to as "Party" or collectively as
"Parties."
WHEREAS, the Parties entered into a Subcontract on November 10, 2016, for services to be performed
pursuant to Truven Health prime contract number HHSM-500-2010-000251, Medicaid and CHIP Policy
Implementation and Evaluation (MACPIE) Task Order HHSM-500-T0006 with the Centers for Medicare and
Medicaid Services ("CMS" or "Client") for the TEFT Technical Assistance ("Project"); and
WHEREAS, the Parties wish to authorize Option Year 3; and
NOW THEREFORE, the Subcontract is amended as follows:
1. Subcontractor's Services.
Pursuant to the Article 1, Subcontractor's Services, Attachment 1-3, Statement of Work- Option
Year 3, is attached and incorporated herein.
2. Manner of Payment.
Pursuant to Article 1, Paragraph c. Manner of Payment, the clause is revised and replaced in its
entirety as follows:
Subcontractor shall prepare and submit to Truven Health an invoice by the
fifteenth day following each month for complete FAST assessments. An
assessment is considered complete when the assessor obtains the participant's
consent or assent to participate in the study, conducts the in -home FASI
assessment and submits the FASI data collection tool in accordance with
Attachment 1. Subcontractor shall reference the Truven Health 153303 for the
assigned work. The invoice shall be sent to IBM Watson Health, Truven Health 4th
Floor, Payment and Value Neighborhood, 75 Binney Street, Cambridge,
Massachusetts 02142, Attention: Pauline Goulart, or via email to
pgoulart@us.ibm.com, with a copy to Don Heim, heimdon5@us.ibm.com.
Truven Health shall pay Subcontractor within thirty (30) days after receipt and
approval of the invoice.
3. Compensation.
Pursuant to Article 1, Paragraph a. Compensation, the total not to exceed value for work under
this Subcontract Amendment for Option Year 3 is $17,250.00.
4. Term.
Pursuant to Article 6, Term, the period of performance is extended until March 31, 2018. The
Period of Performance of Option Year 3 is April 1, 2017 through March 31, 2018.
Truven Health Analytics LLC, an IBM Company CONFIDENTIAL Page I of 6
All other terms and conditions of the Subcontract, as previously modified, not affected by this amendment
remain In full force and effect.
IN WITNESS WHEREOF, the parties have executed this amendment as of the date last written below.
Truven Health Analytics LLC:
By: 444.e %4s.
Name:
Title:
Date:
ATTEST
BY:
Tonle B eeoher
SVP& GMMFeded Govt.
Deputy ierk to th
Truven Health Analytics LLC, an IBM Company
Weld County Ch it of Board'
By: "l.
Name: Titlin A Cn7ad
Date: May 27. 2017
CONFIDENTIAL Page 2 of 6
ao t "1- 5C0 9
Attachment 1-3
STATEMENT OF WORK
This Statement of Work is issued under CMS Contract Number HHSM-500-2010-000251/HHSM-500-
T0006, titled TEFT Technical Assistance. Weld County Area Agency on Aging ("Subcontractor") shall be
responsible for work required to successfully complete the tasks listed below during Option Year 3 of the
prime contract from April 1, 2017 through March 31, 2018.
BACKGROUND:
The purpose of this project is to conduct a field test of the Home and Community Based Services (HCBS)
Functional Assessment Standardized Item (FAST) set. This field test will assist in assessing the validity and
reliability of the FASI set. FASI is designed to provide standard performance metrics for HCBS programs,
which enable Medicaid beneficiaries with disabilities to receive care at home instead of being
institutionalized. The FASI set has been designed to be applicable to all populations served by these
programs.
TASKS:
At the direction of Truven Health, Subcontractor shall:
1. Participant Information:
Receive and securely maintain Medicaid beneficiary (herein called Participant) information:
a. Receive Participant information (name, address, telephone number, etc.) from
Truven Health for Participants in Colorado who may agree to participate in the study;
b. If applicable, receive contact information for Participants' guardians from Truven
Health;
c. Maintain data in a secure setting in accordance with the signed BAA (See Attachment
2); and
d. Ensure that Participant information (name, address, telephone number) is not
maintained on the same laptops/device used by assessors to collect FASI data.
2. Assessor Qualifications:
Ensure that all assessors that conduct assessments and collect FASI data for this project are:
a. Registered Nurses, Social Workers and/or Case Managers, and
b. Experienced assessors
3. FASI Training and Data Collection Support for Assessors:
a. Training: Prior to contacting Participants and conducting home visits to collect FASI
data, each assessor must complete the following FASI training requirements:
I. Attend a one hour orientation webinar hosted by Truven Health;
II. Complete the web -based FAST Training as verified by Truven Health
(approximately 3-4 hours). The FASI Training is comprised of eight self -paced
online modules that include: an overview of FASI, mechanics of completing
the FASI form, items and coding scale for different sections of the
FASI, interactive audio/video practice scenarios with feedback for the
learners, testing for coding competency, and study recruitment and the
consent/assent procedures; and
III. Complete the Collaborative Institutional Training Initiative (CITI) human
subject protection training (approximately 1-2 hours). The CITI Training
covers the ethical and responsible conduct of research.
Truven Health Analytics LLC, an IBM Company CONFIDENTIAL Page 3 of 6
b. Data Collection Support: Support will be provided by George Washington University
(GW), Truven Health's sub -contractor via:
I. On -Line FASI Help Desk to answer questions from assessors and provide on-
line access to resources/materials;
II. Frequently Asked Questions (FAQs) will be posted on the FAST Help Desk
Website for all to see; and
III. GW will host optional bi-weekly phone sessions for assessors to meet with
others participating in the effort to pose questions and receive feedback from
GW on their questions.
4. Participant Notification and Consent.
Contact the Participant and guardian where applicable, to obtain their consent to participate:
a. Participants that do not have a guardian:
I. Mail state -generated letters to Participants one - two weeks prior to
contacting the Participant to schedule a home visit;
II. Contact Participants to schedule a home visit to collect FAST data;
III. During the phone call, use the script provided by Truven Health (will be
provided during the FASI Assessor Training) to inform Participants about the
study and that their participation is voluntary and will not affect their receipt
of services;
IV. Obtain each Participant's consent following the process presented during the
FASI Assessor Training; and
V. Ensure that Assessors hand deliver or send via US Mail the signed consent
form within one business day of obtaining the Participant's signature to
Subcontractor.
b. Participants that have a guardian:
I. Mail state -generated letters to Participants and guardians one - two weeks
prior to contacting the guardians and Participants to schedule a home visit;
II. Contact guardians to schedule a home visit with the Participant to collect FASI
data;
III. During the phone call, use the script provided by Truven Health (will be
provided during the FASI Assessor Training) to inform guardians about the
study and that the Participant's participation is voluntary and will not affect
his/her receipt of services;
IV. Obtain the guardian's consent and the Participant's assent following the
process presented during the FASI Assessor Training; and
V. Ensure that Assessors hand deliver or send via US Mail signed consent and
assent forms within one business day of obtaining the guardian's and
Participant's signatures to Subcontractor.
c. Maintain signed consent and assent forms in a secure setting for five (5) years after
the termination or expiration of this Agreement.
5. FASI Data Collection:
a. Conduct 60 in —home assessments by June 30, 2017 and collect FASI data using a data
collection tool provided by Truven Health and in accordance with training and instructions
provided by Truven Health. Should a participant request for a later assessment, the
assessment must be conducted no later than July 14, 2017. See Exhibit A, as previously
attached, for the current version of Data Collection Tool. The final version will be provided
during the FASI Assessor Training.
Truven Health Analytics LLC, an IBM Company CONFIDENTIAL Page 4 of 6
b. In 9 of the home visits, two assessors must conduct the assessment and collect FASI data
at the same time in order to conduct an inter -rater reliability test. Prior to participating
in an assessment visit with two assessors In the home at the same time, each assessor
must have already conducted FAST assessments and completed the FASI data collection
tools for at least two Participants.
c. Send 69 completed paper tools to Truven via US Mail within one week after completion
of an in -home assessment via secure USPS or FEDEX envelopes. Please send completed
paper tools once a week throughout the data collection period to:
Eileen Walker, Research Analyst
Truven Health Analytics
5425 Hollister Avenue, Ste. 140
Santa Barbara, CA 93111-2348
6. Abuse, Neglect and Exploitation (ANE) Reports:
Report suspected instances of ANE to appropriate state entity (See Exhibit B, as previously
attached, for State Policies and Procedures). In addition, provide the following information to
Truven Health for each instance:
I. Date of in -home assessment
II. Brief description of incident
III. Date reported to state/designed entity
IV. Name of entity that received the report
7. Identify a Project Manager (PM) to:
a. Oversee FAST data collection activities;
b. Ensure signed consent and assent forms are maintained in a secure setting for 5 years
after the termination or expiration of this Agreement;
c. Oversee home visit scheduling process and monitor progress on a weekly basis;
d. Ensure assessments are conducted only by assessors who have completed FASI and CITl
training
e. Ensure that paper tools are complete prior to sending to Truven.
f. Meet with Truven Health FASI team via conference calls each week during data collection;
and
g. Conduct quality checks on 5% of assessments to confirm home visits are being completed
according to this contract. Quality checks shall include a phone call to the Participant to:
I. confirm that the home visit was conducted;
II. confirm that the Participant understands that his/her participation is voluntary;
and
III. gather any other feedback from the Participant about the FASI data collection
process.
8. Weekly Status Reports:
Provide weekly status updates to Truven Health using the template provided by Truven
Health that includes the following information by population:
I. Number of completed assessments during the prior week
II. Cumulative number of completed assessments
III. Number of home visits conducted with two assessors in the prior week
IV. Cumulative number of home visits conducted with two assessors
V. Remaining number of assessments to be conducted
VI. Expected number of assessment that will be completed in the next two weeks
VII. Number and outcome of quality checks conducted
Truven Health Analytics LLC, an IBM Company CONFIDENTIAL
Page 5 of 6
9. Payment Terms:
This is a firm fixed price type contract, with a total not -to -exceed value of $17,250. A
complete in person assessment is $250. Truven Health is in no way liable to make payments
to Subcontractor in excess of the funded value of this Subcontract. Costs incurred by
Subcontractor in excess of the funded value are at Subcontractor's sole risk and expense.
Should travel be approved, travel expenses must be within the Federal Travel Regulations
limits.
Truven Health Analytics LLC, an IBM Company CONFIDENTIAL Page 6 of 6
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