Backup Documents 07/08/2025 Item #16D 4 1 6D 4
ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS' OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office at
the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later than
Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) _ Office Initials Date
1. Jeffrey A Klazkow County Attorney ThiLB 6.26.25
2. BCC Office Board of County 7/1rt
Commissioners r,Moj�(g/ 7/g ?S
3. Minutes and Records Clerk of Court's Office
/,/ .
PRIMARY CONTACT INFORMATION ,4
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event that one of the
addressees above,may need to contact staff for additional missing information.
Name of Primary Staff Loretta Blanco Phone Number 239-252-2675
Contact/Department
Agenda Date Item was July 8, 2025 Agenda Item Number 1 8 /( ,o,q
Approved by the BCC
Type of Document 1 Original Lead Agency Agreement for Number of Original 1 Original Document
Attached CCCHC Documents Attached
PO number or account
number if document is
to be recorded
INSTRUCTIONS&CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature? Yes
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information (Name;Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be Yes
signed by the Chairman,with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the N/A
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's Yes
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing N/A
slip should be provided to the County Attorney Office at the time the item is input into
SIRE. Some documents are time sensitive and require forwarding to Tallahassee within a
certain time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on 713 and all changes made during the
meeting have been incorporated in the attached document. The County Attorney's 9144
Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the
BCC,all changes directed by the BCC have been made, and the document is ready for the ,4 fr"
10
Chairman's signature.
1:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
16C4
SWFL REGIONAL
COALITION TO
END H MELESSNESS
r_ I 'ER LEE
Lead Agency Partnership Agreement
.\grcement
[his Agreemcnl is entered into on( 3,Ay g ],2C25,het'ccn The S\i'l I. Regional ('i',rliUom to
t nd I lomelessness(the"Lead Agency")and Collier County Government.' C iiiimiunity and 1(uman
Services(the"Partner Agency").This Agreement got erns the ace es.to and use of the I cad ,\gcuev s
Community Resource Network(the"CRN")by the Partner Agency.This Agreement is effective for two
(2)years from the date listed above.
Additionally,the Partner Agency agrees to accept referrals from other Continuum of Care(CoC)programs
and provide program assistance in support of the Coordinated Assessment System.
Please attach"Attachment A"a list of all current programs operated by the Partner Agency
I.Introduction
The CRN is a web-based platform for collecting,organizing,and sharing client-level information over
time about individuals experiencing homelessness within Southwest Florida.The CRN is part of the Lead
Agency's Homeless Initiative within the Continuum of Care(CoC)framework,serving Collier County.
Audio lled personnel at Partner.\geneics:irc granted access to input,retriete.and share iniirmation
concerning their clients,in❑ce.'rnlancc with anphcahle.igrcenicnts and regulations.includhnE the sharing
of information on common clients Hie(R\ helps blend t\ gaps in the'ern a c continuant and aids in the
development of community responses to meet the housing and service needs of individuals experiencing
homelessness
The Lead Agency grants the Partner Agency access to the CRN,subject to the terms and conditions set
forth herein.All footnotes,comments,and definitions in this Agreement are integral parts of this
Agreement and are legally binding.
By utilizing the CRN,the Partner Agency agrees to fulfill the following goals:
• Improved coordinated care for individuals experiencing homelessness
• Automation of processes to replace manual systems where practical.
• Meeting reporting requirements, including those mandated by the U.S.Department of Housing
and Urban Development(HUD)and other reporting entities.
• Minimal disruption to current systems of existing providers.
• Compliance with all state and federal confidentiality and data security regulations,including
I(IPAA.
• Timely,credible,and high-quality data for reporting on homelessness and services.
• Increased participation in the CRN by homeless service providers within the CoC.
• A user-friendly system for both providers and clients.
The Lead Agency is responsible for overseeing the CRN,including contracting with Wellsky(the
developer and provider of the software)to host and manage the CRN database.The Lead Agency will grant
and limit access to the CRN as necessary and will employ various methods to protect the data from
unauthorized access or misuse.
A
11 SWFL REGIONAL
COALITION TO
END HipMELESSNESS
COLDER li LEE
Lead Agency Partnership Agreement
II. Confidentiality and Data Security
Both the Lead Agency and Par:::er Agency shall comply with all applicable federal and state
confidentiality laws and regulations to protect client records.Client records will only be shared with
consent from the client or their guardian unless otherwise required or permitted by law.
1. Confidentiality Requirements:
Both the Lead Agency and Partner Agency will comply with federal confidentiality regulations
regarding medical,alcohol,and drug abuse records,which prohibit disclosure without written
consent, unless otherwise authorized by law.
2. Health Insurance Portability.and Accountability Act(IIIPAA):
Both panics shall comply with HIPAA and its corresponding regulations,ensuring that clients'
health information is protected,and clients arc informed of their rights under HIPAA,including
the right to consent to disclosures and access their records.
3. State and Federal Laws:
Both parties will comply with applicable Florida slate laws and federal regulations regarding the
confidentiality of medical,mental health,domestic violence,and substance abuse information.
q. Client Consent Forms:
The Partner Agency will obtain and retain client consent forms for participation in the CRN, in
accordance with CRN Policies&Procedures. IVhcrc needed qualified interpreters or translators
will be provided to clients who require assistance in understanding the consent fonn.
5. De-identified Data for Evaluation:
Evaluation and research will only use de-identified client data,except when the Partner Agency
conducts research on its own clients or when it has an agreement in place to share data with a sub-
grantee In all cases,compliance with relevant state and federal laws governing research.
evaluation,and confidentiality will be maintained.
6. User Responsibilities:
All users granted access to the CRN will be required to sign and comply with a User Policy and
Code of Ethics,acknowledging their understanding of the confidentiality requirements.Users
must also obtain a unique User ID and password,which must not be shared.Any suspected breach
of confidentiality should be reported immediately,and a new User ID and/or password will be
issued if necessary.
7. Bachground Checks and Training:
The Lead Agency will conduct background checks for staff with access to client data and ensure
that LI authorized users of the CRN receive confidentiality training.The Partner Agency will
conduct similar background checks and provide training for its staff,volunteers,and others with
access to the CRN.
8. Actions for Violations:
Both the Lead Agency and Partner Agency will take appropriate action against any individual
found violating confidentiality or consent protocols Such action may include disciplinary
measures,termination,or legal action. Violations must he reported to the Lead Agency within
three business days,and the Lead Agency will investigate as part of its security audit
9. Data Security:
The CRN application uses secure user authentication,audit trails,and encryption tat least 128-bitt
to protect client data.Both the Lead Agency and Partner Agency must ensure that their users do
not compromise or bypass security features,and that they do not access data beyond their
authorized access level.
10. Data Storage and Custodianship:
The server containing client data will be securely managed by Wellsky,and all data will be stored
in encrypted form.Both parties understand that Wellsky and the Lead Agency are custodian,not
owners, of the data.
11. Discontinuation of the CRN:
If the CRN ceases to exist or is migrated to another platfomrn,the Lead Agency will notify the
Partner Agency with 60 days'notice,allowing time to extract and save relevant data.If the CRN is
discontinued,the data will either be purged or securely stored in an encrypted state for future use.
16D4
SWFL REGIONAL
COALITION TO
END H$MELESSNESS
' COLLIER LEE
Lead Agency Partnership Agreement
12 Transition and Data Management:
If the Lead Agency ceases to manage the CRN, it v<r1)notify all affected Partner Agencies of the
transition to a new administrator If the Partner Agency ceases to participate in the C'RN, it must
notify the Lead Ace ey and retrieve its data within 60 days.The Partner i\gency will be financially
responsible for extracting its own data.
13. Third-party Scrvicc Provider:
If wellskv ceases operations,the Lead Agency will notify Partner Agencies promptly and ensure
data is transferred to a suitable third-party service provider.
III.Data Entry and/or Regular Use
• A.User Identification and Passwords:Users must keep their login information confidential.
Sharing user IDs or passwords is prohibited.
• B.Client Consent for Data Entry: If a Partner Agency enters identifying client data or service
transactions into the CRN,it is assumed that the client has consented to such access unless
otherwise stated.
• C.Revocation of Consent: If a client decides to withdraw consent for participation in the CR>i,
the Partner Agency must update the record and ensure no further use of that data in the system,
though the data will remain for reporting and legal purposes for a minimum of seven years.
• D.Client Data En try; Partner Agencies must enter information for clients carolled in their
programs,ensuring accurate and timely data entry.
• E.Accurate Data: Fictitious or misleading data is strictly prohibited,including entering false
information unless it's for the purpose of aiding in client identification(e.g.,alias names).
• F.No Misrepresentation: Partner Agencies must enter accurate data regarding the number of
clients served and services offered. Misleading or inaccurate data is not acceptable.
• G.Timely Data Entry: Data should be entered in a timely manner,ideally in real-time or within
five business days,as monitored by the Lead Agency.
• H. Client Sharing Agreement: Partner Agencies must understand that a Client Sharing
Agreement allows for the sharing of confidential client information with designated agencies.
• 1. Prohibited Discriminatory Behavior: Discriminatory remarks based on protected categories
(e.g..race,gender,sexual orientation,etc.)are strictly forbidden.Offensive language is not
permitted unless directly Minting a client for assessment purposes.
• J.Business Purposes Only:The CR1)is to be used only for the legitimate business purposes
outlined in the agreement(i.e.,improving care coordination,fulfilling reporting requirements,
etc.).
• K.Training and Updates: The Lead Agency will pro ide training and periodic updates.The
Partner Agency is responsible for disseminating this training to its staff and for reaching out to the
Lead Agency for additional training needs.
a L. Technical Support: All technical issues should he resolved through the Partner Agencys
designated contact,who will then reach nut to the Lead Agency Partner Agencies should not
contact the vendor(Wellsky)directly Technical support is available Monday to Friday from 9:00
AM to 4:00 PM(Eastern Standard Time).
Technical Support Assistance Response Times:
• Severity Levels and Response Times:
Severity 1:Major system failure critical to operations; Lead Agency must contact
kVcllsky within L hour.
o Severity 2: Service delays that don't halt business functions; Lead Agency will respond
by phoae within 1 bu.,incss day and by email within 2 business days.
o Severity 3: Issues with workarounds; responses arc like Severity 2.
16D4
SWFL REGIONAL
COALITION TO
END H MELESSNESS
C ER LEE
Lead Agency Partnership Agreement
o Severity 4: Minor issues or informutioaal queries; responses follow the same timeline as
Severity 2.
• Note:All response times depend on Wcllsky's timely replies.
Additional Responsibilities and Policies:
• M.HUD Technical Standards:The Partner and Lead Agencies must maintain the required HUD
technical standards.
• N.Legal Compliance: No transmission of illegal materials(e.g.,copyrighted or threatening
content)is allowed in the CRN.
• O.Virus Protection: The Partner Agency is responsible for using virus protection software.They
are also liable for damages if it is not used properly.
• P.Prohibition of Fraudulent Activities: The CRN should never be used for fraudulent activities
or illegal purposes.
• Q.CRN User Group Participation: The CRN User Group facilitaies discussions about the
CRN's updates,policies,data analysis,and upgrades.Each Partner Agency must designate a staff
member to attend these meetings.
• R.Access to De-identified Data: Certain external agencies may access de-identified data for
research purposes under federal requirements or with Lead Agency approval.
• S.Data Quality Compliance: Partner Agencies are responsible for data quality within the CRN,
and failure to meet the standards could lead to consequences such as loss of reporting privileges or
access to CRN.The Lead Agency will monitor data quality periodically.
User identification Changes:
• T.Site Administrator Notification: Partner Agencies must notify their Site Administrator(or the
Lead Agency if they don't have one)within 3 business days about any changes regarding User IDs,
such as issuance or personnel changes.
Reports and Data Access:
• A.Client Data Retention: Partner Agencies will retain access to identifying and statistical data
about the clients they serve.
• B.Data Dissemination Approval:Non-identifying aggregate data must be approved by the Lead
Agency before it is shared with external entities.
Proprietary Rights and System Integrity:
• A.User Confidentiality: User IDs and passwords must not be shared with unauthorized
individuals or entities.
• B.System Integrity: Any unauthorized access or modification to the CRN will result in
suspension of the user's license.
coN
1 6D 4
SWFL REGIONAL
"I COALITION TO
END H MELESSNESS
C ER LEE
Lead Agency Partnership Agreement
Hold Harmless Clause:
• A.Indemnification: The Partner Agency agrees to indemnify the Lead Agency against claims
arising from the execution of the agreement,except in cases where the Lead Agency's negligence
is the cause.
• B.Legal Exceptions: This indemnification clause does not apply to contracts involving state
agencies under Florida law.
Lead Agency Responsibilities:
• A.Contract with Wellsky: The Lead Agency is responsible for contracting with Wellsky for
software development and maintenance.
• B.Support and Training:The Lead Agency will maintain staff for training,implementation,and
technical support.
• C.Policy Adherence: The Lead Agency must operate in accordance with the CRN Policies&
Procedures and the Statement of Work.
Dispute Resolution and Appeals:
• A.Dispute Resolution: If the Partner Agency has an issue with any part of the agreement,it
should try to resolve it with the Lead Agency. If not,the Lead Agency Board will assist in the
resolution process.
Terms and Conditions:
• A.Entire Agreement: This Agreement supersedes all prior agreements and understandings.
• B.Transfer of Rights: The Partner Agency cannot transfer its rights or obligations under this
Agreement without written consent from the Lead Agency.
• C.Termination:Either party can ter.::nale the Agreement with 30 days.notice.However,if
there's a breach or risk to the integrity of the CRN,the Lead Agency may suspend access
immediately.
Breach and Suspension:
• 1.Notification and Suspension: If a breach is suspected,the Lead Agency will work with the
Partner Agency's executive director before taking any action. Immediate suspension may occur if
the breach threatens the databases integrity.
• 2.Resolution: The Lead Agency will address the breach with the Partner Agency and may
provide additional training,suspend access,nr take other actions to maintain data integrity.
16D4
SWFL REGIONAL
COALITION TO
END H MELESSNESS
col IIER LEE
Lead Agency Partnership Agreement
Modification of Agreement(D):
• The agreement can be modified or amended only by written agreement signed by both parties
Confidential Information(E):
• Responsibilities regarding the protection or destruction of confidential client information
will continue even after the agreement is terminated.
Re-assignment of Agreement(F):
• Neither party is allowed to re-assign the agreement without the prior written consent of the other
party.
Footnotes:
i Provider Agencies and Stakeholders: Refers to the individuals and organizations involved in
providing services to homeless people.including the Lead Agency,government agencies,funders,
and the community.
2. Clients: Any individual who receives services from an agency.
3 Guardians of Clients: Includes regal guardians or those in charge of the affairs ofa minor or an
incompetent person under Florida law.
4. Revocation of Authorization for Release of Information: Refers to the form provided by the
Lead Agency used when a client wishes to revoke their consent for Irfnmlation release.
5. Client Sharing Agreement: A form provided by the Lead Agency for agreeing to share client
information with specific agencies.
6. Review of Data Compliance: The Lead Agency may conduct periodic reviews of the Partner
Agency's data quality or accept another organization's review as evidence of compliance.
Acceptance of Terms:
By using the CRN system,the Partner Agency and others acknowledge acceptance of these terms and
conditions.
1 6D 4
ATTEST: AS TO THE COUNTY:
CRYSTAL K. Ak 1, LERK BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY, FLORIDA
Deputy Clerk
., T L. AU S,CHAIRMAN
Dated: ! - 1435
-
E AL) Date: 7r 2 I25
Attest as to,Chairman's
^sstgrxature only
WITNESSES: AS TO SUBRECIPIENT
60 )Si ��f�,'y�
Z � " SWFL REGIONAL COAL
l
Witness#1 Signature HOM£LESSN
Witness#1 Printed Name C RWA ,
' 1 DIRECTOR
JUJAk
Witness#2 Si ature Date: (AA--
Witness#2 Printed Name
ApprcAe es t So arid regality:
Jeffrey., 'latrk %%
Collier County A irnc�
Date: 6 l! /2.5
16D4
PARTNER AGENCY USER INFORMATION:
Full Name:Tara Bishop
Title:Manager
Address:2671 Airport Pulling Road,Unit 203,Naples FL 34112
Email:Tara.Bishop@colliercountyfl.gov
Phone:239-252-2486
1 6D 4
"Attachment A"
Agency Partnership Agreement for the use of the Homeless Management Information System(HMIS)
Between:SWFL Coalition to End Homelessness Lead Agency&Collier County
Collier County Community&Human Services(CHS)current programs using HMIS are:
• Medical Assistance
• Senior Services
• ESG—Homeless Prevention
• ESG Rapid Re-housing
• HOME-Tenant Based Rental Assistance(future)
• HOME-ARP-Tenant Based Rental Assistance(future)
CAO