Backup Documents 09/23/2014 Item #16D16 (CCE 203.14) 16016
July 2014 to June 2015 CCE 203.14
AREA AGENCY ON AGING FOR SOUTHWEST FLORIDA,INC.
CONTRACT
COMMUNITY CARE FOR THE ELDERLY PROGRAM
THIS CONTRACT is entered into between the Area Agency on Aging for Southwest Florida (Agency)
and Collier County Board of County Commissioners, (Contractor), and collectively referred to as the
"Parties."The term Contractor for this purpose may designate a Vendor, Subgrantee or Subrecipient.
WITNESSETH THAT:
WHEREAS,the Agency has determined that it is in need of certain services as described herein; and
WHEREAS, the Contractor has demonstrated that it has the requisite expertise and ability to faithfully
perform such services as an independent Contractor of the Agency.
NOW THEREFORE, in consideration of the services to be performed and payments to be made,together
with the mutual covenants and conditions hereinafter set forth,the Parties agree as follows:
1. Purpose of Contract
The purpose of this contract is to provide services in accordance with the terms and conditions specified
in this contract including all attachments, forms, exhibits and references incorporated, which constitute
the contract document.
2. Incorporation of Documents within the Contract
The contract will incorporate attachments, proposal(s), state plan(s), grant agreements, relevant
Department handbooks, manuals or desk books and Master Contract number HM014, as an integral
part of the contract, except to the extent that the contract explicitly provides to the contrary. In the
event of conflict in language among any of the documents referenced above, the specific provisions
and requirements of the contract document(s) shall prevail over inconsistent provisions in the
proposal(s)or other general materials not specific to this contract document and identified attachments.
3. Term of Contract
This contract shall begin at twelve (12:00) A.M., Eastern Standard Time July 1, 2014 or on the date
the contract has been signed by the last party required to sign it, whichever is later. It shall end at
eleven fifty-nine(11:59)P.M., Eastern Standard Time June 30,2015.
4. Contract Amount
The Agency agrees to pay for contracted services according to the terms and conditions of this
contract in an amount not to exceed S720.634.00, or the rate schedule, subject to the availability of
funds. Any costs or services paid for under any other contract or from any other source are not eligible
for payment under this contract.
5. Renewals
By mutual agreement of the Parties, in accordance with s. 287.058(1)(g), F.S., the Agency may
renew the contract for a period not to exceed three years,or the term of the original contract,whichever
is longer. The renewal price,or method for determining a renewal price,is set forth in the bid,proposal,
or reply. No other costs for the renewal may be charged. Any renewal is subject to the same terms and
conditions as the original contract and contingent upon satisfactory performance evaluations by the
Agency and the availability of funds.
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6. Official Payee and Representatives (Names,Addresses,and Telephone Numbers):
The Contractor name, as shown on page 1 of this Collier County Housing,Human and Veteran
a. contract, and mailing address of the official payee to Services
whom the payment shall be made is: 3339 E Tamiami Trail, Building H
Naples, FL 34112
Kimberly Grant, Director
b. The name of the contact person and street address where Collier County Housing, Human and Veteran
financial and administrative records are maintained is: Services
3339 E Tamiami Trail, Building H
Naples,FL 34112
The name, address, and telephone number of the Kimberly Grant,Director
C.
representative of the Contractor responsible for Collier County Housing,Human and Veteran
re
P p Services
administration of the program under this contract is: 3339 E Tamiami Trail, Building H
Naples, FL 34112
(239)252-2273
The section and location within the Agency where Nancy Dean,Director of Finance
d' Requests for Payment and Receipt and Expenditure Area Agency on Aging for Southwest Florida,Inc.
forms are to be mailed is: 15201 North Cleveland Avenue, Suite 1100
North Fort Myers,FL 33903
Marianne Lorini, Executive Director
e. The name, address,and telephone number of the Area Agency on Aging for Southwest Florida, Inc.
Contract Manager for this contract is: 15201 North Cleveland Avenue, Suite 1100
North Fort Myers,FL 33903
239-652-6900
Upon change of representatives(names,addresses,telephone numbers)by either party,notice shall be provided in
writing to the other party and the notification attached to the originals of this contract.
7. All Terms and Conditions Included:
This contract and its Attachments, I, III, VII, VIII, IX, X and any exhibits referenced in said
attachments, together with any documents incorporated by reference, contain all the terms and
conditions agreed upon by the Parties. There are no provisions,terms, conditions,or obligations other
than those contained herein, and this contract shall supersede all previous communications,
representations or agreements, either written or verbal between the Parties.
By signing this contract,the Parties agree that they have read and agree to the entire contract.
IN WITNESS THEREOF, the Parties hereto have caused this contract, to be executed by their
undersigned officials as duly authorized.
Contractor: COLLIER COUNTY BOARD OF AREA AGENCY ON AGING FOR
COUNTY COMMISSIONERS SOUTHW F ORIDA,INC.
SIGNED BY: I SIGNE BY: —
NAME: Stephen Y. Carnell v NAME: RONALD LUCCHINO,PhD
TITLE:Public Services Administrator
TUT,F. B(1 121-)PRF.RT FNT
DATE: July 31, 2014 DATE: f �
Federal Tax ID: 59-6000558
Fiscal Year Ending Date: 09/30
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INDEX OF ATTACHMENTS
ATTACHMENT I
STATEMENT OF WORK 4
ATTACHMENT HI
FUNDING SOURCE .15
ATTACHMENT VII
COMMUNITY CARE FOR THE ELDERLY ANNUAL BUDGET AND RATE SUMMARY .16
ATTACHMENT VIII
COMMUNITY CARE FOR THE ELDERLY INVOICE REPORT SCHEDULE 17
ATTACHMENT IX
REQUEST FOR PAYMENT. 18
ATTACHMENT X
RECEIPT AND EXPENDITURE REPORT 19
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ATTACHMENT I
STATEMENT OF WORK
COMMUNITY CARE FOR THE ELDERLY PROGRAM
SECTION I: SERVICES TO BE PROVIDED
1.1. DEFINITIONS OF TERMS AND ACRONYMS
1.1.1 CONTRACT ACRONYMS
Activities of Daily Living(ADL)
Adult Protective Services(APS)
Adult Protective Services Referral Tracking Tool(ARTT)
Assessed Priority Consumer List(APCL)
Comprehensive Assessment and Review for Long-Term Care Services(CARES)
Community Care for the Disabled Adult(CCDA)
Community Care for the Elderly(CCE)
Client Information and Registration Tracking System(CIRTS)
Department of Children and Families(DCF)
Department of Elder Affairs (DOEA)
Home Care for Disabled Adults(HCDA)
Instrumental Activities of Daily Living(IADL)
Planning and Service Area(PSA)
1.1.2 PROGRAM SPECIFIC TERMS
Adult Protective Services Referral Tracking Tool: A system designed to track DCF APS
referrals to AAAs and CCE Lead Agencies for victims of second party abuse, neglect, and
exploitation who need home and community-based services as identified by APS staff.
Aging Out: The condition of reaching 60 years of age and being transitioned from the
Department of Children and Families (DCF) Services, Community Care for Disabled Adults
(CCDA)or Home Care for Disabled Adults(HCDA) services to the Department's community-
based services.
Area Plan: A plan developed by the area agency on aging outlining a comprehensive and
coordinated service delivery system in its planning and service area in accordance with the Section
306 (42 U.S.C. 3026) of the Older Americans Act and Department instructions. The Area Plan
includes performance measures and unit rates per service offered per county.
Area Plan Update: A revision to the area plan wherein the area agency on aging enters CCE
specific data in the CIRTS. An update may also include other revisions to the area plan as
instructed by the Department.
Functional Assessment: A comprehensive, systematic, and multidimensional review of a
person's ability to remain independent and in the least restrictive living arrangement. DOEA Form
701 B is used by case managers to conduct the functional assessment.
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1.2 GENERAL DESCRIPTION
1.2.1 General Statement
The primary purpose of the CCE program is to prevent, decrease or delay premature or
inappropriate and expensive placement of older persons in nursing homes and other institutions.
1.2.2. Community Care for the Elderly Mission Statement
The CCE Program assists functionally impaired elderly persons in living as independently as
possible in their own homes or in the homes of relatives or caregivers. The program provides
a continuum of care through the development, expansion, reorganization and coordination of
multiple community-based services to assist elders to reside in the least restrictive environment
suitable to their needs.
1.2.3 Authority
The relevant authority governing CCE program are:
(1) Rule 58C-1,Florida Administrative Code
(2) Sections 430.201 through 430.207, F.S.
1.2.4 Scope of Service
The Contractor is responsible for the programmatic, fiscal, and operational management of
CCE. The program services shall be provided in a manner consistent with and described in the
Contractor's Request for Proposal, RFP, and the Agency's current area plan and the current
Department of Elder Affairs Programs and Services Handbook, located on the DOEA website,
http://elderaffairs.state.fl.us/doea/nois.php.
1.2.5 Major Program Goals
The major goals of the program are to preserve the independence of elders and prevent or delay
more costly institutional care through a community care service system that provides case
management and other in-home and community services as needed under the direction of a lead
agency and provide a continuum of service alternatives that meet the diverse needs of
functionally impaired elders.
1.3. INDIVIDUALS TO BE SERVED
1.3.1 General Eligibility
The CCE program provides a continuum of services for functional impaired elders.
1.3.2 Individual Eligibility
In order to receive services under this contract, an applicant must:
(1) Be at least 60 years of age;
(2) Be functionally impaired as determined through the initial comprehensive
assessment; and
(3) Not be dually enrolled in the CCE program and a Medicaid capitated long-term
care program.
1.3.2.1 Targeted Groups
Priority for services provided under this contract shall be given to those eligible persons
assessed to be at risk of placement in an institution or who are abused, neglected or exploited.
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SECTION II: MANNER OF SERVICE PROVISION
2.1 SERVICE TASKS
To achieve the goals of the CCE program, the Contractor shall perform, or ensure the
performance of its Subcontractors, for the following tasks:
(1) Client Eligibility Determination;
(2) Assessment and Prioritization of Service Delivery for New Clients;
(3) Delivery of Services to Eligible Clients; and
(4) Monitoring the performance of Subcontractors.
2.1.1 Client Eligibility Determination
The Contractor shall ensure that applicant data is evaluated to determine eligibility. Eligibility
to become a client is based on meeting the requirements described in this ATTACHMENT I,
Section 1.3.
2.1.1.1 APS High-Risk Referrals
The Contractor shall ensure that for APS high-risk referrals who are enrolled in a Medicaid
long-term care program at the time of referral the CCE lead agency rejects the referral in ARTT
and enter notes indicating the individual is a Medicaid managed care client.
2.1.1.2 APS Intermediate and Low Risk Referrals
The Contractor shall ensure that APS low and medium referrals who are enrolled in a Medicaid
capitated long-term care program at the time of referral be referred to the long-term care
provider.
2.1.2 Assessment and Prioritization of Service Delivery for New Clients
The Contractor shall ensure the following criteria are used to prioritize new clients for service
delivery.It is not the intent of the Agency to remove existing clients from services in order to
serve new clients being assessed and prioritized for service delivery.
2.1.2.1 Abuse,Neglect and Exploitation
The Contractor shall ensure that pursuant to Section 430.205(5)(a), Florida Statutes, those
elderly persons who are determined by APS to be victims of abuse,neglect,or exploitation who
are in need of immediate services to prevent further harm and are referred by APS, will be
given primary consideration for receiving CCE services. As used in this subsection, "primary
consideration" means that an assessment and services must commence within 72 hours after
referral to the Agency or as established in accordance with Agency contracts by local
protocols developed between Agency service Contractors and APS.
2.1.2.2 Priority Criteria for Individuals in Nursing Homes in Receivership:
The Contractor shall ensure that pursuant to Section 400.126 (12), Florida Statutes, those
elderly persons determined,through a CARES assessment,to be a resident who could be cared
for in a less restrictive setting or who do not meet the criteria for skilled or intermediate care in
a nursing home, will be referred for such care, as appropriate for the resident. Residents
referred pursuant to this subsection shall be given primary consideration for receiving services
under the CCE program in a manner as persons classified to receive such services pursuant to
Section 430.205,Florida Statutes.
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2.1.2.3 Priority Criteria for Service Delivery:
(1) Individuals in nursing homes under Medicaid who could be transferred to the community;
(2) Individuals in nursing homes whose Medicare coverage is exhausted and may be diverted
to the community;
(3) Individuals in nursing homes that are closing and can be discharged to the community;or
(4) Individuals whose mental or physical health condition has deteriorated to the degree self-
care is not possible, there is no capable caregiver, and institutional placement will occur
within 72 hours;
(5) For the purpose of transitioning individuals receiving CCDA and HCDA services through
the DCF Adult Services to community-based services provided through the Agency,
when services are not currently available, the Contractor shall ensure that "Aging Out"
individuals are prioritized for services only after APS High Risk and Imminent Risk
individuals.
2.1.2.4 Priority Criteria for Service Delivery for Other Assessed Individuals:
The assessment and provision of services should always consider the most cost effective means
of service delivery. Service priority for individuals not included in groups one,two or three of
section 2.1.2.3 above, regardless of referral source, will be determined through the
Agency's client assessment form administered to each applicant, to the extent funding is
available. The Contractor shall ensure that first priority is given to applicants at the higher
levels of frailty and risk of nursing home placement. For individuals assessed at the same
priority and risk of nursing home placement,priority will be given to applicants with the lesser
ability to pay for services.
2.1.2.5 Referrals for Medicaid Waiver Services:
(1) The Contractor must require Subcontractors, through the performance of the client
assessment, to identify potential Medicaid eligible CCE clients and to refer these
individuals for application for Medicaid Waiver services.
(2) The Contractor must require individuals who have been identified as being potentially
Medicaid Waiver eligible are required to apply for Medicaid Waiver services in order to
receive CCE services and can only receive CCE services while the Medicaid Waiver
eligibility determination is pending. If the client is found ineligible for Medicaid Waiver
services for any reason other than failure to provide required documentation, then the
individual may continue to receive CCE services.
(3) The Contractor must advise individuals who have been identified as being potentially
Medicaid Waiver eligible must be advised of the responsibility to apply for Medicaid
Waiver services as a condition of receiving CCE services while the eligibility
determination is being processed.
2.1.3 Delivery of Service to Eligible Clients
The Contractor shall ensure the provision of a continuum of services that meet the diverse
needs of functionally impaired elders. The Contractor shall ensure performance and
reporting of the following service provision in accordance with the current DOEA
Programs and Services Handbook. The services include the following categories:
(1) Core Services;
(2) Health Maintenance Services;and
(3) Other Support Services.
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2.1.3.1Core Services for Programmatic Operation
The Contractor shall ensure that core services include a variety of home-delivered
services, day care services, and other basic services that are most needed to prevent
unnecessary institutionalization. Core services, to be provided at the unit rate identified
in the Area Plan, as updated, include the following:
(1) Adult Day Care; (8) Housing Improvement;
(2) Chore Services; (9) Legal Assistance;
(3) Companionship; (10) Pest Control Services;
(4) Escort; (11) Respite Services;
(5) Financial Risk Reduction; (12) Shopping Assistance; and
(6) Home Delivered Meals; (13) Transportation
(7) Homemaker;
2.1.3.2 Health Maintenance Services
The Contractor shall ensure that health maintenance services are routine health services that
are necessary to help maintain the health of functionally impaired elders. The services are
limited to medical therapeutic services, non-medical prevention services, personal care
services, home health aide services, home nursing services, and emergency response systems.
Typical services to be provided at the unit rate identified in the Area Plan as updated, are the
following:
(1) Adult Day Health Care; (8) Nutrition Counseling;
(2) Emergency Alert Response; (9) Occupational Therapy;
(3) Gerontological Counseling; (10) Personal Care;
(4) Health Support: (11) Physical Therapy;
(5) Home Health Aide; (12) Skilled Nursing Services;
(6) Medication Management; (13) Specialized Medical Equipment,
(7) Mental Health Counseling/Screening; Services and Supplies; and
(14) Speech Therapy.
2.1.3.3 Other Support Services
The Contractor shall ensure that support services expand the continuum of care options to assist
functionally impaired elders and their caregivers. Support services to be provided at the unit
rate identified in the Area Plan as updated, include the following:
(1) Caregiver Training/Support;
(2) Case Aid;
(3) Case Management;
(4) Intake;
(5) Material Aid; and
(6) Other.
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2.1.4 Use of Subcontractors
If this contract involves the use of a Subcontractor or third party,then the Contractor shall not
delay the implementation of its agreement with the Subcontractor. If any circumstances occur
that may result in a delay for a period of 60 days or more of the initiation of the subcontract or
in the performance of the Subcontractor,the Contractor shall notify the Contract Manager and
the Agency's Chief Financial Officer in writing of such delay.
The Contractor shall not permit a Subcontractor to perform services related to this agreement
without having a binding Subcontractor agreement executed. In accordance with Section 23.1
of Master Contract HM014,the Agency will not be responsible or liable for any obligations or
claims resulting from such action.
2.1.4.1 Monitoring the Performance of Subcontractors
The Contractor shall monitor at least once per year each of its Subcontractors, Subrecipients,
Vendors, and/or Consultants paid from funds provided under this contracts. The Contractor
shall perform fiscal, administrative and programmatic monitoring to ensure contractual
compliance, fiscal accountability, programmatic performance and compliance with applicable
state and federal laws and regulations. The Contractor shall monitor to ensure that time
schedules are met, the budget and scope of work are accomplished within the specified time
periods and other performance goals stated in this contract are achieved.
2.2 SERVICE TIMES
2.2.1 Service Times
The Contractor shall ensure the services listed in this contract are available at times appropriate
to meet client service needs at a minimum, during normal business hours. Normal business
hours are defined as Monday through Friday, 8:00am to 5:00pm.
2.3 DELIVERABLES
The Contractor shall ensure the provision of the services described in the contract in accordance
with the current Department of Elder Affairs Programs and Services Handbook and the services
tasks described in Section 2.1. ATTACHMENT VII lists the services that can be
performed,the highest reimbursement unit rate and the method of payment. Units of service
will be paid pursuant to the rate established in the Request for Proposal,RFP, and approved by
the Agency.
2.4 REPORTS
The Contractor shall respond to additional routine and/or special requests for information and
reports required by the Agency in a timely manner as determined by the Contract Manager. The
Contractor shall establish due dates for any Subcontractors that permits the Contractor to
meet the Agency's reporting requirements.
2.4.1 Client Information and Registration Tracking System (CIRTS)Reports
The Contractor shall input CCE specific data into CIRTS to ensure CIRTS data accuracy. The
Contractor shall use CIRTS generated reports which include the following:
(1) Client Reports;
(2) Monitoring Reports;
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(3) Services Reports;
(4) Miscellaneous Reports;
(5) Fiscal Reports;
(6) Aging and Disability Resource Center Reports; and
(7) Outcome Measurement Reports.
2.5 RECORDS AND DOCUMENTATION
The Contractor shall ensure, on a monthly basis, that client and service information is properly
collected and maintained within the Client Information and Registration Tracking System
(CIRTS) or any such system designated by the Agency. Maintenance includes valid
exports and backups of all data and systems according to Agency and/or Department standards
and the DOEA Programs and Services Handbook.
2.5.1 Each Contractor and Subcontractor, among other requirements,must anticipate and prepare for
the loss of information processing capabilities. The routine backing up of all data and software
is required to recover from losses or outages of the computer system. Data and software
essential to the continued operation of Contractor functions must be backed up. The security
controls over the backup resources shall be as stringent as the protection required of the primary
resources. It is recommended that a copy of the backed up data be stored in a secure, offsite
location. The Contractor shall maintain written policies and procedures for computer system
backup and recovery and shall have the same requirement in its contracts and/or agreements
with Subcontractors. These policies and procedures will be made available to the Agency
upon request.
2.6 PERFORMANCE SPECIFICATIONS
2.6.1 Outcomes
(1) The Contractor shall ensure services provided under this contract are in accordance with
the current DOEA Programs and Services Handbook.
(2) The Contractor shall timely submit to the Agency all reports described in
ATTACHMENT I,SECTION 2.4 REPORTS;
(3) The Contractor shall timely submit to the Agency all information described in
ATTACHMENT I, SECTION 2.5 RECORDS AND DOCUMENTATION.
2.6.2 The Contractor shall develop and document strategies in the area plan to support performance
achievement of the following:
(1) Percent of most frail elders who remain at home or in the community instead of going into
a nursing home;
(2) Percent of APS referrals who are in need of immediate services to prevent further harm
who are served within 72 hours;
(3) Average monthly savings per consumer for home and community-based care versus
nursing home care for comparable group clients;
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(4) Percent of elders assessed with high or moderate risk environments who improved their
environment score;
(5) Percent of new service recipients with high-risk nutrition scores whose nutritional status
improved;
(6) Percent of new service recipients whose ADL assessment score has been maintained or
improved;
(7) Percent of new service recipients whose IADL assessment score has been maintained or
improved;
(8) Percent of family and family-assisted caregivers who self-report they are likely to provide
care;
(9) Percent of caregivers whose ability to provide care is maintained or improved after one
year of service intervention(as determined by the caregiver and the assessor);
(10) Average time in the CCE Program for Medicaid Waiver probable customers; and
(11) Percent of customers who are at imminent risk of nursing home placement who are served
with community based services.
The Contractor's performance of these measures will be documented in the Agency's
annual monitoring reports.
2.7. CONTRACTOR'S FINANCIAL OBLIGATIONS
2.7.1 Matching,Level of Effort,and Earmarking Requirement
The Contractor must provide a match of at least 10 percent of the cost for all CCE services.
The match will be made in the form of cash and/or in-kind resources. At the end of the contract
period,all CCE funds expended must be properly matched. State funds cannot be used to match
another state-funded program.
2.7.2 Cost Sharing and Co-payments
The Contractor must establish annual co-payment goals. The Agency has the option to
withhold a portion of the Contractor's request for payment if goals are not met according to
the Agency and the Department of Elder Affairs' co-payment guidelines. Co-payments include
only the amounts assessed consumers or the amounts consumers opt to contribute in lieu of an
assessed co-payment. The contribution must be equal to or greater than the assessed co-
payment. Co-payments collected in the CCE program can be used as part of the local match.
2.8 AGENCY RESPONSIBILITIES
2.8.1 Program Guidance and Technical Assistance
The Agency will provide to the Contractor guidance and technical assistance as needed to
ensure the successful fulfillment of the contract by the Contractor.
2.8.2 Contract Monitoring
The Agency will review and evaluate the performance of the Contractor under the terms of
this contract.Monitoring shall be conducted through direct contact with the Contractor through
telephone, in writing, or an on-site visit. The Agency's determination of acceptable
performance shall be conclusive. The Contractor agrees to cooperate with the Agency in
monitoring the progress of completion of the service tasks and deliverables. The Agency
may use, but is not limited to, one or more of the following methods for monitoring:
(1) Desk reviews and analytical reviews;
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(2) Scheduled, unscheduled and follow-up on-site visits;
(3) Client visits;
(4) Review of independent auditor's reports;
(5) Review of third-party documents and/or evaluation;
(6) Review of progress reports;
(7) Review of customer satisfaction surveys;
(8) Agreed-upon procedures review by an external auditor or consultant;
(9) Limited-scope reviews; and
(10) Other procedures as deemed necessary.
SECTION III: METHOD OF PAYMENT
3.1 General Statement of Method of Payment
The method of payment for this contract includes advances, cost reimbursement for
administration costs, and fixed rate for services. The Contractor shall ensure fixed rates for
services include only those costs that are in accordance with all applicable state and federal
statutes and regulations and are based on audited historical costs in instances where an
independent audit is required. The Contractor shall consolidate all requests for payment from
Subcontractors and expenditure reports that support requests for payment and shall submit to
the Agency on forms 106C(ATTACHMENT IX)and 105C(ATTACHMENT X).
3.1.1 The Contractor agrees to distribute funds as detailed in the area plan update, and the Budget
Summary, ATTACHMENT VII to this contract. Any changes in the total amounts of the
funds identified on the Budget Summary form require a contract amendment.
3.2 Advance Payments
The Contractor may request up to two months of advances at the start of the contract period to
cover program administrative and service costs. The payment of an advance will be contingent
upon the sufficiency and amount of funds released to the Agency and the Department by
the State of Florida ("budget release"). The Contractor shall provide the Contract Manager
documentation justifying the need for an advance and describing how the funds will be
distributed.
3.2.1 The Contractor's requests for an advance require the approval of the Contract Manager. If
sufficient budget is available,the Agency will issue approved advance payments after
July 1, 2014.
3.2.2 All advance payments made to the Contractor shall be returned to the Agency as follows: one
— tenth of the advance payment received shall be reported as an advance recoupment on
each request for payment, starting with report number five, in accordance with the Invoice
Schedule,ATTACHMENT VIII to this contract.
3.2.3 The Contractor may temporarily place advanced funds in a FDIC insured interest bearing
account. All interest earned on contract fund advances must be returned to the Agency
within thirty(30)days of the end of each quarter of the contract period.
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3.3 Invoice Submittal and Requests for Payment
All requests for payment documentation and expenditure reports submitted to support requests
for payment shall be on DOEA forms 106C (ATTACHMENT IX) and 105C
(ATTACHMENT X). The Contractor shall include with its request for payment
documentation of services provided,the units of services provided,and the rates for the services
provided in conformance with the requirements as described in the deliverables and service
tasks.
3.3.1 Remedies for Nonconforming Services
The Contractor shall ensure that all goods and/or services provided under this contract are
delivered timely,completely and commensurate with required standards of quality. Such goods
and/or services will only be delivered to eligible program participants.
3.1.1 If the Contractor fails to meet the prescribed quality standards for services, such services will
not be reimbursed under this contract. In addition, any nonconforming goods (including home
delivered meals) and/or services not meeting such standards will not be reimbursed under this
contract. The Contractor's signature on the request for payment form certifies maintenance of
supporting documentation and acknowledgement that the Contractor shall solely bear the costs
associated with preparing or providing nonconforming goods and/or services. The Agency
requires immediate notice of any significant and/or systemic infractions that compromise the
quality, security or continuity of services to clients.
3.3.2 Financial Consequences
Contractor shall ensure the provision of services to the projected number of clients in
accordance with the Area Plan as updated and within the contract amount. The Contractor shall
ensure expenditure of 100% of the contract amount budgeted for services to clients at the unit
rates established in the Area Plan. In the event the Contractor has a surplus of 1% or more at
the end of the contract term, the Agency will reallocate 1% of the budget for the next year of
the contract term to other area agencies found to be serving clients to the fullest extent of
their allocated budgets. If, or to the extent, there is any conflict between this paragraph and
paragraphs 39.1 and 39.2 of the Master Contract HM014,this paragraph shall have precedence.
3.3.3 All payment requests shall be based on the submission of actual monthly expenditure reports
beginning with the first month of the contract.The schedule for submission of advance requests
(when available)and invoices is ATTACHMENT VIII to this contract.
3.3.4 Payment may be authorized only for allowable expenditures, which are in accordance with the
limits specified in ATTACHMENT VII,Budget Summary.
3.3.5 Any payment due by the Agency under the terms of this contract may be withheld pending the
receipt and approval by the Agency of all financial and programmatic reports due from the
Contractor and any adjustments thereto, including any disallowance not resolved as outlined in
Section 26 of this contract.
3.3.6 Date For Final Request For Budget Revisions
Final requests for budget revisions or adjustments to contract funds based on expenditures for
services provided through June 25, 2015, must be submitted to the Contract Manager no later
than June 25, 2015.
3.3.7 Date for Final Request for Payment
The final request for payment for expenditures is due to the Agency no later than
July 25, 2015.
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3.4 Consequences for Non-Compliance
The Contractor shall ensure 100% of the deliverables identified in Section 1.2.4., Scope of
Services are performed pursuant to contract requirements, and as described in Section 2.3,
Deliverables in this contract. If at any time the Contractor is notified by the Agency's
Contract Manager that it has failed to correctly, completely, or adequately perform these major
deliverables,the Contractor will have 10 days to submit a Corrective Action Plan ("CAP")to
the Contract Manager that addresses the identified deficiency and states how the deficiency
will be remedied within a time period approved by the Contract Manager.The Agency shall
assess a financial consequence for non-compliance on the Contractor for each deficiency
identified in the CAP which is not corrected pursuant to the CAP. The Agency may also
assess a financial consequence for failure to timely submit a CAP. In the event the Contractor
fails to correct an identified deficiency within the approved time period specified in the CAP,
the Agency shall deduct, from the payment for the invoice of the following month, 1% of
the monthly value of the administrative funds in the contract for each day the deficiency is not
corrected.The Agency may also deduct,from the payment for the invoice of the following
month, 1% of the monthly value of the administrative funds in the contract for each day the
Contractor fails to timely submit a CAP, beginning the 11th day after notification by the
Contract Manager of the deficiency. If, or to the extent, there is any conflict between this
paragraph and paragraphs 39 and 39.1 of Master Contract HM014, this paragraph shall have
precedence.
3.5 Documentation for Payment
The Contractor shall maintain documentation to support payment requests that shall be
available to the Agency and/or Department or authorized individuals, such as
Department of Financial Services, upon request.
3.5.1 The Contractor must enter all required data per the Department's CIRTS Policy Guidelines
for clients and services in the CIRTS database. The data must be entered into the CIRTS
before they submit their request for payment and expenditure reports to the Agency. The
Agency shall establish time frames to assure compliance with due dates for the requests for
payment and expenditure reports to the Agency.
3.5.2 The Contractor must run monthly CIRTS reports and verify client and service data in the
CIRTS is accurate. This report must be submitted to the Agency with the monthly request for
payment and expenditure report and must be reviewed by the Agency before the
Contractor's request for payment and expenditure reports can be approved by the Agency.
Remainder of page intentionally left blank
14
July 2014 to June 2015 1 6(0216
ATTACHMENT III
1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS
CONTRACT CONSIST OF THE FOLLOWING:
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL FEDERAL AWARD
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES
AWARDED PURSUANT TO THIS CONTRACT ARE AS FOLLOWS: N/A
2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT
CONSIST OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS
PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT
TOTAL STATE AWARD $0
STATE FINANCIAL ASSISTANCE SUBJECT TO Sec.215.97,F.S.
PROGRAM TITLE FUNDING SOURCE CSFA AMOUNT
Community Care for the Elderly General Revenue--Collier 65010 $ 720,634.00
TOTAL AWARD $ 720,634.00
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED
PURSUANT TO THIS CONTRACT ARE AS FOLLOWS:
STATE FINANCIAL ASSISTANCE
Section 215.97,Fla. Stat.
Chapter 69I-5, Fla. Admin. Code
15
July 2014 to June 2015 1 63.1 6
ATTACHMENT VII
COMMUNITY CARE FOR THE ELDERLY PROGRAM
ANNUAL BUDGET SUMMARY
for
Collier County Board of County Commissioners
Collier
CCE Services Allocations $ 720,634.00
RATE SUMMARY
Hope Hospice and Community Services,Inc.
for
Collier County
Collier County Total Unit Cost Reimbursement Rate-90%
Case Management $60.00 $54.00
Case Aide $33.88 $30.50
Adult Day Care $12.83 $11.55
Chore $23.33 $21.00
Enhanced Chore $30.33 $27.30
Companion $23.35 $21.00
Skilled Nursing $42.00 $37.80
EARS $ 1.31 $ 1.18
Homemaking $22.17 $19.35
Personal Care $25.67 $23.10
Respite-in-Home $25.67 $23.10
Home Improvement $ Cost Reimbursement 90% Cost Reimbursement
Material Aid $ Cost Reimbursement 90% Cost Reimbursement
Specialized Medical Equipment,
Service& Supplies $ Cost Reimbursement 90% Cost Reimbursement
Transportation $ Cost Reimbursement 90% Cost Reimbursement
16
16016
July 2014 to June 2015 CCE 203.14
ATTACHMENT VIII
COMMUNITY CARE FOR THE ELDERLY
INVOICE SCHEDULE
Report Number Based On Submit to Agency on this Date
1 July Advance* July 1
2 August Advance* July 1
3 July Expenditure Report August 9
4 August Expenditure Report September 9
5 September Expenditure Report October 9
6 October Expenditure Report November 9
7 November Expenditure Report December 9
8 December Expenditure Report January 9
9 January Expenditure Report February 9
10 February Expenditure Report March 9
11 March Expenditure Report April 9
12 April Expenditure Report May 9
13 May Expenditure Report June 9
14 June Expenditure Report July 9
15 Final Expenditure Report July 25
16 Closeout Report August 1
Legend: * Advance based on projected cash need.
Note# 1: Report#1 for Advance Basis Agreements cannot be submitted to the Area on
Aging for Southwest Florida, Inc. prior to July 1 or until the agreement with the
Agency has been executed and a copy sent to the Area on Aging for Southwest
Florida, Inc. Actual submission of the vouchers to the Area on Aging for
Southwest Florida, Inc. is dependent on the accuracy of the expenditure report.
Note# 2: All advance payments made to the Contractor shall be returned to the Agency as follows:
one—tenth of the advance payment received shall be reported as an advance recoupment
on each request for payment, starting with report number five. The adjustment shall
be recorded in Part C, Line I of the report(ATTACHMENT X).
Note#3: Submission of expenditure reports may or may not generate a payment request. If
final expenditure report reflects funds due back to the Agency, payment is to
accompany the report.
17
16016
July 2014 to June 2015 CCE 203.14
ATTACHMENT IX
REQUEST FOR PAYMENT
COMMUNITY CARE FOR THE ELDERLY
RECIPIENT NAME,ADDRESS,PHONE#and FEID# TYPE OF PAYMENT: This Request Period: From: To:
Regular Contract Period
Contract it
Advance ___ Report#
PSA#
CERTIFICATION: I hereby certify to the best of my knowiedpe that this request is complete and correct and conforms with the terms and the purposes of the above contract.
Prepared by: Date: Approved by: Date:
PART A: BUDGET SUMMARY CCE Admin. CCE Services TOTAL
1.Approved Contract Amount $ 0.00 $ 0.00 $ 0.00
2.Previous Funds Received for Contract Period $ 0.00 $ 0.00 $ 0.00
3.Contract Balance pine 1 minus line 2) $ 0.00 $ 0.00 $ 0.00
4.Previous Funds Requested and Not Received for Contract Period $ 0.00 $ 0.00 $ 0.00
5.CONTRACT BALANCE(One 3 minus fine 4) $ 0.00 $ 0.00 $ 0.00
PART B: CONTRACT FUNDS REQUEST
1.Anticipated Cash Need(1st-2nd months) $ 0.00 $ 0.00 $ 0.00
2.Net Expenditures For Month $ 0.00 $ 0.00 $ 0.00
(DOEA Form 105C,Part B,Line 4)
3.TOTAL $ 0.00 $ 0.0Q $ 0.00
PART C: NET FUNDS REQUESTED
1.Less Advance Applied $ 0.00 S 0.00 $ 0.00
2.TOTAL FUNDS REQUESTED(Part B Line 3,minus Part C Line 1) $ 0.00 $ 0.00 $ 0.00
List of Services I Units I Rates provided-See attached report.
DOEA FORM 106C
Revised 514112
18
16016
July 2014 to June 2015 CCE 203.14
ATTACHMENT X
RECEIPT AND EXPENDITURE
REPORT COMMUNITY CARE FOR
THE ELDERLY
PROVIDER NAME,ADDRESS,PHONE#and FEID# Program Funding: THIS REPORT PERIOD:
From To
CCE Admin. CONTRACT PERIOD:
CCE Services CONTRACT#
REPORT#
PSA#
CERTIFICATION: I certify to the best of my knowledge and belief that the report is complete and correct and all outlays
herein are for purposes set forth in the contract.
Prepared by: Date: Approved by: Date:
PART A: BUDGETED INCOME/ RECEIPTS 1.Approved 2.Actual Receipts 3.Total Receipts 4. Percent of
Budget For This Report Year to Date Approved Budget
1. State Funds $0.00 $0.00 $0.00 #DIV/0!
2. Program Income $0.00 $0.00 $0.00 #DIV/0!
3. Local Cash Match $0.00 $0.00 $0.00 #DIV/0!
4. SUBTOTAL:CASH RECEIPTS
5. Local In-Kind Match
6.TOTAL RECEIPTS $0.00 $0.00 $0.00 #DIV/0!
PART B: EXPENDITURES 1.Approved 2.Expenditures 3.Expenditures 4. Percent of
Budget For This Report Year to Date Approved Budget
1.Administrative Services $0.00 $0.00 $0.00 #DIV/0!
2. Service Subcontractor(s) $0.00 $0.00 $0.00 #DIV/0!
3.Adult Protective Services $0.00 $0.00 $0.00 #DIV/0!
4.TOTAL EXPENDITURES $0.00 $0.00 $0.00 #DIV/0!
PART C:OTHER REVENUE AND EXPENDITURES II. Interest: III.Advance Recouped
I. Program Income(PI) 1. Earned on GR Advance$ $
1. CCE: PI Collected YTD $ 2. Return of GR Advance $
(Includes fees collected) 3.Other Earned $
PART D:CO-PAYMENTS CURRENT MONTH YEAR-TO-DATE
1. Total of Co-payments assessed $ $
2.Total of Co-payments collected $ $
(For Tracking Purposes only)
DOEA FORM 105C
Revised 5/25/2010
19
16016
Attestation Statement
Agreement/Contract Number_ CCE 203.14
Amendment Number n/a
I, Stephen Y. Carnell ,attest that no changes or revisions have been made to the
(Recipient/Contractor representative)
content of the above referenced agreement/contract or amendment between the Area Agency on Aging for
Southwest Florida and
Public Services Administrator
(Signature of Recipient/Contractor name)
The only exception to this statement would be for changes in page formatting,due to the differences in
electronic data processing media,which has no affect on the agreement/contract content.
•J11 ad* July 31, 2014
Signatur• of Recipient/Contractor representative Date