HomeMy WebLinkAboutR-1996-169 Agreement / County of Yakima / Aging and Long Term Care / Parks and RecreationRESOLUTION NO. R-96-169
A RESOLUTION: Authorizing and directing the City Manager and
City Clerk of the City of Yakima to execute an
agreement with the County of Yakima, Office of
Aging and Long Term Care, for a Social Day Care
Program for Senior Citizens.
WHEREAS, The County of Yakima, Office of Aging and Long Term
Care, has funds available to offer a Social Day Care Program to be
administered by the City of Yakima through its Senior Citizens Center, all
as provided by the attached document; and
WHEREAS, the City Council of the City of Yakima deems it to be in
the best interest of the city that such a program be offered, and that the
attached agreement documents should be executed accordingly, now,
therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF' THE CITY OF YAKIMA:
The City Manager and the City Clerk of the City of Yakima are hereby
authorized and directed to execute an agreement with the County of
Yakima, Office of Aging and Long Term Care, for the purpose mentioned
above, a copy of which agreement is attached hereto and by reference
made a part hereof.
ADOPTED BY THE CITY COUNCIL this 17th day of
December , 1996
ATTEST:
L'YNN BUCHANAN, MAYOR
CITY CLERK
PERFORMANCE AGREEMENT NO. 97-258
ADMINISTRATION OF AGREEMENT
THIS AGREEMENT is entered into this c v day of
/997
, I.996, by and between Yakima County,
hereinafter denominated the "County", through the Office of Aging aiid Long Term Care whose address is P.O. Box 8349,
Yakima, Washington 98908, hereinafter denominated the "Department", and City of Yakima, whose address is 129 North 2nd
Street, Yakima, Washington, 98901, hereinafter denominated the "Contractor", whose duly authorized representatives are
named in documents on file at the Office of Aging and Long Term Care.
THE PURPOSE of this Agreement is to provide for the delivery of Adult Day Care services in accordance with the
terms and conditions set forth in the provisions as listed below:
ADDITIONAL TERMS of this Agreement are set out in and governed by Basic Agreement No. ALTC-09. In the
event the Basic Agreement is revised, this Agreement shall conform to the revisions.
PAYMENT CATEGORY AMOUNTS SIGNATURES
SCSA
(CFDA #93.044)
TOTAL OBLIGATION
PERIOD OF AGREEMENT
$15,800
CONTRACTOR
CITY OF YAKIMA
Authorized Signature DicIT Zais, City Manager
Attest: /
(Typed) Name
City Cler
$15,800
City Contract No. 94,-/f7
January 1, 1997 - December 31, 1997
BOARD OF YAKIMA COUNTY
Resolution No:
7-161q7
Date
Resolution No. t -,4,-I
YAKIMA COUNTY, Office of Aging and
Long Term Care
Helen Bradley. Director
(Typed) Name and Title
Date
PA"--401-
CONTRACT AUTHORIZATION
COMMISSIONER
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Approved as to form by Ron Zirkle
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STANDARD TERMS AND PAYMENT PROVISIONS
SPECIFIC PROVISIONS
I APPLICABLE LAWS AND REGULATIONS
The Contractor agrees that services contemplated or delivered within the terms of this Agreement and funds
administered in the delivery of the specified services shall be provided in accordance with all applicable
Federal, State, and local laws and regulations, in particular the following:
A. CFR Title 45, Subtitle A, Part 74, (Administration of Grants)
B. WAC 388-17, (Senior Citizens Services Act)
II PROJECT DEFINITION
Adult Day Care is a service offered in a day care setting in the community to meet the needs of functionally
impaired adults. It is a structured, comprehensive program that provides a variety of health, social and
related support services in a protective setting during any part of a day, but less than 24-hour care.
Adult Day Care services enable the families of older persons to obtain relief from constant care and provide
isolated older persons with opportunities for socialization. Services are designed to address the social needs
of participants and the need of families for a safe, comfortable place to leave an older person on a regular
or irregular basis.
III PARTICIPANTS
The Contractor agrees that:
A. The target population for the adult day care program are the individuals referenced in the
adult day care program standards.
B. There will be written assessment procedures utilized by the Contractor to determine if
clients meet the program target population criteria.
C. The indicators used by the Office of Aging and Long Term Care to assess its effectiveness
at targeting services to individuals who may be vulnerable are:
Low-income
75 years of age or older
Racial minority
Limited or non-English speaking
ALTC funding should encourage the effective targeting of services to the vulnerable elderly by the
Contractor. Specific goals to be attained for 1997 are as follows:
1. 11% Racial or ethnic minorities
2. 50% Low-income
3. 55% 75 years of age or older
4. 4% Limited or non-English speaking
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The Contractor must report on clients served in these categories.
IV SERVICE SPECIFICATIONS
The Contractor agrees that services provided within the terms of this Agreement shall meet the following
specifications:
A. Efforts will be made to assure access of service to the target population, to include at least
the following:
1. Accessible office or site location;
2. Home visits or home delivery of services (if applicable);
3. Multicultural, bilingual persons to assist multicultural, bilingual clients in receiving
services;
4. Publicity of program through public service announcements, brochures, etc.;
5. Meeting with other service providers/agencies to explain services the Contractor
provides and how referral can be made; and
6. Ability to serve individuals with disabilities.
B. Adult Day Care services shall be delivered in accordance with the Office of Aging and
Long Term Care Adult Day Care Program Standards and information submitted in Request
for Proposal (RFP). The Contractor acknowledges receipt of a copy of said standards.
Services provided shall comply with said standards as presently constituted or subsequently
modified.
C. At least the following services, as defined in the Program Standards, shall be available to
participants according to their individual needs:
1. Administration
2. Intake Assessment
3. Case Review
4. Activity Program
5. Food Service
D. A Participant Intake Form (PIF) or other client tracking information shall be completed and
submitted as required to the Office of Aging and Long Term Care for each client served.
E. Participants shall be referred to the Information and Assistance/Case Management Program
as needed.
F. The Contractor shall establish a system through which clients of services under this
approved Agreement may present grievances as outlined in the Basic Agreement, Section
XVI(F).
G. Services shall be provided throughout Yakima County.
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V ANTICIPATED SERVICE LEVELS AND EXPENDITURE RATE
The Contractor agrees that:
A. The level of service to be provided shall be as described in the Specific Provisions, Section
V, Subsection C, Parts 2 and 3 of this Agreement. Failure to meet the service levels as
defined in this Agreement may result in a renegotiation of the funding levels provided
under the terms of this Agreement.
B. The County may unilaterally reduce the Agreement budget within thirty (30) days of the
close of the quarter by the amount of the projected quarterly expenditures left unspent at
the end of that quarter. The County shall submit to the Contractor notification of intent to
recapture unspent funds and a modification to the budget reflecting the adjusted changes
in the Agreement.
C. Unit of Service
1. Definition: A unit of Adult Day Care shall consist of one day of Adult Day Care
service.
2. There will be 18 unduplicated individuals served by this Agreement.
3. Anticipated Service Level by Quarter:
Units
January - March 195
April - June 195
July - September 195
October - December 195
Total 780
4. Anticipated Expenditure Rate by Quarter:
Units
January - March $ 3,950
April - June 3,950
July - September 3,950
October - December 3,950
Total $15,800
VI ADMINISTRATIVE AGREEMENTS
A. Access by the County: The Contractor shall provide access at all reasonable times for the County
to monitor and/or evaluate the provisions of services under this Agreement. The County may, with
prior permission from the participant and knowledge of the Contractor, interview a certain
percentage of participants to ascertain their experiences with the program.
B. Records and Reports: The Contractor agrees to:
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1. Submit the monthly report showing service level provided by the tenth day of each month
following the month during which the services were provided;
2. Submit a quarterly performance report and a quarterly revenue and expenditure report by
the tenth day of the month following the end of the quarter unless otherwise approved by
the County;
3. Complete and submit such additional reports as are required by the County within the
specified time frames, providing the Contractor is given a written request for the reports
thirty (30) days prior to the due date.
C. Inventory: The Contractor agrees to:
1. Submit to the County vendor invoices at the same time with the monthly billing before
County reimbursement for authorized equipment of items of $300.00, or more;
2. Complete at least once a year a physical inventory, using forms provided by the County,
of all equipment purchased with Aging & Long Term Care funds.
D. Contractors Meeting: The Contractor agrees to have a representative attend meetings of the Office
of Aging and Long Term Care contractors and Long Term Care Planning Committee.
E. Program Publication: The Contractor agrees that:
1. The program shall be publicized on a regular basis, with all publicity and printed material
identifying the Southeast Washington Office of Aging and Long Term Care as a funding
agency;
2. All material distributed with regards to publicizing the program contain a statement assuring
non-discrimination. Following is the wording suggested:
The City of Yakima does not discriminate in providing services on the grounds of
race, creed, color, religion,national origin, gender, age, marital status, or the
presence of any sensory, mental, or physical handicap.
3. Materials publicizing the program must be printed in other appropriate languages in
counties that have a specific minority 60+ population of two (2%) percent or more of the
general 60+ population.
F. Additional Remuneration Prohibited: Neither the Contractor nor any of its officers, employees,
agents or representatives, shall solicit, impose any fees, or accept any remuneration whatsoever from
clients, friends, relatives, or representatives of any clients for services performed for that client
under this Agreement other than the client matching monies or donations. (See Section I.) In the
event that this provision is violated, the County shall have the right to assert a claim against the
Contractor on its own behalf and/or on behalf of the client.
G. Private Pav: The Contractor, who offers to the general public on a private pay basis a service
comparable to the service described in this Agreement, must assure that the County is not charged
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more for the service than the private pay fee. The responsibility lies with the Contractor to justify
that a service provided at a different rate is not comparable to this service.
Ii. Maintenance of Funding Sources: The Contractor agrees that:
1. The County funds are not used to replace funds from any other existing program funding;
2. It will continue or initiate efforts to obtain support from private sources and other public
organizations for this service;
3. It will utilize new funding sources for this service if they become available through the
County and it will make any program changes necessary to meet the requirements of the
new funding sources.
I. Fees and Donations: The Contractor agrees that:
1. It will assure that older persons have the opportunity to contribute to all or part of the cost
of the service, but service will not be denied if participant cannot or does not wish to
contribute;
2. It shall utilize client donations to meet project expenses before using State or Federal funds.
Client donations may be used to satisfy matching requirements;
3. It shall provide that the methods of receiving fees, donations and contributions from
individuals shall be handled in such a manner so as not to publicly differentiate among
individuals;
4. All project income derived from the provision of services described herein or incorporated
by reference herein or derived or generated through program fund-raising activities or
profits earned from fixed rate service shall stay with the project and shall be used to
provide increased levels or improved quality of service to the target population.
J. Monitoring/Assessment Procedures: The Contractor agrees to:
1. Monitor both its fiscal and program status monthly and assess its performance on program
objectives and activities covered under this Agreement on an ongoing basis;
2. Monitor and assess on an ongoing basis the performance of any subcontracting agencies,
and insure that funds made available are expended only in accordance with the specific
provisions of this Agreement;
3. Recognize that the County will monitor and assess the activities and progress of all
programs covered under this Agreement on an ongoing basis. Said monitoring and
assessment will be accomplished through, but not limited to, review of program and
financial reports, on-site visits (service delivery and administrative sites), conference with
program administrators and staff, and visits by members of the Office of Aging and Long
Term Care (ALTC) staff and ALTC Advisory Council. Monitoring may include assessing
performance based on information submitted in Request for Proposal (RFP). Prior notice
of all such visits will be provided;
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4. Authorize and/or participate in any program or fiscal evaluations or studies conducted by
the County or DSHS. Prior notice will be provided as well as final reports of evaluations
or studies;
5. Conduct a self-evaluation of the program annually. The self-evaluation shall include a
survey of at least 10% of clients utilizing the service. The Contractor shall take steps to
correct deficiencies found during internal monitoring. Monitoring reports shall be made
available to the County upon request.
PAYMENT PROVISIONS
I CONSIDERATION
As consideration for services, as described in the Specific Provisions of this Agreement and in accordance
with the Budget Provisions of this Agreement, the County agrees to pay the Contractor a sum not to exceed
$15,800 from available funds as submitted on budget proposal packet. This total sum shall be available
during the period January 1, 1997 through December 31, 1997. These funds shall be used to provide Adult
Day Care services. Payment to the Contractor for this unit rate price Agreement shall be based on the unit
rate of $20.26, less client match as computed on the client Senior Citizens Services Act Application during
the period January 1, 1997 through December 31, 1997.
Payment shall be based on claims for reimbursement as reported on the Office of Aging and Long Term
Care invoice and support documentation and shall be contingent upon the receipt of all required financial
and program reports by the respectively assigned due dates.
The County shall renegotiate the unit rate the following contract year if revenue and expense reports
indicate a profit of more than three percent (3%).
The County shall not be held responsible for any financial loss suffered by the Contractor as a result of
performance of services as outlined in this Agreement in the mutually agreed budget, service delivery
standards, units of service and payment standards.
II GENERAL PAYMENTS CONDITIONS
The Contractor agrees to the following standards in satisfactorily performing the terms and conditions of
this Agreement:
A. No payment shall be made for any contracted activity rendered by the Contractor which is not
identified within the terms and conditions of this Agreement and set forth within a category of the
budget.
B. The Contractor shall submit to the County a written request for approval of budget revision when:
1. The revision would change the scope or objectives of any contracted activity category;
2. Additional revenue is received for contracted activities within the terms of this Agreement;
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3. The Contractor desires to transfer funds from one budget category to another. Budget
category transfers shall, for the purpose of this Agreement, be defined as transfers inclusive
of those occurring between sub -object categories when the cumulative amount of all
transfers exceeds four percent (4%) of the County budgeted amount for administration or
service delivery.
C. Payments shall be based on the County's receipt of all fiscal and programmatic reports required by
this Agreement to substantiate claims for reimbursement. The County expressly reserves the right
to withhold payment in whole or in part when:
1. The Contractor fails to submit all required documentation, or
2. In the County's judgment, additional information is required to substantiate the basis upon
which claims for reimbursement are made, provided the request for such additional
information is consistent with the requirements of this Agreement; or
3. Claims for reimbursement are inconsistent with the terms and conditions of this Agreement;
or
4. Claims for reimbursement on unit rate price Agreements exceed the administrative and
service delivery budgets without in-kind contributions by greater than five (5%) percent of
their respective allotted amount; or
5. Claims for reimbursement on line -item cost Agreements exceed the administrative and
service delivery budgets of County contracted funds by greater than five (5%) percent of
their respective allotted amount.
The County agrees to promptly notify the Contractor of any proposed reduction in funding by State,
Federal, or other officials. The Contractor agrees that upon receipt of such notice it shall take appropriate
and reasonable action to reduce its spending in the affected funding area so that expenditures do not exceed
the funding level which would result if said proposed reduction became effective.
III BILLING PROCEDURES
A. The Contractor shall submit written claims for reimbursement of contracted activities provided on
the appropriate forms. All payments will be based on contracted activities provided unless
otherwise approved in writing by the County.
B. The County agrees to make payment for contracted activities provided as approved by the Auditor
of Yakima County with County warrants within twenty (20) working days, contingent upon the
availability of funds, following receipt of the Contractor's claims for reimbursement, provided that
claims for reimbursement are received by the County by the tenth day of each month following the
month during which the services were provided. No payment shall be made in the month services
are rendered unless otherwise approved by the County. If the twentieth day of a month falls on a
Saturday, Sunday or holiday, payment will be made the next County working day. Payments at
the end of each month will be made on the last County working day for that month.
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SIGNATURE AUTHORIZATION
1, , Chairman of the Board of Directors of
do hereby authorize the following signatures in reference to contract(s) and modification(s).
Signature, Chairman of the Board
Date
A) Person authorized to sign contract and contract modification if different than the Chairman of the Board of
Directors:
Typed Name & Title Signature
Typed Name & Title Signature
B) Person authorized to sign vouchers and financial reports:
Typed Name & Title Signature
Typed Name & Title Signature
C) Person authorized to sign monthly and program reports:
Typed Name & Title Signature
Typed Name & Title Signature
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 1 q
For Meeting of December 17, 1996
ITEM TITLE: Social Day Care Program for Senior Citizens
SUBMITTED BY: Jerry Copeland, Director of Public Works' -C
Denise Nichols, Acting Parks & Recreation anager
CONTACT PERSON/TELEPHONE: Denise Nichols, 575-6020
SUMMARY EXPLANATION:
Attached is a resolution authorizing the City Manager to sign an agreement with the Office of
Aging and Long Term Care to enable the Yakima Senior Citizens Center to continue to offer a
Social Day Care Program for Senior Citizens. This agreement allocates $15,800 for social day
care services in 1997.
The goal of this program is to provide frail, isolated older adults opportunities for socialization
and enable families of older persons to obtain relief from constant care. Services are designed
to meet the social needs of the families for a safe, comfortable place to leave an older person
on a regular basis. This program started in April 1990 and has been very well received.
Resolution X Ordinance _ Contract _ Other (Specify) Agreement
Funding Source Aging and Long Term Care Grant
APPROVED FOR SUBMITTAL:
City Manager
STAFF RECOMMENDATION: Approve the attached resolution.
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION: Resolution adopted. Resolution No. R-96-169