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HomeMy WebLinkAboutR-2000-043 Geriatric foot care services program at Sr. CenterRESOLUTION NO. R-2000- 4 3 A RESOLUTION authorizing the City Manager to execute an agreement between the City of Yakima and Yakima County, through the Office of Aging and Long Term Care, for the purpose of obtaining funding for foot care services for senior citizens. WHEREAS, the City of Yakima desires that foot care services be provided to senior citizens; and WHEREAS, Yakima County, through its Office of Aging and Long Term Care, is willing to provide funding to the City for these services in accordance with the attached agreement; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to enter into the attached agreement with Yakima County for the purpose of obtaining funding for foot care services for senior citizens, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to execute the attached and incorporated agreement with Yakima County for the purpose of obtaining funding for foot care services for senior citizens. The final agreement shall be approved as to form by the City Attorney. ADOPTED BY THE CITY COUNCIL this 18th day of April, 2000. ATTEST: City Clerk (Ik)res/ALTC footcare 00/pm laidoet Place, Mayor PERFORMANCE AGREEMENT NO. 2000 CITY OF YAKIMA ADMINISTRATION OF AGREEMENT THIS AGREEMENT is entered into this `1 ' day of 1 1 , 2000, by and between Yakima County, hereinaffer denominated the "County', through the Office of Aging and 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 Second Street, Yakima, Washington, 98901, hereinaffer 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 Foot 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. PROGRAM Foot Care Title III -B AMOUNTS SIGNATURES $ 7,300--- CITY OF YAKIMA SCSA 2,800 TOTAL FUNDING ALLOCATION $10,100 PERIOD OF AGREEMENT January 1, 2000 - December 31, 2000 BOARD OF YAKIMA COUNTY,,,i,o'" COMMISSIONERS Resolution No: d 56- R® 3 Approved as to form by Ron Zirkle Contract\2000SIGCOY ,�f'�ONTRACT AUTHORIZATION Authorized Si nature R. A. Zai,Jr. Name and dTiTitle Attest: 1� � 2 City Manager City Clerk ( SEAL City Contract No. 2000-34} "*- Resolution No. R -2000-43.a. " r61G( Date:4-(-19--°° YAKIMA COUNTY, Office of Aging and Long Term Care Authorized Signatre Helen Bradley, Director Name and Title ESTE CI 6tvointio of the Board Date mo 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. A. B. C. CFR Title 45, Subtitle A, Part 74, (Administration of Grants) CFR Title 45, Chapter XIII, Subchapter C, Part 1321 (Older Americans Act) WAC 388-71 (Senior Citizens Services Act) II PROJECT DEFINITION Geriatric Preventative Foot Care services are intended to provide early detection of existing and potential foot problems as well as alleviate dry skin problems, and maintenance of healthy nails. Services include foot inspection and palpation, foot soaks, nail trimming, and instructions in foot health maintenance. Referrals for follow-up treatment are made to local physicians and podiatrists. III PARTICIPANTS The Contractor agrees that: A. The target population for geriatric preventative foot care services age 60 and over who: 1. Need one or more of the program services to avoid problems or assist with activities of daily living, thereby red other services; AND are the individuals :iditional health - ig the need for 2. Are not eligible for or have exhausted other sources of payment for similar services (Medicare, Medicaid, insurance) or similar services are not available. as stated in the Geriatric Preventative Foot Care Program Standards. All persons served should be members of the target population. To the degree feasible, persons served should meet the vulnerability criteria. 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 Living alone Page 1 Contract \ 2000STPCOY(FC) ALTC funding should encourage the effective: targeting of services to the vulnerable elderly by the Contractor. Specific goals to be attained for 2000 are as follows: Target Group Percentage Racial or ethnic minorities 11% Low-income 50% 75 years of age or older 55% Limited or non-English speaking 4% Living alone 40% The Contractor must report on clients served in these categories. D. Local medical professionals will be available to provide consultation services and act in an advisory capacity. E. Clinics will be held monthly at each designated facility that will include, but not be limited to, low-income housing facilities and senior centers. F. Participants shall be referred to the Information and Assistance/Case Management Program as needed. G. 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). H. Services shall be provided throughout Yakima County. 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. • Horne 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; 6. Ability to serve individuals with disabilities. B. Services shall be delivered in accordance with the State of Washington Aging and Adult Services Administration Program Standards and information submitted in Request for Proposal. The Contractor acknowledges receipt of a copy of said standards. Services provided shall comply with 'said standards as presently constituted or subsequently modified. Page 2 Contract \ 2000STPCOY(FC) V. ANTICIPATED SERVICE LEVELS AND EXPENDITURE RATES The Contractor agrees that: A. The levels of service to be provided shall be as described in the Program Attachments for (name contracted services) to this Agreement. Failure to meet the service levels as defined in the Program Attachments may result in a re -negotiation 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. 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: 1. Maintain program records and reports, including statistical information, and to make such records available for inspection by the County in order for the County to be assured that contracted activities remain consistent with the terms of this Agreement and the currently approved SE/ALTC Area Plan which shall be kept on file at the ALTC office. The Contractor further agrees to provide such information as requested by the County within the time limitations established by the County; 2. Submit the monthly report showing service level provided by the tenth day of each month following the month during which the services were provided. A quarterly report must be submitted by the end of the month following the end of each quarter. 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 invoice(s) at the same time with the monthly billing before County reimbursement of expenditures of authorized equipment items of $1,000 or more; 2. Complete at least once a year physical inventory, using forms provided by the County, of all equipment purchased under this Agreement. Page 3 Contract \ 2000STPCOY(FC) 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 Pay: 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 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. H. 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 changes necessary to meet the requirements of the new funding sources. Fees and Donations: The Contractor agrees that: Page 4 Contract \ 2000STPCOY(FC) 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. The state requires that rates charged to others cannot be less than the program charges the state for the same services (usual and customary fee). The unit rate charged to the county must equal or exceed the rate billed the state for the same service or the state must be charged the lower rate. 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 the Request for Proposal (RFP). Prior notice of all such visits will be provided. 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 the internal monitoring. Monitoring reports shall be made available to the County upon request. Page 5 Contract \ 2000STPCOY(FC) PAYMENT PROVISIONS CONSIDERATION 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 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: 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; 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 Page 6 Contract \ 2000STPCOY(FC) 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. D. Program Income: Gross income received by the contractor and/or subcontractors directly generated by federal funds or a federal grant supported activity or earned as the result of the grant and/or federal contract. 1. Program income may include, but is not limited to, income from: fees for services performed, proceeds from the sale, lease or rent of assets which were acquired using federal funds, contributions/donations from clients, honorariums, consultant fees, training fees, and the like, earned by staff when time spent earning such honorarium or fee was charged to federal funds, and revenue generated from s ;e of fabricated items. 2. Use program income in accordance with the Department of Health and Human Services Administration of Grants, 45CFR, Sec. 25. Costs borne by the program income must be used to satisfy cost sharing or matching requirements. 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 ninth 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. IV. UNITS OF SERVICE A. Definition: A unit of Geriatric Preventative Foot Care service shall consist of one (1) visit with each client who receives a foot care treatment. Page 7 Contract \ 2000STPCOY(FC) B. There will be 500 unduplicated individuals served by this Agreement. C. Anticipated Service Level by Quarter: Month Units January - March 543 April - June 543 July - September 543 October - December 543 TOTAL 2,172 D. Anticipated Expenditure Rate by Quarter: Month Rate January - March $2,525 April - June $2,525 July - September $2,525 October - December $2,525 TOTAL $10,100 V. PAYMENT CONSIDERATIONS 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 $ 10,100 from available funds as submitted on the 2000 Contract Extension Budget Summary. This total sum shall be available during the period January 1, 2000 through December 31, 2000. These funds shall be used to provide Geriatric Preventive Foot Care services. Payment to the Contractor for this unit rate price Agreement shall be based on the unit rate of S4.65 per unit of Foot Care services during the period January 1, 2000 through December 31, 2000. Client donations received in excess of $9,000 will be used to provide additional units of service at the unit rate of $8.79, or be spent first before ALTO funds are used. 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%). Page 8 Contract \ 2000STPCOY(FC) 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. A. CFR Title 45, Subtitle A Part 74, (Administration of Grants) B. Cr.; Title 45, Chapter XIII, Subchapter C, Part 1321 (Older Americans Act) C. WAC 388-71 (Senior Citizens Services Act) II PROJECT DEFINITION Geriatric Preventative Foot Care services are intended to provide early detection of existing and potential foot problems as well as alleviate dry skin problems, and maintenance of healthy nails. Services include foot inspection and palpation, foot soaks, nail trimming, and instructions in foot health maintenance. Referrals for follow-up treatment are made to local physicians and podiatrists. III PARTICIPANTS The Contractor .:agrees that: A. The target population for geriatric preventative foot care services are the individuals age 60 and over who: 1. Need one or more of the program services to avoid additional health problems or assist with activities of daily living, thereby reducing the need for other services; AND 2. Are not eligible for or have exhausted other sources of payment for similar services (Medicare, Medicaid, insurance) or similar services are not available. as stated in the Geriatric Preventative Foot Care Program Standards. All persons served should be members of the target population. To the degree feasible, persons served should meet the vulnerability criteria. 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 Living alone Page 1 Contract \ 2000STPCOV(f C) BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No.'s ' For Meeting of: April 18, 2000 ITEM TTTL,E: Resolution Authorizing Execution of Agreement with the Office of Aging and Long Term Care for the Geriatric Foot Care Services Program at the Senior Center SUBMITTED BY: Chris Waarvick, Director of Public Works Denise Nichols, Parks and Recreation Manager 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 geriatric foot care services for senior citizens. This agreement allocates $10,100 for geriatric foot care in 2000. The goal of the Geriatric Foot Care Program is to provide basic preventative foot care for frail, elderly adults. This service has been offered through the Senior Center since 1990. Resolution X Ordinance Other (Specify) Agreement Contract X Mail to (name and address) : Aging & Long Term Care. Post Office Box 349. Phone: 965-0105 Yakima. WA 98908 Funding Source: Aging and Lo Term Grant c APPROVED FOR SUBMITTAL : � �\ City Manager STAFF RECOMMENDATION: Staff respectfully requests adoption of the attached resolution authorizing the City Manager to execute the attached agreement with the Office of Aging & Long Term Care BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: