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HomeMy WebLinkAboutR-2009-020 2009 Geriatric Preventative Foot Care Services Program Agreement with ALTCA RESOLUTION RESOLUTION NO. R-2009-20 authorizing the City Manager to execute Performance Agreement No. 2009 with Yakima County, through the Office of Aging and Long Term Care, for the delivery of Geriatric Preventative 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 Performance Agreement No. 2009 with Yakima County, through the Office of Aging and Long Term Care, for the delivery of Geriatric Preventative Foot Care Services 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 Performance Agreement No. 2009 with Yakima County, through the Office of Aging and Long Term Care, for the delivery of Geriatric Preventative 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 20111 day of January, 2009. Resolution for Geriatric Footcare 2009'rns David Edler, Mayor AGREEMENT NO. MOD. NO. FUNDING SOURCE AGREEMENT PERIOD 2009 City of Yakima Foot Care 01 TITLE IIIB & SCSA 1/01/09- 12/31 /09 THIS AGREEMENT M DIFICATION to Agreement No. 2009 City of Yakima Foot Care is entered into this day of 7let. , 2009. This Modification shall consist of those points enumerated below and in no way alters any other terms or conditions of the original Agreement not specifically mentioned in this Agreement Modification. The purpose of this modification is to: 1. Increase the contract amount from $46,200 to $49,200. 2. Revise the PAYMENT PROVISIONS, Section IV. UNITS OF SERVICE, Part C. Anticipated Service Level by Quarter and Part D. Anticipated Expenditure Rate by Quarter. 3. Revise Section V. PAYMENT CONSIDERATIONS. CONTRACTOR City of Yakima Agency Name Signature Dick Zais, City Manager Name and Title z©o 1 Date Attest: City Cler City Contrac No. Resolution No. Date: YAKIMA COUNTY, Southeast Washington Office Of Aging And Long Term Care Lori Brown, Director Name and Title Date CONTRACT AUTHORIZATION BOARD OF YAKIMA COUNTY ATTEST: COMMISSIONERS Resolution No: 5-r1-2oaq APPROVED AS TO FORM: 019 P ppPr s(- ecuting Attorney Page 1 2009 City of Yakima Foot Care Mod #1 Clerk of the Board Date 4/01 2009 AGREEMENT MODIFICATION #1 CITY OF YAKIMA FOOT CARE VII. UNITS OF SERVICE D. Anticipated Service Level by Quarter: Original Modified UV LV UV . LV Month Units Units Total Units Units Total January - March 466 137 603 767 160 927 April - June 466 137 603 767 160 927 July - September 466 138 604 767 160 927 October - December 465 138 603 767 160 927 Total 1,863 550 2,413 3,068 640 3,708 Modified units include 993 units in the Upper Valley and 140 units in the Lower Valley that are provided by donations. E. Anticipated Expenditure Rate by Quarter: Original Month UV Rate LV Rate Total January - March $8,800 $2,750 $11,550 April - June $8,800 $2,750 $11,550 July - September $8,800 $2,750 $11,550 October - December $8,800 $2,750 $11,550 Total $35,200 $11,000 $46,200 Page 2 2009 City of Yakima Foot Care Mod #1 Modified UV Rate LV Rate Total $9,800 $2,500 $12,300 $9,800 $2,500 $12,300 $9,800 $2,500 $12,300 $9,800 $2,500 $12,300 $39,200 $10,000 $49,200 2009 AGREEMENT MODIFICATION #1 CITY OF YAKIMA FOOT CARE 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 $49,200 from available funds. This total sum shall be available during the period January 1, 2009 through December 31, 2009. 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 $18.89 in the Upper Valley and $20.00 per unit in the Lower Valley, less client donations. Client donations must be spent first before ALTC funds. Page 3 2009 City of Yakima Foot Care Mod #1 ALTC Agin & Long -Term Care Southeast Washington December 21, 2009 Linda Watkins, Deputy City Clerk City of Yakima 129 North Second Street Yakima, WA 98901 Re: 2009 City of Yakima - Foot Care Services Enclosed for your file is a fully executed original of the above referenced contract for the period January 1, 2009 through December 31, 2009, which has been approved by our Director and the Board of Yakima County Commissioners. Regards, Kathleen Coffey Administrative Assistant Enclosures P.O. Box 8349 • Yakima. WA 98908 (509) 965-0105 (Voice/TDD) • Fax (509) 965-0221 • 1-800-572-7354 Web Page: tt'trtv.co.vakima.avcr.us/altc Southeast Washington Counties: Asotin • Benton • Columbia • Franklin • Garfield • Kittitas • Walla Walla • Yakima PERFO. MANCE AGREEMENT NO. 2009 CITY OF YAKIMA ADMINISTRATION OF AGREEMENT THIS AGREEMENT is entered into this 11 day of , 200/by and between Yakima County, hereinafter 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, 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 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 ALTC's "Basic Agreement." In the event the Basic Agreement is revised, this Agreement shall conform to the revisions. The City of Yakima shall be an additional party to the Basic Agreement and shall have all of the rights and privileges of Yakima County Southeast Washington Aging and Long Term Care contained in said Basic Agreement.. PROGRAM Foot Care Title III -B CFDA #93.044 Title III -D CFDA #93.043 SCSA TOTAL FUNDING ALLOCATION PERIOD OF AGREEMENT January 1, 2009 - December 31, 2009 BOARD OF YAKIMA COUNTY COMMISSIONERS Resolution No: -at Cfl Approved As To Form: Deputy Prdseceting Attorney H:\2009 Contracts\2009 Contracts\City of Yakima Foot 12/4/2008 AMOUNTS SIGNATURES $22,750 CITY OF YAKIMA $12,500 $10,950 $46,200 . - rk ontract No. 02009 -/3 esolution No. R aooq ao Date: YAKIMA COUNTY, Office of Aging and Long Term Care Lori Brow, Director CONTRACT AUTHORIZATION \`����111111�11 ATTEST: \\��F PKI MA Coo,, 00: Q Care\2009 Ske CES` Clerk of the Board STANDARD TERMS AND PAY' ` ENT 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. CFR Title 45, Chapter XIII, Subchapter C, Part 1321 (Older Americans Act) C. WAC 388-106-1100 through 1120 (Senior Citizens Services Act) D. Older American Act (PL 109-365) 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 the program target population criteria are met by the clients served. 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: Page 1 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 Low-income 75 years of age or older Racial or Ethnic minority Limited or non-English speaking Living alone ALTC funding should encourage the effective targeting of services to the vulnerable elderly by the Contractor. Specific goals to be attained for 2009 are as follows: Target Group Percentage Racial or ethnic minorities 12% Low-income 40% 75 years of age or older 60% Limited or non-English speaking 6% 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 XXIV. 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. Multicultural, bilingual persons to assist multicultural, bilingual clients in receiving services; 3. Publicity of program through public service announcements, brochures, etc. 4. Meeting with other service providers/agencies to explain services the Contractor provides and how referral can be made; 5. Ability to serve individuals with disabilities. Page 2 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 B. Services shall be delivered in accordance with the State of Washington Aging and Disabilities 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. 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 City of Yakima 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. Page 3 H:\2009 Contracrs\2C09 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 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 $5,000 or more; 2. Complete at least once a year physical inventory, using forms provided by the County, of all equipment purchased under this Agreement. 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; Page 4 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 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: 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; 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 Tess 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. Page 5 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 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. K. DISCLOSURE OF PERSONAL INFORMATION The Contractor shall not disclose the contents of any Client records, files, papers and communications except as necessary for the administration of programs to provide services to clients as stated in RCW 74.04.050, or its successor or replacement statute or as authorized by law. Other pertinent federal and state statutes and laws that protect Client records include the Public Records Act, codified as chapter 42.56 RCW, WAC .388-01-030 and chapter 388-01 WAC, the Health Insurance Portability And Accountability Act of 1996 ("HIPAA"), and chapter 70.02 RCW. As required by RCW 74.04.060 The Contractor shall treat information accessed under this Agreement with the degree of confidentiality required by the federal Social Security Act. 1. The Contractor shall limit access to client data to The Contractor and any subcontractor staff whose duties specifically require access to such data in the performance of their assigned duties. Contractor staff shall not access any individual client data for personal purposes. Clients shall only be permitted to access their own data. 2. The Contractor shall not use or disclose any information concerning any DSHS client for any purpose not directly connected with the administration of The County's responsibilities under this agreement except by prior written consent of the DSHS client, his/her attorney, parent or guardian. 3. The Contractor may disclose information to The County or to DSHS for purposes directly connected with the administration of their programs. This includes, but is not limited to, determining eligibility, providing services, and participation in an audit. The Contractor shall disclose information for research, statistical, monitoring and evaluation purposes . conducted by appropriate federal agencies and DSHS. DSHS must authorize in writing the disclosure of this information to any other party not identified in this section. Page 6 H:\2009 Contracts \2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 L. DISSEMINATION TO STAFF Prior to making information available to new staff and annually thereafter, The Contractor shall ensure that staff accessing the Personal Information or PHI under this agreement are trained in HIPAA and use disclosure of PHI requirement an understand: 1. Confidentiality of Client Data a. Client Data is confidential and is protected by various state and federal laws. The basis for this protection is the individual's right to privacy as outlined in the HIPAA Privacy Rule — 45 CFR 160 to 45 CFR 164. b. Personal Information means demographic and financial information about a particular individual that is obtained through one or more sources (such as name, address, SSN, and phone numbers). RCW 42.56.230 lists the information that is exempted from public inspection and copying. 2. Use of Client Data a. Client data may be used only for purposes of these contracted services, directly related to providing services to the client or for the operation of aging and long-term care programs. b. Any personal use of client information is strictly prohibited. c. Access to data must be limited to those staff whose duties specifically require access to such data in the performance of their assigned duties. 3. Disclosure of Information a. Client information may be provided to the client, client's authorized guardian, or a client -authorized 3rd party per WAC 388-01, and the Long Term Care Manual. b. Client information may be disclosed to other individuals or agencies only for purposes of administering DSHS programs. c. Questions related to disclosure are to be directed to the Southeast Washington Aging & Long Term Care Director and/or Home and Community Programs Public Disclosure Coordinator. Page 7 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 d. Any disclosure of information contrary to this section is unauthorized and is subject to penalties identified in law. M. SECURITY OF DATA 1. The Contractor shall take reasonable precautions to secure against unauthorized physical and electronic access to data, which shall be protected in a manner that prevents unauthorized persons, including the general public, from retrieving data by means of computer, remote terminal, or other means. The Contractor shall take due care to protect said Data from unauthorized physical and electronic access. The data will be stored on computers with security systems that require individual user IDs and hardened passwords. Only persons who have signed the Washington State Notice of Nondisclosure confidentiality form covering this data share agreement will be able to access the data that The County shares with the Contractor under this agreement. 2. The Contractor shall remove data received under this agreement from computer equipment after it's been used for its stated purposes by using a "WIPE" utility for purging the Data from electronic storage media, degaussing, the media, or physically destroying the media in such a way that Data cannot be recovered. Media includes, but is not limited to, the following: a. Personal computer-based hard drives; b. Floppy disks; c. Magnetic tapes (reels or cartridges); d. Compact Disks (CDs), including CDs from cameras; e. DVDs; f. Zip disks; g. Portable RAM (Compact Flash, etc); h. Mainframe or mini mass storage (disk platters, arrays, etc); Storage Area Networks (SAN); and, j. Network Attached Storage (NAS). Page 8 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 3. The Contractor shall ensure disks and/or documents generated in printed form from the electronic file are properly returned, destroyed or shredded when no longer needed so unauthorized individuals cannot access client information. Data destroyed shall include all copies of any data sets in possession after the data has been used for the purpose specified herein or within 30 days of the date of termination, and certify such destruction to DSHS. DSHS shall be responsible for destroying the returned documents to ensure confidentiality is maintained. The Data provided by DSHS will remain the property of DSHS and will be promptly destroyed when The Contractor and its subcontractors have completed the work for which the information was required, as fully described herein. 4. The Contractor shall protect information according to state and federal laws including the following incorporated by reference: a. Privacy Act 1974 5 USC subsection 552a; b. Chapter 40.14 RCW Preservation and Destruction of Public Records; c. Chapter 74.04 RCW General Provisions — Administration; d. Chapter 42.56.210 RCW Certain Personal & Other Records Exempt e. 45 CFR 205.50 provides for Safeguarding information for the Financial assistance Programs and identifies limitations to disclosure of said information; and, f. Public Law 99-508 (18 USC section 2510et. Seq. Electronic Communications Privacy Act of 1986) Part A of Title IV of the Social Security Act authorizes disclosure of client information and provides for safeguards, which restrict the use or disclosure of information concerning applicants or recipients to purposes directly connected with administration of the program. N. The Contractor shall indemnify and hold harmless Yakima County for any acts by the contractor staff related to the provisions of this contract, including the Disclosure of Personal Information. PAYMENT PROVISIONS I 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. Page 9 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FQ.doc 12/4/2008 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 whichis 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; 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 five percent (5%) 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 ten (10%) percent of their respective allotted amount; or Page 10 H:\2009 Contracts \2009 Contraar\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 5. Claims for reimbursement on line -item cost Agreements exceed the administrative and service delivery budgets of County contracted funds by greater than ten (10%) 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 sale 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 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. E. Termination of Contract 1. Either party, upon ninety (90) days advance written request, in which case the two parties shall devise by mutual agreement the conditions of termination including the effective date and in case of termination in part, the portion to be terminated. 2. The Director, immediately upon written notice, if funding is withdrawn or reduced to the extent that the continuation is not in the best interest of the County. 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 thirty (30) working days. This is contingent upon the availability of funds and receipt of the Page 11 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 Contractor's claims for reimbursement 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 last working day of a month falls on a Saturday, Sunday or holiday, payment will be made on the last County working day of the month. IV. UNITS OF SERVICE A. Definition: A unit of Geriatric Preventative Foot Care service shall consist of one (1) foot care treatment. B. There will be 750 unduplicated individuals served by this Agreement. 525 participants shall reside in the upper valley and 225 shall reside in the lower valley. C. Anticipated Service Level by Quarter: Month UV Units LV Units Total January - March 597 164 761 April - June 597 164 761 July - September 597 163 760 October - December 597 164 761 Total 2,388 655 3,043 Anticipated Service Levels include additional units funded by donations and other program income D. Anticipated Expenditure Rate by Quarter:. Month UV Rate LV Rate Total January - March $8,800 $2,750 $11,550 April - June $8,800 $2,750 $11,550 July - September $8,800 $2,750 $11,550 October - December $8,800 $2,750 $11,550 Total $35,200 $11,000 $46,200 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 $46,200 from available funds as submitted on the 2009 Contract Budget Summary. This total sum shall be available during the period January 1, 2009 through December 31, 2009. 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 $18.89 in the Upper Valley and $20.00 per unit in the. Lower Valley, less client donations. Client donations must be spent first before ALTC funds. Page 12 H:\2009 Contracts\2009 Contracts\City of Yakima Foot Care\2009 STP COY(FC).doc 12/4/2008 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. jt(o?3 For Meeting of: January 20, 2009 ITEM TITLE: A Resolution Authorizing an Agreement with Yakima County, through the Office of Aging and Long Term Care (ALTC) for the 2009 Geriatric Preventative Foot Care Services Program SUBMITTED BY: Chris Waarvick, Director of Public Works Ken Wilkinson, Parks and Recreation Manager CONTACT PERSON/TELEPHONE: Ken Wilkinson, 575-6020 SUMMARY EXPLANATION: Attached is a resolution authorizing an agreement with the Yakima County, through the Office of Aging and Long Term Care (ALTC) for a preventive foot care services program for senior citizens at the Harman Center. This, agreement allocates $46,200 for geriatric foot care in 2009. The goal of the Geriatric Foot Care Program is to provide basic preventative foot care for frail, elderly adults. This service has been offered since 1990. Resolution X Ordinance Other X (Specify) Agreement Mail to: Aging & Long Term Care, Post Office Box 8349, Yakima, WA 98908 Phone: 965-0105 Funding Source: Aging and Lon Term Grant APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Staff respectfully requests adoption of the resolution authorizingexecution of the Performance Agreement with Yakima County, through the Office of Aging and Long Term Care for the Geriatric Foot Care Services Program at the Harman Center. BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: