Okaloosa County BOCC — July 19, 2016 — Amendment #10 with BCC Agenda Request — reading text

OKALOOSA COUNTY BOARD OF COMMISSIONERS -AGENDA REQUEST- TO: HONORABLE BOARD OF COUNTY COMMISSIONERS FROM: CATHERINE WHITE, DRUG COURT MANAGER DATE: July 6, 2016 SUBJECT: CONTRACT # AH105, Amendment #010 - CONTRACT RENEWAL DISTRICT: ALL BACKGROUND: The Board of County Commissions entered into a contract with the Department of Children and Families, Substance Abuse and Mental Health Services to provide Case Management Services for the Drug Court Program effective August, 1999. The contract required the County to deliver Case Management Services in the form of one full time position. The Board also entered into a contract with the Department for Forensic Mental Health Services effective February, 2004. This contract required the County to hire a Forensic Mental Health Specialist. The Board approved the hiring of the Case Manager August 17, 1999, and the Forensic Mental Health Specialist on February 10, 2004. The Case Manager and the Forensic Mental Health Specialist work under the direction of the Drug Court Manager. In September, 2006, the Department agreed to enter into a contract with the County to fund two (2) additional positions due to the escalating population at the County Jail. On September 16, 2006, the Board approved the hiring of the Mental Health Court Case Manager and the Mental Health Pretrial Officer. The Mental Health Court Case Manager works under the direction of the Drug Court Manager, and the Mental Health Pretrial Officer works under the direction of the Pretrial Services Coordinator. The Department of Children and Families, contracted through Big Bend Community Based Care, Inc., has agreed to provide grant funding in the amount of $160,456 effective July 1, 2016, and terminating June 30, 2017. Section 394.9082, Florida Statutes, authorizes the Department to contract with a Managing Entity, to-wit: Big Bend Community Based Care, Inc., to manage the day-to-day operational delivery of services through an organized system of care. The Legislature found that a management structure that places the responsibility for publicly financed behavioral health treatment and prevention services within a single, private, nonprofit entity at the local level will promote improved access to Re: Grant No. AH105 Page Two care, promote service continuity, and provide for more efficient and effective delivery of substance abuse and mental health services. One of its major goals is to remove administrative functions from service providers to better serve individuals needing care. Under the Department’s contract with Big Bend Community Based Care, Inc., they are responsible for performing the following baseline functions for the Department: * System of Care Development and Management * Continuous Quality Improvement « Utilization Management * Planning * Network Management * Training and Technical Assistance ¢ Financial Management * Board Development and Governance * Data Collection, Reporting, and Management * Disaster Planning and Responsiveness In addition, the Department’s contract with Big Bend Community Based Care, Inc. requires the implementation of many substantive programmatic changes, which the Managing Entity will in turn require of all providers including: * Specific requirements relating to integration with child welfare and prioritization of pregnant addicted women and women with dependent children * Specific requirements relating to family-centered treatment * More specific requirements concerning serving Medicaid eligible individuals * Requirement that Management Entity develop Waste Fraud and Abuse Prevention Plan * Specific requirements concerning how the Managing Entity monitors providers, including developing risk assessment reviews for each provider in the network. RECOMMENDATION: That the Board of County Commissioners take the following actions: A. Approval of Contract # AH105, Amendment #010 Contract Renewal; B. Authorize the Chairman, as the County’s representative, to execute all future grant documents during the term of the grant. Q \ Recommended By: a‘m‘*&w\k‘jk Catherine White Drug Court Manager Okaloosa BOCC / contract #AH105 Amendment #010 Contract Renewal Contract # AH105 This Amendment for renewal is entered into between the Big Bend Community Based Care, Inc. herein after referred to as “BBCBC” and Okaloosa County Board of County Commissioners hereinafter referred to as the “provider”. As stated on Page 20, Section B, Paragraph 1 of Contract #AH105, BBCBC is exercising its option to renew this contract if mutually agreed upon by both parties. This renewal will begin on July 1, 2016 and end on June 30, 2017. The contract amount for this period shall not exceed $160,456.00. This amendment also adds Exhibit H- Financial Reporting to the contract 1. Exhibit C- Required Reporting is hereby updated and replaced 2. Exhibit H- Financial Reporting is hereby amended into contract All other terms and conditions of said original contract, as well as any supplements and / or amendments thereto, shall remain in force and effect for this renewal. OKALOOSA COUNTY BOARD OF BIG BEND COMMUNITY BASED COUNTY COMMISSIONERS CARE, INC. By: By: Name: Charles K. Windes JR. Mike Watkins As Its: Chairman Okaloosa County Board of As Its: Chief Executive Officer County Commissioners Date: Date: Enclosed: Exhibit C, Required Reports Exhibit H, Financial Reporting Contract # AH105 16/17 Renewal 7/1/2016 AH105 EXHIBIT C Okaloosa BOCC REQUIRED REPORTS Report Delivery Format Frequency/Due Date Send to: Required Y/N . E-mail confirmation of Deaf and Hard of Hearing i .I 4 Monthly by the 3rd business . Compliance Report/Ausiliary Aid electronic submission diy mecontracts@bigbendcbc.org N see Section 6 for details E-mail of confirmation of Agency Single-Point of Contact Within 14 days of contract . name and contact ) mecontracts @bigbendcbc.org N for DHH ; ¢ begin date information Response to Monitoring Re 30d ipt of final P . ' r. g nAparts E-Mail 37 postrecelp o mecontracts@bigbendchc.org Y and Corrective Action Plans report Prior to contract execution and by March 15 thereafter Program Description CF i if requesting rate changes ) E-Mail m tracts@bigbendchbc.or| Y MH 1045 for July 1 implementaion , econtracts @bigben _— and as required per Financial Reporting Exhibit Financial Audit and Compliance il e L Hard copy to BBCBC administrative Report and 4 additional .| Annually within 180 days of . s Hard Copy and E-mail N offices and electronic to Y schedules as requried by Rule Provider’s fiscal year end incontrsc @ liabsndebe.oF 65E-14.003(2)(a) F.A.C. g or8 | A Quarterly Financial Report E-mail-Electronic Sinctery by Oc.tober 2% N January 30, April 30 and mecontracts@bighendcbe.org Y Budget to Actuals template July 15 E-mail-Electroni P Iaat“e foundznr:cthe Within 15 days of contract Civil Rights Compliance Checklist P . execution and annually mecontracts@bigbendcbc.org Y Department website Shareatier by Mavd www.dcf.state.fl.us y Yy Within 15 days of contract Emergency Preparedness Plan E-Mail execution and annually by mecontracts@bigbendcbc.org Y May 1 e Upon or before contract G | Liability Insura pakival . ,' i g E-Mail execution and upon mecontracts@bigbendcbc.org Y Certificate ) insurance renewal Within 30 days of contract Proof of Accreditation E-Mail execution and upon renewal mecontracts@bigbendcbc.org N of certification Notificati f Criminal 9" ; : |o‘n 9 C e E-Mail Within 15 days of notice mecontracts@bigbendcbc.org Y Investigation involving Agency E i | > .Iectronlc o ‘RAS In Accordance with DCF’s Incident Report —Incident Reporting and IRAS Y A CFOP 215-6 Analysis System Within 15 days of contract Current Agency Licenses E-Mail execution and upon license mecontracts@bigbendcbe.org N renewal Match Reports per 65E-14.0005 with supporting documentation E-Mail Annually mecontracts@bigbendcbc.org Y included Within 30 days of contract Sliding Fee Scale E-Mail execution and annually on mecontracts@bigbendcbc.org N May 1. Waiting List Electronic to SAMHIS As required in PAM-155-2 SAMHIS N Monthly Forensic Report E-Mail Monthly with Invoice mecontracts@bigbendcbc.or Y Quarterly Confiltlonal Release E-Mail Quarterly within 15 days of O T C . Y Forensic Report end of quarter 7/1/16 AH105 EXHIBIT C Okaloosa BOCC REQUIRED REPORTS Report Delivery Format Frequency/Due Date Send to: Required Y/N Staff Recruitment Plan for racial Withi d f t and ethnic parity with client E-Mail o aysvo foniac mecontracts@bigbendcbc.org N execution base Within 30 days of initial contract execution, by April Cost Allocation Plan as required ) 1, 2016 if requesting rate . E-Mail @big| .Org by Rule 65E-14.021(5)(b) a changes for 16/17, and by | econtracts@bigbendche.or ¥ March 15 thereafter for July 1 implementaion Prior to contract execution dbyM h Atefative Bejested Dpaating E-Mail template CF-MH airf] re tes:irnCh rla&-;et c:;e:f:r and Capital Budget Report CF P 4 . g .g mecontracts@bigbendcbc.org Y 1042 for July 1 implementaion , MF 1042 ) and as required per Financial Reporting Exhibit Prior to contract execution and by March 15 thereafter Agency Service Capacity Report | E-Mail template CF-MH | if requesting rate changes p dcbe. Y CF-MH 1043 1043 for July 1 implementaion, | Tecontracts@bigbendcbe.org and as required per Financial Reporting Exhibit Schedule of Reveunes and Spehaiprebecal anl E-Mail excel CF-MH 1037| per Financial Reporting mecontracts@bigbendcbc.org Y Expenses CF-MH 1037 Sy Exhibit List of Assisted Living Facility . Wlthm_30 Shpsabeouimct , ) E-Mail execution and annually by mecontracts@bigbendcbc.org N Cooperative Agreements July 1 Y Prior to execution of ) Subcontracts E-Mail mecontracts@bigbendcbc.org N subcontract in PBPS system (if available or hard ithin 5 business days of copy if not to BBCBC N Prevention - Program Evaluation . Electronic Instrument Level | and Level 2 art of FY N i e mecontracts@bigbendcbc.org) PPG-Prevention — Invoice i i = E-Mail Smeltte,d W'.th e mecontracts@bigbendcbc.org N Support Report invoice Annual Report for HIV Early Intervention Services, SAPT : . TeRntl Es) 9 E-Mail Upon Request mecontracts@bigbendcbc.org N Block Grant Set Aside Funded Services Only Annual Report for Evidenced- based Injection Drug User QOutreach Services, SAPT Block E-Mail Upon Request mecontracts@bigbendcbc.org. N Grant Mandate, Designated Providers Only Annual Report for Pregnant Women and Women With Dependent Children SAPT Block E-Mail Upon Request mecontracts@bigbendcbc.org N Grant Set Aside Funded Services Only ane Progran:)::;gs RV Service E-Mail/Hard Copy Monthly with Invoice Monthly with Invoice N PATH Annual Report E-Mail by September 1 mecontracts@bigbendcbc.org N 7/1/16 2 AH105 EXHIBIT C Okaloosa BOCC REQUIRED REPORTS Report Delivery Format Frequency/Due Date Send to: Required Y/N No later than 90 d As directed by DCF/SAMH Aggregate Payor Class Report for E-Mail in Required a, i a3 S v / designated receiving facilities Report Format felpwing theand.ofthe Hasdsuarters and N 8 8 P facility's fiscal year mecontracts@bigbendchc.org Client Trust Fund Representative ki ) P L Within 30 days of contract ST ¥ . 8 E-Mail execution/amendment and mecontracts@bigbendcbc.org N Determination/Certification annually by July 15 Letter List of MOU(s) with local Federally Qualified Health E-Mail 1-May mecontracts@bigbendcbe.org N Centers (FQHCs) MSS/FIS Monthly R rt and / ¥ e ,an E-Mail Monthly with Invoice mecontracts@bigbendcbc.org N supporting documentation FACT E.r?ha.ncement E-Mail Quarterly within 15 days of mecontracts@bigbendcbe.org N Reconciliation Report end of quarter FACT Ad Hoc Quarterly Report E-Mail Smplecipaditin 1S tays of mecontracts@bigbendcbe.org N end of quarter FACT Monthly Enroll or;epy;nnro Rpeme E-Mail Monthly with Invoice mecontracts@bigbendcbe.org N FACT Slontity vacant Position E-Mail Monthly with Invoice mecontracts@bigbendcbc.org N Report Alt tive Servi B!\‘.ET il e.rwces E-Mail Monthly with Invoice