Butte County Board of Supervisors Agenda Transmittal

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1 Butte County Board of Supervisors Agenda Transmittal Clerk of the Board Use Only Agenda Item: 3.25 Subject: Amendment Two to Agreement with Counseling Solutions to Provide Parent Education and Counseling Services Department: Employment and Social Services Meeting Date Requested: May 20, 2014 Contact: Shelby Boston Phone: Regular Agenda Consent Agenda Department Summary: (Information provided in this section will be included on the agenda. Attach explanatory memorandum and other background information as necessary). Approval is requested for an amendment with Counseling Solutions to provide parent education and counseling to parents and families in the child welfare system. The amendment extends the term of the agreement through June 30, 2015 and adds $125,920 for a maximum payable amount of $361,920. Fiscal Impact: Funding for this program is provided through 2011 Realignment. There is no impact to the County General Fund. Personnel Impact: Does not apply. Action Requested: Approve the agreement amendment and authorize the Chair to sign subject to review by County Counsel and Auditor- Controller. Administrative Office Review: Sang Kim, Deputy Chief Administrative Officer

2 AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT Between the County of Butte and Counseling Solutions For the Provision of Parent Education and Counseling This Amendment to the Agreement identified below, between the County of Butte, acting through the Butte County Department of Employment and Social Services, a political subdivision of the State of California, hereinafter referred to as County, and the Contractor identified below, reflects the mutual agreement between the parties to amend this Agreement in consideration for the mutual promises contained herein. Amendment Number Two Date of Amendment July 1, 2014 Contract Number X Date of Contract July 1, 2012 Contractor Counseling Solutions Previous Contract Price $236,000 Fixed Price Not-to-Exceed Price Net Change This Amendment $125,920 Fixed Price Not-to-Exceed Price Revised Contract Price $361,920 Fixed Price Not-to-Exceed Price Original Completion Date June 30, 2014 Revised Completion Date June 30, 2015 Description of Additional Changes: This contract is being amended to extend the term and due to changes to the Method and Rate of Payment and the Standard Insurance Requirements for FY 2014/15. Page 1, B. Term: 1. This agreement is effective from July 1, 2012 through June 30, 2014 June 30, Page 1. C. Payments: 1. Total Amount: The total amount of this contract shall not exceed $220,160 (FY: 12-13: $110,080; FY 13-14: $110,080; FY 14-15: $125,920). Attached: Amendment 2 Exhibit B METHOD AND RATE OF PAYMENT, which by reference shall be incorporated into the contract, shall replace and extinguish original Exhibit B METHOD AND RATE OF PAYMENT. Attached: Amendment 2 Exhibit C STANDARD INSURANCE REQUIREMENTS, which by reference shall be incorporated into the contract, shall replace and extinguish original Exhibit C STANDARD INSURANCE REQUIREMENTS. All other terms of this Contract shall remain in full force and effect and are hereby reaffirmed as originally stated or as previously amended by prior written amendment to this contract. CONTRACTOR COUNTY Trishanne Lininger, Administrator Date Cathi Grams Date Counseling Solutions Director, Department of Employment and Social Services Reviewed for fiscal control, subject to Budget appropriation Contracts Division, GSD Doug Teeter, Chair Date Butte County Board of Supervisors Butte County General Services Department Paul Hahn, Chief Administrative Officer Date By: Clerk of the Board Approved as to form, County Counsel by: Funding Source: CWS-Realignment 2011 Budget Code: DESS.CounselingSolutions.ParentEducation/Counseling.AmendTwoFY14-15 Page 1 of 5

3 AMENDMENT TWO - EXHIBIT B METHOD AND RATE OF PAYMENT Contract maximum shall not exceed $361,920 (FY 2012/13: $110,080, FY 2013/14: $125,920; FY 2014/15: $125,920), which is also identified on page one of this Agreement. Rates of service for Counseling, Parent Support Groups, Nurturing Parenting Intake Groups, and Nurturing Parenting Classes shall be reimbursed per the following budget: FY 2014/15 Line Item Budget Rate Amount Parent Support Groups $210 per group $30,240 Nurturing Parenting Intake Groups $100 per group $9,600 Nurturing Parenting Classes $210 per group $30,240 Individual and Family Counseling $96 Maximum per hour $55,840 Total: $125,920 *Line items can be shifted with the approval of the County and the Contractor. PARENT SUPPORT GROUPS, NURTURING PARENTING INTAKE GROUPS, AND NURTURING PARENTING CLASSES: 1. Groups shall be billed monthly on a per group/per class basis. 2. The contractor shall submit, with the monthly claim, a detailed invoice with all participants names, dates, and type of service provided. 3. The per group/per class fee is inclusive and includes any supplies needed; preparation time for attendance reports, recommendations, summations, progress notes or other required documentation for group participants are included and additional time cannot billed for completion of these items. Any administrative/overhead expenses, including travel and mileage, is also included in the per group/per class rate. 4. A no show or late cancel for groups is not reimbursable under the contract terms, with the exception of the Nurturing Parenting Intake Groups. 5. County shall not be responsible for payment of group sessions or classes in which there are no participants. COUNSELING: 1. Maximum Rate of Service is $96.00 per hour. 2. No shows and late cancels will be paid at a rate of ½ the total hourly treatment rate (maximum $48.00). A late cancel is defined as a cancellation with less than 24 hours notice. A late cancel will be considered a no show. DESS.CounselingSolutions.ParentEducation/Counseling.AmendTwoFY14-15 Page 2 of 5

4 3. A maximum of 2 no show hours per client will be paid by Butte County as it relates to individual counseling. Any no show after the 2 nd no show, is not reimbursable under the contract terms. Lack of child-care and drug testing are not considered good cause for no show or late cancellation. 4. A total of 14 hours per client will be authorized for individual counseling. The 14 total hours will include: 2 hours for assessment, testing, and the written assessment report and treatment plan (Including coordination with the assigned social worker), and 12 total hours for treatment. Thirty minutes of the final treatment session can be used for final summation report preparation. No additional time will be paid for writing progress reports, treatment plans, summations, or assessments. 5. Any additional counseling hours after the allotted 14 hours per client must be pre-authorized by the contract monitor prior to receiving the service. If a client is seen after the 14 authorized hours, and, authorization was not obtained by the contract monitor, these services will not be reimbursed under the contract terms. The County shall make payments to the Contractor upon receipt of an approved Butte County Claim for Professional Services form (mentioned here by reference only), submitted monthly for services provided during the preceding month. The name(s) of client served shall be attached, including dates of service and type of service provided. In order for the Department to complete the billing for the fiscal year, Contractor shall submit an estimated claim form for the month of June by June 15 th. Then by July 15 th, the Contractor shall submit an adjusted claim to reflect the actual claim for services provided in June. Completed claim forms shall be sent to: Butte County Department of Employment & Social Services Attn: Patti Morelli, Sr. Administrative Analyst P.O. Box 1649 Oroville, CA DESS.CounselingSolutions.ParentEducation/Counseling.AmendTwoFY14-15 Page 3 of 5

5 AMENDMENT TWO - EXHIBIT C STANDARD INSURANCE REQUIREMENTS Before the commencement of work, Contractor shall submit Certificates of Insurance and Endorsements evidencing that Contractor has obtained the following forms of coverage and minimal amounts specified: MINIMUM SCOPE OF INSURANCE 1.) Commercial General Liability coverage (Insurance Services Office (ISO) occurrence form CG ). 2.) Automobile Liability Insurance standard coverage offered by insurance carriers licensed to sell auto liability insurance in California. Construction contracts only - Insurance Services Office s Business Auto Coverage form number CA covering any auto and endorsement CA Changes in Business Auto and Truckers Coverage forms - Insured Contract. 3.) Workers Compensation Insurance - As required by the State of California with Statutory Limits and Employer s Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury and disease. (Not required if Contractor provides written verification he or she has no employees.) 4.) Professional Liability Insurance - when the contract involves professional services such as engineering architectural, legal, accounting, instructing, and consulting, professional liability insurance is required. (If not contracting for professional services, delete this paragraph.) B. MINIMUM LIMITS OF INSURANCE 1.) General Liability: At least $1,000,000 combined single limit per occurrence coverage for bodily injury, personal injury and property damage, plus an annual aggregate of at least $2,000,000. If a general aggregate limit is used, then either the general aggregate limit shall apply separately to this project/location, or the general aggregate limit shall be twice the required per occurrence limit. The contractor or contractor s insurance carrier shall notify County if incurred losses covered by the policy exceed 50% of the annual aggregate limit. 2.) Automobile Liability: At least $100,000 to cover bodily injury for one person and $300,000 for two or more persons, and $50,000 to cover property damages. However, policy limits for construction projects shall be at least $1,000,000 combined single limit per accident for bodily injury and property damage for autos used by the contractor to fulfill the requirements of this contract, and coverage shall be provided for Any Auto, Code 1 as listed on the Accord form Certificate of Insurance. 3.) Workers Compensation and Employer s Liability: As required by the State of California with Statutory Limits and Employer s Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury and disease. (Not required if Contractor provides written verification he or she has no employees.) 4.) Professional Liability Insurance (If not contracting for professional services, delete this paragraph) Professional liability insurance covering professional services shall be provided in an amount of at least $1,000,000 per occurrence or $1,000,000 or on a claims made basis. However, if coverage is written on a claims made basis, the policy shall be endorsed to provide at least a two-year extended reporting provision. C. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retention must be declared on certificates of insurance and approved by the County. At the option of the County, either the contactor shall reduce or eliminate such deductibles or self-insured retentions, as respects the County, its officers, officials, employees and volunteers, or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claims administration and defense expenses. DESS.CounselingSolutions.ParentEducation/Counseling.AmendTwoFY14-15 Page 4 of 5

6 D. OTHER INSURANCE PROVISIONS 1. General liability insurance policies shall be endorsed to state: a.) The County, its officers, officials, employees and volunteers are to be covered as additional insured as respects liability arising out of activities performed by or at the direction of the Contractor, including products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the County, its officers, officials, employees or volunteers. b.) Contractor's insurance coverage shall be primary insurance as respects the County, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the County, its officers, officials, employees or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. c.) Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Construction contracts. Construction contracts must also provide an endorsement for Automobile liability insurance, which includes the items listed in D1 above. E. ACCEPTABILITY OF INSURANCE CARRIERS. Insurance is to be placed with insurers who are licensed to sell insurance in the State of California and who possess a Best s rating of no less than A-: VII. If the contractor s insurance carrier is not licensed to sell insurance in the State of California, then the carrier must possess a Best rating of at least A: VIII. (For Best ratings go to F. VERIFICATION OF COVERAGE. Contractor shall furnish the County certificates of insurance and original endorsements affecting coverage required by this clause. All certificates of insurance and endorsements are to be received by the County before work under the contract has begun. The County reserves the right to require complete, certified copies of all insurance policies required by this contract. Certificates of insurance shall state that the insuring agency agrees to endeavor to mail to County written notice 30 days before any of the insurance policies described herein are cancelled. Contractor agrees to notify County within two working days of any notice from an insuring agency that cancels, suspends, reduces in coverage or policy limits the insurance coverages described herein. G. SUBCONTRACTORS. Contractor shall include all subcontractors as insured under its policies or require all subcontractors to be insured under their own policies. If subcontractors are insured under their own policies, they shall be subject to all the requirements stated herein, including providing the County certificates of insurance and endorsements before beginning work under this contract. Revised 10/09/13 DESS.CounselingSolutions.ParentEducation/Counseling.AmendTwoFY14-15 Page 5 of 5

Butte County Board of Supervisors Agenda Transmittal

Butte County Board of Supervisors Agenda Transmittal Clerk of the Board Use Only Agenda Item: 3.27 Amendment One to agreement with Northern California Youth and Family Programs for the Provision of Independent