2. Authorize the Auditor-Controller to increase appropriation and revenue by $70,000 as outlined in the Financial Recommendation.

Transcription

1 ALAMEDA COUNTY HEALTH CARE SERVICES AGENCY AGENDA Jan 26, 2010 ALEX BRISCOE, Acting Director The Honorable Board of Supervisors County Administration Building 1221 Oak Street Oakland, Ca AGENCY ADMIN. & FINANCE Jan 8, San Leandro Blvd, Suite 300 San Leandro, CA Tel: (510) Fax: (510) Dear Board Members: SUBJECT: Proposed Acceptance of Professional Services Agreement Memorandum of Understanding between the Alameda County Office of Education and the Alameda County Public Health Department - Homeless Families Program RECOMMENDATION: 1. Accept a three year professional services agreement with the Alameda County Office of Education(ACOE) in the amount of $220,000 for service period November 1, 2009 through June 30, 2012, for the Alameda County Public Health Department- Homeless Families Program(HFP) to provide services to ACOE to enhance its ability to gather information on homeless children and youth, and to improve the quality of life for chronically homeless families; and 2. Authorize the Auditor-Controller to increase appropriation and revenue by $70,000 as outlined in the Financial Recommendation. SUMMARYIDISCUSSIONIFINDINGS: Under this agreement, the HFP will provide counseling, permanent housing assistance and case management services to the eligible homeless population as identified by ACOE. The HFP will assist ACOE in gathering reliable, valid, and comprehensive information and data on homeless children and youth, and in improving the quality of life for chronically homeless, multi-problem families and their children/youth by increasing access to services-enriched permanent housing. The HFP will hire two temporary staffs to perform these services and ACOE will reimburse HFP upon receiving quarterly invoices. The total amount of the agreement is $220,000 for three years as follows: Yr. 1 (Nov. 1, June 30, 2010): $70, Yr. 2 (July 1, June 30, 2011): $75, Yr. 3 (July 1, 2011-June 30, 2012): $75,000.00

2 The Honorable Board of Supervisors Page 2 of2 FINANCING: Funding for this grant is not included in FY adjusted budget; therefore, appropriation and revenue adjustments are necessary to align the County budget to the funding. There is no change in the net County cost. Very truly yours,. x Briscoe, Acting Director Health Care Services Agency AB:am cc: County Counsel Auditor-Controller

3 FINA ClAL RECOMMENDATIO AGE DA DATE: 02/09/2010 ubject of Board Letter: Acceptance ofprofessional Services Agreement Memorandum of of Understanding for Public Health Department, Community Health Services, Homeless Families Program BY: 2010 FUND: The u e of Designation, as follows: ION o The increase (decreas ) in anticipated rev nue. as follows: hr/ijmlllllfll/al I ORG ACCT PROG PROJ/GR AMOUNT I $70,000 ORG TOTAL $70,000 I I ORe ACCT PROG In/imna!l/J/lal rroj/gr AMOUNT I ORG TOTAL $0 GRAND TOTAL ANTICIPATED REVENUE 70,000 =============== The increase (decrease) in appropriations. as follows: In{iml//llinnal ORG ACCT PROG PROJ/GR AMOUNT I $70,000 ORGTOTAL $70,000 I 1 ORf; ACCT PROG Inlor"'OI/rmal PROJ/GR AMOUNT ORG TOTAL $0 RAND TOTAL APPROPRIATION ======$... 70;;,;,,=00=0=

4 Alameda County Office of Education f Sheila Jordan Superintendent Carlene Naylor Associate Superintendent Busine51 Services Rick Minnis Chief Human Resources Officer Naomi Williams Assistanl Superintendent Educauonal Services John Flores Assistant Superinlendenl Student Programs and Services BOARD OF EDUCATION /ackj Fox Ruby President Eileen McDonald Vice President Ken Berrick Member Yvonne Cerrato Member Felix Elizalde Member Fred Sims Member Conchita Tucker Member PROFESSIONAL SERVICES AGREEMENT MEMORANDUM OF UNDERSTANDING Between The Alameda County Office of Education and Alameda County Public Health Department - Homeless Families Program THIS AGREEMENT is made and entered into as of this lst day of November 2009 by and between the Alameda County Office of Education, hereinafter referred to as "ACOE," and Alameda County Public Health Department, Homeless Families Program, whose mailing address is 1900 Fruitvale, Suite 3D, Oakland, CA 94601, hereinafter refen'ed to as "CONTRACTOR." Purpose: The purpose of this agreement is to enhance the ability of ACOE to gather reliable, valid, and comprehensive information and data on homeless children and youth, and to improve the quality of life for chronically homeless, multi-problem families and their children/youth by increasing their access to service enriched permanent housing which includes comprehensive support services and intensive psychosocial case management. ACOE wishes to purchase and collaborate in the provision of counseling and case management services. The CONTRACTOR is wiuing to provide said services under the terms and conditions set forth herein. TERMS ACOE hereby engages the services of CONTRACTOR, and CONTRACTOR agrees to serve the ACOE in accordance with the terms and conditions as more thoroughly set out in Exhibit A. Term of Agreement. The term of this Agreement shall be from November 1, 2009, through June 30,2012. This Agreement will be renewed the following two years for one year terms, with start dates ofjuly 2010 and July J, W. Winton Ave. Hayward, California (510) Scope of Services. CONTRACTOR shall provide ACOE the services fully described in Exhibit A hereto. Compensation. Payments for services performed in accordance with this Agreement, payment shall be made to Contractor as provided in Exhibit B, Terms and Conditions for Payment, hereto. ACOE MOU FY (4).doc Page I

5 The Compensation payable to Contractor shall not exceed $220,000 for the full term of this Agreement. Annual compensation payable to Contractor shall not exceed the following limits: Yr. 1 (Nov. 1,2009 through June 30, 2010): $70, Yr. 2 (July 1, 2010 through June 30, 2011): $75, Yr. 3 (July 1, 2011 through June 30,2012): $75, Insurance. The CONTRACTOR shall maintain in full force and effect throughout the term of this Agreement, and thereafter as to matters occurring during the term of this Agreement, insurance coverage under the Alameda County Certificate of Coverage, including Worker's Compensation and Employer's Liability, Comprehensive General and Professional Liability (including Personal Injury, Products and Completed Operations Liability). Automobile insurance coverage is required of any persons employed within the tenus ofthis Agreement. Hold HarmlcsslDefenselIndemnification. ACOE and CONTRACTOR shall each defend, indemnify, and hold harmless each other as well as their respective officers, agents, and employees from any claim, loss, or liability inc1uding, without limitation, those for personal injury (including death) or damage to property, arising out of or connected with any acts or omissions of that party or its officer, agents, or employees when performing any activities or obligations required of that party under this Agreement. Termination. This Agreement maybe terminated by either party for any reason and at any time by g;ving no less than thirty (30) days written notice of such termination to the other party and specifying the effective date thereof, provided, however, that no such termination may be effected by ACOE unless an opportunity for consultation is provided prior to the effective date of the termination. Notices. All notices required or authorized by this Agreement shall be in writing and shall be delivered in person or by deposit in the United States mail, by certified mail, postage prepaid, return receipt requested. Any mailed notice, demand, request, consent, approval, or communication that either party desires to give the other party shall be addressed to the other party at the address set forth below. Either party may change its address by notifying the other party of the change of address. Any notice sent by mail in the manner prescribed by this paragraph shall be deemed to have been received on the date noted on the return receipt or five days following the date of deposit, whichever is earlier. Alameda County Office of Education Homeless Families Program Dr. John R. Flores, Asst. Superintendent Debra F. Richardson, Director Alameda County Office of Education Alameda County Public Health Department Student Programs and Services Homeless Families Program 313 W. Winton Ave. Rm Fruitvale Avenue, Suite 3D Hayward, CA Oakland, CA AmcndmentlModification. Except as specifically provided herein, this Agreement may be modified or amended only in writing and with the prior written consent of both parties. ACOE, in the form of an amendment of this Agreement, may authorize extra andlor changed work if ACOE MOU FY 09 \0 (4).doc Page 2 200\0815

6 beyond the scope of services prescribed by Exhibit A. Failme of CONTRACTOR to secure such authorization in writing in advance of performing any of the extra or changed work shall constitute a waiver of any and all rights to adjustment in the contract price or contract time and no compensation shall be paid for such extra work. Interpretation; Venue. a. Interpretation. The headings used herein are for reference only. The terms of the Agreement are set out in the text under the headings. This Agreement shall be governed by the laws of the State of California. b. Venue. This Agreement is made in Alameda County, California. The venue for any legal action in state court filed by either party to this Agreement for the purpose of interpreting or enforcing any provision of this Agreement shall be in the Superior Court of California, County of Alameda, a unified court. The venue for any legal action in federal court filed by either party to this Agreement for the purpose of interpreting or enforcing any provision of this Agreement lying within the jurisdiction of the federal courts shall be the Northern District of California. The appropriate venue for arbitration, mediation, or similar legal proceedings under this Agreement shall be Alameda County, California. Compliance with Laws. CONTRACTOR shah observe and comply with all applicable federal, state, and local laws, ordinances, and codes. Entirety of Contract. This Agreement constitutes the entire agreement between the parties relating to the subject of this Agreement and supersedes all previous agreements, promises, representations, understandings, and negotiations, whether written or oral, among the parties with respect to the subject matter hereof. IN WITNESS WHEREOF, this Agreement was executed by the parties hereto as of the day and year first above written. ----==-=t=:-=---==-f---!...:..-~~-- ~-(})4{/WtA...: '--~---...;;--' Dr. John. Flores, Assistant Superintendent Anita Siegel, RN, MPH, Acting Director Student Programs and Services Alameda County Public Health Department Alameda coun~officufeducation Office of the Qirey~,r Date: Ii 30 0 L Date: 1/It d y I I V. Toni Adams, Director SPAS Special Programs ~J,~U{riJ-~ Debra F. Richardson, L SW, DIrector Alameda County Public Health Department Alameda County ffice of Education Homeless iii Program Date: i{?:jo 0 Date: ~_ 6 ACOE MOV FY (4).doc Page

7 EXHIBIT A PERFORMANCE REQUIREMENTS SCOPE OF SERVICES Alameda County Public Health Department - Homeless Families Program CONTRACTOR shall provide the following services in accordance with this Agreement, for the term date November 1,2009 through June 30,2012: 1. Recruit and hire one (1) high risk Case Manager/Social Worker II 2. Recruit and hire one (1) peer homeless liaison (formerly a homeless parent) to assist with the design of all CONTRACTOR outreach, education and marketing materials. The liaison will participate in project-related meetings, including focus groups 3. Provide comprehensive case management and support services to eligible homeless families and their children/youth that are identified by ACOE 4. Provide permanent housing assistance and support services, as available, and as appropriate to eligible homeless families and their children/youth that are identified by ACOE; 5. Provide case management to approximately 20 homeless families and their children/youth (annually) according to agreed-upon case management protocols 6. Provide case management coordination and trainings as identified by ACOE 7. Attend regularly scheduled administrative team meetings 8. Develop school district specific and county wide resource guides that will be used by homeless students, families, and staff to identify resources The approval of ACOE to a requested change to the services as described shall not release Contractor from its obligations under this Agreement. ACOE MOU FY (4}.doc Page

8 EXHIBITB TERMS AND CONDITIONS FOR PAYMENT Alameda County Public Health Department - Homeless Families Program I. COMPENSATION TO CONTRACTOR: A. The Compensation payable to Contractor shall not exceed $220,000 for the full term of this Agreement. Annual compensation payable to Contractor shall not exceed the following limits, unless otherwise amended: Yr. 1 (Nov. 1,2009 through June 30, 2010): $70,000,00 Yr. 2 (July 1,2010 through June 30, 2011): $75, Yr. 3 (July 1,2011 through June 30, 2012): $75, B. The tenn of this Agreement shall commence November 1, 2009 and terminate June 30,2012. II. RATE OF COMPENSATION: Contractor shall be reimbursed for actual personnel expenditures and expenses incurred as a result of providing services pursuant to this Agreement and upon submission ofa quarterly payment invoice, with expenditures and expenses detailed in the format as set forth by County mandates. III. BUDGETARY REQUIREMENTS: A. Contractor shall adhere to the line-item detail budget for the total grant amount, as referenced in Exhibit B-1, in the format and method set forth by County mandates. B. All revisions to approved budget must be authorized and agreed upon, in writing, by ACOE and Contractor. The request must identify the original budget amount for each line item to be revised, the variance for each line-item affected, and the new amount for each line-item. Additionally, the request must include a comprehensive narrative explaining and justifying each revision. Any and all revisions must comply with the Public Health Service's Grants Policy defmitions for "Allowable Costs". Failure to obtain prior written approval may result in the withholding or disallowance of reimbursement to Contractor. C. Contractor shall establish a separate account for all financial transactions involving ACOE funds. D. Contractor shall maintain a project ledger to adequately identify all expenditures related to this Agreement. All journals and ledgers should be kept current ACOE MOV FY (4).doc Page

9 IV. BILLING REQillREMENTS: A. Contractor shall submit a properly completed payment invoice to the Alameda County Office of Education on a quarterly basis for operational and program-related expenditures incurred by Contractor while providing for the provision of services pursuant to this Agreement. Invoices shall be signed by Contractor or designee certifying the delivery of services and the accuracy of the information provided in these documents. Each invoice shall include the name and telephone number ofa designated contact person for follow-up purposes. Invoices shall be submitted to: Alameda County Office of Education Attn: V. Toni Adams, Director SPAS Special Progranls 313 W. Winton Ave., Rm. 242 Hayward, CA C. ACOE, or its designated agent, agrees to process and pay monthly invoices submitted by Contractor within forty-five (45) days from receipt of properly completed invoice for services and expenditures covered under tilis Agreement. D. The ACOE and/or Auditor-Controller may withhold payment of all or a portion of Contractor's claim for reinlbursement of expenses when the Contractor has not complied with provisions of the current or a prior Agreement. Such matters of noncompliance may include, but are not restricted to, the delivery of services, submission of supporting documents which verify expenditures incurred, maintenance of proper records, disallowance as a result of interim audit or financial compliance evaluations, or other conditions as required in this Agreement by Federal, State or County regulations. If payment of claims is to be delayed, the following procedures will be followed: 1. Contractor shall be notified by telephone within seven (7) working days of the receipt by ACOE of Contractor's claim if there is a reason for delaying or withholding payment. 2. ACOE shall provide written confinnation ofreason(s) for delaying or withholding payment if the matter cannot be resolved within ten (l0) working days of receipt of claim. 3. ACOE shall not be required to give written notice ofthe withllolding action ifan invoice must be held pending revisions, corrections or amendments. It is the Contractor's responsibility to correct invoice documents. In all cases, the Contractor shall be notified ofthe errors and corrective action needed. The withholding action shall be discussed with the Contractor at the time errors are brought to the Contractor's attention. ACOE may, with Contractor's consent, make minor adjustments on invoices to correct mathematical/typographical errors to expedite the claims process. ACOE MOU FY 09 \0 (4).doc Page

10 E. Contractor shall submit all claims for reimbursement under this Agreement within sixty (60) days following the expiration of this Agreement. All claims submitted after sixty (60) days following the expiration date of this Agreement will not be subject to reimbursement by the ACOE. Any "obligations incurred" which are included in the claims for reimbursement and paid by the County I but which remain unpaid by the Contractor after sixty (60) days following the expiration date of the Agreement will be disallowed under audit by the ACOE. V. DATA COLLECTION: A. Contractor shall collect accurate data in a timely manner as required by ACOE mandates. B. Contractor shall maintain and submit required client assessment and outcome data on a monthly basis in a format and method as set forth by the County and the Federal Government. C. Contractor shall adhere to all established Federal and County HIPAA regulations in the development, utilization, and retention of project data. ACOE MOU FY (4).doc Page