ADDENDUM NO: 5 GRANT SOLICITATION #:LJZ63 Integration of Substance Abuse, Mental Health And Child Welfare Services Pilot This addendum posts the Draft Attachment I to the Grant Solicitation advertisement on the Vendor Bid System. Please Note: The ATTACHMENT I below is a Draft and is subject to change pending responses received and future negotiations with Grant awardees. ATTACHMENT I A. Services to be Provided 1. Definition of Terms a. Contract Terms (1) Contract Manager The Department employee, identified in the Standard Contract, Section 18.c. responsible for enforcing the compliance with administrative and programmatic terms and conditions of the contract. The Contract Manager is the primary point of contact through which all contracting information flows between the Department and the Provider. The Contract Manager is responsible for the day-to-day contract oversight, including approval of contract deliverables and invoices. All actions related to the contract shall be initiated by or coordinated with the Contract Manager. See s. 402.7305, F.S. (2) Provider Representative The Provider Representative identified in the Standard Contract, Section 18.d. is the sole point of contact for the Department s Contract Manager for all issues related to the contract. The sole point of contact and administration of the program responsibilities include, but are not limited to, submission of accurate and timely deliverables and reports, submission of accurate and timely invoices, management of the project to ensure that all the specified tasks and activities are thoroughly and timely completed, assignment and supervision of staff, participation in all conference calls and on-site and off-site meetings with the Contract Manager. 9
b. Program or Service Specific Terms (1) At-Risk Population Individuals or families with a higher than normal susceptibility to experience harm as a result of physical abuse, neglect, sexual abuse, mental illness, substance abuse, emotional abuse or abandonment. Individuals or families with a higher than normal susceptibility to experience harm due to an unsafe physical environment, economic limitations, lack of emotional support or other factors that compromise their safety and well-being. (2) Best Practice A method or technique that has consistently shown results superior to those achieved with other means, and that is used as a benchmark. A best practice can evolve to become better as improvements are discovered. (3) Caregiver(s) Unavailable Situations in which the parent(s) or caregiver(s) has been incarcerated, hospitalized, or died and immediate plans must be made for the children s care. This referral type also includes situations where children are unable or unwilling to provide information about their caregiver(s) or custodian. (4) Child on Child Sexual Abuse Calls alleging sexual behavior between children, when the aggressor child is 12 years or younger, which occurs without consent, without equality, or as a result of coercion, as defined in section 39.01, Florida Statutes. (5) Community-Based Care Lead Agency (CBC) A not-forprofit or government agency with which the Department contracts for the delivery of foster care and related services. For the purposes of this contract, also known as Provider or Lead Agency. (6) Cost Allocation Plan A narrative description of the procedures that the Lead Agency shall use in identifying, measuring and allocating all costs incurred in support of child welfare programs/services administered or supervised by the Lead Agency. (7) Department website The Department s website is linked at: http://www.dcf.state.fl.us/cbc/ (8) Evidence-Based Practices These are approaches to prevention or treatment that are validated by some form of documented scientific evidence. This could be findings established though scientific research, such as controlled clinical studies, but other methods of establishing evidence are valid as well. There are different types of evidence-based practices; these include supported or well-supported, based on the strength of the research design. (9) Evidence-Based Programs Evidence-based programs use a defined curriculum or set of services that, when implemented with fidelity as a whole, have been validated by some form of documented scientific 10
evidence. Different types of evidence-based programs include supported or well-supported, based on the strength of the research design. (10) Family Preservation Services Community-based services for children and families that result from a call to the Hotline that meet the criteria for a child protective investigation, and a safety assessment indicates present or impending danger threats to child safety which could result in imminent risk of removal from the home if reasonable efforts to prevent removal and maintain the family by enhancing sustainable caregiver protective capacities through treatment services designed to eliminate or reduce safety threats to the child fail. Examples of these cases include but are not limited to, families with significant addiction, unmanaged mental health or mental illness, or domestic or family violence problems that diminish and significantly compromise the caregiver s willingness or ability to protect the child. Family Preservation Services are further defined as services that, if not delivered to the child or caregiver, would likely result in the child being removed from his or her home. (11) Family Support Community-based preventive activities designed to alleviate stress and promote caregiver competencies and behaviors that will increase the ability of families to nurture their children successfully, enable families to use other resources and opportunities available in the community, and create supportive networks to enhance childrearing abilities of parents. Family Support may be provided to families following an investigation and a referral from a CPI when a child has been found to be safe. Family Support may also be provided based on community referrals made directly to a Lead Agency or provider. (12) Florida Safe Families Network (FSFN) The State Automated Child Welfare Information System (SACWIS) for the state of Florida. FSFN is the official electronic record for each case. It contains information regarding children and their families that is entered either directly into the system or through Department-approved remote data captured devices. (13) Foster Care Referral Calls to the Hotline regarding concerns about the care provided in a licensed foster home, group home, or emergency shelter that do not meet the criteria for acceptance of a report of abuse, abandonment, or neglect. (14) Full Time Equivalent (FTE) A position or positions whose total time worked in a week equals forty hours. (15) In-Home Services The array of services provided to children and their families or caregivers while maintaining 11
the child(ren) in their homes. These cases may or may not have judicial oversight. (16) Managing Entity As defined in s. 394.9082(2)(d), F.S., is a corporation that is organized in this state, is designated or filed as a nonprofit organization under s. 501(c)(3) of the Internal Revenue Code, and is under contract to the department to manage the day-to-day operational delivery of behavioral health services through an organized system of care. (17) Memorandum of Understanding (MOU) A document describing specific details of an agreement between two or more parties. (18) Out-of-Home Services The array of services provided to children and their families or caregivers for children who are placed outside of their homes. (19) Parent Needs Assistance Situations that do not statutorily meet the criteria for an abuse, abandonment, or neglect report but the family may need services. The intent is to prevent future maltreatment by helping families or individuals through a family and/or community-centered approach before maltreatment occurs. These must be called in by a parent/caregiver. (20) Promising Practice The practice is generally accepted in clinical practice as appropriate for use with children and their parents/caregivers receiving child abuse prevention or family support services. The program is committed to and is actively working on building stronger evidence through ongoing evaluation and continuous quality improvement activities. Programs and practices may have been evaluated using less rigorous evaluation designs that have no comparison group. (21) Protective Actions When it has been determined that a child is not safe at home, Section 471(a)(15)(B)(i) of the Social Security Act requires a State to make reasonable efforts to prevent a child s removal from home by providing appropriate protective actions and services to supplement and improve caregiver protective capacities. Reasonable efforts requirements include: Identifying dangers to the child and the family problems precipitating those dangers; Developing and managing safety plans to supplement diminished caregiver protective capacities; Selecting case plan treatment services specifically relevant to the family s problems and needs; Diligently arranging services; Providing appropriate services on a timely basis. Family preservation and foster care services are types of protective actions. Safety is the primary basis for intervention throughout the life of a case. 12
(22) Region- A territorial division pertaining to a geographical service area of the Department. (23) Special Conditions Referral There are certain special conditions that are called into the Hotline that do not constitute allegations of abuse, abandonment, or neglect, but require a response by DCF to assess the need for services. The four categories of these types of calls are: Caregiver(s) Unavailable; Child on Child Sexual Abuse; Foster Care Referral; and Parent Needs Assistance. (24) Sustainability Ability to secure the fiscal resources needed to accomplish goals long term. The Sustainability Plan should include cost estimates, funding gaps, financing strategies and anticipated length of time. (25) System of Care A comprehensive continuum of child welfare and related services provided in a specific geographic area that incorporates the local community s priorities for child safety, well-being and permanency. (26) Time-limited crisis - Temporary situations would include but not be limited to temporary job loss, short-term incarceration, post-natal stress, short-term housing instability or short term illness. 2. General Description a. General Statement The Department of Children and Families (Department), Office of Family and Community Services, is seeking to award up to eight (8) grants to Community-Based Care (CBC) Lead Agencies through a competitive process, for the development of pilot programs designed to demonstrate the effectiveness of a family treatment approach, that will fully integrate substance abuse and mental health treatment services with case management services for children and their families participating in the child welfare system. The qualified Community-Based Care Lead Agencies will demonstrate collaboration between CBC and Managing Entity for Substance Abuse and Mental Health, demonstrate the need for these services within a specific geographic area and population target, clearly state how families will stay engaged, indicate how all identified service needs will be coordinated, and show how the program will be sustained after the funding period ends on August 19, 2014. The agencies will use practices that result in enhanced safety, well-being and permanency for identified children whose parents have substance abuse or mental health issues (or both). In addition, there will also be a separate evaluation of the pilot programs performance outcomes, cost effectiveness, and potential for successful pilot replication. 13
b. Authority Subsection 20.19(1)(c), F.S., authorizes the Department to contract for these services. c. Scope of Service Services shall be provided for the term of the contract, which begins August, 2013 and concludes August, 2014 at 11:59 p.m. Eastern Standard Time (one year). d. Major Program Goals The goal of the Department is to: (1) Protect the best interest of child, offer protective services in order to prevent any harm to the children in the family; stabilize the home environment; and preserve family life whenever possible. (2) Ensure the integration, coordination and delivery of quality, relevant and timely substance abuse, mental health, and child welfare services in the identified families/cases in the pilot program(s). (3) Ensure that all identified known and emerging child and family service needs are and continue to be met on an ongoing basis. 3. Clients to be Served - a. General Description Children ages 3-10, whose parents have substance abuse or mental health issues (or both), and where the service area is known to have a high risk of child abuse and neglect resulting from substance abuse and/or mental health issues. b. Client Eligibility - Members of the at-risk population residing in a service area known/proven to have a high risk of child abuse and neglect resulting from parental substance abuse and/or mental health issues. c. Client Determination- Members of the at-risk population experiencing parental substance abuse or mental health issues are acceptable candidates for services. Any eligible child or family may receive these services. d. Contract Limits Parents who have lost permanent custody of multiple children, parents who have sexually abused their children, or families who are involved in the child welfare system for reasons other than parental substance abuse or mental health issues are not appropriate candidates for services provided under this grant/contract. B. Manner of Service Provision 1. Service Tasks a. Task List - The Provider shall perform the following tasks and document completion of described by completing and delivering all reports as specified in Section B.4.c., Reports. (1) Execute and maintain a Department-approved Project Management Plan which is hereby incorporated by reference and will be maintained in the Department s contract file. 14
(2) Identify a service area/population proven to have a high risk of child physical abuse and neglect resulting from substance abuse and mental health issues. (3) Identify children and families to be served by this pilot project. (4) Provide coordination to link appropriate services for the families and the children. (5) Monitor and maintain a minimum of monthly face-to-face contact with the children, families and with all service providers. (6) Document follow-up. (7) Track progress. (8) Complete Level II background screening on all adults identified as Caring Families who will be providing care or supervision to children referred to the program as specified in sections 435.04, 110.1127, and subsection 39.001(2), F.S. (9) Conduct an exit interview upon completion of services with all service participants. (10) Comply with evaluation design and requirements. (11) As set out in Section A.1.a., Contract Terms, the Provider shall use the Contract Manager as the primary point of contact. (12) As set out in Section A.1.a. Contract Terms, the Provider shall use Provider Representative as the sole point of contact with the Department s Contract Manager. (13) Collect data and submit performance measure results as specified in Sections B.4.c., Reports and 5., Performance Specifications. b. Task Limits (1) The Provider recognizes and agrees that any and all work performed without specific direction from the Department shall be deemed by the Department to be gratuitous and not subject to charge by the Provider or compensation by the Department. 2. Staffing Requirements a. Staffing Levels (1) The Provider shall maintain the following full-time equivalent positions to consistently and reliably provide the required services. # Position Title % FTE 1. 2. 3. TOTAL 15
b. Professional Qualifications (1) The minimum qualifications of staff described in Section B.2.a., Staffing Levels are established in the Provider s position description narratives dated ---------, which are hereby incorporated by reference, and maintained in the Department s contract file. The Provider is required to employ staff meeting the above described position description requirements to perform the tasks set out herein. (2) Employment Screening: (a) The Provider shall ensure that staff specified in Section B.2.a., Staffing Levels who meet the requirements to be screened for employment under the statutes set forth in this paragraph, are of good moral character and meet the Level 2 Employment Screening standards as specified in sections 435.04, 110.1127, and subsection 39.001(2), F.S. as a condition of initial and continued employment that shall include but not be limited to: 1) Employment history checks; 2) Fingerprinting for all criminal record checks; 3) Statewide criminal and juvenile delinquency records checks through the Florida Department of Law Enforcement (FDLE); 4) Five year FDLE re-screening; 5) Federal criminal records checks from the Federal Bureau of Investigation via the Florida Department of Law Enforcement; and 6) Security background investigation, which may include local criminal record checks through local law enforcement agencies. (b) The Provider shall sign an affidavit each state fiscal year for the term of the contract stating that all required staff has been screened or the Provider is awaiting the results of screening. c. Staffing Changes (1) Upon change or vacancy in any of the full time equivalent staff positions described in Section B.2.a., Staffing Levels the Provider shall notify the Contract Manager, in writing, within five (5) calendar days of the change or vacancy. (2) Any change in the Provider Representative identified in the Standard Contract, Section 45.d. shall be notified immediately, in writing, to the Contract Manager. 16
d. Subcontractors This contract does allow the Provider to subcontract for the provision of any services under this contract. 3. Service Location and Equipment a. Service Delivery Location (1) Services shall be provided in proposed service areas. (2) The Provider s administrative offices shall be located at the address specified in the Standard Contract, Section 18.b. b. Service Times (1) Services for Clients shall be available from enter A.M. to enter P.M., local Tallahassee time, enter times and days of week. (2) The Provider s administrative offices shall be open from enter A.M. to enter P.M., local Tallahassee time, Monday through Friday, with the exception of State of Florida approved holidays OR Provider s Board approved holidays. c. Changes in Location The Provider shall notify the Contract Manager, in writing, thirty (30) calendar days in advance of any changes in the street or mailing address, telephone number, electronic mail address, or facsimile number that affects the Department s ability to contact the Provider. d. Equipment (1) No equipment, property, or information technology resources shall be purchased with these contract funds. (2) The Provider shall furnish sufficient equipment, property, information technology resources, and supplies to deliver the described services. 4. Deliverables a. Service Units A unit of service is described in Section C.2., Method of Payment. Each unit of service shall be delivered in accordance with the terms and conditions of this contract and performed in a manner acceptable to the Department. b. Records and Documentation (1) The Provider shall maintain the following records and documentation: (a) (b) (c) All source documents or supporting documentation used to determine compliance with performance measures and deliverables; Data necessary to assess the Provider s success in achieving the established outcomes of this contract. Reportable incidents, as set forth in the DCF CFOP No. 215-6 which is incorporated by reference herein. 17
(d) (e) (f) (g) (h) Copies of time documentation for each staff paid in whole or in part with these contract funds to support staff effort; Copies of travel logs and requests for reimbursement for staff travel. Authorization to Incur Travel DFS-AA-13 Voucher for Reimbursement of Traveling Expenses DFS-AA- 15; Support to the Deaf or Hard-of-Hearing Single- Point-of-Contact signed Attestation form A family case file shall include but is not limited to the following information: TBD For each staff paid part or in whole with these contract funds: (Include only what is required in Professional Qualifications) 1) Annual original signed and dated Security Agreement Form CF-114. 2) Copies of employment screening results for each staff who meets the requirements to be screened for employment. (2) The Provider shall comply with the DCF CFOP no. 50-2 regarding the security of automated data. c. Reports (1) The Successful Vendor shall deliver the following reports to the Contract Manager to document the completion of tasks as specified in the units of service Section C., Method of Payment that shall be received by the Contract Manager prior to the Request for Payment and approved by the Contract Manager prior to authorizing payment state fiscal years 2013-2014 in accordance with the listed schedule. If the due date for a report falls on a State of Florida approved holiday or weekend, the report will be due the next business day. # Title Due Date # Copies Contents Programmatic & Quality Management Quarterly Performance Measure Compliance Report Quarterly as follows: 1 st 10/15 (July, Aug, Sept) 2 nd 1/15 (Oct, Nov, Dec) 3 rd 4/15 (Jan, Feb, March) TBD See Exhibit A Project Management Plan Monthly Progress Report Program Measurement Plan Evaluation Data Report 4 th - 06/30 (April, May, June Within 30 calendar days of contract execution By the 10 th calendar day of the month for the previous month Within 30 calendar days of Contract end date TBD TBD TBD TBD TBD TBD TBD TBD 18
(2) Delivery of reports shall not be construed to mean acceptance of those reports; acceptance of required reports shall constitute a separate act and must be approved by the Contract Manager as such. (3) The Department reserves the right to reject reports as incomplete, inadequate, or unacceptable according to the limits set forth in this contract. The Provider shall, without additional compensation, correct or revise any incomplete, inadequate, or unacceptable reports. (4) The Department, at its option, may allow additional time for the Provider to remedy the objections noted by the Department, or the Department may, after giving the Provider a reasonable opportunity to make a report complete, adequate, or acceptable to the Department declare this contract to be in default. (5) The Provider shall work with the Department to ensure the reliability of data collected through established reporting formats appropriate to the program. 5. Performance Specifications a. Performance Measures - See Exhibit A, Quarterly Performance Measure Compliance Report (1) At least 90% of the at-risk families identified as pilot program participants and referred for services shall be contacted by appropriate service providers within one (1) week of referral. (2) At least 70% of the substance-abusing primary custodial parents in the pilot program will refrain from substance abuse, achieving and maintaining sobriety for three (3) months as indicated by progress reports from the substance abuse treatment provider(s) primarily involved with the parent. (3) At least 50% of the primary custodial parents in the pilot program who present with mental health issues will be able to safely parent their child(ren) in their own homes within six (6) months of beginning services as indicated by the absence of verified findings of child maltreatment. (4) At least 50% of the primary custodial parents in the pilot program who present with mental health issues and who also abuse substances will be able to safely parent their child(ren) in their own homes within thirty (30) days of beginning the pilot program, as indicated by the parent s negative urinalysis after 30 days and the absence of any verified findings of child maltreatment. (5) At least 50% of children in the pilot program will be able to safely remain in their own homes with at least one primary custodial parent, and will therefore not require out-of-home care placement during the period of the pilot program. 19
(6) No more than 50% of children in the pilot program will be subjects of a verified custodial parental abuse or neglect report to the Hotline during the duration of the pilot program. (7) At least 90% of Participants who submit the Participant Satisfaction Survey shall be satisfied with performance of the providers/the Lead Agency. (8) At least 90% of Providers who submit the Provider Satisfaction Survey shall be satisfied with performance of the Lead Agency. (9) At least 90% of Referring Agencies who submit the Referring Agency Satisfaction Survey shall be satisfied with the performance of the Pilot Program. b. Description of Performance Measurement Terms (1) Participant Satisfaction Survey On the Participant Satisfaction Survey, Exhibit C, where satisfaction is indicated by a response of satisfactory or exceptional to the question, How would you rate the support services you received from the providers/the Lead Agency? (2) Provider Satisfaction Survey On the Provider Satisfaction Survey, Exhibit D, where satisfaction is indicated by a response of satisfactory or exceptional to the question, How would you rate the performance of the Lead Agency? (3) Referring Agency Satisfaction Survey On the Referring Agency Satisfaction Survey, Exhibit E, where satisfaction is indicated by a response of satisfactory or exceptional to the question, How would you rate the performance of the Pilot Program? d. Performance Evaluation Methodology (1) Mathematical Formula - See Exhibit A, Quarterly Performance Measure Compliance Report (a) Standard B.5.a.(1) shall be measured by the following formula: Total number of Participants contacted by an appropriate substance abuse or mental health treatment service provider within one (1) week of referral. Total number of Pilot Program participants (b) Standard B.5.a.(2) shall be measured by the following formula: 20 90% Total number of substance-abusing participants achieving and maintaining sobriety for 3 months during pilot 70% Total number of substance-abusing participants
(c) Standard B.5.a.(3) shall be measured by the following formula: Total number of participants with mental health issues able to parent safely within 6 months of beginning services 50% Total number of participants with mental health issues (d) Standard B.5.a.(4) shall be measured by the following formula: Total number of participants with both mental health AND substance abuse issues who are able to parent safely within 30 days of beginning services Total number of pilot program participants with mental health AND substance abuse issues 50% (e) Standard B.5.a.(5) shall be measured by the following formula: Total number of children safely remaining in their own homes with at least one primary custodial parent during pilot program 50% Total number of children in pilot program (f) Standard B.5.a.(6) shall be measured by the following formula: Total number of children who are subjects of a verified Hotline report due to custodial parental abuse/neglect during pilot program 50% Total number of children in pilot program (g) Standard B.5.a.(7) shall be measured by the following formula: Total number of participants completing Participant Satisfaction Surveys indicating a Satisfactory or Exceptional rating for the performance of the Provider/Lead Agency 90% Total number of participants completing Participant Satisfaction Surveys (h) Standard B.5.a.(8) shall be measured by the following formula: Total number of providers completing 90% 21
Provider Satisfaction Surveys indicating a Satisfactory or Exceptional rating for the performance of the Lead Agency Total number of providers completing Provider Satisfaction Surveys (i) Standard B.5.a.(9) shall be measured by the following formula: Total number of referring agencies completing Satisfaction Surveys indicating a Satisfactory or Exceptional rating for the performance of the Pilot Program 90% Total number of referring agencies completing Provider Satisfaction Surveys (2) Performance Standards Statement: By execution of this contract the Provider hereby acknowledges and agrees that its performance under the contract must meet the standards set forth above and will be bound by the conditions set forth in this contract. If the Provider fails to meet these standards, the Department, at its exclusive option, may allow a reasonable period, not to exceed 3 months, for the Provider to correct performance deficiencies. If performance deficiencies are not resolved to the satisfaction of the Department within the prescribed time, and if no extenuating circumstances can be documented by the Provider to the Department s satisfaction, the Department must terminate the contract. The Department has the sole authority to determine whether there are extenuating or mitigating circumstances. (3) Collection Methodology - See Exhibit A, Quarterly Performance Measure Compliance Report (a) Standard B.5.a. (1) data shall be collected by the following method: The total number of atrisk participants contacted by an appropriate substance abuse or mental health service provider (or both), within one (1) week of referral shall be calculated and be at least 90% of the total number of at-risk participants served in the pilot program. (b) Standard B.5.a. (2) data shall be collected by the following method: The total number of substance-abusing primary custodial parents in the pilot program achieving and maintaining sobriety for three (3) months shall be calculated and be at least 70% of the total number of substance-abusing primary custodial parents served by the pilot program. 22
(c) (d) (e) (f) (g) (h) Standard B.5.a. (3) data shall be collected by the following method: The total number of primary custodial parents in the pilot program who present with mental health issues who are able to safely parent their child(ren) in their own homes within six (6) months of beginning services, shall be calculated and be at least 50% of the total number of mentally ill primary custodial parents participating in the pilot program. Standard B.5.a. (4) data shall be collected by the following method: The total number of participants with both mental health and substance abuse issues who are able to parent safely within thirty (30) days of beginning services, shall be calculated and be at least 50% of the total number of primary custodial parents with these two co-occurring disorders who are participating in the pilot program. Standards B.5.a.(5) data shall be collected by the following method: The total number of children remaining safely in their homes with at least one primary custodial parent during the duration of the pilot program (and therefore not requiring placement in out of home care), shall be calculated and be at least 50% of the total number of children participating in the pilot program. Standards B.5.a.(6) data shall be collected by the following method: The total number of children who are subjects of a verified Hotline abuse report during the pilot program, shall be calculated and be less than 50% of the total number of children participating in the pilot program. Standards B.5.a.(7) data shall be collected by the following method: All participants of the pilot program shall be requested to complete a Participant Satisfaction Survey; data collection method to be determined by the evaluator, and will include data on the total number of participants in the pilot program, and the total number and scoring of participants who complete the survey. Data shall be reported on the Performance Measure Compliance Report. The total number of Satisfactory or Exceptional ratings shall be calculated and be at least 90%. Standards B.5.a.(8) data shall be collected by the following method: All Providers shall be requested to complete a Provider Satisfaction Survey; data collection method to be determined 23
(i) by the evaluator, and will include data on the total number of providers in the pilot program, and the total number and scoring of providers who complete the survey. Data shall be reported on the Performance Measure Compliance Report. The total number of Satisfactory or Exceptional ratings shall be calculated and be at least 90%. Standards B.5.a.(9) data shall be collected by the following method: All referring agencies shall be requested to complete a Referring Agency Satisfaction Survey; data collection method to be determined by the evaluator, and will include data on the total number of referral agencies using the pilot program, and the total number and scoring of referral agencies who complete the survey. Data shall be reported on the Performance Measure Compliance Report. The total number of Satisfactory or Exceptional ratings shall be calculated and be at least 90%. 6. Provider Responsibilities a. Provider Unique Activities (1) The Provider shall be solely and uniquely responsible for the satisfactory performance of the tasks, activities, and deliverables as described in this contract. By execution of this contract the Provider recognizes its singular responsibility for the tasks, activities, and deliverables described herein and warrants that it has fully informed itself of all relevant factors affecting accomplishment of the tasks, activities, and deliverables and shall be fully accountable for the performance thereof. (2) The Provider shall deliver the following documents to the Contract Manager for state fiscal year 2013-2014. If the due date for a document falls on a State of Florida approved holiday or weekend, the report will be due the next business day. # Title Due Date # Copies Contents ADMINISTRATIVE DOCUMENTS Security Agreement Form (Include only if required access to our systems) Upon staff employment by the Provider & and annually thereafter 1 hard CF-0114 Form Emergency Preparedness Plan Due on or prior to contract execution date and within 5 business days of any change. 1 hard General Liability Insurance Enter date of general liability insurance expiration date 1 hard 24
Support to the Deaf or Hard of Hearing Single-Point-of- Contact Support to the Deaf or Hard of Hearing Auxiliary Aid Service Record Monthly Summary Report Due on or prior to contract begin date and within 5 business days of any change in any of the specified contents By the 5th business day of each month for the previous month FEDERAL DOCUMENTS 2 hard Single-Point-of-Contact list for the provider and each subcontractor to include: 1. Coordinator Name 2. Agency 3. Telephone Phone Number 4. Electronic mail address 2 hard Obtain from Contract Manager FFATA Due on or prior to contract begin date CF 1111 Request for Payment Interest Earned on Advance Financial and Compliance Audit By the 15 th calendar day of the month for the previous calendar month. By the 15 th calendar day of the month for the previous calendar month. See Attachment III FISCAL DOCUMENTS 1 hard original 1 hard See Attachment III See Exhibit B See Attachment III b. Coordination with Other Providers, Entities The failure of other providers or entities does not relieve the Provider of any accountability for tasks, activities, deliverables, or services that the Provider is obligated to perform pursuant to this contract. 7. Department Responsibilities a. Department Obligations (1) Upon written request to the Contract Manager and when deemed necessary by the Department, the Department agrees to provide technical assistance concerning the terms and conditions of this contract. (2) The Department s failure to provide such technical assistance does not relieve the Provider of its responsibilities to ensure compliance with all state and federal laws, rules, and regulations or performance under the terms of this contract. b. Department Determinations (1) The Department reserves the exclusive right to make certain determinations. The absence of the Department setting forth a specific reservation of right does not mean that all other areas of the contract are subject to mutual agreement. (2) The Department reserves the exclusive right to make any and all determinations which it deems are necessary to protect the best interests of the State of Florida and the health, safety, and welfare of the clients which are 25
served by the Department either directly or through any one of its Community-Based Care agencies. (3) The Department reserves the right to determine satisfactory performance of the Provider in carrying out tasks and completing deliverables specified in this contract through review of status reports on deliverables and reports on service tasks to be submitted by the Provider and monitoring conducted by the Department. (4) Final authority in all disputes related to this contract rests solely with the Department. This includes, but is not limited to data collection, monitoring, payment, and reporting. (5) The Department s determination of acceptable services shall be conclusive. Any payment due under the terms of this contract may be held until all requirements of this contract are met and documentation to support the request for payment claim is complete and satisfactory to the Department. c. Monitoring Requirements The Provider shall be monitored in accordance with the CFOP 75-8, Contract Monitoring, the Standard Contract, and the Financial and Compliance Audit, Attachment II. C. Method of Payment 1. This contract is funded from the General Appropriation Act Line 337. 2. This is a fixed price (unit cost) contract. The Department will pay the Provider for the delivery of service units provided in accordance with the terms and conditions of this contract for a total dollar amount not to exceed the following: a. $0.00 for state fiscal year 2013-2014; for a total contract amount. 3. The Department will pay for the service units at the unit prices and limits listed below: a. State Fiscal Year 2013-2014: # Service Units Deliverable Due Date 1. 2. 3. 4. 5. 6. 7. Exit Interviews upon completion of services with participants served Total State Fiscal Year 2013-2014: Unit Price Maximum # of Units Total 4. Invoice Requirements: a. The Provider shall request payment on a monthly basis through submission of a properly completed invoice, Request for 26
Payment, Exhibit B within fifteen (15) calendar days following the end of each month for which payment is being requested. b. Payments may be authorized only for service units on the invoice, which are in accord with the above list, and other terms and conditions of this contract. The service units for which payment is requested may not either by themselves, or cumulatively by totaling service units on previous invoices, exceed the total number of units authorized by this contract. 5. Service Delivery Documentation Requirements: The Provider shall maintain records documenting the total number of recipients and names (or unique identifiers) of recipients to whom services were provided and the date(s) that the services were provided so that an audit trail documenting service provision can be maintained. 6. Restriction of Expenditures: Items expressly prohibited from purchase with these contract funds include but are not limited to items such as: flowers, awards or plaques, meals (excluding meals associated with travel per Chapter 112, F.S.) including bottled water, snacks, refreshments, entertainment, and promotional items that do not have a specific statutory authority including but not limited to ribbons and wrist bands. 7. Expenditures shall meet the minimum requirements established by the Department of Financial Services, Division of Accounting and Auditing, Bureau of Auditing, Reference Guide for State Expenditures, which is available at the Department of Financial Services web site. D. Special Provisions 1. Americans With Disabilities Act: The Provider shall include the following notice on all ------- materials for each -------- day offered: If you need a special accommodations because of a disability in order to participate in the --------, please contact (insert name) at least two weeks prior to the first -------- date at (enter telephone number) between the hours of (enter time) and (enter time). Telephone calls for special accommodations will be accepted through (enter month/day/year). 2. Employment Eligibility Verification (1) Definitions. As used in this clause Employee assigned to the contract means all persons employed during the contract term by the provider/grantee to perform work pursuant to this contract within the United States and its territories, and all persons (including subcontractors) assigned by the provider/grantee to perform work pursuant to the contract/grant with the department. Subcontract means any contract entered into by a subcontractor to furnish supplies or services for performance of a prime contract or a subcontract. It includes but is not limited to purchase orders, and changes and modifications to purchase orders. Subcontractor means any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime provider or another subcontractor. (2) Enrollment and verification requirements. (a) The provider/grantee shall 27
(b) 1) Enroll. Enroll as a provider/grantee in the E- Verify program within 30 calendar days of contract award; 2) Verify all new employees. Within 90 calendar days of enrollment in the E-Verify program, begin to use E-Verify to initiate verification of employment eligibility. All new employees assigned by the provider/grantee/subcontractor to perform work pursuant to the contract with the DCF shall be verified as employment eligible within 3 business days after the date of hire; and The provider/grantee shall comply, for the period of performance of this contract, with the requirement of the E-Verify program enrollment. 1) The Department of Homeland Security (DHS) or the Social Security Administration (SSA) may terminate the provider s/grantee s enrollment and deny access to the E-Verify system in accordance with the terms of the enrollment. In such case, the provider/grantee will be referred to a DHS or SSA suspension or debarment official. 2) During the period between termination of the enrollment and a decision by the suspension or debarment official whether to suspend or debar, the provider/grantee is excused from its obligations under paragraph (b) of this clause. If the suspension or debarment official determines not to suspend or debar the provider/grantee, then the provider/grantee must reenroll in E- Verify. (3) Web site. Information on registration for and use of the E-Verify program can be obtained via the Internet at the Department of Homeland Security Web site: http://www.dhs.gov/e-verify. (4) Individuals previously verified. The provider/grantee is not required by this clause to perform additional employment verification using E-Verify for any employee whose employment eligibility was previously verified by the provider/grantee through the E-Verify program. (5) Individuals performing work prior to the E-verify requirement. Employees assigned to and performing work pursuant to this contract prior to February 04, 2011 do not require employment eligibility verification through E-verify. (6) Evidence. Of the use of the E-Verify system will be maintained in the employee s personnel file. 3. Support to the Deaf or Hard-of-Hearing (1) The provider and its partners, subcontractors, and agents shall comply with section 504 of the Rehabilitation Act of 1973, 29 U.S.C. 794, as implemented by 45 C.F.R. Part 84 (hereinafter referred to as Section 504) and the Americans with Disabilities Act of 1990, 42 U.S.C. 12131, as implemented by 28 C.F.R. Part 35 (hereinafter referred to as ADA). 28
(2) The provider shall, if the provider or any of its partners, subcontractors, or agents employs 15 or more employees, designate a Single-Point-of-Contact (one per firm) to ensure effective communication with deaf or hard-of-hearing customers or companions in accordance with Section 504 and the ADA. The name and contact information for the provider s Single- Point-of-Contact shall be furnished to the department s Grant or Contract Manager within 14 calendar days of the effective date of this requirement. (3) The provider shall, within 30 days of the effective date of this requirement, contractually require that its partners, subcontractors and agents comply with section 504 and the ADA. A Single-Point-of-Contact shall be required for each partner, subcontractor or agent that employs 15 or more employees. This Single-Point-of-Contact will ensure effective communication with deaf or hard-of-hearing customers or companions in accordance with Section 504 and the ADA and coordinate activities and reports with the provider s Single-Pointof-Contact. (4) The Single-Point-of-Contact shall ensure that employees are aware of the requirements, roles & responsibilities, and contact points associated compliance with Section 504 and the ADA. Further, employees of providers, its partners, subcontractors, and agents with 15 or more employees shall attest in writing that they are familiar with the requirements of Section 504 and the ADA. This attestation shall be maintained in the employee s personnel file. (5) The provider s Single-Point-of-Contact will ensure that conspicuous Notices which provide information about the availability of appropriate auxiliary aids and services at no-cost to the deaf or hard-of-hearing customers or companions are posted near where people enter or are admitted within the agent locations. Such Notices must be posted immediately, but not later than March 12, 2010, with respect to current providers (partners, subcontractors, and agents). The approved Notice can be downloaded through the Internet at: http://www.dcf.state.fl.us/admin/ig/civilrights.shtml. (6) The provider and its partners, subcontractors, and agents shall document the customer s or companion s preferred method of communication and any requested auxiliary aids/services provided in the customer s record. Documentation, with supporting justification, must also be made if any request was not honored. The provider shall submit Compliance Reports monthly, not later than the 15th day of each month, to the department s Grant or Contract Manager. The provider shall distribute Customer Feedback forms to customers or companions, and provide assistance in completing the forms as requested by the customer or companion. (7) If customers or companions are referred to other agencies, the provider must ensure that the receiving agency is notified of the 29
customer s or companion s preferred method of communication and any auxiliary aids/service needs. 4. Ownership of Products: Unless otherwise agreed to in writing all products and deliverables purchased under the contract shall belong exclusively to the Department. 5. MyFloridaMarketPlace Registration: To comply with Rule 60A-1.030, the Provider shall register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.030(3). Information about the registration process is available, and registration may be completed, at the MyFloridaMarketPlace website (link under Business on the State portal at www.myflorida.com). 6. MyFloridaMarketPlace Transaction Fee: See PUR 1000 Section 14. incorporated by reference in the Standard Contract Section 31. 7. Liquidated Damages: (1) In addition to the penalties set out in Rule 65-29.001, F.A.C., the Department may assess liquated damages of per day for each day as follows for failure of the Provider to comply with each of the following contract requirements: (a) Submission of an invoice, supporting documentation, or report: 1) The submission of an invoice or supporting documentation that fails to meet the deadline as specified in the Standard Contract, Section I.Q., and Attachment I, Section C.; 2) The submission of a report that fails to meet the deadline as specified in Section B.4.c.; 3) Liquidated damages shall be assessed from the required due date to the date of receipt by the Department; 4) The Department s Contract Manager will apply the total of the assessed liquidated damages against the most current pending invoice submitted by the Provider; 5) Written notification will not be required prior to the assessment of liquidated damages; and 6) In the event that an extenuating circumstance beyond the control of the Provider affects the timely submission of an invoice, supporting documentation, or report, the Provider may request an extension of that specific due date as follows: a) Extenuating circumstances will not be considered for the late submission of the final invoice as described in the Standard Contract, Section I.Q. b) The Provider s representative possessing contract signature authority shall attest to and document the extenuating circumstance to the Contract Manager by the specified due date of the invoice, 30
(b) supporting documentation, or report on Provider letterhead. c) This written request shall detail the steps that the Provider has put into place to submit the required invoice, supporting documentation, or report timely and provide a specific proposed due date for submission of the late invoice, supporting documentation, or report. d) This individual shall also detail the steps to avoid a future recurrence of such extenuating circumstance. e) Submission of said attestation to the Contract Manager does not constitute acceptance of the attestation. f) It is specifically intended by the parties that acceptance, in writing by the Contract Manager, of the required attestation documenting the extenuating circumstance beyond the control of the Provider shall constitute a separate act and shall occur, if at all, within seven (7) calendar days following receipt of the attestation. g) Barring Department acceptance of extenuating circumstances beyond the control of the Provider, the Department s Contract Manager may assess liquidated damages against the Provider for each occurrence of the late submission of an invoice, supporting documentation, or report. Submission of an unacceptable invoice, supporting documentation, or report: 1) An unacceptable invoice or supporting documentation contains inaccurate or incomplete information or supporting documentation as specified in Section C. 2) An unacceptable report contains inaccurate or incomplete information or data and relates to any report the Provider is required to submit. The report may relate to tasks, activities, deliverables, data collection or analysis, or performance measures as specified in Section B.4.c. 3) Liquidated damages will be assessed from the Provider s date of receipt of the written notification from the Contract Manager of an unacceptable invoice, supporting documentation, or report to the date of receipt of an acceptable invoice, supporting documentation, or report. 31