HomeMy WebLinkAbout8-1 DSHS Contractmttt w.. ,,,, .. '"'' COUNTY DSHS Agreement Number 1 Department or Social PROGRAM AGREEMENT 1763-96341 Hea lth Scn;ces
TriJnsforming fives Consolidated Contract FY18-19 --
This Program Agreement is by and between the State of Washington Administration or Division
Department of Social and Health Services (DSHS) and the County identified Agreement Number
below, and is issued in conjunction with a County and DSHS Agreement On County Agreement Number General Terms and Conditions, which is incorporated by reference .
DSHS ADMINISTRATION DSHS DIVISION DSHS INDEX NUMBER CCS CONTRACT CODE
Rehabilitation Administration Division of Community 1225 5024CS-63
Programs
DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS
Barbara Kraemer OB2
FA5 PO Box 45720
Olympia , WA 98504
DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAIL
(360)902-0765 (360)902-8108 kraembj @dshs.wa _gov
COUNTY NAME COUNTY DBA COUNTY ADDRESS
Kittitas County Rm 211 Kittitas Co Courthouse
205 W Fifth St
Ellensburg , WA 98926
COUNTY UNIFORM BUSINESS IDENTIFIER (UBI) COUNTY CONTACT NAME
192-002-673 Michael Stafford
COUNTY CONTACT TELEPHONE COUNTY CONTACT FAX COUNTY CONTACT E-MAIL
(509) 962-7516 ( ) -michael .stafford@co .kittitas .wa .us
IS THE COUNTY A SUBRECIPIENT FOR PURPOSES OF THIS PROGRAM CFDA NUMBERS
AGREEMENT?
No
PROGRAM AGREEMENT START DATE PROGRAM AGREEMENT END DATE MAXIMUM PROGRAM AGREEMENT AMOUNT
07/01/2017 06/30/2019 See Exhibits
EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated
into this County Program Agreement:
~ Exhibits (specify): ~ Exhibit A : Consolidated Contract Term, Reimbursement Procedures, and Program
Responsibilities ; IZI Exhibit B : Juvenile Court Block Grant; IZI Exhibit C : Detention Services
The terms and conditions of this Contract are an integration and representation of the final , entire and exclusive
understanding between the parties superseding and merging all previous agreements , writings, and communications, oral
or otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and
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;W)~_ PRfNTEDtjE (S) AND T T LE (8) DATE (S) SIGNED
PaNl ewe / 8/' , 17 fOtJeu 0litY~
DSI'!8 Sk:'l 'lR"T UKE -PRINTED NAME AND TITLE DATE SIGNED
i/u/ '7 --'-~ J.. .f Dell Hontano8as -Grants and Contracts Manager
'-----
DSHS Central Contract Services
5024CS County Consolidated Contract FY16-17 (6-22-2017)
Special Terms and Conditions
1. Definitions. The words and phrases listed below, as used in this Contract, shall each have the
following definitions:
a. "Contractor" means the County.
b. "Emergency Health Care" means care, services, and supplies for an acute or unexpected health
need that requires immediate evaluation or treatment by a health care practitioner.
c. "JR means the Juvenile Rehabilitation which is under the DSHS Rehabilitation Administration.
d. "JR Bulletins/Policies" means the JR Administrative Policies, which direct JR expectations.
e. "Limited Access" means supervised access to a juvenile(s) that is the result of the person's
regularly scheduled activities or work duties.
f. "Regular Access" means unsupervised access to a juvenile(s), for more than a nominal amount of
time that is the result of the person's regularly scheduled activities or work duties.
2. Background Check/Criminal History -In accordance with Chapters 388-700 WAC (JR-Practices &
Procedures), 72.05 RCW (Children & Youth Services), 43.20A RCW (DSHS), and by the terms of this
contract, Contractor and each of its employees, subcontractors, and/or volunteers who mayor will have
regular access to any client/juvenile must be cleared through a JR approved criminal history and
background check. In addition, Contractor, each of their employees, subcontractors, and/or volunteers,
who mayor will have limited access to any client/juvenile, may be required to be cleared through a JR
approved criminal history and background check.
By execution of this contract, Contractor affirms that Contractor, each of its employees, subcontractors,
and/or volunteers, who mayor will have regular access have not been convicted of any of the following:
a. Any felony sex offense as defined in 9.94A.030 RCW (Sentencing Reform Act-Definitions) and
9A.44.130 RCW (Sex Offenses);
b. Any crime specified in Chapter 9A.44 RCW (Sex Offenses) when the victim was a juvenile in the
custody of or under the jurisdiction of JR; or
c. Any violent offense as defined in 9.94A.030 RCW (Sentencing Reform Act-Definitions).
Contractor must require that current employees, volunteers, and contracted service providers who are
authorized for regular access to a juvenile(s) report any guilty plea or conviction of any of the above
offenses. The report must be made to the person's supervisor within seven (7) days of conviction and
any person who has reported a guilty plea or conviction for one or more of these offenses must not
have regular access to any offender. Contractor shall also document background checks/criminal
history clearances for monitoring purposes.
3. Sexual Misconduct -13.40.570 RCW (Sexual misconduct by state employees, contractors) states
that when the Secretary has reasonable cause to believe that sexual intercourse or sexual contact
between the employee of a contractor and an offender has occurred, the Secretary shall require the
employee of a contractor to be immediately removed from any employment position which would permit
the employee to have any access to any offender.
By execution of this contract, contractor affirms that contractor, each of its employees, subcontractors,
and/or volunteers are knowledgeable about the requirements of 13.40.570 RCW (Sexual misconduct by
state employees, contractors) and of the crimes included in 9A.44 RCW (Sex Offenses).
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5024CS County Consolidated Contract FY16-17 (6-22-2017) 2
Special Terms and Conditions
In addition, the Secretary shall disqualify for employment with a contractor in any position with access
to an offender, any person:
a. Who is found by the department, based on a preponderance of the evidence, to have had
intercourse or sexual contact with the offender; or
b. Convicted of any crime specified in chapter 9A.44 RCW (Sex Offenses) when the victim was an
offender.
If any actions are taken under 13.40.570 RCW, subsections (3) or (4), the Contractor must demonstrate
to the Secretary they have greatly reduced the likelihood that any of its employees, volunteers, or
subcontractors could have sexual intercourse or sexual contact with any offender. The contract shall
not be renewed unless the Secretary determines significant progress has been made.
4. Subcontractor
If the Contractor utilizes subcontractors for the provision of services under this Contract, the Contractor
must notify JR in writing and maintain sufficient documentation to verify that the subcontractors meet all
the requirements under this Contract. In no event shall the existence of a subcontract release or
reduce the liability of the County for any breach of performance.
5. Monitoring
The County shall assist the JR to perform reviews of sites where services are delivered at regular
intervals using agreed upon forms and methods.
6. Billing and Payment
a. If reports required under this Contract are delinquent, DSHS, JR may stop payment to the
Contractor until such required reports are submitted to JR.
b. The Contractor agrees to accept this payment as total and complete remuneration for services
provided to offenders under this agreement. This does not preclude the Contractor from seeking
other funding sources. No indirect costs are allowed.
c. The Contractor shall use these funds to supplement, not supplant, the amount of federal, state, and
local funds otherwise expended for the services provided under this agreement.
d. Under no circumstance shall the Contractor bill twice for the same services .
e. The Contractor shall maintain backup documentation of all costs billed under this contract.
f. If the Contractor bills and is paid fees for services that JR later finds were either 1) not delivered or
2) not delivered in accordance with this contract or contract attachments, JR shall recover fees and
the Contractor shall fully cooperate.
7. Compliance with JR Policies and Standards.
a. In addition to the governing Federal and State laws and regulations, the Contractor shall comply
with all the following as applicable to the services provided:
(1) DSHS and JR Rules (WAC); and
(2) DSHS and JR Bulletins/Policies .
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5024CS County Consolidated Contract FY16-17 (6-22-2017) 3
Special Terms and Conditions
b. In case of conflict or inconsistency between the aforementioned, the higher standard of compliance
shall prevail.
c. Records created or obtained during a youth's stay and/or maintained as a part of the youth's case
files are juvenile records, and subject to confidentiality guidelines established in statute, to include
but not be limited to RCW 13.40. DSHS shall have access to all records related to a JR youth upon
request.
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5024CS County Consolidated Contract FY16-17 (6-22-2017) 4
EXHIBIT A
Consolidated Contract Term. Reimbursement Procedures. and Program Responsibilities
1. The purpose of this Agreement is to fund and support the program services described in the attached
Statements of Work. The contract term begins July 1, 2017 and expires June 30, 2019.
2. Funding. As of July 1, 2017 the rates paid to the County will be the rate calculated for State Fiscal Year
(SFY) 2018-2019.
If by July 1,2017 the County does not have a completed written application for funding approved by JR
and signed by both parties, JR will temporarily reimburse the county according to the rates from the
State Fiscal Year Consolidated Contract 2016-2017 (No. 1563-43092) until September 1, 2017 to
provide for continuity of services.
Once the County's application is signed and approved, the SFY 2018-2019 funding rate shall apply
retroactively to July 1, 2017 and the County is responsible for adjusting its expenditures during the
remainder of the agreement term to account for any discrepancies.
If the County has not properly accounted for the difference between the two rates by April 30, 2018, JR
may adjust the amount reimbursed to the County for the final two months of the agreement to account
for these discrepancies.
3. Statements of Work. As of July 1, 2017, the County is responsible for adhering to the Statements of
Work described in the SFY 2018-2019 Consolidated Contract.
If by July 1,2017 the County does not have a completed written application for funding approved by JR
and signed by both parties, the statements of work from the State Fiscal Year Consolidated Contract
2016-2017 (No. 1563-43092) shall apply to all work performed under this agreement until September 1,
2017 to provide for continuity of services. Once the County's application is signed and approved, the
County shall be responsible for providing services in accordance with the SFY 2018-2019 Statements
of Work from that date forward.
4. Late Applications.
If the County does not have a completed written application for funding approved by JR and signed by
both parties by September 1, 2017, JR may discontinue reimbursement until the application is
completed and approved.
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EXHIBIT B
STATEMENT OF WORK
Juvenile Court Block Grant
1. Purpose
As mandated by the Washington State Legislature, the purpose of this contract is to provide funding to
County Juvenile Courts throughout the State of Washington to support Block Grant programs for
juvenile offenders, which include but are not limited to the following: Consolidated Juvenile Services
At-Risk (CJS), Disposition Alternatives for Special Sexual Offender Disposition Alternative
(SSODA),Chemical Dependency Disposition Alternative (CDDA), Suspended Disposition Alternative
(SDA), Mental Health Disposition Alternative (MHDA), Community Juvenile Accountability AcUEvidence
Based Programs (CJAA), and Promising Programs. Program descriptions and requirements are
outlined in the Block Grant Contract 2018/19 Application, Budget, and Monitoring Instructions provided
by the Juvenile Rehabilitation (JR).
2. General Requirements
The County Juvenile Court shall:
a. Provide projects and services in compliance with the County's Block Grant Contract 2018/19
Application, Budget, and Monitoring Instructions (herein referred to as the "Application") and the
County's Approved Response (herein referred to as the "Application Response").
b. Administer the Washington State Juvenile Court Prescreen Assessment or full Risk Assessment to
all youth on probation supervision in accordance with the timeline specified in the County's
Application Response.
c . Administer a Washington State Juvenile Court Risk Assessment to all youth who are moderate to
high risk on the prescreen assessment, and a reassessment to all moderate to high risk youth at
the end of probation, in accordance with the timeline specified in the County's Application
Response.
d. Establish programs designed to impact the outcomes statewide by:
(1) Decreasing recidivism;
(2) Decreasing commitments to the JR; and
(3) Maintaining or increasing the number of committable youth receiving services in their
community.
e. Upon JR's request, The County Juvenile Court shall provide JR and the Washington State Institute
of Public Policy (WSIPP), with statistical risk assessment data necessary to determine program
impacts on the statewide outcomes, as agreed upon in the Interposal Data Sharing Agreement
Between the State of Washington Administrative Office of the Courts and the State of Washington
Department of Social and Health Services Rehabilitation Administration. Any sharing of additional
data will be agreed upon by JR and the Juvenile Courts.
f. Consistent with RCW, the County Juvenile Courts will provide JR with information necessary for the
JR to provide oversight of the County Juvenile Court Block Grant, consistent with the
responsibilities and duties of JR.
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g. The County Juvenile Court shall comply with all applicable local, state, and federal licensing and
accreditation requirements and standards necessary in the performance of this Contract.
h. When licensing or other statutory requirements differ from contract requirements, the County
Juvenile Court shall meet whichever requirement imposes the higher standard. Any variance from
licensing requirements shall require a licensing waiver.
3. Supervision and Programs
All supervision and program services performed by County Juvenile Court under the terms of this
Agreement shall be in conformance with the County's Application and the County's Application
Response. The County shall provide all services in compliance with applicable RCW, WAC, and
Appellate case law for the following programs within available resources.
a. Consolidated Juvenile Services (CJS) At-Risk Programs
The County Juvenile Court shall provide services pursuant to RCW 13.06, Chapter 388-710 WAC.
b. Special Sex Offender Disposition Alternative (SSODA)
The County Juvenile Court shall provide services pursuant to RCW 13.40.160 and the following
standards:
(1) In a timely manner, pursuant to RCW 4.24.550, provide local law enforcement officials with all
relevant information about offenders placed on the SSODA program. Additionally, provide
Juvenile Rehabilitation with all relevant information about offenders placed on the SSODA
program for the End of Sentence Review Juvenile Subcommittee in accordance with RCW
72.09.345.
(2) Provide a combination of services identified in the Sex Offender Treatment Provider
assessment and the Washington State Juvenile Court Risk Assessment, deemed most effective
to decrease recidivism, increase youth protective factors, and decrease youth risk factors .
Specifics of family, group, or individual sessions shall be identified in the provider treatment plan
provided during assessment and shall be updated quarterly Document in the case record
reductions in the levels of supervision and support for such reductions.
c. Chemical Dependency and Mental Health Disposition Alternative (CDMHDA)
(1) The county shall provide services pursuant to RCW 13.40.165 and the following standards:
(a) Utilize a Department of Behavioral Health and Resources (DBHR) approved chemical
dependency assessment as detailed in Attachment A of the County's Application;
(b) Include family service strategies and components; and
(c) Include random urinalysis testing.
(2) Courts may utilize deferred or stipulated order of continuance with CDMHDA eligible youth.
d. Suspended Disposition Alternative (SDA) Services
(1) The County shall provide services pursuant to RCW 13.40 .0357 .
e. Community Juvenile Accountability AcUEvidence Based Programs (CJAA)
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The County will comply with the statewide Evidence Based Quality Assurance plans and the following
program standards :
(1) For Functional Family Therapy (FFT):
(a) General precepts/practices contained in FFT, Inc. Initial 3-Day Training;
(b) Assessment/Reporting Standards contained in FFT , Inc . 1-Day Systems Training ;
(c) Clinical feedback from FFT Inc. in on -going consultation and site visits ;
(d) Feedback from designated FFT statewide Quality Assurance Administrator in on-going
consultation and site visits; and
(e) Precepts/practices of FFT contained in Blueprints for Violence Prevention.
(2) For Washington State Aggression Replacement Training (WSART):
(a) Precepts/practices contained in Aggression Replacement Training (Rev . Ed.) by Goldstein ,
Glick and Gibbs;
(b) Precepts/practices contained in WSART initial training or subsequent Quality Assurance
statewide meetings; and
(c) Feedback from designated WSART statewide Quality Assurance Specialist and Regional
Site Consultants in on-going consultation and site visits.
(d) All WSART sites are required to utilize the WSART Database to track progress on starters
and completers of WSART .
(3) For Multi-Systemic Therapy (MST):
(a) Precepts/practices of MST contained in Blueprints for Violence Prevention; and
(b) General precepts/practices contained in training, consultation, and clinical oversight as
provided by the University of Washington.
(4) For Coordination of Services (COS):
(a) General precepts and practices contained in the COS Statewide Manual.
(b) Feedback from designated COS statewide Quality Assurance Specialist in on-going
consultation and site visits .
(5) Family Integrated Transitions (FIT):
(a) Precepts/practices of FIT contained in University of Washington Program Manual; and
(b) General precepts/practices contained in training , consultation, and clinical oversight as
provided by the University of Washington .
(6) Employment Education and Training (EET):
(a) General precepts and practices contained in the EET Statewide Manual.
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5024CS County Consolidated Contract FY16-17 (6-22-2017) 8
(b) Feedback from designated EET statewide Quality Assurance Specialist in on-going
consultation and site visits.
f. Promising Programs
County Juvenile Courts may utilize their funding to implement a Promising Program when they have
met the criteria developed by the Washington State Institute for Public Policy and approved by the
CJAA Advisory Committee.
4. Consideration
a. The maximum consideration for this agreement is identified in the "County Juvenile Court Pass
through Distribution SFY18/19", hereby incorporated by reference.
A revenue sharing process shall be made available during the latter part of the fiscal year for all
counties participating in the Block Grant, provided funding is available or unless otherwise agreed
upon by the JR and the Juvenile Court Administrators.
The full list of priorities for revenue sharing will be provided by the JR and developed in
collaboration with the County Juvenile Courts . The County Juvenile Court shall submit their
"Revenue Sharing Requests/Returns Form" to their respective Regional Administrators no later
than May 15th or as agreed upon by the JR and Juvenile Court Administrators .
Late submittals shall not be considered. Revenue sharing increases and decreases will be
awarded by distribution of an updated "County Juvenile Court Pass through Distribution SFY18/19".
The total maximum consideration for this contract may increase or decrease, depending on the
results of revenue sharing distributions and changes in appropriations as directed by the legislature .
b. Reimbursement is based on actual costs except, where costs are tied to established rates and will
be reimbursed up to the maximum allowed , as detailed in Attachment B (CODA) of the County 's
Application .
c. The County Juvenile Courts shall not be reimbursed for youth placed on consecutive or combined
CODA sentences which exceed 12 months active supervision. UNLESS the offense date of an
additional CODA sentence occurs after the termination date of the preceding CODA disposition OR
the youth begins as a CODA Local Sanction and then is sentenced to CODA Committable for a new
offense.
5. Billing and Payment
a. Monthly invoices (A-19) are to be submitted to JR each month for services provided . JR retains the
right to withhold payment for incomplete or delinquent reimbursement packages. Invoices shall
include the following documents provided by the JR and completed by the County:
(1) Required sentencing worksheets and Disposition Orders for SSODA, CDMHDA, and SDA
Committable youth;
(2) Monthly Program Updates for each Evidence Based Program and Promising Program;
(3) Roster Reports for local sanction and committable youth for all Disposition Alternatives, and
(4) Monthly BOXI EBP Summary Report .
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b. The County Juvenile Court may utilize their funding to implement a Promising Program when they
have met the criteria developed by the Washington State Institute for Public Policy and approved by
the CJAA Advisory Committee.
c. Costs related to risk assessment may be billed in the formula of three (3) hours of the provider's
time for each moderate to high-risk youth assigned to a probation caseload. Reassessment costs
are not billable. Risk Assessment costs will be billed separately.
d. Costs incurred for direct treatment services may be billed for youth residing out of state whom are
on a SSODA, CDMHDA, or SDA.
e. Costs incurred for supervision of youth on a SSODA, CDMHDA, or SDA may be billed for the actual
time spent providing supervision at the rate of the probation counselor providing the supervision.
f. Detention costs, for up to 30 days per period of confinement and consistent with RCW 13.40.200,
for SSODA, CDMHDA, and SDA committable offenders will be reimbursed at a rate no higher than
that charged to other courts purchasing beds.
g. For SSODA, CDMHDA, and SDA programs, the County shall be eligible for reimbursement for
supervision costs for up to 14 days following a youth being placed on absconder status and a
warrant being issued. Program payment will be reinstated when the youth is apprehended.
h. Reimbursement for SSODA expenses shall be for up to two years. If a youth is extended beyond
two years, the juvenile court must provide JR with a court order documenting the extension. The
court may continue to be reimbursed for SSODA expenses throughout the extension.
i. For CDMHDA programs, a chemical dependency inpatient treatment provider shall be reimbursed
for services up to 72 hours following discharge, if a committable youth has been discharged from a
subcontracted inpatient facility on a temporary basis and is expected to return, and/or if a
committable youth has left the program against clinical advice and the bed is being held for
readmission.
j. For CDMHDA programs, in the event of a revocation, the County shall be eligible for reimbursement
for treatment services until the youth is committed to JR.
k. For CDMHDA programs, the County shall be eligible for reimbursement in the event of a new
offense for up to 14 days from arrest. Payment is reinstated when the youth is placed back to
active CDDA status.
I. Reimbursement for administrative and equipment costs shall not exceed 15% of the original annual
allotment. Administrative costs shall remain with the agency providing services paid under this
contract, include discrete, assignable activities, and cost necessary for overall management and
support of a program.
m. The County must maintain backup documentation of all costs billed under this Block Grant Contract
and provide this information as requested by the JR.
6. Items Incorporated by Reference
a. "County Juvenile Court Pass through Distribution SFY18/19";
b. Block Grant Contract 2018/19 Application, Budget, and Monitoring Instructions and the County's
Approved Application Response;
c. Consolidated Juvenile Services Programs: Chapter 388 -710 WAC ;
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d. RCW's 13.06; 13.40.160; 13.40.165; 70.96A.520; 13.40.500;
e. Juvenile Offender Sentencing Standards (13.40.0357);
f. Chemical Dependency Disposition Alternative : Final Report to the Washington State Legislature
(January 2004); and
g. The Community Juvenile Accountability Act: Research-Proven Interventions for the Juvenile Courts
(January 1999).
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5024CS County Consolidated Contract FY16-17 (6-22-2017) 11
EXHIBIT C
STATEMENT OF WORK
Detention Services
1. Purpose
To provide secure detention services to youth pending transportation to a JR residential facility that are:
1) state committed; 2) parole revoked; or 3) community facility transfers.
2. Contractor Obligations
a. The Contractor shall provide secure detention center services including care, custody, supervision,
education, and recreation to the following JR youth while in detention:
(1) For youth who are committed to the State. In addition, the Contractor shall:
(a) Make direct contact with the JR designated staff of commitment; and
(b) Provide and make available to JR with the following information for each youth committed to
JR:
i. Court Order
ii. Complete Sentencing Worksheet
iii. Contact Information for Youth's Parents/Guardian
Detention stays become billable upon notification and receipt of the above documentation by
JR (except when information is received after 4:00 pm on a Friday).
(c) Make available the following information for each youth committed to JR:
i. Information to the Court on the Offense
ii. Police Reports on the Offense
iii. Victim Witness Interviews (when completed for sex offenders)
iv. Previous Reports to the Court (if available)
v. Incidents Reports from Current Detention Stays (if applicable)
vi. Other Social File Materials (e.g., mental health reports, school information, etc.)
(2) For youth who are on parole revocation or, if applicable, a community facility transfer due to
threats of health or safety of others.
3. Consideration
The Contractor shall be reimbursed at the rate of $127 per day, per youth for detention services. The
Contractor shall be guaranteed the first day of detention services.
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a. For youth who are committed to the State , Billable days will be those days that the youth spends
the night in the detention facility providing :
(1) JR staff is notified and receives the required information identified in 2A.(2) above and shall end
upon release of the youth to a JR staff's custody; and
(2) Notification and receipt of required information received prior to 4 :00 pm on a Friday is billable.
(3) However , notification and receipt of required information received after 4 :00 pm Friday through
the weekend is not billable until the following Monday (excluding holidays).
b. For youth who are on parole revocation or a community facilities transfers due to threats to health
or safety of others, Billable days will be those days that the youth spends the night in the detention
facility.
c. Medical Cost of JR Detained Youth
(1) In addition to the per day bed rate, JR shall be responsible for medical costs other than the
routine medical attention provided in detention incurred by the County. Except for emergency
care JR shall not pay for non-routine medical care unless the County obtains pre-approval from
JR that the care is necessary .
(2) JR shall be responsible for any security costs for correctional staff required to safely transport
and supervise the juvenile to necessary and approved off-site health care for further treatment.
The County will coordinate with JR if a health care stay exceeds 24-hours so JR can make
arrangements for ongoing security and custody.
4. Payment and Billing
The Contractor shall submit monthly A-19 Invoice Vouchers with supporting documentation to the JR
Regional Office each month for services provided, which shall include :
a. Name of youth ,
b. Date of admission to detention,
c . Date and time of release from detention, and
d. Number of billable days .
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