HomeMy WebLinkAboutDDA County Services 27582{
Kittitas County
Review Form
Grants & Contract Agreement
Contract/G ra nt I nformation
Recommendation for Board of Hea Ith Review on
Department Head Signature Director Date: 6 I 23
Verification the Contracting Agency ig not Sus pended/Disbarred:
Today's Date
6.26.23 PBK Reque 't*|ftQVLFund/Depa rtment
116-Public Health Agenda Date:
oc trn act faG nt n Deve oAge ne at D s bcy:ti Ades m npm ist orati n D DA
Period Begin Date:July I,ZO2g Period End Date: June3O,ZO24
Total G ra nt/Contract Amount: $954,939.00
Grant/Contract N u m ber:
Funding for Kittitas county Developmental Disabilities programs including job foundations, programadministration, other consumer supports, and direct client services via subcontractors for Medicaid
fu n ds.
Contract/G rant Su m mary:
Kittitas County prosecutor, Auditor, and Board of Health Review and Comment:
PROV M
Signature of Pros tor's Office Date
Signature of Auditor's e
! Agency is not suspended/disbarred f Not Checked (reason)
Grant/Contract Review
Page L
Financial lnformation
Bu lnformation
Pass Through lnformation
Prosecutor Review
Total Amount State Funds $Federal Funds S
Percentage County Funds Matching Funds $CFDA#
ln-l(ind $
la in
ls Equipment being purchased?Who ov"rns equipment?
New Personnel bein hired?Contact HR hirin u irements-re rti re
Future impacts or liability to Kittitas County:
Bud Amendment Needed?
New Division Created?
Yes I at.ach budget form No E Why not
Revenue Code L05-568.33 4.04.68
Expense Code 105-5 68. 5 1 001" / 52001, / 5 41,01. / 5 4L22
Agency to Pass Through Elmview and Entrust
Amount to Pass Throu gh Slza,qr.oo Expense Code: 1,05-568.541,22
Sub-Contract Approved Date: ln Process
e Prosecutor reviewed this agreement?Has th Yes No
Cou Departments lm acted
BOCC Approval Needed?
Assignment of Trackin g lnformation
Auditor Facilities Maintenance
lnformation Services Human Resource
Prosecutor Treasu rer
Yes f,Nof
Staff Mem ber Presenting:
Auditor's Office
Human Resource
Prosecutor's Office
Who Signed the grant ap plication
Reviewer Date
Grant/Contract Review
Page 2
JIn
frRr
ll/,r J i, fl (, I I r .l t,t, p
DcparlnlBnl oI Social
& llealih Services
Translorming lives
COUNTY
PROGRAM AGREEMENT
DDA County Services
DSHS Agreement Number
2363-49241
This Program Agreement is by and between the State of Washi ngton Department ofSocial and Health Se rvices (DSHS) and the County identified below, and is issued in
conju nction with a County and DSHS Agreement On General Terms and Conditions,
which is incorporated by reference.
Administration or Division
Agreement Number
County Agreement Number
DSHS ADMINISTRATION
Developmental Disabilities
Admin
DSHS DIVISION
Division of Developmental
Disabilities
DSHS INDEX NUMBER
1225
DSHS CONTRACT CODE
1769CS-63
DSHS CONTACT NAME AND TIiLE---_--
Seanna Woodard
Operations Manager
DSHS CONTACT ADDRESS
1611 W lndiana Ave
Spokane. WA 99205
DSHS CONTACT TELEPHONE
(509)329-2952
DSHS CONTACT FAX
(509)568-3037
DSHS CONTACT E-MAIL
woodas@dshs.wa.qov
COUNTY NAME
Kittitas County
Kittitas County DDA County Services
COUNTY ADDRESS
507 North Nanum Street Suite 102
Ellensburo. WA 98926-2886
couNTy FEDERAL EMpLoyER rorruirrtcATtotr-
NUMBER
COUNTY CONTACT NAME
Kasey Knutson
ACT CONTACT
962-7090 962-5883 kn kittitas.wa.us
IS THE A SUBRECIPIENT PURPOSES OF PROGRAM ASSISTANCE LISTI NUMBERSAGREEMENT?
No
PROGRAM AGREEMENT START DATE
07101t2023
PROGRAM AGREEM ENT END DATE
06t30t2024
MAXIMUM PRoGRAM ncneeIIIIENT nMotIHIr-
$854839.00
EXHIBITS The following Exhibits are attached Exhibit A
Spendinq
- Data Security Requirements;
Plan
ExhibitB-Budgetand
By their srgn atu res below the parties agree to the terms nd conditions of this County P rogram Agreement and alldocumentsncorporatedbyreferenceNootherunderstandingsorrepresentationsoralorothenviseregardingthsubjectmatterofthisPrograAgreementhallbe
e
m dee med to exist or bi n d the parties.The pa rties si gni ng below certifythatareauthorizedtohISent.
TURE(S)PRINTED AND TITLE(S)ED
htncy Lullr,re
t0,Ptyb \wrAr #)r)ut
DSHS
K&a',.fop*
PRINTED NAME AND TITLE
Jennifer Albertson, Contract Managel
DATE SIGNED
11t14t23
DSHS Cenlral Conlract Services
1769CS County Agreement 0S-16-2023
Page 1
,l
Special Terms and Conditions
Definitions specific t9 floorSm Agreement: The words and phrases listed below, as used in thisProgram Agreement, shail eich rravE ttre foilowing o"iiriti"*,-
a' *::g*ili|" means the level of a client's abilities and needs as determined through rhe DDA
b' "ALTSA web Accejs (AWA)' means a.web-based portal to the Developmental DisabititiesAdministration CARE system designed to srpport couniy J"ri.", for DDA clients.
c' 'Additional Consumer Services" refers to indirect Client service types as follows:
(1) "community lnformation and Education": Activities to inform andlor educate the general publicabout developmental disabilities and related services. it',""" may include information andreferral services; activities aimed at promoting punti"
"*rr"ness and involvement; andcommunity consurtation, capacity buirding anl brganizaiion activities.
(2) "Training": To increase the job related skills and knowledge of staff, providers, volunteers, orinterning students in the provision of servic"r to puopl" *ith developmental disabilities. Also toenhance program rerated skiils of board or aovisbry 6oaio members.
t"
;?:r"iActivities"
reserved for special projects and demonstrations categorized into the foltowing
(a) lnfrastructure projects-' Projects in support of clients(services not easily tracked back to aspecific working age clienti or that oiiecirv n"n"nt rtrienrrsi nut-ineti[nii, not of workinggg:r.i}"rores incrude prannins serviceJriie g;noi"Fb;;;;r"d;;;i;.;.,,project
(b) start-up projects: Projects that support an agency or direcfly benefit the agency. Examplesincrude equipment puichases and agency aoinini6trat'ue support.
(c) Partnership Project: collaborative partnerships with school districts, employment providers,DVR, families, employers and othei.omrniiv
"oiiauorators needed to provide theemployment supports and services young aouits with develop;";i;t ,ililities require tobecome emproyed during the schooiy"ii''t"v iur'i*nry-on e (21).
d' "Budget and Accounting Reporting system (BARS)' means a master classification of balancesheet, reven ue an d expenditu rele-xpen se accou nts.
e' "client" means a person.with a developmental disability as defined in chapter 38g-g23 wAC who iscurrently eligible and active with the DevelopmentiioiiJniti"s Administration or is an identifiedPASRR Ctient
f' "competitive lntegtated Employment" me.ans work performed by a client on a part-time or full-timebasis' within an integrated setting within.the community tnaimeets HcBS settings requirements.The client must be compensated at minimum *"g; ;;ii;r,Lr, ,.ing the higher of the Federat,state' or local rate, ,an! at a rate. comparable to tnl wagJp"ii to n6n-oisa6reJ *oi1"r. performingthe same tasks' including receiving the same oeneriis a"noffiortunities for advancement.
g, "consumer support" refers to direct crient service types as foilows:
(1) "community lnclusion" or "cl": means individualized service.s. provided in integrated communitysettings with other individuals without disabirities. ihe atiivities are based on client interests
DSHS Central Contraot Services
1 769CS County Agreement 05-1 6-2023
Page 2
Special Terms and Conditions
and provide opportunities typically experienced by the general public of similar age in their localcommunity, accessible by public transit or a reasonable commute from their homL. The goal ofthe service is to supporl clients to participate, contribute, and develop relationships with -
community me.mbers who are not paid staff. These services may be authorized for individualsage 62 and older' These services may be authorized in addition to or instead of emptoymeni-support (lndividual Employment or Group Supported Employment) for working age individualswho have received nine months of employment support.
(2) .Child Development Services" or "CDS": Birth to three services are designed to meet thedevelopmental needs
^of
each eligible child and the needs of the family r.ilrt"O1o enhancing thechild's development' Services may include specialized instruction, speech-language pathology,occupational therapy, physical therapy, assistive technology, and vision services. Services areprovided in natural environments to the maximum extent appropriate.
(3) "lndividual Supporled Employment" or "lE": services are a pan of a Client's pathway toemployment and are tailored to individual needs, interests, and abilities,
"nd
promote careerdevelopment. These are individualized services necessary to help persons with developmentaldisabilities obtain and continue intpgrated employment at or above ihe state,s minimum'wage inthe generalworkforce. These services may include intake, discovery, assesiment,lobpreparation, job marketing, job supports, record keeping and suppori io maintain a job.
(4) "lndividualized Technical Assistance" or "lTA": services are a part of a Client's pathway toindividual employment or community inclusion. This service provides assessment andconsultation to the provider to identify and address existing barriers to employment orcommunity inclusion. This is in addition to supports receiv6d through .rar;;rtfi emptoyment orcommunity inclusion services for Clients who have not yet achievet their'goai
(5) "Group Supported Employment" or "GSE": services are a part of a Client's pathway to integratedjobs in typical community employment. These services are intended to be short term and offerongoing supervised employment for groups of no more than eight (B) workers with disabilities inthe same setting' The service outcome is sustained paid empl6yment leading to further careerdevelopment in. integrated employment at or above minimum wage. Exampl-es includeenclaves, mobile crews, and other business models employing sirattgroud oiworkers withdisabilities in integrated emproyment in community settings.
h' "County' is the political subdivision of the state of Washington and the county or counties enteringinto this Program Agreement.
i. "DDA case Resource Manager (cRM)" means a case manager for DDA clients.
j. "County Service Authorization (CSA)" means an authorization for county services.
k. "Developmental disabilities (DD)" means a disability attributable to intellectual disabitity, cerebralpalsy, epilepsy, autism, or another neurological or other condition of an individual found by thesecretary to be closely related to an intelleclual disability or to require treatment similar to thatrequired for individuals with intellectual disabilities, which disaOility originates before the individualattains age eighteen, which has continued or c9n be expected to'continue indefinitely, and whichconstitutes a substantial limitation to the individual.
[' "Developmental Disabilities Administration DDA" means a division within the Department of Socialand Health Services.
DSHS Central Contract Services
1 769CS County Agreement 0S-16-2023
Page 3
2.
3.
Special Terms and Conditions
m' "DDA Regionaloffice (DDA Region)" means the regional DDA office that supports DDA clients.
n' "Division of Vocational Rehabilitation (DVR)" means a division within the Department of social andHealth Seruices
o' "Employment Outcome Payment" means a payment to providers for transition students bornbetween specific dates; have high acuity; aie iuthoriz"J roi tnoiuiouar emprovmlni; ano studentobtains a competitive integrated job within a specific timefiames. lf the job is i minimum of tenhours of work per week an additibnal amount will be include in the payment.
- '
p' "GeneralTerms and Conditions" means the contractual provisions contained within that agreement,which govern the contractual relationship between osHS and the county.
q' "Medicaid Home and Community Based Services (HCBS)" means services that occur in a Client,shome or community rather than institutions or othei isolated settings. These progr"r, serve avariety of targeted populations groups, such as people *itt't intett"ituat or oevet"pmentaldisabilities, physical disabilities, and'/or mental ilinesses
r'..JobFoundationReport',isadocumentderive.dfrom@performedby
students who are between ages 19 through 20 that io6ffiactionable next step for employmenl.The employment service providers develdping the Job ioundation r."port t"iii oe lupportingstudents with emproyrnent activities on average of 3s hours.
s' "Preadmission screening and Resident Review (PASRR)' means individuals with intellectualdisabilities or related conditions (lD/Rc) who have oeen ieieireo ioi nrtring taciriiv'6.rrl care.
t' "Person centered service Plan or PcsP' means a document that authorizes and identifies the DDApaid services to meel a Client's assessed needs, roimerly reterred to as the lnoivroual SupportPlan,
u' "Quality Assurance" means an adherence to all Program Agreement requirements, including DDAPolicy 6'13, Provider Quatifications for Employment"aid oiy-erogram seryices, County Guidelinesand the criteria for Evaluation, as well as a focus on re""o,i"bly expected levels of performance,quality, and practice.
v' "Quality lmprovement" means a focus on activities to improve performance above minimumstandards and reasonably expected levels of performanle, quality and practice.
w' "Service Provider" is a qualified Client service vendor who is contracted to provide Employment andDay Program services.
x' "Subcontractor" is the service provider contracted by the County to provide services.
Purpose: -This Program Agreement is entered into between the Developmental DisabilitiesAdministration and the county in accordance with chapt er 71A,.14 ncw. lts purporu i" to advance thestate legislative policy to provide a coordinated and comprelrensive state and odat prolram of servicesfor persons with developmental disabilities.
client Ellgibility: client eligibility and servic.e referral.are the responsibility of DDA under chapter 3gg-
923 yl9 (Eligibility) and chaptei 388-825 wAc (servi.* nr6rj. onty persons referred by DDA shanbe etigible for direct Client services under this Program Agt"";l;rt. lt is DDA's responsibility todetermine and authorize the appropriate direct servicels;iype. Direct client services piovioeo withouta current County Service Authorization are not relmnursioie under this nrogram Agrelment.
DSHS Central Contract Services
1769CS County Agreement 0S-1 6-2023
Page 4
4.
DSHS Central Contract Services
1769CS County Agreement 0S-1 6-2023
Special Terms and Conditions
Credentials and Minimum Requirements:
a. Administration of the developmental disabilities County program cannot be subcontracted.
b' Qualified DD Program coordinator: A qualified DD program coordinator has a minimum of fiveyears training and experience in the administration and/or the delivery of Oevefopmental disabilitiesservices to a comm.urity. For a county where the coordinator adminiiters more ihan on" programarea (e'9. Chemical Dependency, MentalHgqllh, Developmental Disabilities), training andexperience in administration and/or a related Human or docial service m"y n" consioereo.
c' Administration Responsibility: The County must demonstrate the ability to administer the programagreement including contract oversight and monitoring, community ouireach anJ eoucationactivities, and regular communication with the DDA REgional onicL tooA iegionl
"no
contractedproviders.
d' Fiscal Responsibility: The County must demonstrate the ability to safeguard public funds includingmaintaining books, records, documents and other materials relevant tit'e piovisLn of goods andservices.
e' sufficient Policies and Procedures for establishment and maintenance of adequate internal controlsystems: The County will maintain written policy procedural manuals for information systems,personnel' and accounting/finance in sufficient
-detail
such that operations can continue shouldstaffing change or absences occur. Policies shall be dated and include dates when updated.
f' Background/Griminal History Check:A background/criminal history clearance is required everythree years for all employees (including DD [rogram County staff), subcontractors, and/orvolunteers who may_hav_e!nsupervised access-to vulnerabje DSHS clients, in accoroance witnRcW 43.43.830-845, Rcw 74. i 5.030, and chapter 388 WAC. tf the entity ieui"*ing rhe appticationelects to hire or retain an individual after receiving notice ttraitne applicant rras a conviction for anoffense that would dl.gy{iry the applicant from hiving uniupervised access to vulnerable adults asdefined in chapter 74.34 RCW, then DDA shall oeny fiaymeit for any subsequeni iervicesrendered by the disqualified individual provider. rn6 osirs Background greii cenrrat Unit (BccU)must be utilized to obtain background clearance.
g' Qualified Advisory Board Members: A Developmental Disabilities advisory board shall includemembers knowledgeanJg aloqt developmentaidisabilities. No board member shall have a contractwith the County to provide Training, Community lnformation Activities, and Consumer Support asdefined in this Program Agreemenl, and shall rrot be a boaru member, officer, or employee of anagency subcontracting with the county lo provide such services.
h' Qualified Service Providers: The County assures that allservice providers meet qualifications asoutlined in the DDA Policy 6,13, Program Qualifications for Emptoym,enlaii 6iy erogramProviders.
i' Home and Community Based Waiver Seruices Assignment of Medicaid Billing Rights: The Countyassures that each subcontractor has agreed to assign to DDA its Medicaid oi[ing;ightr for servicesto DDA Clients eligible^under Title XIX programs in i-his Program Agreement. wiitte-n documentationshall be available to DSHS on request.
j' Reporting Abuse and Neglect: The County staff and its subcontractors who are mandated reportersunder RcW 74.34,!zp(t_el.1n.us! comply with.reporting requirements described in RCW T4.g4.ogs,'040 and chapter 26'44 RcW. lf the County is notifiel by DSHS that a subcontract,cr staff member
Page 5
5
Special Terms and Conditions
is cited or on the registry for a substantiated linding, then that associated staff will be prohibitedfrom providing services under this program Agreeirent.
k' Counties who provide child Development services (birth to three early intervention services), mustprovide those servrcgsyndel the regulations implementinjtne lndividuals with DisabititiesEducation Act (IDEA), Part c, and Washington btate's i.ity srpport for tnrant
"no
roootu1Federally Approved plan.
l' The County staff who per-form evaluations of subcontractor work sites will prompily report to DSHSper DDA Policy 6-a8, hcident Management and Reporring Requirementsior coiitty and County-Contracted Provicters, if:
(1) They have reasonable cause to believe that abandonment, abuse, financial exploitation orneglect (as defined in RCW 74.34.020) of a person who has a developmental disability (asdefined in RCW 71A.10.020) has occurred, and,
(2) lf they have reason to suspect that sexual or physical assault of such a person has occurred,they shail also immediately report to the appropiiut. ta* enforcement ;g;;t:
m' Counties are specifically authorized to have data storage on portable devices or media inaccordance with the Data Security Requirements.
n' order of Precedence: ln the event of any inconsistency in this program Agreement and anyattached exhibits, unless.othenruise provided herein, th; in;;nsistency snJtt be resttved by givingprecedence, in the following order, to:
(1) County Program Agreement; and
(2) Attached Exhibits.
Duty to Disclose: Under 42 CFR $455.104, the Administration must obtain certain disctosures andcomplete required screenings to eniure the,.state ooes- noi fay federal funds to
"i"ruolo
person orentities' The county is required to provide disclosures rrom mlnaging employees, specifically thepersons in the positions of Developmental Disabilities Director and Fiscal/Budget Director, i.e. theperson who authorizes expenditures. A completed Medicaid proviOer Disclosuie Statement, DSHSForm 27-094, should be submitted to the Administratio; t; ;o'"dete the required screenings.Disclosures must be provided at contract renewal ano wtnin nihy-riu" (3s) A;ys;h"nlu", there is achange in the staff hording these management positions t+i Cin'+ss.10a (c)(1)1.
Statement of Work: The County shall provide the services and staff, and otherwise do all thingsnecessary for or incidental to the peformance of work, as set tonn nerow. w"r[ing Llliboratively andsharing information as needed foi service coordination, ttre parties shall administer DD services withinthe county as set forlh below:
a. The DDA region shall:
(1) Review subcontractors and shall immediately notify the County of any concerns with thesubcontractors identified by the County;
(2) lnform and include the county in the discharge planning of client's leaving institutions andreturning to the community who will need pro-gram funding;
(3) lnform the county of client's who have had their waiver status changed;
6
DSHS Central Contract Services
1 769CS County Agreement 05-1 6-2023
Page 6
Special Terms and Conditions
(4) Work with the County when referring Client's for services and will withdraw referrats whenauthorization is not issued;
(5) Authorize new seruice within 5 working days and will extend existing service authorizationbefore expiration date;
(6) lnform clients of service changes through planned Action Notice(s);
(7) Work with the County to document planned services in the Ctient,s person Centered ServicePlan including notification of assessment dates;
(8) Work with the County when terminating services;
(9) Work with DDA Head Quarters and the county on Spending plan adjustments; and
(10) Work with the County in participating in evaluation of direct service providers.
b. The County shall:
(1) work with the DDA Region when clients are referred for services, authorized services, and/orfor support modifications;
(2) Work with the DDA Region to document planned services in the Client,s person CenteredService Plan;
(3) Assist with informing the DDA Region of any potential service level changes not documented inthe Client's DD Assessment priorio any cninges;
(4) work with the DDA Region regarding service termination;
(5) work with the DDA Head euarters on spending plan adjustments;
(6) lnform the DDA Region of new providers to be included on the ALTSA Web Access (AWA)system;
(7) Notify the DDA Region of any intent to terminate a subcontractor who is serving a DDA referral;
(B) Provide a copy of each subcontractor's contract upon written request from DDA; and
(9) Notify and work with the DDA Regional Employment Specialist when performing evaluailons ofdirect service providers.
c' compliance with Budget and Accounting Reporting System policies: The county shall take anynecessary and reasonabre steps to compry with gAnS poricies,
d' The County shall comply with the following referenced documents found at DDA lnternet site
under "County Best practices,,:
(1) DDA Policy 4.1 1, County Services for Working Age Adutts;
(2) Chapter wAc 388-850, chapter 388-828 WAC, WAc 388-845-0001, 0030, 0210, 0215,0220,0600-061 0, 1 030_1 040, 2100, 21 10:
DSHS Central Contract Services
1 769CS County Agreement 05-16-2023
Page 7
Special Terms and Conditions
(3) Criteria for Evaluation;
(4) DDA Guidinq Vatues:
(5) County. Guide to Achieve DDA's Guiding Values;
(6)
(7)
Aoreement
DSHS Central Contract Services
1769CS County Agreement 0S-1 6_2023
and
e' The county shall develop and submit a comprehensive plan for the county DD services asrequired by WAC 38g-Bb0_020.
f' conveyance of The Estimated Number of People to be servecl and rargeted outcomes: Thecounty shallsubmit the service lnformation F"*1;lsfttlprovided by DDA at lnternet site
to iniiLte the esiimateo numoer of people tobeserved,targeteih"if";;'onqualityimprovementwithinthe
categories of rraining, community lnformatioi, oiiect ctieni services, ;Jdth;;;ctivities within 30days of execution of the ProgramlAsreement once ,pproulo, the slF oui"or"" ,ay be modifiedonly by mutualagreement oitne Co-unty and the DDA H"si",
g' solicitation for Qualified Employment and Day Program service providers: Requests forApplications (RFAs), Requests"for lnformetion (RFi's) inalor. n"qu":lg Ior proposats (RFps),
[xilii'fiJ"Jr*,;lt:??,,"tt (RFQ's) ror cireCtsiri."',.,
"-"i"dins'chird o"""r"[r*t, wiil be open
h'
$i|f'f:3,iJ;ti?t#^l qualified provider must be a countv or an individuar or agency contracted
' Iil??i:s,f,:fflx?"#,,33:;",.:Y:cts with rechnicar Assistance providers thar may be utitized by
j' Subcontractors: The County will pass on all applicable contractual requirements that are betweenDDA and the county to the iubcontractor. rnd bount/snaiiimmefriatetynotiff the DDA Region ofthe county's intent to terminate a subcontractor who i''r r"ring a DDA referral. lndividuals or
;f.",Xr",ff::[nT. with a county or DDA ;;t;;iilrJi,iijit ror empioyment oibommunity
k' The county shall provide or contract with,qualifie.d Emproyment and Day program serviceProviders for consumer support services that include irr" ioiro*ing program outcomes:
(1) Monthly community !:lllif {cl) service support hours wil be based on the client,s cl service
Effi:i;:wAc3BB-828-e310rbrattctieni"il;;d;;ieceivingcl servicesJutyl,Zalland
(a) To ensure health and safety, promote positive image and relalionships in the community,increase competence ano indiviou.alized skill-buirJi"ng,
"no
achieve other expected benefitsof cr, services wiil occur individuaily or i, ; g;;;;i"no ,or" than two (2) or three (3)Client's with similar interests and needs.
(b) cl services will focus on activities that a.re typically experienced by the general public.support to participate in segregated activitiei-
"niioi$""iatized activities wi1 not be
Page 8
Special Terms and Conditions
reimbursed
DSHS Central Contract Services
1 769CS County Agreement 0s-16-2023
(2) clients in an employment program will be supported to work towards a living wage. A livingwage is the amount needed to enable a clieni lo meet or exceed living expinsei. clientsshould be supported to average twenty (20) hours or c#munity work per week or eighty-six(86) hours per month; however, each person's preferred hours of employment should be lakeninto consideration- The amount of service a Client receives wiil be based on hislherdemonstrated need, acuity reverand work history p"rwnc 3gg-82s.
(3) The client's DDA PcsP is the driver for service. The AWA county service Authorization (cSA)and updated Planned Rates information will not exceed the client's DDA pcsp. servicechanges will not occur untilthe Client has received p.p"i ."titication from DDA.
(4) All clients will have an lndividualized Employment and/or community lnclusion plan to identiryClient's preferences. Minimum plan elements are ouflined in the reference document,,criteriafor an Evaluation'" A copy of the client's indivilualii"o p[n *iil be provided to the client, theirDDA case Resource Manager (cRM), guardian ano ottreis as appropriate.
(5) six-month progress reports describing the progress made towards achieving client,s goalwillbe provided bv the service providertJtne cnni, chri;;ili;r.g.uardian, if any, within 30 daysfollowing the six-month period- The report willsummarle activities and outcornes made towardsthe client's individualized goal(s).All ilients witt be ;;ir"tJ by their service provider accordingto Client need and at least once per month.
(6) All clients will be contacted by their service provider according to client need and at teast onceper month.
(7) lf clients in lndividual Employment or Grou.p supported Emproyment, have not obtained paidemployment at minim.um wage or higher wiirrin iix tet monirts, the county witl assure thefollowing steps are taken:
(a) Review the progress toward employment goals;
(b) Provide evidence of consurtation with the crienr/guardian; and
(c) Develop additional strategies with the client/guardian, county staff, employment supportstaff, case manager, and others identified oyirre crierit. Gtrategies may include providingtechnical assistance, changing to a new provider, and/or providing additional resources asneeded to support the client's pursuit.of bmptoyment. ir; additi6nat stritegies wilt nedocumenred for each crient and kept in *re bri,lnii riietsj.
(8) lf after twelve (12) months the client remains unemployed, an additional review will beconducted' The provider will address steps outlined in"tne'fievious six month progress report inthe next six month progress report. when requesting to participate in cl, the client shallcommunicate directly with his or her DDA case wariagei. ir'" ooa c"i" rvr"nrg"ii,responsible for authorizing Cl services.
(9) For lndividual Employment where the service provider is also the client,s employer, long termfunding will remain available to the service provider emptoyer for six months urtd1 tnu employeeDDA client's date of hire' At the end of the six-morth i;il, if the DDA client continues toneed supporl on the job, another service provider who is not ihe employer of record mustprovide the support unless the county or bon issues prior. wiitten approval for the serviceprovider to continue to provide longterm supports if needed. lf the county or DDA approves
Page g
Special Terms and Conditions
the continuation of long-lerm supports where the service provider is also the Client's employer,the county or DDA will regularly monitor these positions to issure fading efforts oicur whenappropriate and any potential conflict of interesi is addressed
(10) lndividual Employment staff hours must be attributed to the "lndividual Emplovment and qjllable
Aetivitv Phase(s)".
(11) For Group Supported Employment (GSE), clients must have paid work. The total number ofdirect service staff hours provided to the gjioup srroud oe equal to or greatei in"n irr" group,scollective amount of. individual support monthly base hours. lf the direct service staff hours areless than the collec-tive amount, thi;n the provider will be reimbursed only for the-number of hoursstaff actually provided.
(a) The collective group's individual hours should be the minimum staff hours delivered tosupport the group.
(b) A GsE Client must be on-site/at work at least their base individual hours as a minimum permonth' lf a client is not on-site/at work for all of their base hours, tne countvihould veriflithat the provider delivered the collective group's individual hours to ilre gioip iwf, at was thenumber of staff hours provided to the group during the month? lf it wastiss irrbn tnecollective group's total the provider cah oity oitt f6r the staff hours tnii iiie-piovided,l.
(c) A GSE agency may not bill for a GSE client who does not receive services during an entireservice rnonth.
(d) A GSE agency must have a record of which staff is supporting which Clients on any givenday.
(e) A GSE agency m99t harle supportive.d-ocumentatiorr that provides clear evidence of supporthelping with specific activities as identified in the Client fiin to move a Client on theirpathway towards their employment goal(s).
(f) Running a GSE service is a part of the business operation and not billable to Clients(contract procurement, contract maintenance, or administration functions associated withcsE).
(g) lndividual time in the community working towards rhe individual employment goal, separate
!9.m lhe group time, must include phasd information (refer to empnymeni.p6"ases anoBillable Activities - see phases 1 - 4 for element / activity oescripiionl.
(12) Employment and day seruices must adhere to the Home and Community Based settings(HCBS) requirements of 42 c.F.R. section 441.g01(ci)(41 inctuoing tnat: '
(a) The setting is integrated in the greater community and supports Client's lo have full accessto the greater community;
(b) Ensures the Client receives services_in the community to the same degree of access asindividuals not receiving Medicaid HCBS;
(c) The. setting provides opportunities to seek employment and work in competitive integratedsettings; and
(d) The setting facilitates individual choice regarding services and supports, and who provides
DSHS Central Contract Services
1 769CS County Agreement 05,1 6-2023
Page 10
Special Terms and Conditions
them.
DSHS Central Contract Services
1 769CS County Agreement 0S-1 6-2023
I' Quality Assurance and Service Evaluation: The County shalldevelop and have available anevaluation system to review services. The evaluation system must have both a euality Assuranceand a Quality lmprovement component, and both must include objective meisures. The objectivemeasures at a minimum will include performance indicators, by aiuity, th;iftuJ; the number ofnew jobs; job loss and reasons for job loss; the percentage emptoyed earning rNirrr wage orbetter; and the average number of
-hours
worked. The ciunty's service evahiation system shallserve as the method by which current providers demonstratethat they continue to be qualifiedproviders' A copy of description of such evaluation system shalr ue provioeJ'upon r'"qu"st to DDAfor review.
m' Evaluation: The County shallevaluate and review services delivered to reasonably assurecompliance and quality. The County shall conduct at least one visit to each suncontractor every two(2) years' The counly shall maintain written documentation or all evaluations, iecommenoationsand corrective action plans for each subcontractor. copiei oi such oocumentation wirr be providedto the DDA upon request.
n' The County shall work with local developmental disability advisory groups to plan for and coordinateservices.
o' The-County shall participate in regularly scheduied meetings between County DD staff and DDAstaff to remain updated and current inciuding ACHS ano i6gionar Meetinjs.-' - - -
p AWA Data System: ln compliance with the AWA Trainino Manual, the County shall use the AWAdata system for all:
(1) Billing requests;
(2) service provider address and phone number maintenance;
(3) Evaluation dates;
(4) Employment outcome information; and
(5) Monthly provide all data described in the Billing lnstructions and in the Employment outcomeslnstructions, which is hereby incorporaled by r6ference,
q' Assure the integrity of data submitted to the State. When data is submitted and rejected due toerrors or an error is later identified, the County will correct and resubmit the data riritnin tf irty 1eO;days.
r' Review and respond the AWA "Work List" items within 5 working days including Referrals andpending Authorization.
s' Review the AWA "Ticklers" Planned Rate tab and update the planned rate within 5 working daysafter the Planned Rate start date.
t. PartnershipProject.
(1) A Job Foundation document will be comp.leted per guidelines for eligible students. Eligiblestudents are DDA clients who were born between: -
Page 11
7
(2) Qualifled providers will collaborate with School District staff to complete the Job Foundationdocument and then provide a copy.to the county. To be a qualified provioerloi the partnershipProject the Counli.es must require'the provider to nave a current contract with the Division ofVocational Rehabilitation; a contract in good stanoing with the county ano cannot be inprovisionalstatus; a minimum of twoyears'experierice froviding rnoiviouar Employment withdemonstrated job placement skills. The Job Fdundation'iecommendation will only haveactionable next steps towards integrated competitive emproyment
(3) county participating in the Partnership Project must have the ability to work collaboratively withSchool Districts to identify DDA students.in trign
""r''oJ, lollect and track information, beproficient in electronic spreadsheets, and aniliiv to evalr"t" ir compl"GO'.lot-Founoationdocument(s) meet quality standards.
u' Employment outcome Payment. - Providers, with transition students born between:
(1) Forfiscatyear 2023lt1l}O through Btglt}l
(2) For fiscat year 2024 gtlt}l through Bt3ilO2
(3) For fiscal year Z0ZS gt1lO2 through Bt31t03
(4) For fiscatyear 2026 9t1tO3 through gt31tO4
High acuity clients who are authorized for lndividualemployment, may receive one outcomepayment if student obtains a competitive.integrated joU dppioved'by the County witnin timeframesdescribed in the chart in the. DDA Billing lnstrirctiond. irin6 County is atso the service provider DDAwill provid.e the job approval' lf the job'is at a minimum of ten houis of *o1i p.i *".k an additionalamount will be include in the payment.
Consideration:
a. Fees:
(1) Approval of fees is.the responsibility of the DDA, The DDA He Employment and Day Un1Manager reseryes the right to approve fees/rates torttie services oeing pro;id;. The countywillsubmit a fee/rate schedule with the_initial Program Agi."r.nt. The County will submitupdated fee/rate schedules to the HQ Employmeit ano 6iy Unit Manageiior-lpproval aschanges occur. The rate schedule will include tfre foffowing information:
Special Terms and Conditions
(a) Forfiscalyear ZO21 \l1tOO through Bt31tO1
(b) For fiscal year Z0Z2 9t1t01through gt31t}2
(c) For fiscal year 2A23 9t1lO2 through Bt31t03
(d) For fiscal year 2024 9t1tO3 through EtS1t04
These studenls cu rrently attending school and have completed an application to participate inthis Value Based Payment (VPB) p roject. The VBP project appt ication will include the followingminimum criteria identified in the sample application found at:
DSHS Central Contract Services
1 769CS County Agreement 05-1 6-2023
Page 12
d
Special Terms and Conditions
(a) County(s) name;
(b) Time period for which the schedule is applicable; and
(c) Each contracted direct service (lE, GSE, cl, lTA, CDS) and its associated rate.
(2)FeeLimitations:]]re@foundontheCountyBestPracticessiteprovides
limitationsontheHourffiervice.r-ro,ilvratesmustb"Jiui'iur"byfour'
b. Budget and Spending plan, attached as Exhibit B:
(1) Budget amount listed in Exhibit B: The cg.unty may not exceed the state only revenue dollaramount or the total revenue dollar amount indicated on the program il;g;i'lg;rementincluded in Exhibit B. The waiver revenue dollar amount may be exceeded to accommodate
,"j',ilj:J*ing
from state-onlv employment and day reruiCed to waiveremptov*nt and day
(2) spending Plan:..DDA will provide the initial spending plan / program Agreement Budget / ExhibitB' Funding shall be distributed under state ana nreiiiaiJ in tnJrevenue section. The plannedexpenditures for consumer support are based on aunoiiteo clienG, in-eir J.ritv r"u"r and workhistory for a given point in time. To determine the Additional consumer support amount, theconsumer support amount is multiplied
9.v "
p.r."nt"g". in" rp.noing pJj'iinai onty oemodified by mutual agreement of the parties in writing ind snatt'not r."q'uio
"
prlgr",agreement amendment.
(a) Funds Designated for Additional Consumer Services: lf a County provides CommunityInformation and Education services under additional consumer services, then activities mustinclude outreach efforts to federaily recognized ro""i inu"".
(b) Funds Designated for Adult Day care consumers: Funds designated for Adult Day CareConsumers are available to Cliints who were served between December 19g6 andDecember 2003 in Adult Day Health agencies
"no
*"r" su.bsequentt/ oetermined ineligiblefor Level llor llllerviges (Aduft Day HJafth). I-uuet trlno iltservices are ticensedrehabilitation and skilled nursing services
"iong
*itn ;cialization. r-ever iiervices (AdultDay Care) are. supervised day frograms wherd frail and disabled adults can participate insocial, educational, and recreationll programs wiftrout ihe need for skilled ndislng, Theseclients may be referred to services d;fin;d in me rtatement of work, or to an Aoult Day careservice other than Level ll or lll. lf a client no longer neeos and wants services, the fundsare available for other ctients who are not part ofihe group of original Ctienls ioentirieobetween December 1996 and 2003. An Aiult Day Ca"re service shall only be provided byAdult Day Care agencies certified by the local Area ng.n"v on Aging. Adult Day careservice is not a waiver approved service.
Program Agreement Amendments: A County can request an amendment at any time. Anamendment for additional Client(s) may be supported when clients exceed the number used todevelop the contract. An amendment for additional service nouis auttrorized may be supportedwhen county provides evidence, An amendment requesiioi expenoitur"r ei"#o,ngiontract totaldue to hourly rates paid lo service provider may not 6e supportect as the counly is responsible tomanage contract and rates paid to their providers.
Exemptions: The DDA Assistant secretary may approve in writing an exemption to a specificprog ram agreement requirement.
DSHS Central Contract Services
1 769CS County Agreement O5-16-2029
Page 13
Special Terms and Conditions
8. Bilting and payment:
a Program Agreement Budget: DSHS shall pay the county allallowable costs, which are defined byDDA as cost incurred by the program for:
(1) Administration: costs.of the county Huma,n services_Department or similar county office,responsible for administration of the Developmentar DE;bitii;s program. Alowabte costsinclude personnel and overhead costs direcily related to ilre-alministration and coordination ofthe program, including such activities as.program planning, budgeting, contracting, monitoring,and evaluation' Also included are departm"it"r uilJ"orn-tyTioirect and/or direct administrativecosts' to the extent that such costs are appropriately attocaiel to the program using anestablished methodology consistent with grants man"gementguidelinesl For a Co-unty whosedesignated coordinat.or manag. es multiple programs, tfie county must be able to provideevidence of the time the coordinator spent woiking on tre olveropmental oisauiriiies program.
(2) Additional Consumer Services;
(a) Training:
i' Staff Training: Costs incurred by the program for planned, structured activities for thepurpose of providing, or improving, or enihancing job-relateo rnowrlage
"nc-.tiu" otstaff, providers, volunteers, or int6rning studentJ in itr" proui*ion of developmentaldisabilities services.
ii' Board rraining: Costs incurred by the program for planned, structured activitiesdesigned to provide, improve, or enhance "progra;-i"lrted
skills of board inJ aovisorycommittee members.
(b) community lnformation and Education: to inform and/or educate the general public aboutdevelopmental disabilities and relateo services, th;;.-a],. include information and referratservices; activities aimed at promoting pubric awaren.r* ii.,o invorvement;-ano communityconsultation, capacity buirding and organization activitiei.
(c) Other Activities.
i' lnfrastructure.projects: Projects in support of Clients (services not easily tracked back toa specific working age client) or that directly benefit J Clientlsy but the client is not ofworking age' Examples include planning servicei tire genericJob development e.g."Project Search.,,
ii' Start-up projects: Projects that support an agency or direcfly benefit the agency.Exampres incrude equipment purchases and'agency administrativ" suppoii -
iii' Partnership project: C.o.llaborative partnerships with school districts, employmentproviders, Division of Vocational Rehabilitation 1Dvi1, families,
"rbrov!r.'"no ottrercommunity collaborators needed to provide the emptoyment supports and servicesyoung adults with developmental disabilities require to'uecome employed during theschoolyear they turn twenty-one (21). supports fr;,d;; should ."r.rljr"r"ri'ano notreplace what the student(s) receive tirroudn tne rnoiviJuarizeo eoucairn piogi", trrpl.
(3) Consumer Support
(a) Adult Day Care services are available to Clients who were served between December 1g96
DSHS Central Contract Services
1 769CS County Agreement A5,16-2023
Page 14
Special Terms and Conditions
and December 2003 in Adult Day Health agencies and were subsequenly determinedineligible for Level ll or lll services (Adult Diy Health). Level ll and lll services are licensedrehabilitation and skilled nursing services along with socialization. Level lservices (AdultDay care) are supervised day frograms wherd frail and disabled adults can participate insocial, educational, and recreational programs without the need for skilled nursing,
(b) Community lnclusion Services are individualized and provided in integrated communitysettings with other individuals without disabilities. The activities are based on Clientinterests and provide opportunities typically experienced by the general public of similar agein their local community, accessible
-by
prutic tiansit or a reasonable commute from theirhome' The goal of the service is to support Clients to participate, contribute, and developrelationships with. community membeis who are not paid staff. Tirese r"*i.", may beauthorized for individuals age 62 and older. These services may be
"umoii."c in addition toor instead of employment support (lndividual Employment or Group Supported Employment)for working age individuals who have received niire months of employment support.
(c) child Development Seruices are designed to meet the developmental needs of each eligiblechild and lhe needs of the family related to enhancing the child's oeueroprnent. Servicesmay include specialized instruction, speech-languagE pathology, o..up;tional therapy,physicaltherapy, assistive technology, and visiin s6rice". s"i"i""rlr" fiovioeo in naturalenvironments to the maximum exteni appropriate.
(d) lndividual supported Employment services are a part of a client's pathway to employmentand are tailored to individual needs, interests, and abilities to promote
""16", development.These are individualized services necessary to help persons with developmentaldisabilitiesobtain and co-ntinue integrated employmeniat or above the state's mininium wage in thegeneralworkforce. These services may include intake, discovery, assessment, jobpreparation, job marketing, job suppo[g, recold keeping and sufport to maintain a job (perth" Indiuidu"r Erorou*nt ph"r.b'& Birirbr" Artiuitibri
(e) lndividualized Technical Assistance services are a part of a Client's pathway to employmentor community inclusion' This service provides assessment and consultation'to ttre irovioer
-
to identifu and address existing barriers to employment or communiry incluiion. This is inaddition to supports received through supported employment or community inclusionservices for individuals who have not yeiachieved theiigoar. "--""-'
(f) Group supported Employment services are a part of a client's pathway to integrated jobs intypicalcommunity employment. These services are intended to be short term and offerongoing supervised employment for groups of no more than eight (a) woikers withdisabilities in the same setting. The iervice outcome is sustained paid employment leadingto further c.arqer development in integrated employmenl at or above minimlm wage.Examples include enclaves, mobile crews, and'other business rooeis
"rproying smallgroups of workers with disabilities in integrated employment community settings.
b' Reimbursement for the state Fiscal Year shall not exceed the total amount listed in Exhibit B to thisProgram Agreement. However, with a Program Agreemeniamendment, the parties may increaseor decrease the Program Agreemenl amount. cou-nties willwork with DDA HQ on amendments tothe Program Agreement.
c' Monthly lnvoice with Signed Documentation: All requests for reimbursement amounts must beentered and posted into theAWA system. The County may post a combined claim of allprograms/services covered by this Program Agreement, o-s'ns snatt makJarr-Gvnrents due to the
DSHS Central Gontract Services
1 769CS County Agreement 05-1 6-2023
Page 15
Special Terms and Conditions
County for all invoices submitted pursuant to this section within forty five (45) days following postingof required information.
d' clients will be assisted in accessing DVR services per the DDA/DVR MoU. client services shall notbe reimbursed underlhis^froo_r.ap Agreement when the same services are paid for under theRehabilitation Act of 1973 by DVR, Public Law g4-142 or any other source ,it puUli" or privatefunding.
e' Reimbursement of Client Services: A claim for each Client is made on the AWA system byindicating the number of service units delivered to each Client listed and the iee.plr unit. Units aredefined as:
(1) An "Hour" is at least fifty (50) minutes of direct service. partial hour to the quarter may berecorded.
(2) A"Day" is at least four (4) hours of direct service and will only be used in connection with AdultDay Care reimbursement,
(3) A "Month" represents a minimum of at least fifty (50) minutes of direct service for CDSreimbursement.
f' Program Administration: The county will provide program administration and coordination includingsuch activities as plannilq, b_udgeting, contracting, m"onitoring, and evaluation. Monthly claims foradministration can be 1112 of the maximum arnount identified in Exhibit B under Administration orfor the actual cosls.incurred in the given month but the totalAdministration billed will be the lesserof the two. Administration cost reimbursement will not exceed 7% unless the Assistant Secretary ofDDA approves a request for an exception under chapter sgb-sso wAc.
g' The lndividual Employment Phases & Billable Activities document defines the individual Clientservices that DDA reimburses. That document is located on the DSHS Don couniv Best practices
Web site at https:i/www.dshs.wa.qov/dda/countv_best_piaciices,
h' ][e.Community lnclusion Billable Activities document defines the individual Client servicesDDA reimburses. That document is located on the DSHS DDA County Best practices web site at
.
i' Timeliness of andj\4odification to Billings: All initiat invoices with signed documentation must bereceived by the DDA Region. within forty{ive (45) calendar days following the last day of the monthin which the service is provided. corretted invoices and documentation including re-posted billinginformation will be. accepted throughout the fiscal V"ai ffilong as they are receiv"ed within sixty (60)gaJeldar days of the associated fiscalyear unlessan extensi6n is approved-ov tt" ooa RegionalAdministrator or designe_e. Payment wilt not be made on any invoice'submittJd p;si sixty (60)calendar days after the program Agreement fiscal year.
j' Recovery of Fees:.lf.the County bills and is paid fees for services that DSHS later finds were (a) notdelivered or (b) not delivered in accordance with Program Agreement standards, DSHS shallrecover the fees for those services and the County shall ful[7 cooperate during the recovery.
k' Preadmission Screening and Resident !-eyigw (PASRR) Administration: The County may bil foradministration costs as identified in Exhibit B. Monthly claims for administration cost will be basedon the actual PASRR expenditures multiptied by 7%. '
DSHS Central Contract Services
1 769CS County Agreement 0E-1 6-2023
Page 16
9
Special Terms and Conditions
L Reimbursement for pafinership project: A claim of $2,400 per student for each completed JobFoundation document that is at a sitisfactory or above r"tiig will be requested through the AWAsystem as other monthly cost.
m' Job Foundation report line item 95 and g6 as identified in the ADSA web Access (AWA) billingsystem' King, snohomish and Pierce counties will use tinJ item 95, alLotheipartilipating countieswill use line item .96 (oSPl). A gopy of the completeo Job Foundation document will be sentelectronically to the shared mailboi tocated at 'DDA]onFounOationneports@Osns.wq.qov
n' Job placement verification for transition students: The AWA Employment output for lndividualEmployment will be completed and submitted with payment request to verifo employer, job startdate, job type, etc.
o' Job Foundation Administration: The County may bill for administration costs as identified in ExhibitB' Monthly claims for administration cost ririrr n6 based on tr'te actual expenditures multiplied by 7o/o.King, snohomish and Pierce counties will use line item ti, ai otner p"rii.ip"lng bounties will useline item 14 (OSpt).
Intermediate care Facilities for lntellectual Disabilities (lcF/lD) Agreement. lf applicable per 42cFR 483'410, the county shall assure that a.ll county-opliii"o ri subcontracted programs servingpersons living in ICF/ID facilities develop a plan and'coirdinatl in"ir services witn tnE rlcility on behalfof the ICF/ID resident. DDA will supply io the County a list oii-cino residents who atteno a oayprogram,
single state Medicaid Agency-Health careAuthority (HCA): HCA, as the single state MedicaidAgency, has administrative authority for Title XX. "ou"r"g" pui'4i crn?6,1.10.os]r-sls the operatingagency for the Home and community Based waivers toise'micei for people with developmentaldisabilities. The County only has responsibility for service"
"ouli"o in'tris agreer;;i.
DSHS/DRW Access Agreement: The DRW February 27 , zool Access Agreement with DDA isincorporated by reference. The county assures that it and its subcontractors have reviewed theAccess Agreement' The agreement covers DRWs access to indivlduats witn oevelojmentaldisabilities., clients, programs and records, outreach activities, authority to inveiii$daiegations ofabuse and neglect, and other miscellaneous matters and is binding for all providers of DDA contractedservices.
confidential lnformation. All counties and their subcontractors must:
a. Ensure the security of Confidential lnformation, and
b' When transporting client records containing Confidential lnformation outside a Secure Area, one ormore of the following as appropriate:
(1) Using a Trusted Network; or
(2) Encrypting the Confidential lnformation, including:
(a) Email andlor emailattachments
(b) confidential lnformation when it is stored on portable devices or media including but notlimited to laptop compulers and flash memory devices.
13' Data security Requirements. Exhibit A shall only apply to the county if the county possesses 150 or
DSHS central contract services Page 17
'l 769CS Counly Ag reement 05-1 6-2023
10.
11
12
\
14.
Special Terms and Conditions
more DSHS records across all programs or services throughout their organizarion, or transmits morethan 5 records at one time.
Supersession of Prior.Data security Agreement. lf the Parties hereto have previously entered into aSlandalone Data security. Requirements Igreement, both parties hereby
"gr"d
th;i up;n mutualexecution said Agreement shall take precedence as the sole oat" s"curity Agreemenl between theParties.
DSHS Central Contract Services
1 76gCS County Agreement O5-1 6-2023
Page 18
1
Special Terms and Conditions
Exhibit A - Data Security Requirements
Definitions- The words and phrases listed below, as used in this Exhibit, shall each have the followingdefinitions:
a' 'AES" means the Advanced Encryption Standard, a specification of Federal lnformation processing
Standards Publications. for the encryption of electronic data issued by the National lnstitute ofStandards and Technology (http://nvipubs.nist.gov/nistpubs/FlpS/NtST.Ffps.igz.poO.
b' "Authorized Users(s)" means an individual or individuals with a business need to access DSHSconfidential lnformation, and who has or have been authorized to do so,
c' "Category 4 Data" is data that is confidential and requires special handling due to statutes orregulations that require especially strict protection oi the daia and from w[ich lsleciatty seriousconsequences may arise in the event of any compromise of such data. For purpoi"r of thiscontract' data classifig!.g1cateoory 4 refeis to data protected by: the Health lnsurance portability
and Accountabitity Act (HtpAA).
d' "Cloud" means data storage on servers hosted by an entity other than the Contractor and on anetwork outside the control of the contractor, Physical storage of data in the cloud typically spansmultiple servers and often multiple locations. Ctoud storage tan be divided between consumergrade storage for personal files and enterprise grade for cimpanies and governnrental entities,Examples of consumer grade storage would inc]ude icloud, bropbox, Box.com, and many otherentities. Enterprise cloud vendors include Microsoft Azure, Amazon Web Services, 0365, andRackspace.
e' "Encrypt" means to encode Confidential lnformation into a format that can only be read by thosepossessing a "key"; a password, digital certificate or other mechanism availabje only to authorizedusers. Encryption must use a key length of at least 128 bits (256 prererreofroiryrr"tri. keys, or2048 bits for asymmetric keys. whenl symmetric key is used, the AdvanceJ encrvption standard(AES) must be used if available.
f' "Hardened Password" means a string of at least eight characters containing at least three of thefollowing four character classes: Up[ercase alphabetic, lowercase alphabetic, numeral, and specialcharacters such as an asterisk, ampersand, or excramaiion point.
g' "Mobile Device" means a computing device, typically smaller than a notebook, which runs a mobileoperating system, such as iOS, Android, or Windows Phone. Mobile Devices include smart phones,most tablets, and other form factors.
h' "Multi-factor Authentication" means controlling access to computers and other lT resources byrequiring two or more pieces of evidence thaithe user is who they claim to ne. rhlse pieces ofevidence consist of something the user kn9w9, such as a password or plN; something the user hassuch as a key card,.sTat card, or physical token; and something the uu"r" 1., a Uiometric identifiersuch as a fingerprint, facial scan, or retinal scan. "PlN" means a personal identification number, aseries of numbers which act as a password for a device. Since plNs are typically only four to sixcharacters, PlNs are usually used in conjunction with another factor of autnbnticition, such as afingerprint.
' "Portable Device" means any computing device with a smallform factor, designed to be transportedfrom place to place. Porlable devices ale primarily battery powered devices w1n base computingresources in lhe form of a processor, memory, storage, and'network access. Examples inciude,tut
DSHS Cenlral Contract Services
1 769CS County Agreement OS-1 6-2023
Page 19
2.
Special Terms and Gonditions
are not limited to, mobile phones, tablets, and laptops. Mobile Device is a subset of portable
Device.
j' "Portable Media'means any machine readable media that may routinely be stored or movedindependently of computing devices. Examples.i;il" ;inetic tapes, opticat discs (cDs orDVDs), flash memory (thumb drive) devices, external hard irives, and internal hard drives that havebeen removed from a computing device.
k' "Secure Area" means an area to which only authorized representatives of the entity possessing theConfidential lnformation have access, and access is contiolled through ,." ot" L"y, card key,combination lock, or comparable meihanism. secure ereas may include buildings, rooms orlocked storage containers (such as a filing caninet or oest< Jrawe4 within a room, as long as accessto the confidential lnformation is not available to unautnorizlo personne[. ln othenrvise secureAreas, such as an office with restricted access, the Dad ;ust be secureo in such a way as toprevent access by non-authorized staff such as janitorial or facility
"".uiiiv "trtrlwhen authorizedcontractor staff are not present to ensure that non-authorized staff cannot access it.
l' "Trusted Nelwork" T9?ns. a network operated and maintained by the contractor, which includessecurity controls sufficient to protect osHs Data on tnai networr<. controls would include a firewallbetween any other networks, access control lists on networking devices such as routers and
,"#t;i?j.
and other such mechanisms which protect il]e conrio"entiiiitv, irLgl'itv, rio avaitabitity of
m' "Unique User lD" means a string of characters that identifies a specific user and which, inconjunction with a password, palsphrase or other mechanism, authenticates a user to aninformation system.
Authority' The security requirements described in this document reflect the applicable requirements ofsj?$"P 141'10(lrttps/ocjo'wq.go.v/policies)of theorn".otlrl"Chief tnformationofficerforthestateof washington, and ortne DSt-t5lnrormition'securityiorirv mJ standards Manual. Referencematerialrelatedtotheserequirementscan.be'o,l.dh.",6'.
client-information-orivatg.-alrd-secure, which.is a site oeuelffin securityoffice and hosted uy osHs ce contracts and Legar seruices.
Administrative controls' The contractor must have the following controls in place:
a' A documented secu.rity policy governing the secure use of its computer network and systems, andwhich defines sanctions that may be aiplied to contractor *Ln toi uiorating ihai ioii"v.
b' lf the Data shared under this agreement is classified as category 4 data, the Contractor must be
3:ff: of and compliant with the applicable legal or regul;i;t requiremenrs for tharcaregory 4
c' lf confidential lnformation shared under.this agreement is ctassified as Category 4 data, the
$:#oo"t must have a documented risk assuiumJni iorln".vrt.mts) rrouiing'the category a
Authorization, Authentication, and Access. ln order to ensure that access to the Data is limited toauthorized staff, the Contractor must:
3.
4
DSHS Central Contract $ervices
1 769CS County Agreement 05-1 6-2023
Page 20
Special Terms and Gonditions
a' Have documented policies and procedures governing access to systems with the shared Data
b' Restrict access through administrative, physical, and technical controls ro authorized staff.
c' Ensure that user accounts are unique and that any given user account logon lD and passwordcombination is known only to the one employee to rninom that account is issigneJ. For purposes ofnon-repudiation, it must always be possible io determine which emplov"u puioired a given actionon a system housing the Data based solely on the logon lD used to perform the action
d. Ensure that onry authorized users are capable of accessing the Data.
e. Ensure that an employee's access to the Data is removed immediately:
(1) Upon suspected compromise of the user credentials.
(2) When their employment, or the contract under which the Data is made available to them, isterminated.
(3) When they no longer need access to the Data to fulfill the requirements of the contract.
f' Have a process to periodically review and verify that only authorized users have access to systemscontaining DSHS Confidential tnformation
s' Whgn accessing the Data from within the Contractor's network (the Data stays within thecontraclor's network at alltimes), enforce password and logon requirements for users within theContractor's network, including:
(1) A minimum length of B characters, and containing at least three of the following characterclasses: uppercase letters, lowercase letters, nuil"rals, ind special cfraracteii such as anasterisk, ampersand, or exclamation point.
(2) That a password does not contain a user's name, logon lD, or any form of their full name.
(3) That a password does not consist of a sjngle dictionary word. A password may be formed as apassphrase which consists of multiple dictionary words.
(a) That passwords are significantly different from the previous four passwords, passwords thatincrement by simply adding a number are not considered significanily diffeient
-
h' W,h"n accessing Confidential lnformation from an external location (the Data will traverse thelnternet or otheruvise traveloutside the contractors networkJ, mitigate risk and enforce passwordand logon requirements for users by emproying measures inttuoing:
(f ) Ensuring mitigations applied to the system don't allow end-user modification.
(2) Not allowing the use of dial-up connections.
(s) !:i!g industry standard protocols and solutions for remote access. Examples would includeRADIUS and Citrix.
(4) Encrypting all remote access traffic from the external workstation to Trusted Network or to acomponent within the Trusted Network. The traffic musl be encrypted at all times whiletraversing any network, including the lnternet, which is not a Trusted Network.
DSHS Central Contract Services
1 769CS County Agreement 05-16-2023
Page 21
5.
Special Terms and Conditions
(5) Ensuring that the remote access system prompts for re-authentication or performs automaledsession termination after no more ihan 30 minutes of inactivity.
(6) Ensuring use of Multi-factor Authentication to connect from the external end point to the internalend point.
i' Passwords or PIN codes may meet a lesser standard if used in conjunction with anotherauthentication mechanism, such as a biometric (fingerprint, face recognition, iris scan) or token(software, hardware, smart card, etc.) in that case:"
(1) The PIN or password must be at least 5 letters or numbers when used in conjunction with atleast one other authentication factor
(2) Must not be comprised of all the same letter or number (11111,22222, aaaaa,would not beacceptable)
(3) Must not contain a "run" of three or more consecutive numbers (123gg, glT43would not beacceptable)
j lf the contract specifically allows for the storage of Confidential lnformation on a Mobile Device,passcodes used on the device must:
(1) Be a minimum of six alphanumeric characters.
(2) Contain at least three unique character classes (upper case, lower case, letter, number).
(3) Not contain more than a three consecutive character run. passcodes consisting of 12345, orabcd12 would not be acceptable.
k. Render the device unusable after a maximum of 10 failed logon attempts.
Protection of Data. The.contractor agrees to store Data on one or more of the following media andprotect the Data as described:
a' Hard disk drives. For Data stored on local workstation hard disks, access to the Data will berestricted to Authorized User(s) by requiring logon to the localworkstation ,;ing ; Unique User lDand Hardened Password or other authenticltio-n mechanisms, which provide "iu"r ot. greatersecurity, such as biometrics or smart cards.
b' Network server disks. For Data stored on hard disks mounted on network servers and madeavailable through shared folders, access to the Data will be restricted to Authorized Users throughthe use of access control lists which will grant access only after the Authorized User hasauthenticated to the network using a Unique User ID and Hardened password or otherauthentication mechanisms which provide equal or greater security, such as biometrics or smartcards' Data on disks mounted to such servers musi be located in'jn area, *niin is
"""essible
onlyto authorized personnel, with access controlled through use of a key, card key, comoination lock, orcomparable mechanism.
For DSHS Confidential lnformation stored on these disks, deleting unneeded Data is sufficient aslong as the disks remain in a Secure Area and otherwise'meet th6 requirements ifiieo in the aboveparagraph' Destruction of the Data, as outlined below in Section a oaU oisposition, may bedeferred until the disks are retired, replaced, or otherwise taken out of the Secure Area.
DSHS Central Contract Seruices
1 76gCS County Agreement 05-1 6-2023
Page 22
Special Terms and Gonditions
c' optical discs (CDs or DVDs) in local workstation optical disc drives. Data provided by DSHSon optical discs which will be used in localworkstation optical disc drives and which will not betransported out of a Secure Area. When not in use for the contracted purpose, such discs must beStored in a Secure Area. workstations which access DSHS Data on optical oiscs must be locatedin an area which is.accessible only to authorrzed personnel, with access controlled through use of akey, card key, combination lock, or comparable mechanism
d' 9ll'.":tdiscs (CDs or DVDs) in drives or jukeboxes attached to servers. Data provided byDSHS on optical discs which will be attache-d to network servers and which will not be transportedout of a Secure Area. Access to Data on these discs will be restricted to Authorized Users ftrroujrrthe use of access control lists which will grant access only after the Authorized User hasauthenticated to the network using a Unique User lD and Hardened password or otherauthentication mechanisms which provide equal or greater security, such as biometrics or smartcards' Data on discs attached to such servers musf be located in ln area, which is'accessible onlyto authorized personnel, with access controlled through use of a key, card'k"V, .oroin"tion lock, orcomparable mechanism.
e' Paper documents. Any paper records must be protected by storing the records in a secure Area,which is only accessible to authorized personnel. When not in use, such records must be stored ina Secure Area..
f' Remote Access. Access to and use of the Data over the State Governmental Network (SGN) orsecure Access Washington (sAW will be controlled by DSHS staff who will issue authenticationcreden-tials (e.9. a Unique User lD and Hardened Password) to Authorized Users on Contractor,sstaff' Contractor will notifu DSHS staff immediately wheneu",
"n
Authorized User in possession ofsuch credentials is terminated or otherwise leaves the employ of the Contractor, and whenever anAuthorized User's duties change such that the Authorized'User no longer requires access toperform work for this Contract,
g. Data storage on poftable devices or media.
(1) Except where othenvise specified herein, DSHS Data shall not be stored by the Contractor onportable devices or media unless specifically authorized within the terms and conditions of theContract' lf so authorized, the Data shall be given the following protections::
(a) Encrypt the Data.
(b) Control access to devices with a Unique User lD and Hardened password or strongerauthentication method such as a physical token or biometrics.
(c) Manually lock devices whenever they are left unattended and set devices to lockautomatically after a period of inactivity, if this feature is available. Maximum period ofinactivity is 20 minutes.
(d) Apply administrative and physical security controls to portable Devices and portable Mediaby:
i. Keeping them in a Secure Area when not in use,
ii. Using check-in/check-out procedures when they are shared, and
iii. Taking frequent inventories.
DSHS Central Contract Services
'1769CS County Agreement 0S-1 6-2023
Page 23
h
Special Terms and Conditions
(2) !4e! being transpofted outside of a Secure Area, Portable Devices and portable Media withDSHS Confidential lnformation must be under the physical control of Confractor staff withauthorization to access the Data, even if the Data is encrypted.
Data stored for backup purposes.
(1) DSHS Confidential lnformation may be stored on Portable Media as pad of a Contractor,sexisting, documented backup process for business continuity or disaster reao*ry prrposes.Such storage is authorized until such time as that media woulo oe reused ouiinlirie course ofnormal backup operations. lf backup media is retired while DSHS Confidential information stiilexists upon it, such media will be destroyed at that time in accordance with the dispositionrequirements below in Section g Data Disposition.
(2) Data may be stored on non-portable media (e.g. Storage Area Network drives, virtualmedia,etc.) as part of a Contractor's existing, documented na6tup process for business continuiry ordisaster recovery purposes. lf so, such media will be protecied as othenrvise described in thisexhibit. lf this media is retired while DSHS Confidential lnformation stillexists ,pon it, the datawill be-destroyed at that time in accordance with the disposition requirements below in Section BData Disposition
Gloud storage. DSHS confidential lnformation requires protections equal to or greater than thosespecified elsewhere within this exhibit. Cloud storage of Data is problematic as neither DSHS northe Contraclor has control of the environment in wh-ich the Dati'L stored. For this reason:
(1 ) DSHS Data will not be stored in any consumer grade Cloud solution, unless all of the followingconditions are met:
(a) Contractor has written procedures in place governing use of the Cloud storage andcontractor attest to the contact listed in theiontractind keep a copy of that-attestation foryour records in writing that all such procedures will be uniformly fotiowed.
(b)The Data will be Encrypted while within the contractor network.
(c) The Data wilr remain Encrypted during transmission to the croud.
(d) The Data will remain Encrypted at all times while residing within the Cloud storage sotution.
(e) The Contractor will possess a decryption key for the Data, and the decryption key wi1 bepossessed only by the Contractor.
(f1 The Data will not be downloaded to non-authorized systems, meaning systems that are noton the contractor network
(g) The Data will not be decrypted until downloaded onto a computer within the control of anAuthorized User and within either the DSHS or contractor,s network.
(2) Data will not be stored on an Enterprise Cloud storage solution unless either:
(a) The Cloud storage provider is treated as any other sub-Contractor, and agrees in writing toall of the requirements within this exhibit; or,
(b) The Cloud storage sotution used is HIpAA compliant.
DSHS Central Contract Services
1 769CS County Agreement 05-16-2023
Page 24
Special Terms and Conditions
(3) lf the Data includes protected health information covered by the Health lnsurance portability andAccountability Act (HIPAA), the Cloud provider must sign a Business nssociate Agreement priorto Data being stored in their Cloud solution.
7
6.System Protection. To prevent compromise of systems which conlain DSHS Data or through whichthat Data passes:
a. Systems containing DSHS Data must have all security patches or hotfixes applied within 3 monthsof being made available.
b. The Contractor will have a method of ensuring that the requisite patches and hotfixes have beenapplied within the required timeframes.
c' Systems containing DSHS Data shall have an Anti-Malware application, if available, installed.
d' Anti-Malware software shall be kept up to date. The product, its anti-virus engine, and any malwaredatabase the system uses, will be no more than one update behind current.
Data Segregation.
a' DSHS category 4 data must be segregated or othenruise distinguishable from non-DSHS data. Thisis to ensure that when no longer needed by the Contractor, allbSHS Data can be identified forreturn or destruction. lt also aids in determining whether DSHS Data has or may-hive beencompromised in the event of a security breach. As such, one or more of the folliwing methods willbe used for data segregation
(1 ) DSHS Data will be kept on media (e.g. hard disk, optical disc, tape, etc.) which will contain nonon-DSHS Data.
(2) DSHS Data will be^slored in a logical container on electronic media, such as a partition or folderdedicated to DSHS Data.
(3) DSHS Data will be stored in a database which will contain no non-DSHS data. And/or,
(4) DSHS Data will be stored within a database and will be distinguishable from non-DSHS data bythe value of a specific fierd or fields within database records.
(5) When stored as physical paper documents, DSHS Data will be physically segregated from non-DSHS data in a drawer, folder, or other container.
b. When it is not feasible orpraclicalto segregate DSHS Data from non-DSHS data, then both theDSHS Data and the non-DSHS data with which it is commingled must ne protecieO as described inthis exhibit.
Data Disposition. When the contracted work has been completed orwhen the Data is no longerneeded, except as noted above in Section 5.b, Data shall be returned to DSHS or destroyed. Media onwhich Data may be stored and associated acceptable methods of destruction are as follows:
8.
Data stored on:Will be dest ed
Se rver or workstation hard disks, or Using a "wipe" utility which will ovenryrite the Data at
least three (3) times using either random or single
character data, or
DSHS Central Contract Services
1 769CS County Agreement 05-1 6-2023
Page 25
Special Terms and Conditions
media e.g ies,fla driveshflopp s,
ah rd dexclu tn o discsdisks)g ptica
Remova
portable Degaussing sufficienfly to ensure that the Data
cannot be reconstructed, or
the disk
Paper docu
lnformation
dentralments with sensitive or rh coa ntractedRecyclingrough firm theprovided
ntractco thewith assuresrecycler ththat e
confid of Data will be
ments containing ConfidentialPaper docu lnformation
u n ha dtinreqngspecial 6 healt(ng .g protected h
nformatio n
ng, pulping, or incinerationOn-site shreddi
(e,9. CDs or DVDs)Opticaldiscs nctn e redsh dration,o ding,complete ly efacing
readable su rface with coaa rse abrasive
netic taM incinerati or crosscut shreddssin
9.Notification of compromise or Potential compromise. The compromise or potential compromise ofDSHS shared Data must be reported to the DSH-s Contact oesignateo in the contract within one (1)business day of discovery' lf no DSHS contact is designateo in"tne contract, then the notification mustbe reported to the DSHS Privacy officer at dshspriva.ioni""iOorhs.wa.gov. contractor must atsotake actions to mitigate the risk 6f toss and comdry with a;t;&fication or other requirements imposedby law or DSHS.
Data shared with subcontractors. lf DSHS Data provided under this Contract is to be shared with asubcontractor, the contract with the subcontractor must include
"it or tn" oata secuiity provisions withinthis Contract and within any amendments, attachments, or exhibits within this Contract. lf theContractor cannot protect the Data as articulated within this contiact, then the contract with the sub-contractor must be submitted to the DSHS contact specifiedforlhis contract ror revlew and approval.
10.
DSHS Central Contract Services
1769CS County Agreement 05-i 6-2023
Page 26
Exhibit B
Program Agreement Budget
X OriginalBudget Budget Revision
REVENUES
FY24
Fiscal
Year Fund Source 9riginat 1st Revision 2nd ion 3rd Revision
2024 State only 431
Medicaid
Total Rev.$$
Fiscal
Year Fund Source Oriqinal lslRevision 2nd Revision 3'd Revision
2025 State only
Medicaid
Total Rev.$$
Account Title / BARS
Job
Foundation
Funds
PASRR
Funds
State
Funds
Medicaid
TOTAL
11 1 1 336 42468 34747 77,551
OTHER CONSUMER
SUPPORTS
31 41 93 94 97 336
22732CONSUMER SUPPORT
STATE.ONLY 62,64,65,
62,6e
.] +F,IffiEtrgE€G*3
Child Development 61
MEDICAID CLIEI.ITS 62.
64, 65, 67, 69 95, 96 4800 19 36081 I 726 7
ROADS to COMMUNTTY
LIVING 62,65, 67, 69
TOTAL 5,472 431.070 418,297 854,839
DSHS Central Contract Services
1 769CS County Agreement 05-16-2023
Page 27