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Contract amendment with DSHS BEFORE THE BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON IN THE MATTER OF: RESOLUTION NO. 20-240 APPROVE CONTRACT AMENDMENT BETWEEN LEWIS COUNTY AND WASHINGTON STATE DEPARTMENT OF SOCIAL AND HEALTH SERVICES (DSHS), DEVELOPMENTAL DISABILITIES ADMINISTRATION (DDA), TO ADD FUNDS AND EXTEND TIMELINE WHEREAS, the Board of County Commissioners, Lewis County, Washington, has reviewed agreement #1963-57625 Amendment #1 between Lewis County and Washington State Department of Social and Health Services (DSHS), Developmental Disabilities Administration (DDA); and WHEREAS, the end date has been extended from June 30, 2020, to June 30, 2021; and WHEREAS, additional funding is available in the amount of $925,870 for a total amount of $1,840,072 to be used for administration, training, community education, and consumer support for employment and related services for people in our county with developmental disabilities; and WHEREAS, it appears to be in the best public interest to authorize the execution of said contract for Lewis County. NOW THEREFORE BE IT RESOLVED that agreement #1963-57625 amendment #1 between DSHS/DDA and Lewis County in the amount of $925,870 for a total of $1,840,072 for the time period of July 1, 2019, through June 30, 2021, is hereby approved and the Director of Public Health & Social Services is authorized to sign the same. DONE IN OPEN SESSION this 13th day of July, 2020. APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON Amber Smith Gary Stamper By: Amber Smith, Gary Stamper, Chair Deputy Prosecuting Attorney ATTEST: "NTY. Edna J . Fund AS•. `'. PRDOF' frr. ":Edna J. Fund, Vice Chair :t .� St .,.• 1g45 Rieva Lester Asti- CO� ;S. Robert C . Jackson Rieva Lester, Robert C. Jackson, Commissioner Clerk of the Lewis County Board of County Commissioners Executive Summary County Program Agreement #1963-57625 Amendment No.1 between Department of Social and Health Services, Developmental Disabilities Administration and Lewis County Public Health & Social Services Description Department of Social & Health Services, Developmental Disabilities Administration grant number 1963-57625 Amendment No.1 to add $925,870.00 and extend the contract duration through June 30, 2021. Lewis County Public Health & Social Services will subcontract with local agencies to provide employment, child development, and family support services for persons with developmental disabilities who reside in Lewis County. This contract also provides funding for administration, training, and community education activities. The duration of the contract is July 1, 2019 through June 30, 2021 Recommendation Approve resolution Budget Impact Fund: 104-613-000-000-334-04-68-10 Original Amount: $914,202.00 Amendment No.1 $925,870.00 Total Contract $1,840,072.00 These funds were anticipated for the 2020 County Fiscal Year. Cover Letter: Annie Phillips, Developmental Disabilities Administration annie.phillips(ct�dshs.wa.gov PO Box 45315 Olympia, WA 98504 Submitted By Sara Sons Other DSHS CONTRACT NUMBER: &Healt Qery State CONTRACT AMENDMENT 1963-57625 7t Deaartment of Sociai Health Services Amendment No. 01 Transforming lives This Contract Amendment is between the State of Washington Department of Program Contract Number Social and Health Services (DSHS) and the Contractor identified below. Click here to enter text. Contractor Contract Number CONTRACTOR NAME CONTRACTOR doing business as(DBA) Lewis County Lewis County DDA County Services CONTRACTOR ADDRESS WASHINGTON UNIFORM BUSINESS I DSHS INDEX NUMBER 360 NW North St IDENTIFIER(UBI) ' 1227 Chehalis,WA 98532- 212-002-978 CONTRACTOR CONTACT CONTRACTOR TELEPHONE CONTRACTOR FAX CONTRACTOR E-MAIL ADDRESS Sara Sons (360)740-1418 Click here to enter text. sara.sons@lewiscountywa.gov DSHS ADMINISTRATION DSHS DIVISION DSHS CONTRACT CODE Developmental Disabilities Admin Division of Developmental 1769CS-63 Disabilities DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS Wendi Winchel PO BOX 45315 Regional Business Manager Olympia, WA 98504-5315 DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAIL ADDRESS (360) 725-4264 (360) 586-6502 winchwa@dshs.wa.gov IS THE CONTRACTOR A SUBRECIPIENT FOR PURPOSES OF THIS CONTRACT? CFDA NUMBERS No AMENDMENT START DATE CONTRACT END DATE 07/01/2019 06/30/2021 PRIOR MAXIMUM CONTRACT AMOUNT AMOUNT OF INCREASE OR DECREASE TOTAL MAXIMUM CONTRACT AMOUNT 8914,202.00 $925,870.00 $1,840,072.00 REASON FOR AMENDMENT: CHANGE OR CORRECT CHOOSE ONE: ATTACHMENTS. When the box below is marked with an X,the following Exhibits are attached and are incorporated into this Contract Amendment by reference: ❑ Additional Exhibits (specify): This Contract Amendment,including all Exhibits and other documents incorporated by reference,contains all of the terms and conditions agreed upon by the parties as changes to the original Contract. No other understandings or representations, oral or otherwise,regarding the subject matter of this Contract Amendment shall be deemed to exist or bind the parties. All other terms and conditions of the original Contract remain in full force and effect. The parties signing below warrant that they have read and understand this Contract Amendment, and have authority to enter into this Contract Amendment. CONTRACTOR SIG ATURE PRINTED NAME AND TITLE / ;vd DATE SIGNED r S . A1r1 v o, 4.7-TO° DSHS SIGNATURE PRINTED NAME AN TITLE DATE SIGNED DSHS Central Contract Services Page 1 6024PF Contract Amendment(1-26-2018) This Contract between the State of Washington Department of Social and Health Services (DSHS) and the Contractor is hereby amended as follows: 1. The Total Maximum Contract Amount is hereby increased in the amount of$925,870.00 for a new Contract Amount of 61,840,072.00. This amount is for services provided during the added fiscal year. 2. The Program Agreement end date is extended to June 30, 2021. 3. Section 1. Definition Specific to Program Agreement Item c.(3) (c) will be replaced with the following language: a. (3) (c) "Partnership Project". Collaborative partnerships with school districts, employment providers, DVR, families, employers and other community collaborators needed to provide the employment supports and services young adults with developmental disabilities require to become employed during the school year they turn twenty-one (21). Supports provided should complement and not replace what the student(s) receive through the Individualized Education Program (IEP). 4. Section 1. Definition specific to Program Agreement will include the following definitions: v. Competitive Integrated Employment -work performed by an individual on a part-time or full-time basis, within an integrated setting within the community that meets HCBS settings requirements. The individual must be compensated at minimum wage or higher, using the higher of the Federal, State, or local rate, and at a rate comparable to the wage paid to non-disabled workers performing the same tasks, including receiving the same benefits and opportunities for advancement. w. Employment Outcome Payment—A document derived from employment readiness activities performed by transition students who are between ages 19 through 20 that identifies actionable next step for employment. The employment service providers developing the Job Foundation report will be supporting transition students with employment activities for an average of 35 hours until student moves to Job Development phase of employment activities. x. Job Foundation document—A document derived from employment readiness activities performed by transition students that identifies actionable next step for employment. 5. Section 6. Statement of Work is revised to include the following: q. Partnership Project. (1) A Job Foundation document will be completed per guidelines for eligible students. Eligible students are DDA clients who were born between 9/1/00 through 8/31/01, currently attending school and have completed an application to participate in this Value Based Payment project. The VBP project application will include the following minimum criteria identified in the sample application found at: https:I/www.dshs.wa.qov/sites/default/files/DDA/dda/documents/Job%20Foundation%20Applica tion 040720%20%28002%29.docx (2) Qualified providers will collaborate with School District staff to complete the Job Foundation document and then provide a copy to the County. To be a qualified provider for the Partnership Project the Counties must require the provider to have a current contract with the Division of Vocational Rehabilitation; a contract in good standing with the County and cannot be in provisional status; a minimum of two years' experience providing Individual Employment with DSHS Central Contract Services Page 2 6024PF Contract Amendment(1-26-2018) demonstrated job placement skills. If the Job Foundation recommendation is for subminimum wage work/group work, service provider may not continue support. (3) County participating in the Partnership Project must have the ability to work collaboratively with School Districts to identify DDA students in high school, collect and track information, be proficient in electronic spreadsheets, and ability to evaluate if completed Job Foundation document(s) meet quality standards. r. Employment Outcome Payment. — Providers, with transition students born between 9/1/00 through 8/31/01, high acuity and authorized for Individual employment, may receive one outcome payment if student obtains a competitive integrated job approved by the County within timeframes described in the chart below. If the County is also the service provider DDA will provide the job approval. If the job is at a minimum of ten hours of work per week an additional amount will be include in the payment. 6. Section 8. Billing and Payment, will include the following: I. Reimbursement for Partnership project: a claim of$2,400 per student for each completed Job Foundation document that is at a satisfactory or above rating will be requested through the AWA system as other monthly cost m. 94 Partnership line item. A copy of the completed Job Foundation document will be sent electronically to DDA Employment and Day HQ staff. m. Job placement verification for transition students: The AWA Employment Output for Individual Employment will be completed and submitted with payment request to verify employer,job start date,job type, etc. 7. Adding two new section as follows effective 7/1/2019: Section 12. Confidential Information. All Counties and their subcontractors must: A. Ensure the security of Confidential Information; B. Use a Trusted Network when available; C. When transporting outside of a Secure Area, Portable Devices and Portable Media with DSHS Confidential Information must be under the physical control of staff with authorization to access the Data, even if the Data is encrypted. D. When transporting data containing DSHS Confidential Information outside a Secure Area must encrypt the data. Section 13. Data Security Requirements. Exhibit A shall only apply to the County if the County serves 150 or more DSHS clients. The Exhibit A will apply to the County subcontractor if the subcontractor serves 150 or more DSHS clients. 8. Exhibit A— Data Security Requirements the following replaces existing language effective 7/1/2020: Section 1 Definitions, item e; "Encrypt means to encode Confidential Information into a format that can only be read by those possessing a "key" ; a password, digital certificate or other mechanism available only to authorized users. Encryption must use a key length of at least 128 bits (256 preferred and required to be implemented by 6/30/2021 for symmetric keys, or 2048 bits for asymmetric keys. When a symmetric key is used; the advance Encryption Standard (AES) must be used if available. DSHS Central Contract Services Page 3 6024PF Contract Amendment(1-26-2018) Section 4 Authorization, Authentication, and Access, item h, (6) Ensuring use of Multi-factor Authentication to connect from the external end point to the internal end point. All contractors must be in compliance by 6/30/2021. 9. Exhibit B. Program Agreement Budget is hereby replaced with the following Budget Revision: DSHS Central Contract Services Page 4 6024PF Contract Amendment(1-26-2018) EXHIBIT B Program Agreement Budget E Original Budget 1l Budget Revision REVENUES Fiscal Year Fund Source Original 15 Revision 2nd Revision 3rd Revision 2020 State Funds 488.912 488,912 Medical Funds 425.290 425,290 Total S914.202 $914,202 2021 State Funds 505,620 Federal Funds 420,250 Total $925,870 COUNTY FY 2021 SPENDING PLAN Planned Expenditures Job PASRR Foundation Funds Medicaid Funds State Funds Funds TOTAL ADMINISTRATION (CMISiAWA BARS 11) 2.688 1,721 31,518 25.787 61,714 OTHER CONSUMER SUPPORTS (CMIS/AWA Code 31, 32, 41, 92, 93, 94) 19.200 0 30,402 24.875 74.477 CONSUMER SUPPORT , _ STATE-ONLY 0 0 0 f 0 Child Development J 52,051 I 52.051 MEDICAID CLIENTS j 0 24.588 356,520 356,520 737.628 ROADS to COMMUNITY LIVING 0 0 0 0 0 TOTAL 21,888 26,309 470,491 407,182 925,870 DSHS Central Contract Services age 6024PF Contract Amendment(1-26-2018) COUNTY FY 2020 SPENDING PLAN 11 Planned Expenditures PASRR Medicaid Funds State Funds Funds TOTAL ADMINISTRATION (CMIS/AWA BARS 11) 1,176 32,248 26,384 59,808 OTHER CONSUMER SUPPORTS , (CMIS/AWA Code 31, 32. 41 92, 93, 94) 0 30,742 25,153 55.895 CONSUMER SUPPORT 472 ._A STATE-ONLY 0 0 0 Child Development 52,051 52,051 MEDICAID CLIENTS 1 16,800 364,824 364.824 746,448 ROADS to COMMUNITY LIVING 0 0 0 0 TOTAL 17.976 i 479,865 416,361 914,202 All other terms and conditions of this Contract remain in full force and effect. DSHS Central Contract Services Page 6 6024PF Contract Amendment(1-26-2018) DSHS CONTRACT NUMBER: Wasrinplon Stale CONTRACT AMENDMENT 1963-57625 714tDepartment of Social 1 &Health Services Amendment No. 01 Transforming lives This Contract Amendment is between the State of Washington Department of Program Contract Number Social and Health Services (DSHS) and the Contractor identified below. Click here to enter text. Contractor Contract Number CONTRACTOR NAME CONTRACTOR doing business as(DBA) Lewis County Lewis County DDA County Services CONTRACTOR ADDRESS WASHINGTON UNIFORM BUSINESS DSHS INDEX NUMBER 360 NW North St IDENTIFIER(UBI) 1227 Chehalis,WA 98532- 212-002-978 CONTRACTOR CONTACT CONTRACTOR TELEPHONE CONTRACTOR FAX CONTRACTOR E-MAIL ADDRESS Sara Sons (360)740-1418 Click here to enter text. sara.sons @lewiscountywa.gov DSHS ADMINISTRATION DSHS DIVISION DSHS CONTRACT CODE Developmental Disabilities Admin Division of Developmental 1769CS-63 Disabilities DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS Wendi Winchel PO BOX 45315 Regional Business Manager Olympia,WA 98504-5315 DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAIL ADDRESS (360) 725-4264 (360) 586-6502 winchwa @dshs.wa.gov IS THE CONTRACTOR A SUBRECIPIENT FOR PURPOSES OF THIS CONTRACT? CFDA NUMBERS No AMENDMENT START DATE CONTRACT END DATE 07/01/2019 06/30/2021 PRIOR MAXIMUM CONTRACT AMOUNT AMOUNT OF INCREASE OR DECREASE TOTAL MAXIMUM CONTRACT AMOUNT $914,202.00 $925,870.00 $1,840,072.00 REASON FOR AMENDMENT; CHANGE OR CORRECT CHOOSE ONE: ATTACHMENTS. When the box below is marked with an X,the following Exhibits are attached and are incorporated into this Contract Amendment by reference: ❑ Additional Exhibits(specify): This Contract Amendment,including all Exhibits and other documents incorporated by reference,contains all of the terms and conditions agreed upon by the parties as changes to the original Contract. No other understandings or representations, oral or otherwise,regarding the subject matter of this Contract Amendment shall be deemed to exist or bind the parties. All other terms and conditions of the original Contract remain in full force and effect. The parties signing below warrant that they have read and understand this Contract Amendment,and have authority to enter into this Contract Amendment. CONTRACTOR SIG ATURE PRINTED NAME AND TITLE DATE SIGNED / , ►v�r✓�� 4'2 2(No DSHS SIGNATURE PRINTED NAME AAtill\ vbcv\ TITLE DATE SIGNED 71142412a, P eitt Melissa Diebert, Contract Specialist 08/06/20 DSHS Central Contract Services Page 1 6024PF Contract Amendment(1-26-2018) This Contract between the State of Washington Department of Social and Health Services (DSHS) and the Contractor is hereby amended as follows: 1. The Total Maximum Contract Amount is hereby increased in the amount of$925,870.00 for a new Contract Amount of$1,840,072.00. This amount is for services provided during the added fiscal year. 2. The Program Agreement end date is extended to June 30, 2021. 3. Section 1. Definition Specific to Program Agreement Item c.(3) (c)will be replaced with the following language: a. (3) (c) "Partnership Project". Collaborative partnerships with school districts, employment providers, DVR, families, employers and other community collaborators needed to provide the employment supports and services young adults with developmental disabilities require to become employed during the school year they turn twenty-one (21). Supports provided should complement and not replace what the student(s) receive through the Individualized Education Program (IEP). 4. Section 1. Definition specific to Program Agreement will include the following definitions: v. Competitive Integrated Employment-work performed by an individual on a part-time or full-time basis, within an integrated setting within the community that meets HCBS settings requirements. The individual must be compensated at minimum wage or higher, using the higher of the Federal, State, or local rate, and at a rate comparable to the wage paid to non-disabled workers performing the same tasks, including receiving the same benefits and opportunities for advancement. w. Employment Outcome Payment—A document derived from employment readiness activities performed by transition students who are between ages 19 through 20 that identifies actionable next step for employment. The employment service providers developing the Job Foundation report will be supporting transition students with employment activities for an average of 35 hours until student moves to Job Development phase of employment activities. x. Job Foundation document—A document derived from employment readiness activities performed by transition students that identifies actionable next step for employment. 5. Section 6. Statement of Work is revised to include the following: q. Partnership Project. (1) A Job Foundation document will be completed per guidelines for eligible students. Eligible students are DDA clients who were born between 9/1/00 through 8/31/01, currently attending school and have completed an application to participate in this Value Based Payment project. The VBP project application will include the following minimum criteria identified in the sample application found at: https:llwww.dshs.wa.qov/sites/default/files/DDA/ddaldocuments/Job%20Foundation%20Applica tion 040720%20%28002%29.docx (2) Qualified providers will collaborate with School District staff to complete the Job Foundation document and then provide a copy to the County. To be a qualified provider for the Partnership Project the Counties must require the provider to have a current contract with the Division of Vocational Rehabilitation; a contract in good standing with the County and cannot be in provisional status; a minimum of two years' experience providing Individual Employment with DSHS Central Contract Services Page 2 6024PF Contract Amendment(1-26-2018) demonstrated job placement skills. If the Job Foundation recommendation is for subminimum wage work/group work, service provider may not continue support. (3) County participating in the Partnership Project must have the ability to work collaboratively with School Districts to identify DDA students in high school, collect and track information, be proficient in electronic spreadsheets, and ability to evaluate if completed Job Foundation document(s) meet quality standards. r. Employment Outcome Payment. —Providers, with transition students born between 9/1/00 through 8/31/01, high acuity and authorized for Individual employment, may receive one outcome payment if student obtains a competitive integrated job approved by the County within timeframes described in the chart below. If the County is also the service provider DDA will provide the job approval. If the job is at a minimum of ten hours of work per week an additional amount will be include in the payment. 6. Section 8. Billing and Payment, will include the following: I. Reimbursement for Partnership project: a claim of$2,400 per student for each completed Job Foundation document that is at a satisfactory or above rating will be requested through the AWA system as other monthly cost m. 94 Partnership line item. A copy of the completed Job Foundation document will be sent electronically to DDA Employment and Day HQ staff. m. Job placement verification for transition students: The AWA Employment Output for Individual Employment will be completed and submitted with payment request to verify employer,job start date,job type, etc. 7. Adding two new section as follows effective 7/1/2019: Section 12. Confidential Information. All Counties and their subcontractors must: A. Ensure the security of Confidential Information; B. Use a Trusted Network when available; C. When transporting outside of a Secure Area, Portable Devices and Portable Media with DSHS Confidential Information must be under the physical control of staff with authorization to access the Data, even if the Data is encrypted. D. When transporting data containing DSHS Confidential Information outside a Secure Area must encrypt the data. Section 13. Data Security Requirements. Exhibit A shall only apply to the County if the County serves 150 or more DSHS clients. The Exhibit A will apply to the County subcontractor if the subcontractor serves 150 or more DSHS clients. 8. Exhibit A— Data Security Requirements the following replaces existing language effective 7/1/2020: Section 1 Definitions, item e, "Encrypt means to encode Confidential Information into a format that can only be read by those possessing a "key" ; a password, digital certificate or other mechanism available only to authorized users. Encryption must use a key length of at least 128 bits (256 preferred and required to be implemented by 6/30/2021 for symmetric keys, or 2048 bits for asymmetric keys. When a symmetric key is used, the advance Encryption Standard (AES) must be used if available. DSHS Central Contract Services Page 3 6024PF Contract Amendment(1-26-2018) Section 4 Authorization, Authentication, and Access, item h, (6) Ensuring use of Multi-factor Authentication to connect from the external end point to the internal end point. All contractors must be in compliance by 6/30/2021. 9. Exhibit B. Program Agreement Budget is hereby replaced with the following Budget Revision: DSHS Central Contract Services Page 4 6024PF Contract Amendment(1-26-2018) EXHIBIT B Program Agreement Budget ❑ Original Budget ID Budget Revision REVENUES Fiscal Year Fund Source Original 1st Revision 2^1 Revision 3rd Revision _ 2020 State Funds 488,912 488,912 Medical Funds 425,290 425,290 Total $914,202 $914,202 2021 State Funds 505,620 Federal Funds 420,250 _ Total $925,870 COUNTY FY 2021 SPENDING PLAN Planned Expenditures Job PASRR Foundation Funds Medicaid Funds State Funds Funds TOTAL ADMINISTRATION (CMIS/AWA BARS 11) 2,688 1,721 31,518 25,787 61,714 OTHER CONSUMER SUPPORTS (CMIS/AWA Code 31, 32,41, 92, 93, 94) 19,200 0 30,402 24,875 74,477 CONSUMER SUPPORT STATE-ONLY 0 -- - 0 0 0 Child Development s� 52,051 52,051 MEDICAID CLIENTS 0 24,588 356.520 356,520 737,628 ... ROADS to COMMUNITY LIVING 0 0 0 0 0 s 5 i TOTAL 21,888 I 26,309 470,491 I 407,182 925,870 DSHS Central Contract Services Page 5 6024PF Contract Amendment(1-26-2018) COUNTY FY 2020 SPENDING PLAN Planned Expenditures PASRR Medicaid Funds State Funds I Funds TOTAL ADMINISTRATION (CMIS/AWA BARS 11) 1,176 ' 32,248 26,384 59,808 OTHER CONSUMER SUPPORTS (CMIS/AWA Code 31, 32, 41, . 92, 93, 94) 0 30,742 25 153 55,895 CONSUMER SUPPORT ;l ;; is r' r , STATE-ONLY 0 . 0. .. Child Development 52,051 52,051 'i . :ice j' _: .: � ..,;. ` ',,:i MEDICAID CLIENTS 16,800 364,824 364 824 746,448 `F 'W r 'F c y M1 4 ROADS to COMMUNITY LIVING 0 0 0 0 :4r _ f 7 TOTAL 17,976 479,865 416,361 914,202 All other terms and conditions of this Contract remain in full force and effect. DSHS Central Contract Services Page 6 6024PF Contract Amendment(1-26-2018) BOCC AGENDA ITEM SUMMARY Resolution: BOCC Meeting Date: July 13, 2020 Suggested Wording for Agenda Item: Agenda Type: Deliberation Approve contract amendment between Lewis County and Washington State Department of Social and Health Services (DSHS), Developmental Disabilities Administration (DDA), to add funds and extend timeline Contact: Sandi Andrus Phone: 3607401148 Department: PHSS - Public Health & Social Services Description: DSHS is adding funds to the existing contract and extending the duration one year through June 30, 2021. These funds will be subcontracted with local agencies to provide employment, child development and family support services for persons with developmental disabilities. Also provides funding for administration, training, and community education activities. Approvals: Publication Requirements: Publications: User Status Becky Butler Pending Erik Martin Pending J.P. Anderson - Pending PA's Office Approved Tamara Hayes Pending Additional Copies: Cover Letter To: Sandi Andrus, Sara Sons, Stacey Loflin, Steve Annie Phillips, Developmental Disabilities Walton, Suzette Smith, Grace Jimenez, Kaity Administration Nissell, Michelle Sauter PO Box 45315, Olympia, WA 98504