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HomeMy WebLinkAbout1999 S Social Services - Employment Security Commission - Work First Job Dev & Placement 06-01-1999 - 8s~,/-99 p~F STATE OF NORTH CAROLINA DIVISION OF SOCIAL SERVICES PURCHASE CONTRACT ID # 68EO1 Page 1 of 5 This Contract is entered into between the Department of Social Services and The Employment Security Commission (referred to as Provider) identified on Attachment A. This contract shall consist of form DSS-2497, Attachment A (DSS-1292) and Budget (DSS- 6844). The Department will purchase specific services from the Provider as set forth in the Contract in order to make optimal use of the facilities, staff and programs of the Provider. This Contract is subject to the provisions of all applicable Federal regulations and State policies. Subject to its other provisions, the terms of this contract shall be in effect to and from the dates specified on Attachment A. SECTION I: RESPONSIBILITIES A. The Department will: 1. Determine client eligibility for service(s) in accordance with Federal and State regulations; and 2. Inform the Provider on Form DSS-1360 concerning the eligibility of each individual for the service, the period of time for which services are authorized, and any changes in the individual's eligibility status; and 3. Reimburse the Provider for service(s) purchased as described in Attachment A of this Contract for eligible clients; and 4. Keep the Provider informed of any alterations in and/or to the regulations governing the service program; and 5. Accept fiscal' responsibility for deviations from the terms of this Contract as a result of acts of the Department or any of its officers, employees, agents or representatives. B. The Provider will: 1. Provide service(s) as specified in Attachment A of this Contract in accordance with applicable standards for the service(s); and 2. Furnish information to the Department as required to support the full cost of service(s) provided pursuant to this Contract; and Page 2 of 5 3. Comply with all State licensing standards, all applicable accrediting standards and any other standards or criteria established by the Division of Social Services to assure quality of services; and 4. Restrict the use or disclosure of information obtained in connection with the administration of North Carolina's programs for the provision of services concerning applicants for and recipients of those services to purpose directly connected with the administration of the service program; and 5. Comply with the terms of Section 504 of the Rehabilitation Act of 1973 and all requirements imposed by or pursuant to the regulations of the Department of Health and Human Services issued pursuant to that Section, which prohibit discrimination against handicapped persons in employment and in the operation of programs and activities receiving Federal funds; and 6. Comply with Title VI and VII of the Civil Rights Act of 1964 and all requirements imposed by or pursuant to the regulations of the Department of Health and Human Services issued pursuant to that Title; and 7. Accept fiscal responsibility for deviations from the terms of this Contract as a result of acts of the Provider or any of its officers, employees, agents or representatives. SECTION II: RESPONSIBILITY FOR LIABILITIES Each party hereto agrees to be responsible for its own liabilities and that of its officers, employees, agents, or representative arising out of this Contract. SECTION III: TREATMENT OF ASSETS Treatment of assets acquired under this Contract shall be subject to the following: A. Ownership of property purchased by the Provider under the terms of this Contract or which reimbursement by the Department is based upon the actual purchase cost of the property shall immediately vest with the Department of Human Resources upon such reimbursement. B. The North Carolina Department of Human Resources shall have no claim to property purchased by the Provider under the terms of this Contract for which reimbursement by the Department is based upon approved depreciation schedule or use allowance. C. The Provider shall maintain and administer in accordance with sound business practice a program for the maintenance, repair, protection and preservation of property purchased under the terms of this Contract to assure its continued availability. D. Property purchase under the terms of this Contract shall be used only for the performance of this Contract. Page 3 of 5 SECTION IV: RECORDS AND REPORTS A. The Provider agrees to maintain client records which date and document, in accordance with established policy, the service delivered for the individual, a valid authorization for service, programs records, documents and other evidence which reflect program operations. B. The Provider agrees to furnish information to the Department, as requested, to support provision of services} pursuant to this Contract and the full cost of the service; and submit changes, as needed or required, in this Contract, Attachment A or approved supporting information for review and approval by the Department. C. The Provider agrees to maintain books, records, documents and other evidence and accounting procedures which reflect all direct and indirect costs expended under this Contract. A current, complete inventory of all equipment purchased under the terms of this Contract must be kept. D: The Provider agrees to retain all books, records and other documents relevant to this Contract for three years after final payment or until all audits continued beyond this period are completed. Federal auditors and any persons authorized by the Division of Social Services or the Department shall have the right to examine any of these materials. In records produced under this Contract will be turned over to the Department. SECTION V: SUBCONTRACTING The Provider shall not subcontract any of the work contemplated under this Contract without obtaining prior written approval from the Department. Any approved subcontract shall be subject to all conditions of this Contract. The Provider shall be responsible for the performance of any subcontractor. SECTION VI: MAINTENANCE OF EFFORT The Provider certifies that the funds to be used under this Contract do not replace or supplant, in any way, Federal, State or local funds for already existing services.. SECTION VII: MONITORING AND EVALUATION A. The Provider agrees to participate in program, fiscal and administrative monitoring or audits, making records an staff time available to Federal, State and county staff. B. The Provider agrees to take necessary steps for corrective action, as negotiated within a corrective action plan, for any items found to be out of compliance with Federal and State laws, regulations, standards and/or terms of this Contract. SECTION VIII: AMENDING THE CONTRACT This contract in whole or in any part may be amended at any time: Page 4 of S A. By the Department in the event that such amendment is necessary to comply with applicable laws, regulations, policies and standards; and by mutual consent of both parties. B. Each party to this contract will notify the other immediately in writing if an amendment becomes necessary due to alterations in the activities described in Attachment A or for any other reason. SECTION IX: TERMINATION A. This contract, in whole or in any part, may be cancelled at any time: 1. By any party, with cause, upon at least 30 days notice, in writing, and delivered by registered mail with return receipt requested or in person, or 2. By the Department in the event reimbursement to the Department is not available and/or continued at an aggregate level sufficient to allow for the purchase of the indicated quantity of service. The obligations of each party shall be terminated to the extent specified in the notice of termination, immediately upon receipt of the notice of termination from the Department, or 3. By the Department in the event that the Division of Social Services/Department determines that the Provider is in violation of any or all of the terms of this Contract. The obligations of each party shall be terminated to the extent specified in the notice of termination immediately upon receipt of the notice from the Department, or 4. By mutual consent of all parties. B. In the event of termination in part, all parties shall continue the performance of this Contract to the extent not terminated. C. If this Contract is terminated, in whole or in part, the Provider may be required to deliver and transfer Title or assignment of interest to the Division of Social Services or dispose of any property specifically produced or acquired for the performance of such part of this Contract as has been terminated, and the Provider shall, upon the direction of the Division of Social Services, protect and preserve property in the possession of the Provider in which the Division of Social Services has an interest. D. After receipt of a notice of termination, and except as otherwise directed by the Department, the Provider shall cease work under the Contract on the date, an to the extent specified, in the notice of termination. The Department shall pay the Provider the agreed upon amount for the delivery of services under the terms of this Contract up to the Page 5 of 5 effective date of termination. Reimbursement shall not be made for equipment or supplies purchased after the notice of termination is received except as approved by the Department. E. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of the Contract shall not be deemed to be a waiver of any other subsequent breach and shall not be construed to be a modification of the terms of this Contract unless stated to be such in writing, signed by an authorized representative of the Department and attached to the Contract. SECTION X: CONCLUSION It is expressly understood an agreed that the services provided to eligible clients pursuant to this Contract shall consist exclusively of those services specified in the attached program description incorporated into this Contract as Attachment A. It is further understood and agreed that the provision of services pursuant to this Contract shall be subject to the limitations and conditions contained in the laws. regulations, guidelines and plans cited in this Contact, and that this Contract is subject to renegotiation or revision to meet any new or revised rules, regulations, or policies that may be issued by the Department of Health and Human Services, or the North Carolina Social Services Commission, or the Department of Human Resources and that are communicated to the Provider. PROVIDER Employment Security Commission DEPARTMENT Orange County Department of Social Services By: - By: Title: Manager Title: Director Date: ~~ ~~ Date: This Agreement has been preaudited in the manner required by the local Government Budget and Fiscal Control Act. ATTEST: County: Orange Title: Fina~nc~eD-irector Signature: ~%~~ ~-- ~~ Date: 5~2-~~%~ SECTION XI: CERTIFICATION The Orange County Board of Social Services supports the need for this performance- based contract with the Employment Security Commission to provide job search, and job development for Work First Participants. _vrr;~ Rosette Moore, Chair ~ Orange County Board of Social Services Assisting families make the transition from welfare to work is a priority in Orange County. The Orange County Board of County Commissioners, in response to the needs of the Work First population, supports approves the contracts for job search and job development and placement services from the Employment Security Commission. Alice Gordon, Chairperson Orange County Board of County Commissioners STATE OF NORTH CAROLINA DIVISION OF SOCIAL SERVICES PURCHASE CONTRACT BUDGET SUMMARY Effective Provider Employment Security Commission ID# 68E01 Period 7/1/1999 through 6/30/2000 Part I -Estimated Expenditures Object of Expenditure Total Non- Matchable Total Matchable Program Costs Costs Costs (2) (3) (1) A. Salaries $27,678 B. Fringe Benefits C. Staff Development-Services 6,694 1,000 D. Travel E. Equipment Purchase-Tangible Property F. Transportation-Recipient G. Medical Supplies and Expense H. Cost of Space-Non-Residential !, I. Room &Board-Residential Treatment J. Service Payments K. Other L. Indirect Costs $ 3,590 M. Totals $38„962 Part II -Computation of Unit Cost or Individual Fixerl Rate A. 1. Total Matchable Costs $ N/A 2. Less: Eamed Income for Unit Cost Method $ 3. Net Matchable Costs $ B. 1. Total Service Unit Capacity, or 2. Total Anticipated Utilization Capacity Method of Computation or Source of Data D. Estimated Unit Cost or Individual Fixed Rate: $ per Part III -Distribution of Estimated Revenue for Total Cost Reimbursement Method (a) (b) A. Estimated Eligible and Matchable Costs Number Ratio 1. Estimated Eligible Clients 250 100% 2. Estimated ineligible Clients 0 0% 3. Total Clients 250 100% B. Eligible Costs (1) Matchable (2) Less (3) Net (4) (S) Costs Eligible Costs Earned Matchable Estimated % for Financial jPart 1, Line M, Income Costs of Eligibles Participation col. (3) [B. (1) Less (2)}] [A. 1. (b)] [B. (3) x (4)] $ $ $ $ $ A. Program Costs Amount Source of Funds 1. FederaUState Funds $ Work First 2. Local Matching Share $ County 3. Other Budgeted Funds $ 4. TOTAL REVENUE $ 38,962 B. Fees (If Applicable) 1. Administrative Fee $ 2. Certification Fee $ 3. TOTAL FEES $ Part V- Reimbursement Projections (For Title XX Providers Only) Annual Projection July- September Projection October-June Projection A.$ B.$ C.$ Signed: Provider/ uthorized Official Date: ~~a Date: County Director or Designee Purchase Contract Budget Supporting Budget Schedules A. Salary Schedule (1) (2) (3) (4) (5) (6) (7) Number Pay % of No. of Annual Total of Persons Position or Title Grade Time Months Salary Cost Employed 1 Job Development Specialist N/A 100 % 12 $27,678 $27,678 Total - Sa laries B. Fringe Benefits (1) (2) (3) Total Type Method of Computation Cost FICA Health Ins. Retirement Worker's Compensation Unemployment Insurance Total -Fringe Benefits $6,694 C. Staff Development -Service Funds Schedule (1) Item (2) Total Cost Total Staff Development -Service Funds D. Travel Schedule (1) (2) (3) (4) (5} Daily Subsistence (8) No. of Persons Position or Title No. of MileslDays Rate per Mile No. of Days (6) Rate (7) Days Total Cost 1 Job Development Specialist 12 Months $1000. Total -Travel $1000 E. Equipment -Tangible Property Schedule (1) No. of Units (2) Item (3) Cost per Unit (4) Total Cost NIA Total Equipment -Tangible Property F. Recipient Transport ation Schedule (1) Item (2) Method of Computation (3) Total Cost N/A 1 a. Salaries # of Persons Position or Title Pay Grade % of Time # of Months Employed Annual Salary N/A 1 b. Fringe Benefits Type Method of Computation NIA Total Recipient Transportation G. Medical Supplies and Expenses Schedule (1) Item (2) Total Cost N/A Total -Medical Supplies and Expense H. Cost of Space -Non-Residential Schedule (1) Item (2} Total Cosh N!A Total Cost of Space -Non-Residential I. Room and Board Costs -Residential Treatment (1) Item (2) Method of Computation (3) Total Cost N/A Total Room and Board Costs - Residential Treatment J. Service Payment Schedule (1) No. of Units (2) Item (3) Cost per Unit (4) Total N/A Total -Service Payment K. Other Expense Schedule (1) Item (2) Total Cost N/A Total -Other Expense L. Indirec t Cost Schedule (1) Rate (2) Rate Applied To: (3) Amount Rate Applied To: (4) Total 12.97% Salary $27,678 $3,590 Total -Indirect Cost $3,590 ATTACHMENT A State of North Carolina Division of Social Services Contract Application Page 1 of 7 I. Contract Summary A. This agreement is between the Orange County Department of Social Services (hereinafter referred to as the "Department")and the Employment Security Commission (heretofore and hereinafter referred to as the "Provider"). B. This agreement shall be in effect from ?/1/1999 to 6/30/2000 C. Services to be Provided: (1) Service (2) Service Code (3) Number of Persons Served (4) Number of Units of Service (5) Definition of Unit of Service Job Development and Placement 546 125 125 One Participant Job Readiness/ Job Search - 547 250 250 One Participant Any additional services should be listed in III. -Service Program Description D. Area to be Served: Orange County State of North Carolina Division of Social Services Contract Application Page 2 of 7 E. Contract Identification: 1. Provider a. Name of Contract Administrator Dorothy Pennell Tel. # : (919) 967-0177 b. Name of Program Contact Person: Same Tel. #: c. Program Name, Location and Mailing Address: Employment Security Commission 110 W. Main St. Carrboro~, NC 27510 d. Additional Service Delivery Sites: e. Status : (X )Public ()Private, non-profit ( )Private, for Profit ()Individual f. Provider Contract ID #: 68E01 2. County Department of Social Services a. Name of Contract Administrator: Tel. # : (919) 732-8181 Marti Pryor-Cook b. Name Services Program Contact Person: Gwendolyn Price Tel. #: (919) 732-8181 c. Address of CountYDepartment of Social Services: P.O. Box 8181 300 W. Tryon St. Hillsborough, NC 27278 State of North Carolina Division of Social Services _ Contract Application Page 3 of 7 II. Fiscal Provisions A. Amount of Reimbursement: Reimbursement under the terms of this agreement will be limited to a maximum of $ 32,916 TOTAL = $ SSBG + $ IV-B + $ RAP + $ State + $ County + $ Other (identify) : Federal, .State and Local TANF Dollars (Optional : County funds consist of $ for and $ (funding source) for .) B. Method of Reimbursement: 1. For Purchase Contract (DSS-2497) Total and Unit Cost: (X) a. Reimbursement will be made in accordance with the current budget approved by the Department and on file with both parties. The amount of reimbursement will be based on allowable expenditures made in behalf of eligible clients, determined in a accordance with acceptable cost allocation methods. The Provider will report all expenditures made under the terms of the contract. () b. Reimbursement will be made at a unit cost rate of $ per unit of reimbursement delivered to eligible clients for an estimated number of units. The Provider will document total expenditures made under the terms of the contract to the Department within thirty days after the termination of this contract, or as instructed by the Department. Reimbursement which exceeds actual allowable cost will be adjusted to actual allowable cost. 2. For Vendor Agreements (DSS-2252) Fixed Rate Reimbursement will be based on: () a, a standard fixed rate or () b. an individual fixed rate. c. Reimbursement will be made at a fixed rate of $ per unit of (define) for as estimated number of units. Reimbursement will be based on the actual number of units delivered whether over or under the estimated number. If multiple components are being purchased, additional rates and units can be identified as follows: State of North Carolina Division of Social Services Contract Application - Page 4 of 7 C. Reimbursement Reporting: 1. Expenditures The Provider will report expenditures monthly in accordance with policy set forth by the Controller's Offices, Division of Social Services, issued via the Fiscal Manual. Expenditures aze to be reported on the DSS Administrative Cost Report (Form DDSs- 1571,Part III). Reports are to be submitted to the Department by the fifth working day of the month following the month in which services were delivered. The Department will reimburse the Provider monthly, usually by check, upon receipt of a completed and correctly filed report. 2. Reporting for the Statewide Services Information System (SIS) In addition to the Administrative Cost Report (DSS-1571, Part III), the Provider will submit to the Department the Monthly Report of Service Delivery (DSS Form 1571, Part IV). This should be submitted along with the Administrative Cost Report by the fifth working day of the month following the month in which services were delivered. The units reported in Column 12 of the 1571 Part IV are the units of service defined in Column 5 of I.C. of this Attachment. Service definition and reporting instructions are found in Family Services Manual, Volume VI, Chapter IV. D. Audit Requirements The Provider shall be responsible for compliance with the audit requirements of Department of Health and Human Services federal regulation 45 CFR Part 74, Administration of Grants, or State Administrative Procedures Manual for Federal Block Grant Funds, whichever is applicable. These regulations stipulate that an annual audit be performed for the fiscal year in which contract funds were received. O 1. NA Private, non-profit if amount of reimbursement received is under $ 1,000; private, for profit or individual () 2. (Applicable to Private, Non-Profit Providers if reimb. $1,000 or over) An annual audit is to be performed in accordance with OMB Circular A-110 by an "independent-auditor." Independent auditor" means either: (a) a state government auditor from the Department of Human Resources or the Department of Administration, Office to the State Auditor; or (b) a certified public accountant. Upon completion of the audit, a copy of the audit report must be forwarded to the county department of social services. State of North Carolina Division of Social Services Contract Application Page 5 of 7 () 3. (Applicable to Public Hospitals, Colleges, and Universities) The annual audit must be performed in accordance with OMB Circular A-110. It is not necessary for the institution to program audits performed separately from anall-inclusive single audit which entails all revenues and expenditures of the public agency. However, it is the responsibility of the contractor to insure that the contract program is included in the institution's single annual audit. A copy of the audit report must be provided to the County department of Social Services upon completion of the annual audit. (X) 4. (Applicable to State or Local Government Agencies) An annual audit is to be performed in accordance with OMB Circular A-128 by an independent auditor. Upon campletion of the audit, a copy of the audit report must be forwarded to the county Department of Social Services. E. Client Fees for Service (X) 1. No fees will be charged to individuals determined to be eligible for services by the department of social services. () 2. The service(s) under contract with the Provider are services for which a client fee may be assessed. Policy regarding the assessment and collection of fees is contained in Family Services Manual, Volume VI, Chapter III. If a client is to to be charged a fee, the department will inform the Provider of the amount of fee to be charged and of any subsequent changes by way of the Purchase of Service Referral and Authorization (DSS Form 1360). The Provider will establish a plan with the client for collecting the fee on at least a monthly basis; and when fees are not paid within ten days of the due date, will bill the client in writing and send a copy of the bill to the Department. NO OTHER FEES FOR SERVICES MAY BE CHARGED TO THE CLIENT. Client fees are to be reported on the Monthly Report of Service Delivery (DSS Form 1571, Part IV). F. Management of the Funding/Matching Share Requirement () 1. A cash transfer of the matching share will be made to the county department of social services in accordance with the terms specified in the Donation Agreement (DSS-1319). State of North Carolina Division of Social Services Contract Application Page 6 of 7 () 2. The provider certifies through the contract budget attached to this contract that the matching share in available. Further, it is agreed that the provider will report all program costs incurred each month relating to this contract on the DSS-1571. However, reimbursement will be limited to the federaUstate financial participation rate. (X) 3. The county department of social services is providing the match. G. Provider Fees (For Purchase Contracts Only) () 1. The Provider agrees to pay the Department/Division up to $ Administrative Fee as payment in full for the administration of the contract. The amount of the fee is five percent of the matching share contributed by the Provider. () 2. The Provider agrees to pay the Department up to $ Certification Fee as payment in full for the determination and certification of client eligibility. The amount of the fee is five percent of the matching share contributed by the Provider. Monitoring and Certification Fees, when applicable, will be deducted from the amount to be reimbursed. State of North Cazolina Page 7 of 7 Division of Social Services Contract Application .III. Service Program Description Orange County Department of Social Services (DSS) is purchasing the services of a Job Development Specialist from the Employment Security Commission of North Carolina. The General Assembly considers the Employment Security Commission the state's primary job placement authority. The Job Development Specialist will be stationed at the DSS and will be providing services to Work First participants. The following services aze included in this contract: • Vocational Assessment and Employment Counseling, • Job Readiness Training and Sob Club, • First Stop Registration, • Process Unemployment Insurance Claims • Job Development and Placement (placements include direct placements and entered employments), • Follow-up Services Job Development Specialist Duties The Job Development Specialist will assess and counsel Work First participants who aze referred with an objective of locating employment. Job readiness and job club activities will include but are not limited to information about employer expectations, appropriate dress and grooming, resume preparation, goal setting, and networking. Other duties of the Sob Development Specialist are as follows: • Interview applicants/participants to determine work history, education, training, and skills, • Conduct file searches of suitable job openings, • Refer applicant to employers, • Perform job development contacts with employers to obtain job orders, • Provide labor market information to employers, applicants, and other agencies, . • Determine eligibility for unemployment insurance, and • Follow-up with applicants and employers in an effort to impact job retention. Performance Measures North Cazolina's Work First Program, implemented in July 1995, is one of the most comprehensive welfare reform efforts in the nation. The guiding principles of Work First requires parents to take personal responsibility for their children, limits the receipt of Work First Cash Assistance (temporary and short-term), and requires pazents to work. The Orange County Department of Social Services, in conjunction with the Employment Security Commission have identified the following performance measures. • Locate full-time employment for 125 Work First participants. • Perform 45 employer visits to develop job openings for Work First participants. • Conduct monthly job readiness workshops. • Maintain contact with participants and employers for three months after placement.