HomeMy WebLinkAboutNS Aging - NC Dept of Insurance & Orange Co Seniors Health Insurance Information ProgramORANGE COUNTY
BOARD OF COMMISSIONERS
• ACTION AGENDA ITEM ABSTRACT
Meeting Date: September 6, 2007
Action Agenda
Item No.
SUBJECT: Contract Renewal Between NC Dept of Insurance and Orange County for
Seniors' Health Insurance Information Program (SHIIP)
DEPARTMENT: Aging PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):. INFORMATION CONTACT:
Contract Jerry Passmore 245-2008
NC Dept of Insurance SHIIP Brochure Katherine Leith 968-2082
PURPOSE: To consider a contract renewal to receive $5,000 from the NC Department of
Insurance for the Seniors'. Health Insurance Information Program (SHIIP) administered by the
Department on Aging for the period July 1, 2007-June 30, 2008.
• BACKGROUND: SHIIP volunteers are an independent source for accurate information about
insurance issues. Since 1987, the NC Department of Insurance has partnered with the
Department on Aging to assist Orange County residents with health insurance questions and
concerns without a sales motive. Since 1997, the Orange County volunteers and Coordinator
have won a combined 11 statewide awards for program excellence. With the passing of the
federal Medicare Modernization Act of 2003, a multitude of prescription plans and health care
plans were created. All of these are very confusing to Medicare beneficiaries. SHIIP was
mandated by the federal government to educate beneficiaries about these changes and review
options. In response to the dramatic increase in requests for assistance, the Department of
Insurance began in fiscal year 2006 to provide mini-grants to the SHIIP programs for recognition
of the volunteers and reimbursement of expenses. Last fiscal year, more than 700 individuals
received help from SHIIP Coordinator Katherine Leith, and 12 volunteers. This number is likely
to grow in Orange County with a minimum of 600 persons turning 65 each year.
FINANCIAL IMPACT: This fiscal year, the Department of Insurance has made available $5,000
for support of the SHIIP program in Orange County. No matching funds are required from
Orange County. These funds, combined with $2,300 carried forward from last fiscal year, will be
used to purchase two laptop computers for the SHIIP volunteers, employ two temporary part
time people to be site coordinators for the required Medicare counseling sessions each Tuesday
between October 2007 and March 2008, and to employ another part-time temporary person to
assist with SHIIP reporting. Funds will also be used to sponsor a recognition luncheon for the
SHIIP volunteers, and to purchase office and program supplies.
• RECOMMENDATION(S): The Manager recommends that the Board approve the contract and
authorize the County Manager to sign the contract between NC Department of Insurance and
Orange County for support of the SHIIP program.
a~
CONTRACT
Between
The North Carolina Department of Insurance
Division of Seniors' Health Insurance Information Program (SHIIP)
and
Orange County Department on Aging
56-6000327
1. Parties to the Contract:
This Contract is entered into by and between the North Carolina Orange Count~epartment on
Aaine hereinafter referred to as the "Agency", for the activities specified therein.
2. Contract Documents:
This Contract shall consist of the following documents, incorporated herein by reference:
•
(1) This Contract;
(2) Attachments I and II .
In the event of a conflict in terms between the Contract Documents, the Contract Document with
the highest precedence shall prevail.
3. Effective Period:
This Contract is effective July 1, 2007 and terminates on June 30, 2008.
4. Subcontracting:
The Agency shall not subcontract any of the work contemplated under this Contract without prior
written approval from the Division. Any approved subcontract shall be subject to all conditions
of this contract._ The Agency shall be responsible for the performance of any subcontractor.
5. Key Personnel:
The Agency shall not substitute key personnel assigned to the performance of this contract
without prior written approval by the Division. The individuals designated as key personnel for
purposes of this contract are those specified as such in the Agency's Proposal and such others as
the parties may agree.
6. Administrators for the Contract:
The persons named below shall be administrators for the respective parties and shall be the •
persons to whom notices provided for in this Contract shall be given and to whom matters
relating to administration or interpretation of this Contract shall be addressed. Either party may
change its administrator or his address or his telephone number by written notice to the other
party.
For the Division:
Carla Obiol, Deputy Commissioner
SHIIP Division
11 South Boylan Avenue
Raleigh, North Carolina 27603
Phone (919) 807-6900 Fax (919) 807-6901
For the Agency:
Katherine Leith
Seymour Center
2551 Homestead Road
Chapel Hill, NC 27516
(919) 968-2082
7. Availability of Funds:
The parties to this contract agree and understand that the payment of the sums specified in this
contract is dependent and contingent upon and subject to the appropriation, allocation, and
• availability of funds for this purpose to the Division.
8. Responsibilities of the Division.
(Include Responsibilities of the Division in all contracts. Customize as needed).
A. Reimbursing the Agency for the costs of services and activities described in
Attachment I and in accordance with the approved budget in Attachment II;
B. Monitoring the Agency for compliance with the terms of this Contract; and
C. Specifying all reports and other deliverables required from the Agency.
9. Responsibilities of the Contractor:
A. Performing the services described in Attachment I in accordance with the terms of this
Contract and in accordance with the approved budget in Attachment II;
B. Making available all records, papers, vouchers, books, con;espondence or other
documentation or evidence at reasonable times for review, inspection or audit by duly
authorized officials of the Division, the North Carolina State Auditor, or applicable
federal agencies;
C. Submitting to the Division all plans, reports, documents or other products that the
Division may require, in the form specified by the Division, including without limitation
of the following:
• 1) a final budget report of expenses incurred during the period;
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2) a quarterly report of the contracted activities of the Contractor; •
3) a final report within sixty (60) days of the project end date.
10. Amount of Reimbursement:
(Include this section in all contracts).
The total reimbursement from the Division to the Contractor for provision of services in this
contract shall not exceed $ 5.000.00. This amount consists of $ 5,000.00, (SHIIP Federal Grant);
CFDA # 93,779 (enter CFDA# if Federal funds).
Check a or b as applicably
[x ] a. There aze no matching requirements from the Contractor.
[ ] b. The Contractor's matching requirement is $ ,which shall consist of:
[ ] In-kind [ ]Cash
[ ]Cash and In-kind [ ]Cash and/or In-kind
The total contract amount is $ 5,000.00.
The contributions from the Contractor shall be source from non-Federal funds.
11. Payment for Services: •
Upon execution of this Contract, the Division shall submit to the Agency the full amount of the
total reimbursement within 30 days.
Contract period. All payments are contingent upon fund availability.
12. Access to Persons and Records:
(Include in all contracts).
The Agency agrees to provide the North Cazolina State. Auditor, the Division, the Department of
Insurance, all applicable federal agencies, or their agents, with access to persons and records for
the purpose of monitoring, evaluating, or auditing this Contract and the Agency's performance,
and for all other purposes required by law, regulation or policy.
13. Record Retention:
The Department of Insurances' basic records retention policy requires all records
related to this Contract to be retained for a minimum of three years following completion or
termination of the contract. Policy further requires records to be retained for a period of three
years following submission of the final Federal Financial Status Report, if applicable, or three
yeazs following the submission of a revised final Federal Financial Status Report. Also, if any
litigation, claim, negotiation, audit, disallowance action, or other action involving this contract
has been started before expiration of the three yeaz retention period, the records must be retained
until completion of the action and resolution of all issues which arise from it, or until the end of
the regulaz three year period, whichever is later. Therefore, Agency shall not destroy, purge or •
dispose of records related to this Contract or the Agency's performance without the express prior
s
• written consent of the Division.
14. Confidentiality:
Any medical records, personnel information or other items exempt from the NC Public Records
Act or otherwise protected by law from disclosure given to the Agency under this contract shall
be kept confidential and not divulged or made available to any individual or organization without
the prior written approval of the Division.
15. Supplementation of Expenditures of Public Funds:
(Include if funding source or division policy requires).
The Agency assures that funds received under this contract shall be used only to supplement, not
to supplant, the total amount of Federal, State and local public funds the Agency otherwise
expends for SHIIP (indicate type of services) services and related programs. Funds received
under this contract shall be used to provide additional public funding for such services; the funds
shall not be used to reduce the Agency's total expenditure of other public funds for such services.
16. Amendment:
This Contract may not be amended orally or by performance. Any amendment must be made in
written form and executed by duly authorized representatives of the Division and the Agency.
17. Termination:
• The Division may terminate this agreement at any time by 30 days' written notice from the
Division to the Agency. In that event, all finished or unfinished deliverable items prepared by the
Agency under this contract shall, at the option of the Division, become its property. If the contract
is terminated by the Division as provided herein, the Agency shall be paid for services
satisfactorily completed, less payment or compensation previously made.
18. Federal Certifications:
(Include in all federally funded contracts) (Additional certifications may be required
besides ones listed below. Check funding source).
The Agency agrees to execute the following federal certifications that are attached to this
agreement (applicable when receiving federal funds).
A. Certification Regarding Lobbying.
B. Certification Regarding Department.
In addition, the following federal certifications shall be executed if required:
C. Certification Regarding Drug-Free Workplace Requirements.
D. Certification Regarding Environmental Tobacco Smoke.
19. Time of the Essence:
• Time is of the essence in the performance of this Contract.
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20. Severability: •
In the event that a court of competent jurisdiction holds that a provision or requirement of this
Contract violates any applicable law, each such provision or requirement shall be enforced only
to the extent it is not in violation of law or is not otherwise unenforceable and all other provisions
and requirements of this Contract shall remain in full force and effect.
21. Federal Intellectual Property Bankruptcy Protection Act:
The Parties agree that the Division shall be entitled to all rights and benefits of the Federal
Intellectual Property Bankruptcy Protection Act, Public Law 100-506, codified at 11 U.S.C.
365(n) and any amendments thereto.
22. Health Insurance Portability and Accountability Act (HIPAA):
(for all contracts potentially subject to HIPAA).
The Agency agrees that, if the Division determines that some or all of the activities within the
scope of this Contract is subject to the Health Insurance Portability Act of 1996, P.L. 104-91, as
amended ("HIPAA"), or its implementing regulations, it will comply with the HIPAA
requirements and will execute such agreements and practices as the Division may require to
ensure compliance.
23. Signature Warranty:
Each individual signing below warrants that he or she is duly authorized by the party to sign this •
Contract and to bind the party to the terms and conditions of this Contract.
24.Originals:
In witness whereof, the Agency and the Division have executed this Agreement in duplicate
originals, one of which is retained by each of the parties.
Orange County Department on Aging
BY:
DATE:
Division of SHIIP,
BY:
Louis Belo, Senior Deputy Commissioner
DATE:
Witness
BY:
Carla Obiol, Deputy Commissioner
DATE:
NOTE TO PERSON ASSEMBLING CONTRACT: Be sure that all signatures appear on at least
part of the actual contract document, and not on a separate, detached page.
•
• Attachment I
Statement of Work
Agency: Oran a Coun De artment on A in
This statement should be a short pazagraph describing what your agency does and what your
agency will do with these funds. This use of these funds aze not limited to but must include the
following activities: 1) Hold a county SHIIP volunteer recognition.event during September or
October 2007, 2) hold regular counseling clinics during the period October 2007 through March
2008 and Medicare's preventive benefits during the grant year.
SCOPE OF WORK:
The Orange County Department on Aging provides a wealth of services to the seniors in the
county, and to many people in neighboring counties. Its senior centers have been recognized for
their outstanding quality. In addition to regular programming, there are wellness programs and
services, eldercare (which includes social workers, an occupational therapist, and an information
specialist), and transportation to the seniors in the rural part of the county. One of the
Department's outstanding services is the SHIIP program with its highly qualified volunteers.
There are two main senior centers where SHIIP volunteers will provide help with Medicare Pt D
• policy selections on a regulazly scheduled basis from October 2007 through Mazch 2008 at the
Seymour Center in Chapel Hill every Tuesday afternoon from 1:00-3:00. Sessions will also be
offered in the Central Orange Senior Center in Hillsborough the second and fourth Tuesdays of
the month from 2:00-4:00. People interested in getting help making a decision about Medicaze
related issues will sign up for an appointment with a trained volunteer. People who come to the
sessions will be given information about Medicaze's preventive services. In addition, the
Information Specialist will give talks about these services at the county's senior centers.
Two Lenova laptop computers, and necessary supplies/softwaze, will be purchased for the
volunteers to use in their Medicaze counseling sessions. Some of the funds will be used to pay 1)
two temporary part-time people to be site coordinators the volunteers for the Tuesday afternoon
sessions at each of the senior centers, and 2) additional temporary part-time help to complete
SHIIP recordkeeping and reports. 3) A luncheon will be held to recognize the SHIIP volunteers.
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Attachment II
Budget
Explain what the items are that your agency will spend the funds on and how much it will
cost. Make sure your total adds up to $5,000.00.
Agency: Orange CountYDepartment on Aging
$2,300 was rolled over from the last fiscal year as we were unable to purchase a laptop computer.
Available funds this fiscal year, including this year's grant of $5,000, is $7,300.
Purchase two Lenova laptop computers to be used by the SHIIP volunteers in Medicare
counseling. They will be wireless so that they can be used in the Seymour Center. Cost: $3,196.
Select SHIIP volunteer site coordinators who will receive stipends to schedule, supervise, and if
necessary, staff the Tuesday afternoon counseling sessions at each of the two Orange County
senior centers from October to March; employ aSHIIP-trained individual to complete the
required service records and reports. Pay will be Orange County minimum. Cost: $2,920.
Volunteer Recognition Luncheon at the Carolina Inn: $400.
Supplies: $ 784
•
Total expenditure: $7,300 ($2,300 rolled over from fiscal year 2006-2007 + $5,000 grant money i
for fiscal year 2007-2008).
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