HomeMy WebLinkAbout2005 S Aging - A Helping Hand Respite Care ProvidersOrange County
Department on Aging
Vendor Agreement
This Vendor Agreement is entered into this lst day of July 2005 between A Helping Hand, hereinafter
known as the Vendor, and Orange County on behalf of the Department on Aging, hereinafter known as
the Department. The period and duration of the Agreement shall be from July 1, 2005 to June 30, 2006.
WITNESSETH:
WHEREAS, the Department desires to engage the Vendor to render certain services, hereinafter
described, now therefore the parties hereto mutually agree as follows:
1) DEPARTMENT AGREES AND MAINTAINS THE RIGHT:
1. To determine eligibility of prospective clients for in-home respite services through A Helping
Hand in accordance with pre-determined guidelines.
2. To make all decisions regarding who is served and what services are offered and in what manner
to each client referred to providers.
3. To provide to the Vendor for each client referred screening information and a service
authorization, describing total amount, duration and frequency of service requested.
4. To conduct for each client taken into service at least an annual reassessment, and quarterly
reviews, which includes questions about their satisfaction with services and whether they were
given an opportunity to cost share.
5. To submit new service authorizations for any client case in which Orange County has approved a
change in services.
6. To be flexible regarding how many clients are referred at one time.
7. To amend this agreement as needed at any time to ensure that Orange County is in compliance
with the National Family Caregiver Support Program and to provide notice of such amendments
as quickly as practical to the Vendor.
2) THE VENDOR HEREBY AGREES:
1. To provide volunteers or staff members who have been interviewed and screened by the
vendor.
To follow the guidelines as outlined by the Area Agency on Aging for the National Family
Caregiver Support Program.
To have an adequate number of volunteers or staff members available to work throughout
Orange County.
4. To staff each referred case within ten working days of the authorization date specified on the
service authorization form provided for each client by the Department, if possible, based on
volunteer availability.
5. To maintain services once staffed over the service period stipulated by the Department.
6. To provide consistent staff assignment over the service period stipulated by the Department.
7. To provide services in three-hour minimum periods of service time, as specified in the
service authorization.
8. To provide weekly timesheets, signed by the client or responsible party, the aide, and the
agency supervisor, which show the allocated weekly hours and the actual billable hours, time
frame of service provided, and type of services provided.
9. To provide monthly billing reports for each client. If timesheets are not provided, if tasks are
not reccrded, if timesheets do not incl~.zde required signat'ares, or pla:~s of care are rot nested
and explained, the corresponding bills will not be paid.
10. To provide upon request a written analysis of services provided since the beginning of the
fiscal year, including total hours of service for each client, dates of services provided to each
client, and explanations for any discrepancies between services requested and provided.
11. To make every effort to promptly communicate by phone to the Department's Eldercare In-
Home Care Coordinator any staff changes, interruptions in services, or problems with
clients' services.
12. To maintain appropriate client and personnel files at the Vendor's licensed office, and to
ensure that such records that fully disclose the extent of the service provided to recipients are
kept for three years from the first service date for each client and are available for inspection.
13. To make every effort to help clients understand the relationship between the Vendor and the
Department in providing in-home services to them.
14. To inform clients at least the afternoon before services are expected if there is to be any
change in the time or duration of their services.
15. To ander ne circumstances ask clients referred ±o you by the Department about ±heir
economic status, or in any way attempt to recruit new clients from the Department's client
pool.
16. To keep confidential any information about a client, which is shared by the Department or
the client. Such information shall be shared only among other Department and Vendor staff
who need to know in order to coordinate, manage, or deliver services to the client.
17. To provide to each client or responsible party a copy of their plan of care, a copy of their
rights, and any other documentation as necessary to ensure they are informed about what
duties they should expect the volunteer/staff assigned to them to perform.
18. To consult with Department staff prior to making referrals for other services or making
changes in any services provided to clients receiving service through this agreement.
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19. To be available to meet with the Department staff at their request to discuss service provision
The Vendor agrees to indemnify and save harmless Orange County and the Department, their agents and
employees from and against any and all loss, cost, damages, expense and liability caused by the failure of
the Vendor to fully perform its obligations under this agreement and in accordance with its terms; or by
an accident or other occurrence causing bodily injury, including death, siclrness, products or services
rendered under this agreement. The County will indemnify the Vendor to the extent permitted by law and
to the extent of insurance policies owned by the County, for losses, costs, damages, expenses and liability
caused by the negligent acts or omissions of the County in performance of obligations under this
agreement.
The Department will reimburse A Helping Hand at the rate below:
All services performed by a volunteer or staff member ....................... $13.00 an hour
This agreement may be extended for an additional period if mutually agreed to by both parties. The
Department may immediately suspend this Agreement for violations by the Vendor of the rules or
regulations agreed to herein.
OItAN~; OUNTY /~ ~ / A HELPING HAND
By: ~~d` `~' By: -i `
Au orized Signature Authorized afore
Title Title
Date Date
"This instrument has been pre-audited in the manner required by the Local Government Budget
and Fiscal Control Act."
G~-_
K n Chavious
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Dat
Finance Director