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HomeMy WebLinkAbout2012-296 DSS - Orange Public Transportation for Medicaid Transportation $12.75 per way per client MEDICAID TRANSPORTATION MEMORANDUM OF UNDERSTANDING This Memorandum of Understanding is entered into this 1 st day of July, 2012, by and between the Orange County Department of Social Services and Orange Public Transportation (referred to collectively as the "Parties"). WHEREAS, Orange Public Transportation (hereinafter referred to as "OPT") and the Orange County Department of Social Services (hereinafter referred to as "OCDSS") are departments or agencies of Orange County, North Carolina and are ineligible to enter into binding contractual relationship with one another; and WHEREAS, the parties desire to enter into this Memorandum of Understanding in order to establish the mutually agreed upon conditions upon which OPT will provide certain services for OCDSS in connection with the Orange County Department of Social Services Medicaid Program; and WHEREAS,the OCDSS is mandated to provide transportation to Medicaid covered services when a client does not have access to personal transportation; and WHEREAS, OPT is a coordinated transit system run by Orange County Government in Orange County,North Carolina. NOW, THEREFORE,the parties to this Memorandum hereby agree as follows: Section 1. OPT will provide transportation services to and from medically necessary appointments to Medicaid clients at the request of OCDSS. Section 2. OCDSS will reimburse OPT for services provided under this Memorandum at a rate of$12.75 per one-way trip. OCDSS will not reimburse OPT for no-shows. Section 3. OPT agrees that continuation of and/or renewal of this Memorandum is contingent on meeting the following requirements. OPT agrees to: A. Provide services to enrolled participants within three days of a request. B. Provide critical services on short notice when requested. C. Provide back-up drivers in case the assigned driver is not available. D. Coordinate maintenance with private vendors to ensure vehicles are in safe operating order. E. Review the Transportation Database to ensure client eligibility and verify client information. F. Discuss the specific situation, and present evidence of cause,with the Department of Social Services staff prior to termination of services for any client. G. Complete the DMA 5124 as part of the annual contract process. 1 Section 4. OCDSS will reimburse OPT for services described in this Memorandum. For reimbursement, OPT must submit an original and two copies of an invoice by the tenth of the month for the preceding month's expenditures to the designated OCDSS Administrator. OCDSS will reimburse OPT monthly upon receipt of a complete and correctly filed report. Section 5. OPT agrees to use the provided transportation billing codes on invoices to the OCDSS for reimbursement. Section 6. OPT agrees to only submit invoices for trips approved by OCDSS. Trips included on invoices that were not pre-approved by OCDSS will not be reimbursed. All pre-approved trips performed by OPT regardless of destination or accidental scheduling problems on OCDSS part will be reimbursed at the contract rate. Section 7. OCDSS agrees to receive all client call regarding scheduling. Section 8. Any change to the client's destination, address, or phone number will be made by OCDSS. Section 9. OPT agrees to meet on-time performance standards such that no more than 5%of trips should be late for client drop-off to his or her appointment per month. Late is defined as past the client's appointment time. Section 10. OPT agrees that not more than one quarter of one percent of all trips be missed by the OPT or any subcontractor(OPT does not subcontract) during the course of the contract year. Section 11. OPT agrees to report all no-shows on a daily basis and cancellations on a monthly basis to OCDSS via email. Section 12. OPT agrees to record all client complaints which deal with the matters under the control of OPT, including the date of the complaint, the nature of the complaint, and what steps were taken to resolve the complaint. Section 13. OPT agrees to provide names of all owners, managers, management entities, and subcontractors. Section 14. OPT agrees to report any changes such as insurance provider, business ownership or management or exclusion from participation in Medicare. Section 15. OPT agrees to disclose, at the outset of the contract, upon renewal and upon request, any criminal convictions or other reasons for disqualifications from participation in Medicare, Medicaid or Title XX programs. Section 16. OPT agrees to participate in program, fiscal and administrative monitoring and/or audits,making records and staff time available to Federal, State and County staff. Section 17. OPT agrees to allow monitoring of records to ensure that all contract requirements are met. 2 Section 18. OPT 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, State, and County laws,regulations, standards and/or terms of this Memorandum. Section 19. OPT has provided the North Carolina Department of Transportation with certain Annual Certifications and Assurances as set forth on that certain document entitled"FEDERAL (FTA)AND STATE (NCDOT) CERTIFICATIONS AND ASSURANCES FOR COMMUNITY TRANSPORTATION PROGRAMS FISCAL YEAR 2011-2012." Said assurances are hereby incorporated into this Memorandum by reference to the same. Section 20. OPT will ensure that all vehicles transporting clients shall have at least the minimum level of liability insurance appropriate for the type of vehicle as defined by Article 7, Rule R2-36 of the North Carolina Utilities Commission; Section 21. OPT will ensure that all drivers (including employees, contractors, contractor's employees, and volunteers) shall be at least 18 years of age. Section 22. OPT will ensure that all drivers (including employees, contractors, contractor's employees, and volunteers) shall be licensed to operate the specific vehicle used in transporting clients in accordance with Chapter 20-7 of the General Statutes of North Carolina and the Division of Motor Vehicle requirements; Section 23. OPT agrees to maintain records through OC Human Resources Department) documenting the following: A. Valid current copies of Driver's Licenses for all drivers; B. Current valid vehicle registration, for all vehicles transporting clients; C. Driving records for all drivers for the past three years and with annual updates; D. Criminal background checks through the North Carolina Law Enforcement Division or National Crime Information Center for all drivers prior to employment and quarterly thereafter; and E. Alcohol and drug testing program that meets the Federal Transit Authority guidelines. Drug and alcohol testing program will be paid for by OPT. Section 24. OPT will ensure that all vehicles used in the fulfillment of services under this Memorandum have a valid State registration and State inspection. Section 25. Any information, data, instruments, documents, studies or reports given to or prepared or assembled by OPT under this Memorandum shall be kept as confidential and not divulged or made available to any individual or organization without the prior written approval of OCDSS unless the information is required to be disclosed pursuant to the public records laws of the State of North Carolina or any other applicable law or court order. OPT acknowledges that in receiving, storing,processing or otherwise dealing with any confidential information it will safeguard and not further disclose the information except as otherwise provided in this Memorandum. Section 26. This Memorandum shall be effective from July 1, 2012 to June 30, 2013. 3 Section 27. This Memorandum shall be reviewed at least annually,prior to May I st and may be terminated by either party upon 60 days written notice. Section 28. The Memorandum contains the entire understanding of the parties and shall not be altered, amended or modified, except in writing executed by the Department Directors of both parties. IN WITNESS WHEREOF,the parties hereto have caused this Memorandum to be signed by its Department Director. FOR AND ON BEHALF OF: FOR AND ON BEHALF OF: ORANGE PUBLIC TRANSPORTATION ORANGE COUNTY DEPARTMENT OF SOCIAL SERVICES L Directo;z Director DATE: 7 DATE : 2— I T ' ontr as been approved as to form and legal suffi lency. s Mk 2(166DUL M. 00 Date ette M. Moore,IStaff Attorney County Attorney's Office This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. Clarence G. Grier, Director Date Financial and Administrative Services Department 4