HomeMy WebLinkAboutAgenda - 06-07-2005-5rORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 7, 2005
Action Agenda
Item No. ___~ r_.__
SUBJECT: Contract Renewal with Center for Employment Training for Vocational Training
DEPARTMENT: Social Services PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Contract
Durham 688-7331
Mebane 336-227-2031
INFORMATION CONTACT:
Nancy Coston, 245-2800
Gwen Price, 245-2800
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
PURPOSE: To renew the contract with the Center for Employment Training to serve Work First
recipients,
BACKGROUND: The Center far Employment Training (CET) located at the Golden Belt
Complex in Durham, NC (formerly located in the Research Triangle Park) offers aself-paced,
individualized, open entry/exit training program. This program integrates basic skills instruction
and short-term vocational training, The training programs offered at CET include Automated
Office Skills, Medical Insurance and Billing, Electronic Assembly, and Medical Records,
Orange County entered into a contractual agreement with the Center for Employment Training
effective October 1997. Prior to that time, the North Carolina Division of Social Services
maintained the contractual agreement with CET, The NC Division of Social Services allocated
funds directly to counties to cover the cost of tuition beginning Fiscal Year 1997-1998,
Currently, finds for the cost of tuition assistance are a part of the TANF Block Grant,
In addition to training, CET offers job development and placement for students. In FY2004-
2005, eight Work First recipients were placed at CET with four on target for graduation by June
2005, One student has completed the training program and is employed, The average hourly
wage for CET graduates is $9.70 per hour, Training services offered by CET do not conflict
with or duplicate services offered at the Skills Development/Joblink Center,
The Social Services Board has reviewed this contract and recommends approving $40,000 for
FY2005-2006. This amount will cover the cast of tuition and job placement for up to eight
referrals, This is a performance-based contract,
FINANCIAL IMPACT: The contract amount of $4Q,000 is paid with County funds within Social
Services that serve as the required Maintenance of Effort under the County Work First Block
Grant..
RECOMMENDATION(S): The Manager recommends that the Board accept the Social
Services Board recommendation and approve the contract renewal with the Center for
Employment and Training and authorize the Chair to sign.
COUNTY OF ORANGE
DEPARTMENT OF SOCIAL SERVICES
TRAINING CONTRACT WITH CENTER FOR EMPLOYMENT TRAINING
This contract is entered into by the Orange County Department of Social Services (hereinafter referred to as the
Department) and Center for Employment Training (CET), Inc. (hereinafter referred to as the Provider), or the
purchase of specific activities as described therein.. This conhact is subject to the provisions of all applicable
Federal, State, County laws, regulations, policies and standards. This contract shall consist of this document and
any specified attachments in Section XVII on page 6.
SECTION I: Effective Period
This agreement shall be in effect from July 1, 2005 through June .30, 2006.
SECTION II: Responsibilities
A. The Department will:
I, Refer Work First participants to the Provider for enrollment and reimburse the Provider for activities
provided as described in this contract; and
2. Provide consultation and technical assistance to the Provider as needed: and
3, Provide transportation, child care, and case management services to Work First participants; and
4. Accept fiscal responsibility for deviation from the terms of this contract as a result of acts of the
Department or any of its officers, employees, agents or representatives, and
B. The Provider will:
I, Provide activities, as specified in this contract; and
2. Assume responsibility for all associated cost in the event the Provider has to relocate; and
3, Submit programmatic reports as requested by the Department and assist the Department in meeting all
reporting requirements to State and other agencies; and
4. 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; and
5. Maintain fiscal books, record, documents and other evidence which reflect all direct and indirect costs
expended under this contract; and
6 Comply with all laws, regulations policies and standards applicable to the program under contract; and
7. The Provider will not encourage and/or assist any Work First trainee to obtain any educational loans; and
8. Furnish worker's compensation, liability insurance, and other insurance as may be required to protect the
Provider and the Department against claims which may arise from the Provider's performance; and
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9.. Obtain the approval from the Department, through the submission of a course curriculum and
]abor market survey information, prior to implementing any training course other than, Automated
General and Medical Office Skills, Flechonics Technology, Medical Insurance Billing, and
Shipping and Receiving/Warehouse.
10, Agree to participate in program, fiscal and administrative monitoring or audits, making records and staff
time available to Federal, State and county staff; and
11. Comply with Tiles VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation
Act of 1973 and the Americans with Disabilities Act of 1990 and all requirements imposed by Federal
regulations, rules and guidelines issued pursuant to these Titles of both personnel employed and clients
served; and
12. Maintain client records which date and document, in accordance with established policy, the service
delivered to the individual, a valid authorization for service, program records documents and other
evidence which reflects program operations; and
13. 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
14. Furnish information to the Department, as requested, to support the performance of activities pursuant to
this contract and the full cost of activities; and submit changes, as needed or required, in the contract or
any materials included in this contract or approved supporting information for review and approval by the
Department; and
15. Take the 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 contract; and
16. Maintain and administer in accordance with sound business practice, program for the maintenance,
repair protection and preservation for property purchased under the terms of this contact and keep
a current, complete inventory of all equipment so purchased; and
17, Notify the Department representative within three work days of any trainees attendance or
performance problems, and of any trainee expressing a desire to withdraw from the training
program, and of hainees that enter employment.
18.. Place in employment 70% of the Work First trainees who complete the program, and place 70% of
those employed in a training related job utilizing their skills acquired in their course of study (i e.,
skills areas in which enrolled) at CET,
SECTION III: Access to Records
All fiscal and program records are to be retained for three years after final payment or until all audits
continued beyond this period are completed. In the event the Provider dissolves or otherwise goes out of
existence; records produce under this contract will be turned over to the Department. These records shall be
subject at all reasonable times to inspection, review or audit by duly authorized County, State and Federal
officials.
SECTION IV: Liabilities and Legal Obligations
The Provider and the Department shall be liable for the act of omissions of their respective employees in the
performance or service covered under the ternrs of this contract to the extent permitted by applicable law.
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The Provider is and shall be deemed to be an independent contractor in the performance of this contract and
agrees to indemnity and save harmless the Department against any claims of third parties arising out of any
act of omission of the Provider, its agents employees and subcontractors in the performance of this contract.
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 conhact. The Provider shall be responsible for the performance of any subcontractor.
SECTION VI: Right to Data
The Department may duplicate, use and disclose all data delivered under this contract, The Provider may
copyright data generated as a result of the contract; however, this data shall not be marked for profit by the
Provider. Additionally, the Provider grants to the Department a royalty fee, non-exclusive, irrevocable
license to publish, translate, reproduce, deliver, perform and dispose of all data now or hereafter covered by
such copyright. With respect to data not originated in the performance of this contract, the above license shall
be only to the extent that the Provider has the right to grant such license without becoming liable to pay
compensation to others because contract shall acknowledge the support provided by the Department.
SECITON VII: Determination of Participant Eligibility
The Department has the responsibility of intake, initial determination and redetermination of eligibility for
service(s), in accordance with Federal, State, and County regulations. It is the responsibility of the
Department to notify the provider of the eligibility status of each individual for the service(s), the period of
time for which service(s) are authorized, and any changes in the eligibility status, This is done by the use of
Form DSS-1360 (Rev.4/94) for Work First Program participants.
The Provider may not be reimbursed under this contract for clients who were served in the absence of a valid
DSS-1.360 (Rev. 4/94) or for any period of time not covered by an authorized DSS-1360 (Rev.4/94)
SECTION VIII: Conflict of'Interest
The Provider expressly states that he presently has no interest and shall not acquire any interest, direct or
indirect, which would conflict, in any manner or degree with the performance of service required to be
performed under this contract. The Provider further agrees to notify the Department in writing of any
instance that might have the appearance of a conflict of interest.. Upon execution of this contract and prior to
disbursement of funds, the Provider shall submit to the Department a notarized copy of the Provider's policy
addressing conflict of interest in accordance with the North Carolina law,.
SECTION IX: 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 for which
reimbursement by the Department is based upon the actual purchase cost of the property shall
immediately vest with the Deparfi~ent upon such reimbursement..
B. The Department 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 on approved depreciation schedule or
use allowance.. Interest charges on rented/leased equipment are not reimbursable,.
SECTION X: Administrator for the Contract
The persons named below shall be administrators for the respective parties and shall be the person 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 adminishator, address or
telephone number by written notice to the other party.
Page 3 of 6
For the Department:
Nancy Coston, Director
Orange County Department of Social Services
P. O. Box 8181
Hillsborough, NC 27278'
(919)732-8181
For the Provider:
Hermelinda Sapien, President/CEO
Center for Employment Training
701 Vine Street
San.Tose, California 95110
(401)287-7924
SECTION XI: Fiscal Provisions
The Department will reimburse the Provider for services described in the contract document up to the
budgetary limits of the contract allotment from Work First funds allocated to the Department for purpose of
this contract. The maximum amount of reimbursement for the period of July 1, 2004 through June 30, 2005
shall not exceed $40,000,.
The Department will reimburse the Provider the total tuition amount as specified in Addendum One,
less 90% of any estimated Pell grant, for each trainee, based on course selection, at the time of enrollment.
For reimbursement, the Provider must submit on original and two copies of the DSS-1571, Part IV, by the
tenth of the month following the month of enrollment to the designed Contract Adminishator. The
Department will reimburse the Provider monthly upon receipt of a complete and correctly filed report.
Tuition will be reduced for trainees who exit the training early in accordance with the refund policy described
in the Provider's attached catalog.
The Provider will maintain an individual tuition record for each trainee and tuition will be reduced by ninety
percent (90%) of any Pell Grant received by the Provider on behalf of the trainee. Ten Percent (10%) of the
total of any Pell Grant received by the Provider will be disbursed to the tainee. The Provider will furnish the
Department with a list of any Pell Grant disbursements to trainees monthly as an attachment to the DSS-1571.
At the time of enrollment the Provider will execute a student agreement that indicates the portion of the Pell
Grant to be applied to the cost of tuition based on the Provider's initial determination of eligibility for a Pell
Grant..
When it is determined that an estimated Pell Grant will not received or, if the grant amount is different than
the estimate, the Provider will invoice (or credit) the Department so that the tuition (including refunds for
early terminations) is not overpaid or underpaid. In no case will cumulative net invoices exceed the grant
amount.
The Provider will notify the Department of any other grants that would offset tuition a proper accountability
will be documented on the monthly reimbursement request. No cost will be duplicated that is charged to any
U S. Department of Labor technical assistance grant.
SECTION XII: Audit Requirements
This is not a financial assistance contract; therefore there are no audit requirements.
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SECTION XIII: Final Program Reporting Requirements
Within 30 days of completion of the contract, the provider will submit any required written reports to the
Department. These reports include, but are not limited to:
• CET Clients Referral Status Report
• CET Placement Report for FY-T-D
• DSS 1571 Monthly Report of Service Delivery
• Monthly Individual Enrollee Progress Report
• Annual Report on Placement, Type Placement, and Retention
SECTION XIV: Amending the Contract
This contract, in whole or in part, may be amended at any time by written statement:
A. By the Department in the event that revision is necessary to meet new or revised rules, regulations,
law, policies and standards as affected by this contract; or
B. By the Provider with the approval of the Department in the event that revision is necessary due to
alterations in the activities/service(s) described in the contract and CBT Program Narrative; or
C By mutual consent of both parties..
D. To extend the length of the contract up to two additional one year period..
SECTION XV: Termination
This contract, in whole or in part, may be canceled at any time:
A. By either party, with cause, upon at least thirty (30) days notice, in writing, and delivered by
registered mail with return receipt requested, or in person; or
B. By the Deparhnent in the event funds which have been allocated by the Division of Social Services
Are eliminated or reduced to such an extent that, in the sole determination of the Department,
continuation of the obligations at the levels stated herein may not be maintained. The obligations of
each party shall be terminated, to the extent specified in the notice of termination, immediately upon
receipt of notice of termination from the Department; or
C. By the Department if the Provider: (I) is determined to be in violation of terms of this contract and/or
applicable Federal, State, and County laws, regulations and policy; and/or' (2) fails to maintain
program certification or licensure; or
D. By mutual consent of both parties.
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, and 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 effective date of termination. Reimbursed shall not be made for property or supplies purchased
after the notice of termination is received except as approved by the department.
SECTION XVI: Waiver by the Department
Waiver by the Department of any default or breach in compliance with the terms of the contract by the Provider
shall not be deemed a waiver of any subsequent default or breach and shall not be construed to be 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,
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8
SECTION XVII: Specified Attachments
1. Addendum One: Tuition Schedule
2. Addendum Two: CET Quick Facts
SECTION XVIII: Pre-Audit Statement and Signatures
This contract has been pre-audited in the manner required by the Local Government Budget and Fiscal Control
act.
Signature:
Date:
Center for Employment Training, Inc.
By: _
Title:
Date: 94-1658311
(Federal Tax ID#)
Orange County Department of Social Services
By:
Title:
Date:
Chair. Social Services Board
Chair, County Commissioners
Orange County Finance Officer
WITNESS
(SEAL)
WITNESS
(SEAL.)
Date:
Date:
Page 6 of 6
Centex for Employment Training
Central Administration
701 Vine Sveet, San Lose CA 95110 (408) 287-7924 Fax (40fi) ?94-7849
To: All Funding Sources
From Ana e Briones-Sasa, Director
Planning & Contract Administration
Center fox Employment Training (CE'I~
Date: June 7, 2004
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RE: Updated Tuition Schedule and Cancellation Policy for FY 04-OS
The purpose of this memo is to notify you of a change in our CanceIlation Policy from 10 days to
5 days for FY 04-05.
The section entitled Cancellarion Rights on pa;Qe 13 of our Student Catalog will now read, as
follows: "A student has the right to cauael his or her enrollment until midnight of the fifth
business day from the date of enrollment" This chanse will become effective July 1.2004.
An addendum to ouz Student Catalog will be issued in the neazfuture- Jn the interim, you may
download and print this memo and attach it to the back of your catalog.
1n addition, enclosed please fmd a copy of our mast current'Ilrifion Schedule which also eoes
into effect on Ju1V 1.2004.
Jf you have any questians> please feel free to contact me at (408) 534-5271.
io
CENTER FOR. EMPLOYMENT TRAINING
DURHAM, NORTH CAROLINA
ADDENDUM #1
TUITION SCHEDULE
COURSE NAME HOURS 60% WEEKS TUITION
Medical Insurance & Billing 630 378 18 $6,130
Medical Admin. Assistant 720 432 21 $6,643
Medical Records 330 198 9 $4,418
Business Office Technology 990 540 26 $7,671
Computer Office Occupation 420 252 12 $4,933
N(JTE:
1, The tuition listed above is for day classes only.
2. The number of weeks will be greater for evening classes since students aze in training
fewer hours per session than day students.
3, For workers with industrial injuries who require different training times,
Rehabilitation Counselors may negotiate training times that are longer ar shorter than
those listed above. Tuition for those times will follow the standazd Tuition schedule
which maybe found in the Injuzed Workers Manual.
4.. See Addendum 5 and Student Catalog for additional information regazding prorated
tuition refund, and administrative fee, for early withdrawal before 60% of the
scheduled hours.
Center for Employment Training
Durham, North Carolina
Durham. Facility Description
Addendum #2
The Crreater .Durham Center in North Carolina is centrally located to serve an area
internationally 1mown as the lt.esearch Triangle. Located just two minutes from the
Durham Freeway and Downtown Durham CET-Durham is readily accessible via
p'ablic transit and can. accommodate private transportation.
C)ur campus is located in a highly visible and community-based business and
education incubator called the Golden Belt Center. The physical address is Center
for EmploSunent Training, Golden Belt Center, 807 E. Main Street, Bldg.. 4,
Durham, NC 27701, which is also located in fihe heart of Durham in an area
commonly known locally as North East Central Durham.
The Golden Belt Center was canstl~ucted in 1857 and has a beautiful lied Brick
finish bath outside and inside. CET cur7ently occupies 7,253 square feet of space
and is home to three vocational skills (Automated bf~ce Skills, 1\Pedica_i
Administrative Assistant, and Medical Insurance Billing), Qur current facility can
also accommodate one additional skill and there are plans to exgand to the second
floor of Bldg.. 4 by adding another 7,407 square feet a£ space within the next 6
months.
Per sec~~:rity measures 4ie Golden Belt Center is fenced-in and equipped witi:
security cameras and a burglar alarm system. Parking is plenteous--•located cn
Belt street and at the rear entrance of the facility. We have wonderfiti neighbors at
the Golden Belt Center which include tl~e Durham Hauling Authority, Durham
Literac„y Cauncii, tiTe PItOU~ program for yotths, FCB Career Servace~, and a bast
cf small business employers.
OS/25/Q4
~a
Center for Employment Training
Durham, North Carolina
Faculty Qualifications
Addendum 3
Sandra Lewis --- Medical Insurance Billing Instnzctor/Advisor
Ms. Lewis has over IS years of experience in the Medical Insurance
Billing Industry. She holds a certificate in public speaking and
management from the Dale Carnegie School in New York, NY,
Secretarial and Computer Science Certificate from Manhattan Career
Institute in New York and 2 ,years of Liberal Arts, Sociology, and
Psychology from Tarkio College in Tarkio, MO. Ms. Lewis has held
positions such as Office Manager, Patient Account Representative,
and Billing Specialist in various Medical settings..
Elizabeth Pace -Business Office Technology Instructor/Advisor
Ms. Pace has over 21 years of Clerical, Business Management, and
Training experience. She received training in Business from
Meredith College, Raleigh, NC, Computer Programming training at
Raleigh School of Data Processing, and Business Management
training from King's Business College in Raleigh. Ms. Pace has
worked as an Administrative Skills Trainer for IBM, Office
Manager, Executive Secretary, Administrative Specialist, and a
Project Assistant.
Regina L,arnothe - Medical Adrnin. Assistant Instructor/Advisor
Ms. Lamothe has over 4 years experience wanking in the healthcare
field in patient accounting and medical claims processing. She has
also been an active volunteer and educator in civic organizations.
Ms. Lamothe possesses a BA degree in psychology fram Hofstra
University in New York. She is CET Durham's mast senior
instructor with 4 years of experience in the classraom-
-3
Center for Employment Training, Durham, North Carolina
Course Descriptions (A.ddendum 4)
Medical Insurance Billing
•. Medical Terminology • Medical Office Administration
• Creneral Office Procedures • Medical Forms
• M. ath/.Accoimting/Bookkeeping • Calculator Operations
• Medical hnsurance Pr. Forms • Medical Coding
• Com uterized Billing • Medical Records
Medical Administrative Assistant
• Allied Health Care • PC Literacy for Healthcare
• Communication/Interpersonal • Receptionist/Clerical Procedures
• Principles of Health Care • F,xternship
• Medical Records Systems • Computerized Accounting
Medical Records
• Medical Terminology • Medical Office Administration
• Math/Acco2mting/Baalrkeeping • MedicaUInsurance Coding
• Com uterized Billing • Medical Records
Business Office Technolo
• File Management • Financial Record Keeping
• Ten-Key Calculator Operations • Business Communication Skills
• Ward Processing Pracedures • Receptionist Ski11s
• Basic Spreadsheet Operations' • General Office Procedures
• Data Entry • Basic Com uter Technology
Center for Employment 'Training
Durham, NC
Student Withdrawal
Administrative Fee
(Contract Addendum #5)
Affer 10 days of enrollment, pro-rated tuition will be refunded for students who withdraw
prior to completing 60% of the scheduled course hours. An administrative fee of $100 will
be assessed if a student withdraws before 60% of the scheduled hours.
No tuition will be refunded for any termination that occurs at or after siety percent (60%)
of the schednled course hours. (See Addendum #1)