HomeMy WebLinkAboutAgenda - 06-18-2002 - 8m ORANGE COUNTY BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Data: June 18, 2002
Action Agan a
Item No.
SUBJECT: Contract with Orange Enterprises
DEPARTMENT: Socal Services PUBLIC HEARING: (VIN) No
ATTACHMENT(S): INFORMATION CONTACT:
Nancy Coal ext 2800
Contract
TELEPHONE NUMBERS:
Hillsborough 7324181
Chapel HIII 968-0601
Durham 688-7331
Mebane 338-227-2031
PURPOSE: To request approval to continue the contract with Orange Enterprises for Work
First clients with significant tamers. -
BACKGROUND: Orange County has experienced a 58% reduction in the number of families
receiving Work First Cash Assistance. The remaining adult pamciparde have multiple barriers
to independence and require intensive services In transition them into employment One of the
strategies recommended by the Welfare Reform Task Force was to contract with Orange
Enterprises to complete a vocational assessment, provide work adjustment services, place
participants in employment, and provide job retention services. Orange County entered into a
contractual agreement with Orange Enterprises effective April 2001.
The Department of Social Services has utilized a contract with Orange Enterprises to address
the needs of the hardest to serve Work First families. Services include comprehensive
evaluations and supportive employment and follow-up. This has been an effective strategy for
some of the clients who have difficulty securing employment. During Fiscal Year 2001-2002.
Orange Enterprises has assisted Me County to exceed employment goals by providing
employment for eight participants.
The Social Services Board has reviewed this contract and recommends that Me Boats approve
a contract in the amount of$10,000 for Fiscal Year 2002-2003.
As a side note, the Board may remember a request for assistance at the Boards April 2,2002
meeting from Kathy Bryan with Orange Enterprises regarding the installation of handicapped-
accessible door at the Orange Enterprises facility. Orange County Public Words responded the
fallowing weak and installed the door as requested.
FINANCIAL IMPACT: The coats will be paid as part of the Work First 810 Grant.
RECOMMENDATION(S): The Manager recommends that the Board accept the
recommendation of the Social Services Board and approve a contract with Orange
Enterprises For$10,000 in Fiscal Year 2002-2003.
Page l of 6
STATE OF NORTH CAROLINA
DIVISION OF SOCIAL SERVICES
PURCHASE CONTRACT
mN 88EM
T1ris Contract is entered into beRvem the Depsnmmt of Social Services and Orange
Entespnses.for (referred to as Provider)identifiN on Attachment A. This contract shall
consist of form DSS-2497,aria Attachment A(DSS-1292).
The Department will purchase specific services fiom the Provider as M forth in the
Contract in order to make optimal use of the f ernities,staff and progmtna 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 re and Rom
the dazes specified on Anaclunent A.
SECTION 1:RESPONSIBILITIES
A. The Departmet will
1. Determine client eligibility for service(s)in accordmee with Federal and
Store regulamus: and
2, alone the Fmvidler on Tom DSS-1360 continuing the eligibility of each
individual for the service,the period of time for which services are aothonmel,
and ary changes in the individual's eligibility status,and
3. Reimburse the Provider for service(s)purchased is described in Attainment
of This Contract for eligible clients; and
4. Keep the Provider Wormed of my alterations in anNOt in the regulations
governing the service program: aM
5. Accept fiscal roof muibility 5cr dcaiano is from the menu of this Contract as a
result of was of fie Department or any of its officers,employees,agents or
representatives.
a. The Provider will
1. Provide services)as specified in AhzeFUnmt A of this Contract in accordance
with applicable azmWarde far the earvice(s),and
2. Fumieh information to the Department as required ten support the full cost of
services)provided pursuant to this Contract and
Page 2 of 6
3_ Comply with all Slate licensing standards,all applicable accrediting standards and
any other standards or criteria established by the Division of Social Services to
sesure quality of services;and
4. Restrict the use or disclosure ofdNbimation obtained in connection wide 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 erms of Section 504 of the Rehabilitation iom of 1973 and all
To,ameme in imposed by or pussterm m the regulations of the Department of
Health and Human Services issued pursuant to that Section,which prohibit
discrirtdrall against harWdcappd persons N employment and is the operation
of pogroms and activities receiving Federal funds;and
6. Comply with Title VI and VII of the Civil Rdghts Act of 1964 mud all reNirements
imposed by or pursuant m the regulations of the Department of Health and Human
Services issued pursuam to that Title; and
]. Accept fiscal na po nubility for deviafians from the terms of this Contract as a
result of wu ofthe Provider or any of is officers,employees,agents or
representatives.
SECTIONH; FPCPONSIBILII'Y FQ LIARILIDE9
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.
SECUQN 11.1. T ATM]ETFT OF ASSETS
Towering of worry acquhe l under this Contract shall he subject to No following:
A. Ownembip of property pmehssed by me Provider under the terns of mis Contract or
wldch mandbursemehht by the Department is based upon the actual purchase cost of the
property shall immediately vest with the Department of Human practices upon such
reimbursement.
B. The North Caredihu Department of Hamm Resources shall have no claim to property
purchased by the Provider under the terms of this Contact for which reimbursement by
the DcpamnmI is based upon approved dopier tation schedule or use allowance.
C. The Provider shall maintain and administer in accordance with sound biomass Promise
program for the mdatenance,repair,protection and preservation of property,purchased
undo the ounce of thus Contract to assure its continued availability.
D. Property purchase muter the terms of this Contract shall be hard only for the performance
of this Contract.
Page of 6
SECTION IV: RECORDS MU ISE MS
A. The Provider agrees to maintain clear records which date and document, in accordance
with established policy,the service delivered for the individual,a valid euthatization for
ce,programs records,documents and other evidence wtuch reflect program
operations.
B. The Provider agrees to dudish information to the Department, as requested to suppon
provision of serviced putsuavt to thus Contract and the full were of me set aM
submitchanges,as needed or required,in this Contact Attachment A or approved
supporting information for review and approval be the Depmmerm.
C. The Provider agrees to maiectirt beaks,records,dacuments and other evidence and
accoacturrig procedures which reflect all direct and indirect carts expended mrs"this
Coutrai A current,complete inventory ofall equipment purchased under he terms of
this Contract must be kept
D. The Pmvidor agrees to remain all books,records and other documents relevant to this
Contract for three years after final paymem or unfil all audits trimmed beyond this period
are completed. Federal auditors and any persons ummanzm by the Division of Social
Services or Na Depenmdeu shall have Ne right to examine any afNCae materials. In
records pmduccd under Nis Contract will be arced over to due Department
SECTION}_/: SUBCONTIUtCT ING
The Provider shall not subcontract any of Ilse work contemplated under Nis Contract without
obtaining prior written approval Gam the Department. Any approved subcontract shall be
subject to all conditions of Nis Contract. The Provider shall be responsible L Ne
perfnnance of my subcontractor.
SECTIr' Qyy y[: MAMEMANCEQFEFFOR3
The Provider emlfies that the fiends to be used under ihls Contract do not replace or supplant,
in my way,Federal,State or local fwWs for already renting services..
SECTION Na. MONITORING AbQ EYALUATION
• The Provider agrees to participate is program,fiscal and administrative monitoring or
audits,adding records an stall time available to Federal,State deal county staff
• The Provider agrees m take necessary Reps for corrective action as negotiated within a
mmrve urban plan,for my items found to be am ofcompliance with Fakrd and State
laws,regulations,standards and/or tars of this Counsel.
L
Page of 6
SEC VIII: Ah1ENDMG IHE CONTRACT
This contract in whole or in any pert may be amended at my lime:
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 to oNm immediately in writing if an amefsdmmt
becomes necessary due to alterstions in the activities desenbed in Attazhment A or for
any other reason.
SECTION IX. TERnmNATION
A. This contract,in whole or in my part,may be canceled at any time:
1. By my party, with cause,upon at lean 30 days notice,in writing,and delivered by
registered mail with return receipt requested or in p sson,or
2. By the Department in the event reimbursement to the Department is not available
andmr continued n an agpoigne level sufficient to allow for the purchase of the
iudicaWlquiummyofservico. Theobligahom ofeampany rhea be tttmivatedm the
extort specified in the notice of termination,immediately upon receipt of the notice of
termination form the Department,or
3. By the Department m the event that the Division of Social Secvicee/Depertment
determines that the Provider is in violation of my or all of the terns of this Contract.
The obligations ofeach party shall be terminated to the extent specified in the notice
of readmitted immediately upon receipt of the notice from the Department,or
4. Bymutualconaentofallpmies.
B. In the event oftersomation in pm,ell patties shall continue the performance efthis
Connect to the extent not tetminmed.
C. if tws Comment is morn akd,in whole or in part,the Providm may be wired to deliver
and transfer Title or assignment of Ntorcaz to the Division of Social Services or dispose of
my property specifically prodmed or acquired for the performance of such pm of this
Cabinet as has been terminated,and the Provider shall,upon due direction of the Division
of Social Serdee ,protect and preserve property in the possession of me Provider in
which the Division of Social Services has an interest.
D. After receipt of a notice of turmimned,ant except ae otherwise directed by the
Depmmmt,hie Provider shall cease work under the Contract w the date,an to the
extent Supoihedint for me do£termination. The Der to shall pay the Provider the
agreed upon amount for me delivery ofservices coder the terms of this
equipment Conneduptothe
purcasedaftoft onoticeo .draftsman re eive not be made
approved by ant or supplies
purchased after the notice ofterminetion is received except as approved by me
Depmenent.
Page 5 of 6
E. Waiver of wav default shall not be deemed to be a waver of any subsequent default.
Waiver of breach of any provision of the Contract shall not he deemed to be a waiver of
any oNer subsequent breach and shall not be construed to be a modification of the terms
of his Contract unless stated to be such in venting,signed by an authorized representative
of the Department and attached to the Contract
SECTIO X: CONCLUSION
It is expressly understood m agreed that the services provided a eligible clients pursuant to
this Contract shall conast exclusively of those services dpecifief N the attached program
description incorporated into this Contract ac Auadunent A.
It is mother understand and agreed that the provision of services pursuant a his Conned
shall be subject to the limitations died conditions contained in the laws. regulations,
guide miss and plaza cited N this Contact,and that this COnnraet is subject to mamIctuaran or
on to meet any new or morsel roles,regulations,or policies that may be issued by to
Oepamnenr of Health and Hmndn Services,or the Nonh Carolina Social Services
Commission,or the Depemum of Borden Resources and Nat are convmroicatsal to the
Provide
PR0=11 DEPARTMENT
Ofanne Emotional Inn 01=S
Signature: Simmons:
Title: Director Title: Director
Dan: Daze:
]his Agreemmt has been preauditedin the manner required by the local Government Budget
and Fiscal Coastal Act.
ATTEST:
Orange County Finance Office
Signature:
Dam:
Chair. [hanee Couvry Board of Couvry Comm ssr
Signature:
Date:
3
Page 6 of G
SEC I NXF CERTIEIC TOP!
The Omnge County Board of Stood S eta airports the need for that perfmrn cnbased contract
wnh the Orange Pnteryriaa,Irc.to provide rmploymrnt support senieca to Work First pnrtapanrs
who have not been one w gain and mvmam paid employment.
Dorothy Gamble,Chair
Orange Cooney Borard Of Soria[Somers
ATTACHMENl'A v
State of Nortls Carolina
Division of Social Services
Contract Application Page 1 of 7
1. Contract Summary
A. ]lds agreement is between the Oranee County Depattmem of Social Services
(hereinafter referred to m the"Dteartmevt")and the Orenee Entealmues [nc.
(heretofore end hereinafter m@rred to as the"Provider"),
D. This agreement shall be in effect from 9/012002 to h/30¢o03
C. Servt es to holiest l:
M (2) (3) (0) (5)
Number of NumberofUnita Defi'lion of
Service Service Code Persons Served of Service Unit of Service
Case
Mana ement 522 5 5 I participant
' Reimburaemepts based on completed evaluation and employmmt outcomes achieved.
Any additional services should be listed in 111. -Service Program Description
D. Aream be Served: Orange County
10
State of North Carolina
Division of Social Services
Contract Application Page 2 of
E. Contrast Identification.
1. Provider
a NameofCortractei Bryarf
Tel.#: 732-8120
In U m F C Person: Aatotua Pldtoza
Tel.#: 732-8124
c. Progratn Name,Location end Mailing Address:
500 Volley Fable Rd.
urb NC12229
d. Additional Service Delivery Sites:
e. Status : ( )Public (X)Private,non-profit
( )Pmate,for Profit( )Individual
E Prouder Conunwill)# n%°tn—
2. CounwDeparronsentof Sec al ¢cm
e nr Canvazt Admin'stmmr Nancy Cosmn
a Tel.#: 2A5-2800
b. Name of C Prourvin Contact eveston. Gwen Price
Tel.#: 245-2800
c � fC D eutof Social Sery
300 w Ti; on Strett
Hillsbaciromiju,NC 27278
Slow of%orth Cer slim
Division otsocial services
Contract Application Page) of 7
IL Fiscal Pmvislons
A. Amowt ofRmsibursement
Reimbursement antler the terms ofthis agreement will be limited to a maximum of
S IO1TOTAI.=$ SSBG+S NB+S RAP+
S State+$_County+$ Othec(ideftify):TA Block Grant
(Optional: County funds cotuist of for end
for funding sapper)
B. Method of Reimbursement:
I. For Purchase Contract(DSS-2497)Total and Upon Coal:
(X) a. Reimbursemrit will be made in accordance with the current budget approved by
the Department and on file with both parties. The amount of mimbumement will be
based on allowable expenditures made in behelf of eligible clients,determined in a
accordance with ecccpmblc cost allocation methods. The Provider will report all
expnidimres made under the terms of the cwtrazt.
Ob. Reimbursement will be made at a unit cost rate of$ per wit of
imbursmtmt delivered to eligible clients for an estimated number of
more The provider will document total expenditures made under the tennsof the
contract to the Department wilun marty days after the tmnination of this contract,
or as instructed by the Department. Reimbursement which exceeds actual allowable
cost wit be adjusted b acttW allowable cost.
2. For VeMOr Agreements(DSS-2252)Fixed Rate
Reimbppsement will be beats on
( ) e. a standard feed rate or
( I b. an individual fixed rate.
c. ReimbursemeN will be made at a fixed rate of Spa wit of
(define)for mm deimateal 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,
cautioned rupee end units can be identified as follows:
12
Slate ofsanM Caroline
Division of Social Services
Contract Application Page 4 of 7
C. Reimbursement Reporting:
1. Expenditures
The Provider will report expenditures monthly in accordance sent policy set forth by
the Controller's Offices,Division of Social Services, issued via the Fiscal Manual.
Expenditures are to be reported on to DSS Administrative Cost Repon(Form DSS-
1571,Pan ILL). Reports ate m be submitted to to Department by the fifth working
day ofte month fallowing to month in which services were delivers. The
Department will reimburse to Prervidermanday,usually by check upon receipt of a
completed and correctly filed report
2. Reporting for to Smt raids Services Intbrmation System(SIS)
In addition m the AdmiNShative Cast Report(DSS-15)l,Pan III),the Provider will
submit m the Depmtmwt to Monthly Report of Service Delivery(DSS Form 1571,
Pan IV). This should he submitted along with the Administrative Cast Report by the
fifth working day of the month following the month in which smites were delivered.
The units repeated in Column 12 of the 1571 Part IV are to units ofservice defined in
Columt 5 of I.C.of this Attachment. Service definition end reporting wistmctietu are
found in Family Services Manual,Volume VI, Chapter 1V.
D. Audit Reepuiternwts
The Pmvlder dull be responsible for come nswe with the audit requirements of
Department of Health and Human Services federal regulation 45 CFR Part 74,
Admiimstamon of Grants,or State Administrative PrOCWtes Moment fm Federal Black
Greet Funds,whichever is applicable. These regulations stipulate that an mmual audit be
performed for the fiscal year in which connect funds were received.
O 1, NA
Private,nan-pmfit if wwunt of reimbursement received is under$ 1,0M private,
for Profit or individual
(X) 2. (AMhec leteMvate,Nov-Profit Ptovidemifreimb.$I,OWorovs)
M anmtal aadit is wbe performed m wmN=ce wit OMB Circular A-llo by m
"independent auditor" Independent audimt'mews either: (a)a state govermnen[
audits from the Department of Human Resources or the Department of
Arbouratretioo,Office to the Sta¢Auditor,or(b)a retuned public accountant.
Upon completion of the audit,a copy of the audit report must be forwarded m to
county department of social services.
State of Vonh Carolina
Division of Social Services
Contract Application Page S of
O 3. (Applicable or Public Hospitals,Colleges,and Universities)
The amual audit must be performed in accordance with OhB Circular A-110.
It is not rental for the institution to program audits performed separately
Sow an all-inclusive single audit which entails all revenues and expenditures
ofthepubhcagercy. However,it is the responsibility of the cenmdor to
are that the contract partners is included i¢the institution's single annual
audit.
A copy of the audit report must be provided m the Cowry department of
Social Services upon completion of to amml audit.
O 4. (APPlieable to State or Local Government Agencies)
An annual audit is to be performed in accordance with OMD Circular A-128
by
an independent auditor. Upon completion of the audit,a copy of the audit
report must be foawarded to the county Department of Social Services,
E. Client Fees forService
(Q L No fees will be charged to individuals determined 0 be eligible Or services by
the department of wind smites
( J 3. The seNlce(s)slider contact with the Prowler are SmiUS for which a client
fee My he asserted. Policy regarding the assessment avd cullee1011 of fees is
contained N Family Services Manual, volume Vl,Chapter Ifl. Ha client is to
to be chugged a fee,the department will Worm the Provider of me amount of
fee to be charged and of any Subsequent changes by way of the Purchase of
Smite Refmal and AuWmizanwal(DSS Form 1360). no PmVidm will
establish a plan with the client for collecting the fee on m least a monthly basis:
and when bass are not paid within ten days of the due date,will bill the client
in wrung and send a copy of the bill to the Department. NO OTHER FEES
FOR SERVICES MAY BE CHARGED TO THE CLIENT. Client feet me m
be reported on the MonWy Report of Smite Delivery(DSS Form 15]1,Pan
I"
F. Management of me Fuming/Marching Share Requirement
( ) L A cash tr=m r ofthe matching share will be made to the county depatmeat
Of armed Smices in accordance with the terms specifisl in the Donation
Agreement(DSS-1319).
State or North Carolina
Division of Social Services
Contract Application Pagebef 7
O 2. The provider certifies through the contract budget attached to its contract that
the matching more in available. Further,it is agreed that the provider will
mport all progma toter;rhea N each month relating to this contract on the
DSS-1571. However,reimbursement will be limited to the fdanIstate
financial participation rate.
(X) 3. The counry department of social services is providing the match
G, Provider Fees(For Perchance CantraNS Only)
(NA) 1. The Provider agtew m pay the Deparhnenv Division uP 0S
pnhanaimuive Fee as paymmt in bill for the admimxtratim of the contact.
The mount of Shot is five percent of the matching shoe contributed"e
Provider.
(NA) 2. The Provides ageser to pay the Deparina mup to$ Certification Fee
as payment in full for the determination and cenifieabon of client eligibility.
The mount of the fee is five pemrut of the matching share co stributeriby the
Provider.
.Uroriioning and Ceni ication Fees,when applicable, will be deducted from the
=me to be reimbursed
State of North Carolina
Contract of Social Services
Contract APPlication Page pof 7
Ill. Service Roprun Description
The contract between Orange County Department of Social Services and Orange Enterprises,
Inc. resoles hour a need w provide wtensive caze management services w thehartlest w serve
Workfiratf ilost [hange Enterprises mission is to provide aarvices Naz enable irsdividuuls
with employment barriers to mexinum their vocational potential through employment.
Supported employment service was developed to save individuals who have not been able to
gain and mamtaw paid employment through more traditional approaches. Supports will be
Provided w Work First Participants in an employment situation in varying degrees of
intensity,comprised Of combination of boom on and off-site supports,but will always be
designed w men each individuel's particular needs. The delivery of support scarcities is a
combination of direct and indirect involvement by a trained professional. The employment
specialist will work with the supposed employee,employer, and de workers o the work site
W meditate development of natural employee-employer wworker relationships given the
particular work activities and work culture. The employment specialist will provide much of
the direct napping of the supported employee,or support me employer or a coworker in
providing the creeping themselves. The involvement of the employment specialist will fide
gradually over nand to a level of applicant necessary to assure that the supposed employee
reactions his or her spins an a valued employee. A minimum level of support of two contact
each month has beer established when employment is obtained.
Support employment is a holistic approach,which copilaliaen on the strengths and abilities of
each individual. The supported employment specialist will work with an individual to
identify as employment objective and then implement a play to achieve dual objective.
Barriers to employment are identified and that systematically eliminmed by the specialist and
others who make up due supported employs s circle of venison.
ORANGE ENTERPRISE'SERVICE DEFINITIONS
Seat
Vocational Evalatiow The purpose of an evaluation is in assess a person's current skills,
interests,borrowed limitations,strengdw,and bamem to employment. Evaluations consist of
atanJardiz�testing is well an observation in different work sophisms. Place may include mr,
sites in the community as well m a Orange Enimprise(OE). The length of the evaluation
will be determined by the individual neds of the client.
Work Adjustments;Services:These services can be provided at OE,on a volunteer sltte or oar
atemporuyjobsite. The services include job club,skills traiming(pmblem solving,resume
wailing,interviewing meeting employe[expectations),end the Opportunity to Practice good
work habit.
placement Services:Placement services include a wide array of services,which are
individuated w meet the pee];of due client. These services include job development,
placement,ion coaching,advocacy with employers,resume wnlin&interview skills;mining,
1e
devising and implementing strategies to overcome banters to emPloym nn,and cmmnunity
resource training.
Job Rerention Services, The purpose ofjob tetmtion service is to provide the client with the
longterm support needed b stay on ajob after stabilization. Some of the services provided in
job retention are support visits with client;job site visits with employers,nenvorlimi services,
arctt planrdng,and pmblen solving awlO trvrtivg. These sormoi alsetailotedto meet the
specific needs of the client.
Reimbursement
Orange Enterprises will be reimbms>i based for expenditures as outlined in this contact in
the purchase Contract Budge. Verification ofexpeMintea must be submitted to the
Department of Social Services on a morally basis and no late than the S'h of the more
following the more of expeMitme. Reimbursement will be processed within 15 days of
receipt.
A Evaluxiiov--5850.00
8 Smbilizadon Phase I(unsubsidized employmrnt obtained}-82000.00
9 Slabillzadan Pbase R(employment maintained 90 days)--54000.00
Dutemmes
C Develop iMividualized Plana for employment
J Place 5 participants or Unsubsidized employment
4 Pmvlde
+r Movtm participants fohr m 90 days after am
ployment