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HomeMy WebLinkAboutAgenda - 06-08-2004-5rORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 8, 2004 Action Agenda Item No. 5 - {' SUBJECT: Contract Renewals with School Systems for Adolescent Parenting Services DEPARTMENT: Social Services PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Contracts (under separate cover) INFORMATION CONTACT: Nancy Coston, 245-2800 Gwen Price, ext 2800 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To continue contracts with each school system to provide specialized services to pregnant and parenting teens. BACKGROUND: One of the main goals outlined in the federal welfare reform legislation is to support teen parents and to avoid additional unplanned pregnancies. Therefore, federal funds in the Work First Block Grant can be used far this purpose. The goals of this program are to improve parenting skills, assure that participants complete their education and delay second pregnancies, The ultimate goals are to help teens prepare to be self-sufficient and to prevent them from becoming dependent on public assistance. Teen parents are at high risk for becoming dependent on public assistance, particularly if they drop out of school, These contracts will be coordinated with the programs at the Department of Social Services, which have been very effective in helping participants to finish high school and to delay additional pregnancies. In Fiscal Year 2003-2004, sixteen teen parents were served by Orange County Schools and twelve were served by the Chapel Hill-Carrboro City Schools. Because of the services provided under this contract, 11 teen parents will graduate this school year. Teen parents have been identified in each school system for services next year and there is sufficient need to justify a full-time social worker in each system. The contracts are based on a caseload of 12-18 teen parents far each social worker in each school system, The social workers will provide individual and group interventions with teens and will try to address issues that might result in the student dropping out of school. Supportive services (such as housing, transportation, day care, medical care) may also be arranged by the social workers, The social workers at the school work with the other school personnel to meet the academic needs of pregnant or parenting students. The Social Services Board has reviewed these contracts and recommends approving $44,323 for Orange County Schools and $47,505 for Chapel Hill-Carrboro City Schools for Fiscal Year 2004-2005. The costs for each system are based on the actual salary and related cost of the person in the school system who will provide these services and varies based on longevity and other differences. The systems will be reimbursed for actual expenses incurred. FINANCIAL IMPACT: The $44,323 for Orange County Schools and $47,505 for Chapel Hill- Carrboro City Schools will be paid with 100% federal funds in the County Work First Black Grant. RECOMMENDATION(S): The Manager recommends that the Board accept the Social Services Board recommendation and approve the contract renewals with the two schools systems. Page 1 of 6 STATE OF NORTH CAROLINA DIVISION OF SOCIAL SERVICES PURCHASE CONTRACT This Contract is entered into between the Deparhnent of Social Services and Orazige County Schools (referred to as Provider) identified on Attaclunent A. This contract shall consist of form DSS-2497, Attaclunent A (DSS-1292) and Budget (DSS-6844). The Department will purchase specific services from the Provider as set forth in the Contract in order to make optimal use of the facilities, staff and programs 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 to and from the dates specified on Attaclunent A. SECTION I: RESPONSIBILITIES A. The Department will: 1. Deternrine client eligibility for service(s) in accordance with Federal and State regulations; and 2. hxfonn the Provider on Form DSS-1.360 concerning the eligibility of each individual for the service, the period of time far which services are authorized, and any changes in the individual's eligibility status; and 3. Reimburse the Provider for service(s) purchased as described in Attachment A of this Contract for eligible clients; and 4. Keep the Provider informed of any alterations in and/or to the regulations governing the service program; and Accept fiscal responsibility for deviations from the terms of this Contract as a result of acts of the Department or any of its officers, employees, agents or representatives. B. The Provider will: 1. Provide service(s) as specified in Attaclunent A of this Contract in accordance with applicable standards for the service(s); and 2, Furnish information to the Department as required to support the full cost of service(s) provided pursuant to this Contract; and Page? of 6 .3. Comply with all State licensing standards, all applicable accrediting standards arrd any other standards or criteria established by the Division of Social Services to assure quality of services; and 4. 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 Comply with the terms of Section 504 of the Rehabilitation Act bf 197.3 and all requirements imposed by or pursuant to the regulations of the Department of Health and Human Services issued pursuant to that Section, which prohibit discrimination against handicapped persons in employrnent and in the operation of programs and activities receiving Federal funds; and 6. Comply with Title VI and VII of the Civil Rights Act of 1964 and all requirements imposed by or pursuant to the regulations of the Department of Health and Human Services issued pursuant to that Title; and Accept fiscal responsibility for deviations fiom the terms of this Contract as a Result of acts of the Provider or any of its officers, employees, agents or representatives, SECTION II: RESPONSIBILITY FOR LIABILITIES Each party hereto agrees to be responsible for its own liabilities and that of its officers, employees, agents, or representative arising out of this Conhact. SECTION III: TREATMENT OF ASSETS Treatment of assets acquired under this Contract shall be subject to the following: A. Ownership of property purchased by the Provider render the terms of this Contract or which reimbursement by the Department is based upon the actual purchase cost of the property shall inmrediately vest with the Department of Human Resources upon such reimbursement. B. The North Carolina Department of Human Resources 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 approved depreciation schedule or use allowance. C. The Provider shall maintain and administer in accordance with sound business practice a program for the maintenance, repair, protection and preservation of property purchased under the terms of this Contract to assure its continued availability. D. Property purchase under the terns of this Contract shall be used only for the performance of this Contract. Page .3 of 6 SECTION fV: RECORDS AND REPORTS A. The Provider agrees to maintain client records which date and document, in accordance with established policy, the service delivered for the individual, a valid authorization for service, programs records, documents and other evidence which reflect program operations. B, The Provider agrees to furnish information to the Department, as requested, to support provision of service(s) pursuant to this Contract and the full cost of the service; and submit changes, as needed or required, in this Contract, Attachment A or approved supporting information for review and approval by the Department.. C. The Provider agrees to maintain books, records, documents and other evidence and accounting procedures which reflect all direct and indirect costs expended under this Contract. A current, complete inventory of all equipment purchased under the terms of this Contract must be kept. D. The Provider agrees to retain all books, records and other documents relevant to this Contract for three years after final payment or until all audits continued beyond this period are completed. Federal auditors and any persons authorized by the Division of Social Services or the Department shall have the right to examine any of these materials. In records produced under this Contract will be turned over to the Department.. 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 Contract, The Provider shall be responsible for the performazrce of any subcontractor. SECTION VI: MAINTENANCE OF EFFORT The Provider certifies that the funds to be used under this Contract do not replace or supplant, in arty way, Federal, State or local funds for already existing services. SECTION VII: MONITORING AND EVALUATION A. The Provider agrees to participate in program, fiscal and administrative monitoring or audits, making records an staff time available to Federal, State and county staff. B. The Provider 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 and State laws, regulations, standards and/or terms of this Contract. Page 4 of 6 SECTION VIII: AMENDING THE CONTRACT This contract in whole or in any part maybe amended at any time: 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 ofboth parties. B, Each party to this contract will notify the other immediately in writing if an amendment becomes necessary due to alterations in the activities described in Attaclmlent A or for any other reason. SECTION IX: TERMINATION A. This contract, in whole or in any part, maybe canceled at any time: By any party, with cause, upon at least .30 days notice, in writing, and delivered by registered mail with return receipt requested or in person, or 2. By the Department in the event reimbursement to the Department is not available and/or continued at ur aggregate level sufficient to allow for the purchase of the indicated quantity of service. The obligations of each party shall be terminated to the extent specified in the notice of termination, immediately upon receipt of the notice of termination from the Department, or 3. By the Department in the event that the Division of Social Services/Deparfinent determines that the Provider is in violation of any or all of the terms of this Contract.. The obligations of each party shall be terminated to the extent specified in the notice of termination immediately upon receipt of the notice from the Department, or 4. By mutual consent of all parties. B. hr the event of termination in part, all parties shall continue the perfomlance of this Contract to the extent not terminated. C. If this Contract is terminated, in whole or in part, the Provider may be required to deliver and transfer Title or assigmnent of interest to the Division of Social Services or dispose of any property specifically produced or acquired for the performance of such part of this Contract as has been terminated, and the Provider shall, upon the direction of the Division of Social Services, protect and preserve property in the possession of the Provider in which the Division of Social Services has an interest.. D.. 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, an 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. Reimbursement shall not be made for equipment or supplies purchased after the notice of termination is received except as approved by the Department. Page 5 of 6 E. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of the Contract shall not be deemed to be a waiver of any other subsequent breach and shall not be constnied to be a 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. SECTION X: CONCLUSION It is expressly understood an agreed that the services provided to eligible clients pursuant to this Contract shall consist exclusively of those services specified in the attached progam description incorporated into this Contract as Attaclunent A.. It is further understood and agreed that the provision of services pursuant to this Contract shall be sul?ject to the limitations and conditions contained in the laws regulations, guidelines and plans cited in this Contact, and that this Contract is subject to renegotiations or revision to meet any new or revised rules, regulations, or policies that may be issued by the Department of Health and Human Services, or the North Carolina Social Services Commission, or the Department of Human Resources and that are communicated to the Provider. PROVIDER Orange County Schools DEPARTMENT Orange County Department of Social Services By: Title: Superintendent Date: By: Title: Director Date: This Agreement has been preaudited in the manner required by the local Govenunent Budget and Fiscal Control Act. ATTEST: Orange County Finance Officer Sib lature: Date: Chair, Orange County Board of County Commissioners Signature: Date: Page (of G SECTION XI: CERTIFICATON The Orange County Board of Social Services supports this performance based contract with the Orange County Schools System to provide expanded case management services to pregnant and parenting teens. Dorothy Gamble, Chair Orange County Board of Social Services ATTACHMENT A 9 State of North Carolina Division of Social Services Contract Application Page 1 of ~_ L Contract Summary A. This ab Bement is between the Orange County Department of Social Services (hereinafter referred to as the "Department") and the Orange County Schools (heretofore and hereinafter referred to as the "Provider"). B. This agreement shall be in effect from 7/01/04 to 6/.30/05 C. Services to be Provided: (1) Service (~) Service Code (~) Number of Persons Served (4) Number of Units of Service (5) Definition of Unit of Service Case Management 522 16 16 1 teen parent Information/ Referral 520 Education/Training 527 Arty additional services should be listed in ITL, -Service Program Descriptimr D. Area to he Served: Orange County School District 10 State ofNorth Carolina Division of Social Services Contract Application Page 2 of 7 E. Contract Identification: 1. Provider a. Name of Contract Administrator Dr. Shirley Carraway Tel. # : (919) 732-8126 b. Name of Program Contact Person: Donna Williams Tel. #: (9191732-6271 c. Program Name, Location acid Mailing Address: Orange County Schools x(1(1 F. T<ing_$t Hillsborough. NC 27378 d, Additional Service Delivery Sites: e. Status : (X) Public OPrivate, non-profit ( )Private, for Profit ( )Individual f: Provider Contract ID #: 2. Count~partment of Social Services a. Nazne of Contract Administrator: Nancy Coston Tel. # : (919) 732-8181 b. Nance of Services Program Contact Person: Gwen Price Tel. #: (919) 7.32-8181 c. Address of Count~partment of Social Services: P.O. B x 1~ 300 W..Tryon St. Hillsborough, NC 27278 11 State of North Carolina Division of Social Services Contract Application Page .3 of 7 II. Fiscal Provisions A. Amount of Reimbursement: Reimbursement under the terms of this agreement will be limited to a maximum of $ 44,322.53 TOTAL = $ SSBG + $ IV-B + $ RAP + $ State + $ County + $ Other (identify) :TANF Block Grant (Optional : County funds consist of $ for (funding source) for ) B. Method of Reimbursement: 1. For Purchase Contract (DSS-2497) Total and Unit Cost: and $ (X) a. Reimbursement will be made in accordance with the current budget approved by the Department and on file with both parties. The amount ofYeimbursement will be based on allowable expenditures made in behalf of eligible clients, determined in a accordance with acceptable cost allocation methods. The Provider will report all expenditures made under the ternzs of the contract. O b. Reimbursement will be made at a unit cost rate of $ per unit of reimbursement delivered to eligible clients for atr estimated number of units. The Provider will document total expenditures made under the terms of the contract to the Department within thirty days after the termination of this contract, or as instnicted by the Department.. Reimbursement which exceeds actual allowable cost will be adjusted to actual allowable cost. 2, For Vendor Agreements (DSS-2252) Fixed Rate Reimbursement will be based on: () a. a standard fixed rate or O b. an individual Fixed rate. c, Reimbursement will be made at a fixed rate of $ per unit of (define) for as estimated 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, additional rates and units can be identified as follows: 12 State of North Carolina Division of Social Services Contract Application Page 4 of 7 C, Reimbursement Reporting: 1. Expenditures The Provider will report expenditures monthly in accordance with policy set forth by the Controller's Offices, Division of Social Services, issued via the Fiscal Manual. Expenditures are to be reported on the DSS Administrative Cost Report (Form DSS- 1571,Part III). Reports are to be submitted to the Depaztrnent by the fifth working day of the month following the month in which services were delivered, The Department will reimburse the Provider monthly, usually by check, upon receipt of a completed and correctly filed report, 2. Reporting for the Statewide Services Information System (SIS) In addition to the Administrative Cost Report (DSS-1571, Part III), the Provider will submit to the Department the Monthly Report of Service Delivery (DSS Forn 1571, Part N). This should be submitted along with the Administrative Cost Report by the fifth working day of the month following the month in which services were delivered, The units reported in Colwmi 12 of the 1571 Part N are the units of service defined in Column 5 of LC. of this Attachment, Service definition and reporting instructions are found in Family Services Manual, Volume VI, Chapter N. D, Audit Requirements The Provider shall be responsible for compliance with the audit requirements of Department of Health and Human Services federal regulation 45 CFR Part 74, Administration of Grants, or State Administrative Procedures Manual for Federal Block Grant Funds, whichever is applicable, These regulations stipulate that an annual audit be performed for the fiscal yeaz in which contract funds were received. () 1, Private, non-profit if amount of reimbursement received is under $ 1,000; private, for profit or individual O 2, (Applicable to Private, Non-Profit Providers if reimb. $1,000 or over) An annual audit is to be performed in accordance with OMB Circular A-110 by an "independent auditor," Independent auditor" means either: (a) a state government auditor from the Department of Human Resources or the Department of Adminisri-ation, Office to the State Auditor; or (b) a certified public accountant. Upon completion of the audit, a copy of the audit report must be forwarded to the county department of'social services, 13 State of North Carolina Division of Social Services Contract Application Page 5 of O 3, (Applicable to Public Hospitals, Colleges, and Universities) The annual audit must be performed in accordance with OMB Circular A-110.. It is not necessary for the institution to program audits performed separately from an all-inclusive single audit which entails all revenues and expenditures of the public agency. However, it is the responsibility of the contractor to insure that the contract program is included in the institution's single annual audit, A copy of the audit report must be provided to the County department of Social Services upon completion of the annual audit. (X) 4, (Applicable to State or Local Govemm~ent Agencies) An annual audit is to be performed in accordance with OMB Circular A-128 by azr independent auditor. Upon completion of the audit, a copy of the audit report must be forwarded to the county Department of Social Services, E. Client Fees for Service (X) 1. No fees will be charged to individuals determined to be eligible for services by the department of social services. O 2. The service(s) under contract with the Provider aze services for which a client fee maybe assessed.. Policy regarding the assessment azxd collection of fees is contained in Family Services Manual, Volume VI, Chapter III. If a client is to to be chugged a fee, the department will inform the Provider of the amount of fee to be charged and of any subsequent changes by way of the Purchase of Service Referral azid Authorization (DSS Fonn 1.360). The Provider will establish a plan with the client for collecting the fee on at least a monthly basis; and when fees are not paid within ten days of the due date, will bill the client in writing axed send a copy of the bill to the Depaztment. NO OTHER FEES FOR SERVICES MAY BE CHARGED TO THE CLIENT. Client fees are to be reported on the Monthly Report of Service Delivery (DSS Fonn 1571, Part IV), F, Management of the Funding/Matching Share Requirement O 1. A cash transfer of the matching shaze will be made to the county department of social services in accordance with the terms specified in the Donation Ab Bement (DSS-1319). t4 State of North Cazolina Division of Social Services Contract Application Page 6 of O 2, The provider certifies through the contract budget attached to this contract that the matching share in available. Further, it is agreed that the provider will report all prograrn costs incurred each month relating to this contract on the DSS-1571.. However, reimbursement will be limited to the federal/state financial participation rate. (X) 3. The county department of social services is providing the match. G. Provider Fees (For Purchase Contracts Only) (NA) 1. The Provider agrees to pay the Department/Division up to $ Administrative Fee as payment in full for the administration of the contract. The amount of the fee is five percent of the matching share contributed by the Provider. (NA) 2. The Provider agrees to pay the Department up to $ Certification Fee as payment in full for the determination and certification of client eligibility. The amount of the fee is five percent of the matching share contributed by the Provider.. Monitoring and Certification Fees, when applicable, will be deducted from the amount to be reimbursed. State of North Carolina Division of Social Services Contract Application Page 7 of 7 is III. Service Progranr Description The contract between Orange County Department of Social Services and Orange County Schools was a result of a response to a request for proposals. The Welfare Reform Task Force identified the need for services expurded services to teen parents. The Intensive Teen Support Project was designed to expand case management services to pregnant and parenting teens. Research studies support that intervention and preventive services to teen significantly impact their ability to successfully care for their children and to be self-sufficient. The goals of the project are: • Keep teen parents in school • Help teens avoid a second pregnancy • Improve health care for the teen parent and the child o Assist teens further their education • Prepare teens for emploannent and self-sufficiency by strengthening the employability skills of teen parents • Enhance parenting skills Orange County Schools will hire afull-time social worker to provide case management services to eligible teens, serve on the Adolescent Parenting Community Advisory Committee, coordinate teen supporC group meetings, recruit and train volunteers, complete required documentation, and submit monthly reports, The social worker will facilitate a school based support group for teen parents focusing on health, academic, and career planning issues. In an effort to ensure collaboration within the schools, monthly team meetings to coordinate health care, education, child care issues and family dynamics will continue. Reimbursement Orange County Schools will be reimbursed based for expendihires as outlined in this contract in the Purchase Contract Budget. Verification of expenditures must be submitted to the Department of Social Services on a monthly basis and no later than the 5°i of the month following the month of expenditure, Reimbursement will be processed within 15 days of receipt, Performance Measures e Maintain a caseload of 12-16 teen parents • Develop a case plan with each teen parent outlining specific goals s Paz-ticipate in bi-monthly CAC meetings • Submit a monthly status report by the 2"~ workday of the month • Recruit, train and match volunteers with teens • Maintain data on number of teen parents within school system Outcomes s 85 percent of teen mothers active in the prob am will avoid a second pregnancy • 85 percent of teen mothers will continue their education 16 STATE OF NORTH CAROLINA DNISION OF SOCIAL SERVICES PURCHASE CONTRACT BUDGET SUMMARY Effective Provider Qcwge C'nnnty Crhnnlc ID# period 7/1 /nd flrrough [,/~(1/(15 Part I -Estimated Expenditures Object of Expenditure Total Non- Matchable Total Matchable Program Costs Costs Costs A. Salaries 30,682,89 B. Fringe Benefits 7 549.64 C. Staff Development-Services 1,000.00 D, Travel 1,900..00 E, Equipment Purchase-Tangible Property F. Transportation-Recipient G. Medical Supplies and Expense H, Cost ofSpace-Non-Residential I. Room &Board-Residential Treatment J. Service Payments I{. Other 2200.00 L„ hrdirect Costs 990,00 M. Totals 44,322.53 Part II -Computation of Unit Cost or Individual Fixed Rate A. 1, Total Matchable Costs $ 2, Less: Earned Income for Unit Cost Method $ 3. Net Matchable Costs $ B. 1. Total Service Unit Capacity, or 2. Total Anticipated Utilization Capacity Method of Computation or Source of Data D. Estimated Unit Cost or Individual Fixed Rate: $ per t~ Part III -Distribution of Estimated Revenue for Total Cost Reimbursement Method (a) (b) A. Estimated Eligible and Matchable Costs Number Ratio 1. Estimated Eligible Clients 16 2, Estimated ineligible Clients .3, Total Clients B. Eligible Costs 16 (1) Matchable (2) Less (3) Net (4) (5) Costs Eligible Costs Earned Matchable Estimated % for Financial [Part 1, Line M, hrcome Costs of Eligible Participation col. (.3) [B. (1) Less (2)}] [A. 1. (b)] [B. (3) x (4)] $ $ $ $ $ A. Program Costs 1. Federal/State Funds 2. Local Matching Share 3. Other Budgeted Funds 4. TOTAL REVENUE 7, Fees (If Applicable) I. Administrative Fee 2. Certification Fee 3, TOTAL FEES Amount Source of Funds $ 44.3?2.53 Work First Program e $ 44 322.53 Part V-Reimbursement Projections (For Title XX Providers Only) Annual Projection July- September Projection October-.Tune Projection A. $ B. $ C. $ Sib ed: Date: Provider/Authorized Official Date: County Director or Designee Purchase Contract Budget Supporting Budget Schedules is A. Salary Schedule ~l) ~?) ~~3) l4) ~5) ~6) ~7) Number Pay % of No. of Amrual Total of Persons Position or Title Crade Time Months Salary Cost Employed 1 Social Worker 100% 11 .30,682.89 30682.89 Total - Salaries 30,682.89 B. Fringe Benefits (1) (2) (3) Total Type Method of Computation Cost Social Security 30,682.89 X 7.65 % 2,347.24 Retirement 3Q682.89 X 5,77% 1,770.40 Hospital Insurance .312 X 11 .1,4.32.00 Total -Fringe Benefits 7,549.64 19 C. Staff Development -Service Funds Schedule (1) Item (?) Total Cost Conference and training workshops 1000 Total Staff Development -Service Funds 1000 D. Travel Schedule (1) (2) (3) (4) (5) Dail Subsistence (8) No. of Persons Position or Title No. of Miles/Days Rate per Mile No. of Days (6) Rate (7) Days Total Cost ~ Social Worker 5,206 @.365 mile 1900 Total -Travel 1900.00 E. Equipment -Tangible Property Schedule (1) No. of Units (2) Item (3) Cost per Unit (4) Total Cost Total Equipment -Tangible Property ?o F. Recipient Transportation Schedule Item Method of Computation Total Cost la. Salaries # of Persons Position or Title Pay Grade % of Time # of Months Employed Aimual Salary lb. Fringe Benefits Type Method of Computation Total Recipient Transportation 21 G. Medical Supplies and Expenses Schedule CI) Item ~?) Total Cost Total -Medical Supplies and Expense H. Cost ofSpace -Non-Residential Schedule ~l) Item ~?) Total Cost Total Cost ofSpace -Non-Residential I. Room and Board Costs -Residential Treatment Item Method of Computation Total Cost Total Room and Board Costs - Residential Treatment n J. Service Payment Schedule (I) No. of Units (?) Item (~) Cost per Unit (4) Total Total -Service Payment K. Other Expense Schedule (I) Item (?) Total Cost Inshuctional Materials Compensation Bonus Social Worker Supplies (Cell phone usage) 1000.00 500,00 700,00 Total -Other Expense ??00.00 L. Indirect Cost Schedule (I) Rate (?) Rate Applied To: (3) Amount Rate Applied To: (4) Total Space 990.00 Total -Indirect Cost 990.00 Page 1 of 6 STATE OF NORTH CAROLINA DIVISION OF SOCIAL SERVICES PURCHASE CONTRACT 23 This Contract is entered into between the Department of Social Services and The Chapel Hill-Canboro Schools (referred to as Provider) identified on Attachment A, This contract shall consist of form DSS-2497, Attachment A (DSS-1292) and Budget (DSS-6844). The Department will purchase specif c services from the Provider as set forth in the Contract in order to make optimal use of the facilities, staff acid programs of the Provider. This Contract is sullject 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 to and from the dates specified on Attachment A, SECTION I: RESPONSIBILITIES A. The Department will: 1. Determine client eligibility for service(s) in accordance with Federal and State regulations; and 2. hrfonn the Provider on Form DSS-1360 concerning the eligibility of each individual for the service, the period of time for which services are authorized, and any changes in the individual's eligibility status; and 3, Reimburse the Provider for service(s) purchased as described in Attachment A of this Contract for eligible clients; and 4. Keep the Provider informed of any alterations in and/or to the regulations governing the service program; and Accept fiscal responsibility for deviations from the terms of this Contract as a result of acts of the Department or any of its officers, employees, agents or representatives. B, The Provider will: 1. Provide service(s) as specified in Attachment A of this Contract in accordance with applicable standards for the service(s); and 2. Furnish information to the Department as required to support the full cost of service(s) provided pursuant to this Contract; and 34 Page 2 of 6 Comply with all State licensing standards, all applicable accrediting standards and any other standards or criteria established by the Division of Social Services to assure quality of services; and 4. Restrict the use or disclosure of information obtained in cormection 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 prograrn; and 5. Comply with the terms of Section 504 of the Rehabilitation Act of 1973 and all requir°ements imposed by or pursuant to the regulations of the Department of Health and Human Services issued pursuant to that Section, which prohibit discrimination against handicapped persons in employment and in the operation of programs and activities receiving Federal funds; and 6. Comply with Title VI and VII of the Civil Rights Act of 1964 and all requirements imposed by or pursuant to the regulations of the Department of Health and Human Services issued pursuant to that Title; and 7. 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 representarives. SECTION II: RESPONSIBILITY FOR LIABILIIIES 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.. SECTION III: 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 or which reimbursement by the Deparhnent is based upon the actual purchase cost of the property shall immediately vest with the Deparhnent of Human Resources upon such reimbursement. B. The North Carolina Department of Human Resources 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 approved depreciation schedule or use allowance. C. The Provider shall maintain and administer in accordance with sound business practice a program for the maintenance, repair, protection and preservation of property purchased under the terms of this Contract to assure its continued availability. D. Property purchase under the terms of this Contract shall be used only for the performance of this Contract. 25 Page .3 of 6 SECTION N: RECORDS AND REPORTS A. The Provider agrees to maintain client records which date and document, in accordance with established policy, the service delivered for the individual, a valid authorization for service, programs records, documents and other evidence which reflect program operations. B. The Provider agrees to furnish information to the Department, as requested, to support provision of'service(s) pursuant to this Contract and the fiill cost of the service; and submit changes, as needed or required, in this Conh~act, Attaclunent A or approved supporting information for review and approval by the Department.. C. The Provider agrees to maintain books, records, documents and other evidence and accounting procedures which reflect all direct and indirect costs expended under this Contract. A current, complete inventory of all equipment purchased under the ternis of this Conhact must be kept. D. The Provider agrees to retain all books, records and other documents relevant to this Contract for three years after final payment or until all audits continued beyond this period are completed. Federal auditors azid any persons authorized by the Division of Social Services or the Deparhnent shall have the right to examine any of these materials. In records produced under this Contract will be turned over to the Department. SECTION V: SUBCONTRACTING The Provider shall not subcontract any ofthe work contemplated under this Contract without obtaining prior written approval from the Department. Any approved subcontract shall be subject to all conditions of this Contract. The Provider shall be responsible for the performance of any subcontractor. SECTION VI: MAINTENANCE OF EFFORT The Provider certifies that the funds to be used under this Contract do not replace or supplant, in any way, Federal, State or local funds for already existing services... SECTION VII: MONITORING AND EVALUATION A. The Provider agrees to participate in prograrn, fiscal and administrative monitoring or audits, malting records an staff tune available to Federal, State and county staff. B. The Provider agrees to tape necessary steps for corrective action, as negotiated within a corrective action plan, for any items found to be out of compliance with Federal and State laws, regulations, standards and/or terms ofthis Contract,. 26 Page 4 of 6 SECTION VIII: AMENDING THE CONTRACT This contract in whole or in any part maybe amended at any time: 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 ofboth parties. B. Each party to this contract will notify the other immediately in writing if azr amendment becomes necessary due to alterations in the activities described in Attaclunent A or for any other reason. SECTION UY: TERMINATION A. This contract, in whole or in any part, maybe canceled at aziy time: 1. By any party, with cause, upon at least .30 days notice, in writing, and delivered by registered mail with return receipt requested or in person, or By the Department in the event reimbursement to the Department is not available and/or continued at an aggregate level sufficient to allow for the purchase of the indicated quantity of service. The obligations of each party shall be terminated to the extent specified in the notice of termination, immediately upon receipt of the notice of termination from the Department, or 3. By the Department in the event that the Division of Social Services/Depaztment determines that the Provider is in violation of any or all of the terms of this Contract, The obligations of each party shall be terminated to the extent specified in the notice of termination immediately upon receipt of the notice from the Department, or 4. By mutual consent of all parties. B. In the event of termination in par-C, all parties shall continue the performance of this Contract to the extent not terminated. C. If this Contract is terminated, in whole or in part, the Provider may be required to deliver azrd transfer Title or assignment of interest to the Division of Social Services or dispose of any property specifically produced or acquired for the performance of such pazt of this Contract as has been terminated, and the Provider shall, upon the direction of the Division of Social Services, protect and preserve property in the possession of the Provider in which the Division of Social Services has an interest. D. 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, an 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. Reimbursement shall not be made for equipment or supplies purchased after the notice of temlination is received except as approved by the Department. ?~ Page 5 of 6 E. Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver of breach of any provision of the Contract shall not be deemed to be a waiver of any other subsequent breach and shall not be construed to be a 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.. SECTION X: CONCLUSION It is expressly understood an ab -eed that the services provided to eligible clients pursuant to this Contract shall consist exclusively of those services specified in the attached program description incorporated into this Contract as Attaclunent A. It is further under°stood and agreed that the provision of services pursuant to this Contract shall be subject to the limitations and conditions contained in the laws. regulations, guidelines and plans cited in this Contact, and that this Contract is subject to renegotiation or revision to meet any new or revised rules, regulations, or policies that maybe issued by the Department of Health and Human Services, or the North Carolina Social Services Commission, or the Department of Human Resources and that are communicated to the Provider. PROVIDER DEPARTMENT Chanel Hill - Carrboro City Schools Orazrge County Department of Social Services Signature: Signature: Title: Superintendent Title: Date: Date: Director This Agreement has been preaudited in the manner required by the local Government Budget and Fiscal Control Act. ATTEST: Orange County Finance OfTcer Signature: Date: Chair, Orange County Board of County Commissioners Signature: Date: ?g Page C of 6 SECTION XI: CERTIFICATON The Orange County Board of Social Services supports the need for this performance-based contract with the Chapel Hil]/Carrboro City Schools to provide expanded case management services to pregnant and parenting teens, Dorothy Gamble, Chair Orange County Board of Social Services ATTACHMENT A State of North Carolina Division of Social Services Contract Application 29 Page 1 of _L I. Contract Sunurrar''y A, This agreement is between the Orange County Department of Social Services (hereinafter referred to as the "Department") and the Chapel Hill-Carrboro City Schools (heretofore and hereinafter referred to as the "Provider"). B. This agreement shall be in effect from 7/1/2004 to 6/.30/2005 C. Services to be Provided: (1) Service (2) Service Code (3) Number of Persons Served (4) Number of Units of Service (5) - Definition of Unit of Service Case Management 522 16 16 1 teen parent Outreach 520 16 16 1 teen parent Educatior>/Training 527 16 16 lteenparent Any additional services should be listed in III. -Service Program Description D. Area to be Served: All Chapel Hill - Carrboro City Schools State of North Carolina Division of Social Services Contract Application Page 2 of 30 E. Contract Identifcation: 1. Provider a. Name of Contract Administrator Neil Pederson Tel. # :967-8211 b. Name of Program Contact Person: Jeff Reilly Tel. #: 967-8211 c, Program Name, Location and Mailing Address: 750 S. Merritt Mill Rd. Chanel Hill. NC 27516 d. Additional Service Delivery Sites: e. Status : (X) Public ()Private, non-profit ( )Private, for Profit ( )Individual f Provider Contract ID #: 2, County Deparhnent of Social Services a. Name of Contract Administrator: Nancy Coston Tel. # : 245-2800 b, Name of Services Program Contact Person: Gwen Price Tel. #: 245-2800 c. Address of Count~partment of Social Services: 300 W. Tryon Street Hillsborough, NC 27278 31 State of North Carolina Division of Social Services Contract Application Page 3 of 7 II. Fiscal Provisions A. Amount of Reimbursement: Reimbursement under the terms of this agreement will be limited to a maximum of $ 47,505.00 TOTAL = $ SSBG + $ IV-B + $ RAP + $ State +$ County + $ Other (identify): TANF Bloclc Grant (Optional : County funds consist of $ for (funding source) for B. Method of Reimbursement: 1. For Purchase Contract (DSS-2497) Total and Unit Cost: and$ (X) a. Reimbursement will be made in accordance with the current budget approved by the Department and on file with both parties. The amount of reimbursement will be based on allowable expenditures made in behalf of eligible clients, determined in a accordance with acceptable cost allocation methods. The Provider will report all expenditures made under the terms of the contract. O b. Reimbursement will be made at a unit cost rate of $ per unit of reimbursement delivered to eligible clients for an estimated number of units. The Provider will document total expenditures made under the terms of the contract to the Department within thirty days after the termination of this contract, or as instructed by the Department. Reimbursement which exceeds actual allowable cost will be adjusted to actual allowable cost. 2. For Vendor Agreements (DSS-2252) Fixed Rate Reimbursement will be based on: O a, a standard fixed rate or O b. an individual fixed rate. c. Reimbursement will be made at a fixed rate of $ per unit of (define) for as estimated 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, additional rates and units can be identified as follows: 32 State of North Carolina Division of Social Services Contract Application Page 4 of 7 C. Reimbursement Reporting: 1. Expenditures The Provider will report expenditures monthly in accordance with policy set forth by the Controller's Offices, Division of Social Services, issued via the Fiscal Manual. Expenditures are to be reported on the DSS Administrative Cost Report (Form DSS- 1571, Part III). Reports are to be submitted to the Department by the fifth working day of the month following the month in which services were delivered.. The Department will reimburse the Provider monthly, usually by check, upon receipt of a completed and correctly filed report. 2. Reporting for the Statewide Services Information System (SIS) In addition to the Administrative Cost Report (DSS-1571, Pazt III), the Provider will submit to the Department the Monthly Report of Service Delivery (DSS Fonn 1571, Part IV). This should be submitted along with the Administrative Cost Report by the fifth working day of the month following the month in which services were delivered. The units reported in Column 12 of the 1571 Part N are the units of service defined in Column 5 of LC. of this Attachment. Service definition and reporting instructions are found in Family Services Manual, Volume VI, Chapter IV. D. Audit Requirements The Provider shall be responsible for compliance with the audit requirements of Department of Health and Human Services federal regulation 45 CFR Part 74, Administration of Grants, or State Administrative Procedures Manual for Federal Block Grant Funds, whichever is applicable. These regulations stipulate that an amoral audit be performed for the fiscal year in which contract funds were received. O 1, NA Private, non-profit if amount of reimbursement received is under $ 1,000; private, for profit or individual O 2. (Applicable to Private, Non-Profit Providers if reimbursement $1,000 or over) An annual audit is to be performed in accordance with OMB Circular A-110 by an "independent auditor." hndependent auditor" means either: (a) a state government auditor from the Depaztment ofHuman Resources or the Department of Administration, Office to the State Auditor; or (b) a certified public accountant. Upon completion of the audit, a copy of the audit report must be forwarded to the county depaztment of social services,. 3.3 State ofNorth Carolina Division of Social Services Contract Application Page 5 of 7 O 3. (Applicable to Public Hospitals, Colleges, and Universities) The anrrual audit must be performed in accordance with OMB Circular A-110. It is not necessary for the institution to prob am audits perfomred separately from an all-inclusive single audit which entails all revenues and expenditures of the public agency. However, it is the responsibility of the contractor to insure that the contract prod 'am is included in the institution's single annual audit. A copy of the audit report must be provided to the County depamnent of Social Services upon completion of the annual audit. (X) 4. (Applicable to State or Local Goverunent Agencies) An annual audit is to be performed in accordance with OMB Circular A-128 by an independent auditor., Upon completion of the audit, a copy of the audit report must be forwarded to the county Department of Social Services. E. Client Fees for Service (X) 1. No fees will be charged to individuals determined to be eligible for services by the department of social services. O Z. The service(s) under contract with the Provider are services for which a client fee maybe assessed. Policy regarding the assessment and collection of fees is contained in Family Services Manual, Volume VI, Chapter III. If a client is to to be chugged a fee, the department will inforn the Provider of the amount of fee to be charged and of any subsequent changes by way of the Purchase of Service Referral and Authorization (DSS Form 1.360), The Provider will establish a plan with the client for collecting the fee on at least a monthly basis; and when fees are not paid within ten days of the due date, will bill the client in writing and send a copy of the bill to the Department. NO OTHER FEES FOR SERVICES MAY BE CHARGED TO THE CLIENT. Client fees are to be reported on the Monthly Report of Service Delivery (DSS Form 1571, Part IV ), F. Management of the Funding/Matching Share Requirement O 1. A cash transfer of the matching share will be made to the county department of social services in accordance with the terms specified in the Donation Agreement (DSS-1.319). 34 State of North Carolina Division of Social Services Contract Application Page 6 of 7 O ?. The provider certifies through the contract budget attached to flris contract that the matching share in available. Further, it is agreed that the provider will report all program costs incurred each month relating to this contract on the DSS-1571. However, reimbursement will be limited to the federal/state financial participation rate. (X) 3. The county department of social services is providing the match, G. Provider Fees (For Purchase Contracts Only) (NA) 1, The Provider agz-ees to pay the Depaxtment/Division up to $ Administrative Fee as payment in full for the administration of the contract. The amount of the fee is five percent of the matching share contributed by the Provider, (NA) 2. The Provider agrees to pay the Department up to $ Certification Fee as payment in full for the deterniination and certification of client eligibility. The amount of the fee is five percent of the matching share contributed by the Provider. Monitoring and Certification Fees, when applicable, will be deducted from the amount to be reimbursed, State of North Carolina Division of Social Services Contract Application Page 7 of 7 35 III. Service Pro~m~am Description The contract between Orange County Department of Social Services and Chapel Hill- Carrboro Schools was a result of a response to a request for proposals. The Welfare Reform Task Force identified the need for expanded services to teen parents. The Intensive Teen Support Project was designed to expand case management services to preb cant and parenting teens. Research studies support that intervention and preventive services to teen significantly impact their ability to successfully care for their children and to be self-sufficient.. The goals of the project are: 0 Keep teen parents in school • Help teens avoid a second pregnancy • Improve health care for the teen parent and the child • Assist teens further their education • Prepare teens for employment and self-sufficiency by strengthening the employability skills of teen parents • Enhance pazenting skills Chapel Hill-Carrboro City Schools will hire a ful]-time social worker to provide case management services to eligible teens, serve on the Adolescent Parenting Community Advisory Committee, coordinate teen support group meetings, recruit and train volunteers, complete required documentation, and submit monthly reports. The social worker will facilitate a school based support group for teen parents focusing on health, academic, and career planning issues. In an effort to ensure collaboration within the schools, monthly team meetings to coordinate health care, education, child care issues and family dynamics will continue. Reimbursement Chapel Hill-Carrboro City Schools will be reimbursed based for expenditures as outlined in this contract in the Purchase Contract Budget. Verification of expenditures must be submitted to the Department of Social Services on a monthly basis and no later than the 5"' of the month following the month of expenditure. Reimbursement will be processed within I S days of receipt. Performance Measures • Maintain a caseload of 12-16 teen parents o Develop a case plan with each teen parent outlining specific goals s Participate in bimonthly CAC meetings • Submit a monthly status report by the 2"`` workday of the month • Recruit, train and match volunteers with teens s Maintain data on number of teen parents within school system o Coordinate teen peer group meetings Outcomes • 85 percent of teen mothers active in the program will avoid a second pregnancy • 85 percent of teen mothers will continue their education 36 STATE OF NORTH CAROLINA DIVISION OF SOCIAL SERVICES PURCHASE CONTRACT BUDGET SUMMARY Effective Provider Chapel Hill-Carrboro City Schools ID# 68E20 Period 7/1/04 through 6/30/05 Part I -Estimated Expenditures ', Object of Expenditure Total Non- Matchable Total Program Costs Costs Matchable (I) (2) Costs (3) A, Salaries $38,976.00 B. Fringe Benefits 7,951,00 C. Staff Development-Services 140.00 D. Travel 4.38.00 E. Equipment Purchase-Tangible Property F. Transportation-Recipient G. Medical Supplies azid Expense H, Cost of Space-Non-Residential I. Room &Board-Residential Treatment .L Service Payments IC, Other L. Indirect Costs M. Totals $47,505.00 Part II -Computation of Unit Cost or Individual Fixed Rate A. L Total Matchable Costs $ 2. Less: Earned hicome for Unit Cost Method $ i. Net Matchable Costs $ B. 1. Total Service Unit Capacity, or 2. Total Anticipated Utilization Capacity Method of Computation or Source of Data D. Estimated Unit Cost or Individual Fixed Rate: $ per' Part III -Distribution of Estimated Revenue for Total Cost Reimbursement Method 37 Estimated Eligible and Matchable Costs Number Ratio 1. Estimated Eligible Clients 16 2. Estimated ineligible Clients 0 3. Total Clients B. Eligible Costs 16 (1) Matchable (2) Less (3) Net (4) (5) Costs Eligible Costs Earned Matchable Estimated % for Financial [Part I, Line M, Income Costs ofBligible Participation col. (3) [B. (1) Less (2)}] [A. L (b)] [B. (3) x (4)] $ $ $ $ $ A. Program Costs Amount Source of Funds 1. Federal/State Funds $ 47,505.00 TANF Block Grant 2. Local Matching Share $ .3, Other Budgeted Funds $ 4. TOTAL REVENUE $ 47 505.00 B. Fees (If Applicable) L Administrative Fee $ 0 Z. Certification Fee $ 0 3. TOTAL, FEES $ ~ Part V-Reimbursement Projections (For Title XX Providers Only) Annual Projection .Tiny- September Projection October-.Tune Projection A. $ B. $ C. $ Signed: Date: Provider/Authorized Official Date: County Director or Designee 38 Purchase Contract Budget Supporting Budget Schedules A. Salary Schedule ~1) (?) ~3) (4) ~5) ~6) ~7) Number Pay % of No, of Annual Total of Persons Position or Title Grade Time Months Salary Cost Employed 1 Adolescent Parenting Prob "am G-1 100 10 $38,976 $38,976 Social Worker Total - Salaries $ 38,976 B. Fringe Benefits Total Type Method of Computation Cost Social Security $.38,976 X 7.65% 2,982 Retirement $38,976 X .3.42% 1,.3.3.3 Hospital Insurance $30.3 X 12 months 3,6.36 Total -Fringe Benefits $7,951 39 C. Staff Development -Service Funds Schedule (1) Item (~) Total Cost Attend workshops 140 Total Staff Development -Service Funds $140 D. Travel Schedule (1) (2) (.3) (4) (5) Dail Subsistence (8) No. of Persons Position or Title No. of Miles/Days Rate per Mile No, of Days (6) Rate (7) Days Total Cost t Social Worker 1200 .365 438 Total -Travel 438 E. Equipment -Tangible Property Schedule (1) No, of Units (2) Item (3) Cost per Unit (4) Total Cost Total Equipment -Tangible Property 40 F. Recipient Transportation Schedule Item Method of Computation Total Cost 1a. Salai°ies # of Persons Position or Title Pay Crade % of Time # of Months Employed Annual Salary lb. Fringe Benefits Type Method of Computation Total Recipient Transportation 4t G. Medical Supplies and Expenses Schedule ~l) Item ~2) Total Cost Total -Medical Supplies and Expense H. Cost ofSpace -Non-Residential Schedule ~1) Item ~~) Total Cost Total Cost ofSpace -Non-Residential I. Room and Board Costs -Residential Treatment Item Method of Computation Total Cost Total Room and Board Costs - Residential Treatment 42 J. Service Payment Schedule (1) No. of Units (~) Item (3) Cost per Unit (4) Total Total -Service Payment K. Other Expense Schedule (1) Item (~) Total Cost Total -Other Expense L. hidirect Cost Schedule (1) Rate (2) Rate Applied To: (3) Amount Rate Applied To: (4) Total Total - hidirect Cost