Amendment No. 1 to the Agreement with Choices et al, Inc 0,0/V—C2Y70
AMENDMENT NO. 1 TO THE AGREEMENT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND
CHOICES ET AL, INC,
DATED AUGUST 1, 2015 FOR CHILD AND FAMILY SERVICES, PURSUANT TO
THE CITY'S SERVICE PARTNERSHIP INITIATIVE ("AGREEMENT")
RECITALS
This Amendment No.1 (Amendment) to the Agreement is made and entered into this gJ- day
of July 2016 (Effective Date), by and between the CITY OF MIAMI BEACH, FLORIDA (City), and
CHOICES ET AL, Inc., a Florida company (Contractor), and hereby amend the Agreement as follows:
WHEREAS, on September 10, 2014, the Mayor and City Commission approved Resolution No.
2014-28710, authorizing the City to accept an Agreement renewal from The Children's Trust for the
Service Partnership program for funding, in the approximate amount of$425,000, for the City's Success
University program; and
WHEREAS, on August 1, 2015, the City and Contractor executed the Professional Services
Agreement (Agreement) with respect to the Service Partnership initiative, which services include child
and family services as set forth in Exhibits A through C of the Agreement; and
WHEREAS, the City is a recipient of The Children's Trust (TCT) funds as part of its Service
Partnership Initiative for the period from August 1, 2015 to July 31, 2016; and
WHEREAS, the parties wish to amend the Agreement in order .to modify the scope of the
Services, as more particularly set forth herein.
NOW, THEREFORE, in consideration of the mutual promises and conditions contained herein,
and other good and valuable consideration, the sufficiency of which is hereby acknowledged, the City
and Contractor hereby agree as follows:
1. The above recitals are true and correct and are incorporated herein as part of this Amendment.
2. Section 2.1 of the Agreement is deleted in its entirety and,replaced (inserted items underlined) with
the following:
2.1 In consideration of the Fee to be paid to Contractor by the City, Contractor shall provide Care
Coordination services for up to Thirty (30) children and their families, Family Group Conferencinq
services for up to seventy (70) children and their families, and Restorative Justice services for up to
One Hundred Thirty-Two (132) children and their families, as further described in Exhibit"A" hereto (the
Services).
• Care Coordination Assessment & Plan Development services for up to Thirty (30) children and
their families;
• Two Care Coordination Plan Follow-Up Check-In services for up to Thirty (30) children and their
families, for a total of Sixty (60) Care Coordination Plan Follow-Ups;
• Fourteen (14) Flexible Care Coordination Plan Check-In services to be utilized in accordance
with client Care Coordination Plans, as needed;
• Care Coordination Plan Close-Out services for up to Thirty (30) children and their families;
Page 1 of 4
The scope of work to be performed by Contractor is further detailed in Exhibit "A," entitled "Scope of
Services." The Contractor shall report to the City of Miami Beach, Office of Housing & Community
Services, and Department Director.
3. Section 4.1 of the Agreement is deleted in its entirety and replaced (inserted items underlined) with
the following:
4.1 In consideration of the Services to be provided, Contractor shall be compensated on a fixed fee
basis, the amount of which shall not exceed the maximum allowable sum of Forty-Five Thousand and
Seventy-One Dollars and Eighty-Four Cents ($45,071.84).
4. Section 4.2 of the Agreement is deleted in its entirety and replaced (inserted items underlined) with
the following:
4.2 Contractor shall be compensated for the Services, as set forth in Section 2 and Exhibit "A", as
follows:
a) Provision of one (1) Care Coordination Assessment & Plan Development service each for
up to Thirty (30) children and their families at the rate of One Hundred Forty Four Dollars
and Twenty Cents ($144.20) per each Care Coordination Assessment & Plan Development
service, for a maximum not to exceed Four Thousand Three Hundred and Twenty Dollars
($4,320.00);
b) Provision of two (2) Care Coordination Plan Follow-Up services each for up to thirty (30)
children and their families at the rate of Seventy-Eight Dollars and Seventy-Five Cents
($78.75) per Care Coordination Plan Follow-Up, for a maximum not to exceed Four
Thousand Seven Hundred and Twenty-Five Dollars ($4,725.00);
c) Provision of Fourteen (14) Flexible Care Coordination Plan Check-In services to be utilized
in accordance with client Care Coordination Plans, at the rate of Twenty-Seven Dollars and
Eighty-One Cents ($27.81) per Flexible Care Coordination Plan Check-In, for a maximum
not to exceed Three Hundred and Eighty-Nine Dollars and Thirty-Four Cents ($389.34);
d) Provision of one (1) Care Coordination Plan Close-Out service each for up to$erty (30)
children and their families at the rate of One Hundred Three Dollars ($103) per each Care ') �t
Coordination Close-Out service, for a maximum not to exceed Three Thousand and Ninety
Dollars ($3,090.00).
e) Provision of one (1) Family Group Conference service each for up to seventy (70) children
and their families at the rate of One Hundred and Eighty Dollars and Twenty-Five Cents
($180.25) per each Family Group Conference service for a maximum not to exceed Twelve
Thousand Six Hundred and Seventeen Dollars and Fifty Cents ($12,617.50);
f) Provision of Restorative Justice Core Components with focus on primary Restorative
Justice Concepts including but not limited to preparation and review of intake — Initial
contact with parent/quardian; introduction to Restorative Justice concept, purpose and
goals; review of infraction causing referral (Identifying the harm); identifying,
acknowledgement of who harm impacted; taking steps to repair the harm and relationship;
introduction to apology letters and completion follow-up; introduction to Goal Ladder and
completion follow-up; 1-1 conferencing with each individual student; completion of
Accountability Plan and submission to Success University, student and parent/guardian for
up to one hundred and thirty-two (132) children at the rate of One Hundred and Twenty
Dollars ($120) per each Restorative Justice Core Components completed to its full extent
for a maximum not to exceed Fifteen Thousand Eight Hundred and Forty Dollars
($15,840.00);
Page 2 of 4
g) Provision of up to fifty-three (53) Restorative Justice Circles for a group of three or more
children at the rate of Fifty Dollars ($50) per each Restorative Justice Circle for a maximum
not to exceed Two Thousand Six Hundred and Fifty Dollars ($2,650.00);
h) Provision of up to forty (40) Psycho-Educational Sessions :(Groups) for developing skills
that may be required in a Restorative Justice session, at the rate of Thirty Dollars ($30) per
Psycho-Educational Session for a maximum not to exceed One Thousand Two Hundred
Dollars ($1,200.00); and
i) Provision of up to eight (8) Flexible Restorative Justice Sessions at the rate of$30 per each
Flexible Restorative Justice Session, for a maximum not to exceed Two Hundred and Forty
Dollars ($240.00).
Contractor's compensation shall be further subject to and conditioned upon all or any portion of the
Services to be provided herein being allowable and within the Scope of Services delineated in
Exhibit "A".
Notwithstanding the preceding, Contractor's total compensation during the term of this Agreement shall
not exceed the maximum allowable sum of Forty-Five Thousand and Seventy-One Dollars and Eighty-
Four Cents ($45,071.84).
Contractor's compensation shall be further subject to and conditioned upon all or any portion of the
Services to be provided herein being allowable and within the Scope of Services delineated in Exhibit
,A„
5. Except as amended herein, all other terms and conditions of the Agreement shall remain
unchanged and in full force and effect. In the event there is a conflict between the provisions of this
Amendment and the Agreement, the provisions of this Amendment shall govern.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be executed by
their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
By: ....
L. M. ales City Manager
Ra ael E. Granado ;' ti �4qI Jimm! y g
,,Ay l . G l
let`.J r�" , Date
ip
oo ORAED:
..........• r APPROVED AS TO
1�` L'H (1° FORM & LANGUAGE
•
& F XE UTION
Page 3 of 4 City Attorney Dote
FOR CONTRACTOR: CHOICES ET AL, INC.
ATTEST:
By:
41 l�- may .
Pfz.e did e t
Titl Title
597//k- 4)/-Ct
Print Name Print Na e
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Page 4 of 4
EXHIBIT "A"
"SCOPE OF SERVICES"
All Services related to this Agreement being provided to minor children or youth must be
administered in the presence of the minor's parent or legal guardian. Alternatively, the Services
may be provided in a safe, public space (e.g. the minor's school), but only if approved in writing
by the parent or legal guardian and the City.
The Contractor agrees to provide the following services to youth enrolled in the City of Miami
Beach Success University program:
•
rvice r Units. Documentation"of-Service
Se - of
Service.
Care ! 30 Completion and execution of the following documents:
Coordination
Assessment & • Success University Assessment Form, with all documentation
Plan of service provided via Community OS software
Development • Attendance form signed by all attendees
• Client Expectations Form
• Parental Stress Scale (PSS): Pre-test
• Strengths and Difficulties Questionnaire (SDQ): Parent/
guardian report pre-test
• Strengths and Difficulties Questionnaire (SDQ): Self report
pre-test, only for youth ages 11 and up.
• For exactly SIX clients and their families: Adult Adolescent
Parenting Inventory(AAPI): Pre-test
Issuance of appointment for the following:
• Family Group Conferencing session (inclusive of
documentation of attendees and transportation needs)
Notification email, to be sent from Contractor to City staff
within 72 hours of service delivery.
Family Group I 70 Completion and execution of the following documents:
Conference
• Family Group Conferencing Attendance Form
• Family Group Conferencing Action Plan
• Family Group Conferencing Confidentiality Agreement
Review and inclusion of the following documents:
• Strengths & Concerns Form
• Eco-Map
Notification email, to be sent from Contractor to City staff
within 72 hours of service delivery.
Care I 30 Completion and execution of the following documents:
Coordination
Follow Up #1 • Care Coordination Plan, including client(s) and staff
signatures with documentation of service provided via
Community OS software
• Care Coordination Progress Form
Notification email, to be sent from Contractor to City staff
within 72 hours of service delivery.
Care j 30 Completion and execution of the following documents:
Coordination
Follow Up #2 • Updated Care Coordination Plan including staff signatures
and client signatures with documentation of service provided �
via Community OS software
• Care Coordination Progress Form
Notification email, to be sent from Contractor to City staff
within 72 hours of service delivery.
Flexible Care 14 Completion and execution of the following documents:
Coordination
Plan Check-In • Updated Care Coordination Plan with documentation of
service provided via Community OS software
• Care Coordination Progress Form, signed by the Care
Coordinator
Notification email, to be sent from Contractor to City staff
within 72 hours of service delivery.
Care 30 Completion and execution of the following documents:
Coordination
Close-Out • Updated Care Coordination Plan including client and staff
signatures with documentation of service provided via
Community OS software
• Care Coordination Progress Form
• Program Evaluation Form completed by all clients
• Parental Stress Scale (PSS): Post-test
• Strengths and Difficulties Questionnaire (SDQ): Parent/
guardian report post-test
• Strengths and Difficulties Questionnaire (SDQ): Self report
post-test, only for youth ages 11 and up.
• For the SIX clients and their families completing the pre-test
version of the same: Adult Adolescent Parenting Inventory
(AAPI): Post-test
Notification email, to be sent from Contractor to City staff
within 72 hours of service delivery.
Restorative 132 • Restorative Justice informed written apology letter to
Justice parties who were harmed
Assessment • Restorative Justice informed recommendations for child
behavioral and academic success
Notification email, to be sent from Contractor to City staff
within 72 hours of service delivery.
Restorative 53 Attendance form signed by all attendees. Each session must
Justice Circle take place on a different date, unless previously approved by
the City.
1
Notification email, to be sent from Contractor to City staff
within five (5) days of service delivery.
Related Definitions:
Care Coordination Assessment & Plan Development—The Care Coordination Assessment &
Plan Development ("Assessment") documents the natural supports and needs of the client and
his/her family. The assessment forms must be completed accurately and completely and
submitted to the City, where the client is assigned a number in The Children's Trust's data
management system, SAMIS. The duration of the Assessment must be a minimum of 90
minutes.
Assessments must meet the following criteria:
• Information collected is documented completely and accurately in a typed format
• Adherence to grammar and spelling rules for the English language
• A sincere and thorough effort to understand the client, his/her family, and their
respective strengths and needs must be made and must be evident within service
documentation
• Effective engagement to ensure that the client and his/her family are informed
regarding program services and expectations as well as the means/process by which
to access additional services must be utilized
• Full, thorough, detailed explanation of the program, its timeline, what the client and
his/her family can expect, and Care Coordination must take place.
• All client and family questions must be answered completely
• All client and family needs must be identified and subsequently addressed via
inclusion in the Care Plan
• The factors impacting the primary concern (school attendance, risk of child
maltreatment, or prevention of youth violence) have been identified and subsequently
addressed via inclusion in the Care Plan
• All Care Coordination goals, steps, and timelines are identified
• Performance Measurement Tools are explained in detail to the client prior to their
completion of the documents
• Performance Measurement Tools are completed clearly, accurately, and in their
entirety
• Explanation of confidentiality and its limits, including the fact that Contractor staff are
mandated reporters
• The Contractor must document, meet with, and speak with both the target child and
primary parent/guardian, at minimum. Additional family members should be included,
as appropriate.
The Client Expectations Form must be completed, documenting that the client and his/her
parent understand their role and accept the limitations of the program.
Assessments must be completed within fifteen (15) days of referral.
The Assessment includes the issuance of an appointment for a Family Group Conference and
the documentation of all invited participants for the conference. The appointment must be
documented via the client Assessment Form. Contractor must make a good faith effort to invite
as many participants to the FGC as possible.
Care Coordination Plan — The Care Coordination Plan embeds family referrals into a single
document. It includes the identification of a specific client need and the subsequent identification
of a programmatic or community-based resource and/or strategy to address the need.
The Care Coordination Plan must address all service needs recognized in the intake and
assessment and must identify solutions for client-initiated requests — notably those that
influence the primary concern (school attendance, risk of child maltreatment, or prevention of
youth violence). The selection of an agency or service for inclusion in the Care Coordination
Plan must be done with the following client-focused interests in mind:
• Is the referral appropriate within the scope of Success University?
• Does the referral specifically address the need identified?
• Can the client access the services being sought via the referral, and did the
Contractor give detailed instruction on how to do so?
• Is the agency provided in the referral the most accessible and appropriate provider
for the services needed?
• Is the referral culturally appropriate?
• Is the receiving agency qualified to provide the quality services being sought?
• Does the client consent to receiving the referral?
These referrals must be documented using the Success University Assessment Form and via
Community OS software.
Family Group Conference — The Family Group Conference expounds upon the information
obtained via the Assessment process to focus the natural assets available in and around the
child's support network to ensure school attendance, safe communities, supportive families, and
personal success as defined by the client and his/her family and friends. The duration of the
Family Group Conference must be a minimum of two hours. The Family Group Conference
should be provided in the family's language of choice, when reasonably possible.
The documentation, which is the product of the Family Group Conference, must meet the
following criteria, at minimum:
• Information collected is documented completely and accurately in a typed format
• Adherence to grammar and spelling rules for the English language
• At least three (3) goals identified in the Action Plan
• At least twelve (12) strengths have been identified for the child
• At least three (3) strengths have been identified for the family
• The Contractor must document, meet with, and speak with both the target child and
primary parent/guardian, at minimum. Additional family members should be included,
as appropriate.
Care Coordination Follow-Up Services — The Care Coordination Plan outlines the specific
strategies and steps to be taken by the child and his/her family members to address school
attendance, the risk of child maltreatment, the prevention of youth violence, personal and family
stability, and any other needs and concerns. The plan identifies the issues to be addressed and
the respective community-based agencies, natural supports, or general resources that will be
harnessed in response.
The purpose of Care Coordination Follow-Up Services is to ensure the clients are adhering to
the Care Coordination Plan and that staff is making edits to the Care Coordination Plan as
needed and appropriate. During the meeting, the Contractor will review and discuss with the
clients each item listed on the Care Plan individually and both parties will agree to its terms
collectively. Shared decision-making is the crux of this document; as such, the Contractor and
client may jointly request changes to the Care Coordination Plan, which subsequently must be
approved by the City.
Care Coordination Follow-Up Services are conducted in person with, at a minimum, the primary
client and one parent or legal guardian present. The service must meet the following criteria, at
minimum:
• Information collected is documented completely and accurately in a typed format
• Adherence to grammar and spelling rules for the English language
• Detailed review of the entire Care Coordination Plan
• Progress on each item is reviewed and documented
• All client questions answered in detail
• Detailed direction on how to access each item included on the Care Plan is provided
(e.g., call for an appointment, address, public transit info, etc.)
• The identification of any additional needs or issues was discussed and, when
appropriate, new referrals were subsequently issued
• The Contractor must document, meet with, and speak with both the target child and
primary parent/guardian, at minimum. Additional family members should be included,
as appropriate.
The first Care Coordination Follow Up is to take place within the following timeframe:
• Within fourteen (14) days of the Assessment
The second Care Coordination Follow Up is to take place within the following timeframe:
• Within twenty-one{21) days of the first Care Coordination Follow-Up
Care Coordination Follow-Up Service meetings must be a minimum of 60 minutes in duration.
Care Coordination Plan Flexible Check-In — The Care Coordination Plan Flexible Check-In is
to be utilized for clients who have not yet met 50% of their Care Coordination Plan goals at the
time of Care Coordination Follow-Up Services. Clients receiving Care Coordination Plan Check-
In services should present ongoing challenges to the satisfaction of their goals. The use of a
Care Coordination Plan Flexible Check-In should be triggered by client need and must be
justified in writing.
A Care Coordination Plan Flexible Check-In provides an opportunity to monitor the client's
progress towards the goals identified via the Care Coordination Plan as well as to identify any
new concerns or issues that require action. In addition, a status update on child attendance, risk
of child maltreatment, and/or prevention of youth violence must be included, as appropriate.
A Care Coordination Plan Check-In is, at minimum, 45 minutes in length and is conducted in
person or by phone. The service must meet the following criteria, at minimum:
• Information collected is documented completely and accurately in a typed format
• Adherence to grammar and spelling rules for the English language
• Progress on child attendance, risk of child maltreatment, and/or prevention of youth
violence is reviewed and documented
• Progress on the Care Coordination Plan is reviewed and documented
•
• The identification of any additional needs or issues affecting school attendance, risk
of maltreatment, or prevention of youth violence are discussed and, when
appropriate, referrals are subsequently issued
• The Contractor must document and speak with both the target child and primary
parent/guardian, at a minimum. Additional family members should be included, as
appropriate.
Care Coordination Plan Close-Out — The Care Coordination Plan Close-Out documents the
client's successful completion of a minimum of 75% of the goals included in their Care
Coordination Plan. Failure to complete 75% of the items included in the Care Plan should trigger
a referral to an alternate program or exploration of alternate service strategies for the client.
A Care Coordination Plan Close-Out is conducted in person with both the child/youth client and
the client's parent/guardian and is, at minimum, 60 minutes in length. The service must meet the
following,criteria, at minimum:
• Information collected is documented completely and accurately in a typed format
• Adherence to grammar and spelling rules for the English language
• Progress on child attendance, risk of child maltreatment, and/or prevention of youth
violence is reviewed and documented
• 75% completion of the Care Coordination Plan is reviewed and documented
• If there are any items included in the Care Coordination Plan that were not
completed, thorough explanation must be made and documented. Contractor must
show evidence of attempts to assist the client in satisfaction of all incomplete goals,
e.g. by implementing new referrals and/or strategies.
• Completion of the Program Evaluation Form by every client
• Performance Measurement Tools are explained in detail to the client prior to their
completion
• Performance Measurement Tools are completed clearly, accurately, and in their
entirety
• The Contractor must document, meet with, and speak with both the target child and
primary parent/guardian, at minimum. Additional family members should be included,
as appropriate.
Performance Measurement Tools: Performance Measurement Tools are used to document
and monitor client progress. It is important that clients understand there is no right or wrong
answer and that they are as honest as possible when completing the tools. The Contractor must
afford clients must as much time as they need to complete the tools. The Contractor will advise
clients of the name of the tool they are completing and its purpose and will then instruct the
client to complete the tool on their own accord. The Contractor is not to provide any coaching or
guidance that may influence the client's answer selection. If the parent/guardian is unable to
read or if the tools are not provided in the client's primary language, then the Contractor may
read the questions and answers aloud verbatim from the tools and subsequently record the
client's selection. Client refusal to complete performance Measurement Tools must be well-
documented in writing and must include thorough explanation of the reason for refusal and must
document attempts made by the Contractor to accommodate the client and encourage the
completion of the tools.
• Parental Stress Scale (PSS): The PSS questionnaire is used to determine how much
stress parents are experiencing. The Contractor must administer the questionnaire pre-
test by the Care Coordination Assessment. The Contractor is required to administer the
questionnaire post-test during the Care Plan Close-Out meeting. Contractor must
administer the PSS to all clients.
• Strengths and Difficulties Questionnaire (SDQ) Parent/Guardian Report. The SDQ
Parent/Guardian report questionnaire is a brief behavioral screening completed by the
child's parent or guardian that asks about 25 attributes, some positive and others
negative. The Contractor must administer the questionnaire pre-test by the Care
Coordination Assessment. The Contractor is required to administer the questionnaire
post-test during the Care Plan Close-Out meeting. Contractor must administer the SDQ
parent/guardian report to all clients.
• Strengths and Difficulties Questionnaire (SDQ) Self-Report: The SDQ Self-report
questionnaire is a brief behavioral screening completed by youths ages 11 — 18 that
asks about 25 attributes, some positive and others negative. The Contractor must
administer the questionnaire pre-test by the Care Coordination Assessment. The
Contractor is required to administer the questionnaire post-test during the Care Plan
Close-Out meeting. Contractor must administer the SDQ Self-Report to all youth ages 11
— 18.
• Adult Adolescent Parenting Inventory (AAPI): The AAPI questionnaire is a parenting
skills screening completed by the child's parent or guardian. The Contractor must
administer the questionnaire pre-test by the Care Coordination Assessment. The
Contractor is required to administer the questionnaire post-test during the Care Plan
Close-Out meeting. Contractor must administer the AAPI to 10% of its clients.
Restorative Justice Assessment — The Restorative Justice Assessment is completed by the
Contractor's staff in accordance with their policies and procedures. The Restorative Justice
Assessment is documented by the full and accurate completion of the Attendance Form
including signature of the identified client(s) receiving the service and Facilitator providing the
service.
Restorative Justice Circle — The Restorative Justice Circle is completed by the Contractor's
staff in accordance with their policies and procedures. The Restorative Justice Circle is
documented by the full and accurate completion of the Attendance Form including signature of
the identified client(s) receiving the service and Facilitator providing the service and is, at
minimum, 60 minutes in length.
Should the Contractor encounter challenges in meeting the below stated service
deliverables within the required timeframes, the Contractor may request an extension.
The approval and duration of all extensions are at the sole discretion of the City. If the
Contractor is unable to satisfy deliverables within the required timeframes, the City
reserves the right to conduct said services or assign said services to an alternate vendor
at its sole discretion.
Services must be provided in accordance with the below timeline and in response to
client needs. If the Contractor is found to be providing services primarily during the
second half of any calendar month, the City reserves the right to request documentation
to explain the delay in service provision.
Service Deliverables
Services must be delivered as follows:
Service Unit of Service `f m
Locato n� - Tieframe
Care 1 for each of up Client Home I All eligible Assessments will be
Coordination to 30 ; completed within fifteen (15) days of
Assessment & children/families receipt of referral. Contractor must
Plan I make initial contact with the client
Development I within 72 hours of referral and must
report the results of the contact
initiation to the City. Should the
Contractor encounter challenges in
meeting the service deliverables within
the required timeframes, the Contractor
may request an extension. The
approval and duration of all extensions
i ! are at the sole discretion of the City.
Care 1 for each of up Client Home I All eligible Care Coordination Plan
Coordination ! to 30 i Follow-Up #1 will be completed
Plan Follow-Up I children/families I i between five (5) and fifteen (15) days
#1 ! of submission of Assessment. Should
the Contractor encounter challenges in
meeting the service deliverables within
the required timeframes, the Contractor
may request an extension. The
approval and duration of all extensions
are at the sole discretion of the City.
Care 1 for each of up Client Home All eligible Care Coordination Plan
Coordination to 30 Follow-Up #2 will be completed
Plan Follow-Up children/families ; I between five (5) and twenty-one (21)
#2 days of submission of preceding Care
Coordination session. Should the
Contractor encounter challenges in
meeting the service deliverables within
I ! the required timeframes, the Contractor
may request an extension. The
approval and duration of all extensions
are at the sole discretion of the City.
Flexible Care i Up to 14 total Client Home i Flexible Care Coordination Plan
Coordination i j Check-Ins will be completed as
Plan Check-In triggered by need within twenty-one
(21) days of preceding Care
Coordination session. Should the
i Contractor encounter challenges in
meeting the service deliverables within
the required timeframes, the Contractor
may request an extension. The
approval and duration of all extensions
I are at the sole discretion of the City.
Care 1 for each of up Client Home I. All Care Coordination Plan Close-Outs
Coordination I to 30 I will be completed between five (5) and
Plan Close-Out children/families I twenty-one (21) days of preceding
Care Coordination session. Should the
Contractor encounter challenges in
meeting the service deliverables within
the required timeframes, the Contractor
may request an extension. The
approval and duration of all extensions
are at the sole discretion of the City.
Family Group 1 for each of up I City of I All eligible Family Group Conferences
Conference to 70 families Miami will be completed within twenty-one
Beach (21) days of referral
Restorative 11 for each of up City of All eligible Restorative Justice
Justice to 132 Miami I, Assessments will be completed within
Assessment I children/families ! Beach or three (3) days of receipt of referral.
Client's
School
Restorative 53 City of Restorative Justice Circles will be
Justice Circle ' Miami completed in conjunction with the Step
Beach Up program activity on an ad hoc basis
Service Documentation
Services will be deemed as provided when the following documentation is provided within the
noted timeframes:
_ ubmission Deadline.
Care Coordination • Assessment Form; Three (3) business days
Assessment & •Attendance Form; from provision of service
Plan Development •Client Expectations Form;
•Performance Measurement Tools (PSS,
SDQ Self-Report, SDQ Parent Report, &
AAPI)
•Notification Email, including FGC
information
Care Coordination • Updated Care Coordination Plan Three (3) business days
Plan Follow-Up #1 ! • Care Coordination Progress Form from provision of service
• Notification Email
Care Coordination • Updated Care Coordination Plan Three (3) business days
Plan Follow-Up #2 • Care Coordination Progress Form from provision of service
• Notification Email
Flexible Care ' • Updated Care Coordination Plan Three (3) business days
Coordination Plan • Care Coordination Progress Form from provision of service
Check-In ! • Notification Email
Care Coordination • Updated Care Coordination Plan Three (3) business days
Plan Close-Out • Care Coordination Progress Form from provision of service
• Program Evaluation Form completed by
all clients
•Performance Measurement Tools ('PSS,
SDQ Self-Report, SDQ Parent Report, &
AAPI)
•Notification Email
Family Group j • FGC Action Plan Form signed by all Three (3) business days
Conference i responsible parties from provision of service
• FGC Strength/Concerns Form
• FGC Eco-Map Form �
•FGC Confidentiality Agreement signed by
all in attendance
• Attendance Form signed by all in
attendance
• Service Evaluation Form completed by all
in attendance
• Notification Email
Restorative Justice ' • Attendance Form Three (3) business days
Assessment • Notification Email from provision of service I
Restorative Justice • Attendance Form Three (3) business days
Circle , • Notification Email from provision of service
Please refer to attachment C, Care Coordination Timeline of Services, for additional information.
Penalties for Failure to Perform
If the Contractor fails, on two occasions, to submit required, accurate documentation in the
timeframe allotted, including the absence of notification email, the Contractor will forfeit two (2%)
percent of the combined billed total for the months in which inaccuracies took place. Documents
submitted within the required timeframe and found to be insufficient are subject to penalties for
failure to perform.
If the Contractor fails, on three occasions, to submit required, accurate documentation in the
timeframe allotted within the contract Term, the Contractor is subject to the termination by the
City of any further service referrals, but Contractor will be allowed to complete the service units
allotted to existing clients. The decision to cease additional referrals rests in the sole discretion
of the City.
"Required, accurate documentation" may refer to:
• Monthly invoices
• Monthly narratives
• Monthly client lists
• Monthly in-kind hours
• Client Assessments
• Service documentation of any kind, including sign-in sheets
• Family Group Conference documents
• Any documents associated with Care Coordination, including Care Coordination Plan
forms, Care Coordination Progress forms, Care Plan Close Out forms, Attendance
forms, Service Evaluation forms, or any other documentation required by this
Agreement.
• Performance Measurement Tools
• Notification Emails
• Any document required by this Agreement
If any individual employed by or independently contracted with the Contractor fails, on more
than one occasion, to attend a scheduled client meeting without notifying the City of an
impending absence, the City reserves the right to remove that individual from the Contractor's
staff roster for the purposes of this Contract.
If the Contractor is unable to fulfill the contracted service level within the allocated timeframe for
each service component, the City reserves the right to reduce service levels accordingly across
the funded service spectrum and terminate this Agreement at its discretion.
If the Contractor is unable to fulfill the contracted service level and the City subsequently
reduces service and funding levels, the City reserves the right to select another vendor to fulfill
the remaining service units. The City will select the alternate vendor at its sole discretion.
Engagement Strategies
The Contractor will adhere to the following engagement strategies in the delivery of Care
Coordination services:
• Advise the client and his/her parents and/or guardians of the scheduled appointment for
Family Group Conference at the time of the Assessment.
• Provide client and his/her parents and/or guardians information regarding the importance
of adhering to school attendance policies, if applicable.
• Provide client and his/her parents and/or guardians information regarding the Care
Coordination process and all other available services.
• Reintroduce the services available through the Program at each client interaction.
• Document every interaction with or on behalf of client.
Employee/ Contractor File Review
The following documentation must be included in the employee/contractor file for all
employees/contractors providing services under this contract.
The following must be included in the employee files:
• Employment Application
• Evidence of degree/credentials
• Job Description Signed by Employee
• Evidence of Required Experience
• Florida Background Criminal Screening
• National FBI Background Criminal Screening (Level 2)
• Affidavit of Good Moral Character
• Proof of Knowledge of Policies & Procedures
• Confidentiality Agreement Re: Client Information
• Authorized time sheets, records, and attendance sheets to document the staff time billed
to provide Services pursuant to this Agreement
• Daily activity logs and monthly calendars of the provision of Services pursuant to this
Agreement
• Documentation of Contractor Training/In-Service Training
• Documentation of City-provided trainings
• Documentation of attendance at one CCDH training
• 1-9 Verification on File
Monitoring visits shall take place within thirty (30) days of the commencement of services. The
City will notify the Contractor a minimum of five (5) business days' notice prior to a monitoring
visit.
The City reserves the right to inspect employee/contractor files with due notice (at least forty-
eight (48) hours in advance of planned site visit) to ensure adherence to contractual
expectations as well as to ensure pre-screening prior to a monitoring visit by The Children's
Trust.
Evaluation
In the continuing effort to ensure programming excellence, clients will be provided with
evaluation forms at the end of each programming component to gauge their satisfaction with
services provided. At a minimum, the Contractor must obtain evaluation forms from the primary
child client and the parent/guardian. The evaluation forms will be provided by the City and must
be administered at the following times:
• Completion of Family Group Conference
• Completion of Care Plan Close-Out (program evaluation form)
The City will conduct intermittent performance evaluations for the purpose of monitoring the
Contractor's performance. The City will conduct said evaluations utilizing a tool of its choice and
at its sole discretion.
Reporting Requirements
Each month, the Contractor will provide the City with a Monthly Progress Report, Client List, and
Reimbursement Request utilizing the City's Reporting and Reimbursement Forms (Exhibit B)
by 5:00 PM on the fifth (5th) of the following month. The client list detailing the dates, services
provided, and clients receiving said services must be included. If in-kind hours are submitted,
back-up documentation stating same must be included. In the event that the third of the month
lands on a Saturday, Sunday or holiday, the report must be submitted the following business
day. Reports are due to the City on the following dates:
• Thursday, November 5, 2015 • Tuesday, April 5, 2016
• Monday, December 7, 2015 •Thursday, May 5, 2016
• Tuesday, January 5, 2016 • Monday, June 6, 2016
• Friday, February 5, 2016 • Tuesday, July 5, 2016
• Monday, March 7, 2016 • Friday, August 5, 2016
Monthly reports and reimbursement requests may be submitted via any of the following
methods:
• Electronic mail
• Facsimile
• Standard mail
• Hand delivery
Monthly reports will not be considered acceptable unless the following is met:
• Forms are completely and accurately filled
• Necessary back-up materials are included (service documentation, sign-in sheets,
etc.)
• Reports bear the signature of the authorized agency representative submitting the
report on behalf of the Contractor
The City will document Contractor service level data and monthly reports via Active Strategy
software for inclusion in the monthly report to the Miami Beach Service Partnership Governing
Board as well as the City's website.
Miami Beach Service Partnership Meeting Attendance
The Contractor is required to have representation at each calendared Miami Beach Service
Partnership Governing Board meeting. In the event a representative cannot attend in person,
arrangements can be made for a telephonic connection no more than twice per contract year.
If the Contractor fails to have representation at two meetings, the City reserves the right to
reduce contracted service levels at its sole discretion.
Monitoring & Performance Reviews
The City of Miami Beach reserves the right to inspect, monitor and/or audit the Contractor to
ensure contractual compliance. This includes, but is not limited to:
• Review of on-site service delivery
• Inspection and review of client, budgetary and employee files (for those employees
providing services under this Agreement)
The monitoring tool provided by The Children's Trust, On-Site Monitoring Tool, will be used to
guide inspections and monitoring visits. (Copy included herein.)
Monitoring visits will take place within thirty (30) days of the commencement of services. The
City will notify the Contractor a minimum of five (5) business days' notice prior to a monitoring
visit.
Partner Performance Ratings
The Contractor agrees that its Partner Performance Rating, the score awarded for performance
on the following measures, will be posted on the City's website on a bi-annual basis:
• Timely and accurate submission of monthly progress report
• Timely and accurate submissions of monthly financial reports (reimbursement requests)
• Delivery of contracted service units
• Promotion of the Miami Beach Service Partnership
• Attendance at Miami Beach Service P artnership Governing Board and related
committee(s) meetings
Ratings will be given for each performance measure based on the following:
'_ Performance,Measure.,,_� _ 1 Rating;Rat onale;& Score__ ;..., ,_
Timely and accurate submission of Monthly > "0" for failing to submit on time
Service Summary Report > "15" for submitting on time
Timely and accurate submissions of > "0" for failing to submit accurate report with
monthly financial reports (Monthly back-up material on time
Reimbursement Request) > "15" for submitting accurate report on time
Delivery of contracted service units Possible score of 0 to 40 based upon
completion of projected service units. Score is
calculated by dividing the completed number of j
service units by the total number of referred
service units.
Timely and complete document submission Possible score of 0 to 10 based upon timely
and complete submission of service 1
documentation. Score is calculated by dividing
the number of service units submitted timely
and satisfactorily by the total number of service
units completed.
Attendance at Miami Beach Service Possible score of 0 to 20:
Partnership and related committee(s) 10 Points for attendance at Miami Beach
meetings Service Partnership meetings; 10 points for
Committee attendance (In the event that there
are no committee meetings scheduled, the
value for attendance at the Miami Beach
Service Partnership meeting will be 20.)
Promotion & Public Relations Requirements
The Contractor agrees to receive Success University Program Brochures and make them
available to clients during all in-person client interactions.
The Contractor agrees to link its website to the City's Success University webpage. Such link
must be in place prior to the execution of this contract.
The Contractor agrees to indicate its membership in the Partnership in all self-produced
marketing materials that are produced for the benefit of youth and families.
Training Requirements
Personnel providing services under in this Contract will be required to complete the following
trainings prior to service provision, as delineated below:
Care Coordination Services: City provided [' Program Overview Training
trainings ❑ Care Coordination Training
❑ Engagement Training
❑ Community OS Software Training
Care Coordination Services: Additional ❑ Family Group Conference Observation
required trainings ❑ CCDH Disability awareness training
❑ DCF Abuse & Neglect Online Training
❑ Quarterly Staff Development Trainings:
• January 15, 2016
• April 8, 2016
• July 1, 2016
Family Group Conferencing Services ❑ Program Overview Training
The total training time required under "Care Coordination Services: City provided trainings" is
two business days.
Contractor acknowledges all Care Coordinators must pass a written examination prior to
initiating service provision.
Contractor agrees to allow the City to audit each Contractor staff member during the provision of
Care Coordination services for the purposes of maintaining fidelity. City audit shall take place by
the third service provision by each Contractor staff member.
The Contractor agrees to send at least one representative to attend a City-sponsored grant
writing workshop by July 31, 2016. Alternately, the Contractor may submit documentation
indicating at least one member of its staff has attended another Grant Writing training in the
same period of time.
The Contractor agrees to send its Miami Beach Service Partnership Meeting representative to a
City-sponsored member refresher training at a minimum of once every two years.
In the event that any Contractor staff member does not satisfy the above training requirements
or if any Care Coordinator does not attend one or more of the required City provided or
Quarterly Staff Development trainings, the City reserves the right to remove the staff member
from the Contractor's roster for the purposes of this Agreement, at its sole discretion.
Client Termination
Care Coordinators must notify the Program Coordinator of client inactivity. If the Care
Coordinator has not been able to reach a client they must notify the Program Coordinator by the
fourteenth (14) day.
Contractor's Staff Roster
Contractor will provide the City with following information for each individual employed by or
independently contracted with the Contractor to conduct services related to this Agreement:
• Name
• Resume
• Credentials, to include degrees and licenses, as required by position
• Phone number
• E-mail address
• Days and times available for service provision (minimum of three weeknight or weekend
shifts available per week)
• Language Skills (minimum of one bilingual staff member required per every 10
contractually required clients)
• Total number of hours per week each staff member is able to commit
• Name of Supervisor and total number of hours per week committed to
supervision/staffing in support of activities related to this Agreement.
Contractor agrees to adhere to screening staff and contracted employees for minimum
requirements appropriate to positions related to this Agreement and in accordance with
Contractor's policies and procedures.
Contractor's staff members are required to wear identification while conducting services.
Contractor's employees and independent contractors providing Mental Health services and/or
Counseling Sessions must meet the following criteria, at minimum:
• A minimum of an earned master's degree from a mental health counseling program or a
program in a closely related field that is CACREP and/or regionally accredited
• Licensed as Registered Mental Health Counselor Intern or higher in the State of Florida
• Obtained a mental health counselor qualified supervisor
Switchboard of Miami Registration
Contractor agency will register with Switchboard of Miami to ensure that agency information is
accurate and updated. This contractual obligation is directed by The Children's Trust. Agency
registration can be done at the following website: www.switchboardmiami.orq
Additional Documentation
The following documentation must be submitted with this executed agreement:
• All required insurance certificates
• Copy of current financial audit
• Copy of required business licenses and permits
• List of all members of Contractor's Board of Directors, if applicable
• Contractor's Board of Directors by-laws, if applicable
• Conflict of Interest policy
• Agency 990 Form
• Agency W-9 Form
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