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Amendment No. 1 to the PSA with Ayuda, Inc. ao I q- AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA AND AYUDA, 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 day of July 2016 (Effective Date), by and between the City of Miami Beach, Florida (City), and Ayuda, Inc., a Florida non-profit 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 a 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 and in accordance with The Children's Trust Miami Beach Service Partnership Grant, dated August 1, 2015, Contractor shall provide the following work and services, which are further described in Exhibit "A" hereto (the "Services"). • Care Coordination Assessment & Plan Development services for up to Sixty-Five (65) children and their families; • Care Coordination Plan Review services for up to Sixty-Five (65) children and their families; • One Care Coordination Plan Check-In services for up to Sixty-Five (65) children and their families; • Thirty-Five (35) 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 Sixty-Five (65) children and their families; • Mental health services for up to Twenty Seven ( ) children and/or their families. Page 1 of < <9,i/j21 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-Nine Thousand One Hundred and Twenty-Eight Dollars and Eighty-Five Cents ($49,128.85). 4. Exhibit "A" to the Agreement is hereby deleted in its entirety and replaced with the attached Exhibit 5. 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 sixty-five (65) 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 Nine Thousand Three Hundred Seventy-Three Dollars ($9,373); b) Provision of two (2) Care Coordination Plan Follow-Up services each for up to sixty-five (65) 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 Ten Thousand Two Hundred and Thirty-Seven Dollars and Fifty Cents ($10,237.50) c) Provision of thirty-five (35) Flexible Care Coordination Plan Check-ln 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-ln, for a maximum not to exceed Eight Hundred Seventy-Five Dollars ($973.35); d) Provision of one (1) Care Coordination Plan Close-Out service each for up to sixty-five (65) children and their families at the rate of One Hundred Three Dollars ($103) per each Care Coordination Close-Out service, for a maximum not to exceed Six Thousand Six Hundred and Ninety-Five Dollars ($6,695). �q e) Provision of one (1) Mental Health Assessment service each for up to Twenty-Seven (L2-,Z) children and/or family members at the rate of Two Hundred and Fifty Dollars ($250) per each Mental Health Assessment service for a maximum not to exceed Four Thousa d Seven Hundred and Fifty Dollars ($4,750); and q t) Provision of twelve (12) Counseling Sessions each for up to Twenty-Seven i .Z) c ildren Q and/or family members for a total of Three Hundred and Twenty-Four (52.4) Counseling(a2R) ' Sessions, at the rate of Seventy Five Dollars ($75) per each counseling session for a maximum not to exceed Seventeen Thousand One Hundred Dollars ($17,100). Notwithstanding the preceding, Contractor's total compensation during the term of this Agreement shall not exceed the maximum allowable sum of Forty-Nine Thousand One Hundred and Twenty-Eight Dollars and Eighty-Five Cents ($49,128.85). Page 2 of 3 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 6. 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: 'LC By: Ai 16 ZZ }E , � L- ‘ y � -fael E. ranado, City CIe rk�`.••'' `ref}'''- .i '1` y,L. 'orales, City Manager f__ ,` ,,,, ,,/ `' k-':.- _ b lb OBA to r' ` OPP I FOR CONTRACTOR: �y�?CL/ 2 EAYUDA, INC. v ATTEST: . ii By: i /l�r��� ���' !/ /// y efoAraAA 'Dircaor. ! J • - Title Title Ce .G a e, (,o-� .';41-A)A- Secs i • Print Name Print Name Date APPROVED AS TO FORM & LANGUAGE & FO2 E CUTION Page3of3 A p,,,( -� i $ (( City Attorney ,i Date 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: Service Units Documentation of Service of Service Care 65 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 four 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. Care 65 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 65 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 35 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 65 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 four 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. Mental Health 19 Attendance form signed by all attendees. Each session must Assessment take place on a different date, unless previously approved by the City. Notification email, to be sent from Contractor to City staff within five (5) days of service delivery. Counseling 228 Attendance form signed by all attendees. Each session must Session take place on a different date, unless previously approved by the City. 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. 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. Mental Health Assessment— The Mental Health Assessment is completed by the Contractor's staff in accordance with their policies and procedures. The Mental Health Assessment remains private, unless the Contractor deems specific information to be relevant and/or important for the City's provision of other services or if information compiled in the Mental Health Assessment is deemed to be relevant to the safety of the client or others. The Mental Health Assessment is documented by the full and accurate completion of the Attendance Form including signature of the identified client(s) receiving the service and clinician providing the service. Counseling Session — The Counseling Session is completed by the Contractor's staff in accordance with their policies and procedures. The Counseling Session and its contents remain private, unless the Contractor deems specific information to be relevant and/or important for the City's provision of other services or if information compiled in the Counseling Session is deemed to be relevant to the safety of the client or others. The Counseling Session is documented by the full and accurate completion of the Attendance Form including signature of the identified client(s) receiving the service and the clinician 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 I Unit of Service Service T'imeframe, Location Care 1 for each of up Client Home All eligible Assessments will be Coordination to 65 completed within fifteen (15) days of Assessment & children/families receipt of referral. Contractor must Plan make initial contact with the client Development 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 are at the sole discretion of the City. Care 1 for each of up Client Home All eligible Care Coordination Plan Coordination to 65 Follow-Up #1 will be completed Plan Follow-Up children/families 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 65 Follow-Up #2 will be completed Plan Follow-Up children/families 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 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 Up to 35 total Client Home Flexible Care Coordination Plan Coordination Check-Ins will be completed as Plan Check-In triggered by need within 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. Care 1 for each of up Client Home All Care Coordination Plan Close-Outs Coordination to 65 will be completed between five (5) and Plan Close-Out children/families 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. Mental Health 1 for each of up Client Home All eligible Mental Health Assessments Assessment to 19 will be completed within fifteen (15) children/families days of receipt of referral. Contractor must make initial contact with the client 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 are at the sole discretion of the City. Counseling 12 for each of up Client Home All eligible counseling sessions will be Session to 19 completed within ninety (90) days of children/families Mental Health Assessment. Should the for a total of 228 Contractor encounter challenges in unique meeting the service deliverables within Counseling the required timeframes, the Contractor Sessions may request an extension. The approval and duration of all extensions are at the sole discretion of the City. Service Documentation Services will be deemed as provided when the following documentation is provided within the noted timeframes: Service bocumentation Submission 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 j • 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 Mental Health • Attendance Form, clearly delineating Five (5) business days Assessment identified client from provision of service; • Notification Email if documents are being weekly submission on submitted via Community OS Monday of each week. • Encrypted Email document submission Weekly document (ONLY if Contractor is able to encrypt submissions must include emails for the protection of client status updates on any information) clients presenting difficulties with scheduling or service provision. Counseling • Attendance Form, clearly delineating Five (5) business days Session identified client from provision of service; • Notification Email if documents are being weekly submission on submitted via Community OS Monday of each week. • Encrypted Email document submission Weekly document (ONLY if Contractor is able to encrypt submissions must include emails for the protection of client status updates on any information) clients presenting difficulties with scheduling or service provision. 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 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 Partnership Governing Board and related committee(s) meetings Ratings will be given for each performance measure based on the following: _ Performance Measure Rating Rationale & 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 ' 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 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 Mental Health 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 THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.