HomeMy WebLinkAboutCOM 0416.000 1996-1998 Mtn a
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Stephen K. Yamashiro ~ William Takaba
Mayor Pzecutive on Aging
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OFFICE OF AGING
Hilo lagoon Centre, 101 Aupuni Street, Suite 342
Hilo, Havwii 96720-4262 (HOS) 961-8600
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MEMORANDUM - -
TO: James Arakaki, Chairman
Hawaii County Council
i.
FROM: ~~William Takaba, Executive on Aging
llATE: July 24, 1997
SUBJECT: Adult Chore Services Grant #DHS-98-POS-6052
Enclosed for your review and signature are two copies of an adult chore services grant
#DHS-98-POS-6052 from the Department of Human Services. Also enclosed is a resolution
drafted by the Corporation Council which will allow the Council Chairman to sign the grant.
Please return the grant to our office so we may proceed and secure the other appropriate
signatures. Please contact Dennis Shigeta of our office should you have any questions
regarding the grant. Thank you for your assistance.
ds
Enclosures
•arTF
File 1(0.
Naf. 'fo: id1L 2 9 1997
Rat.
An Area Agency on Aging
DHS-98-POS-6052
PIIRCHASE OF SERVICES
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AGREEMENT
BETAEEN
STATE OF HAAAI'Z, DEPARTMENT OF HIIMAN SERVICEB
AND
AGENCY: HAWAII COIINTY OFFICE OF AGING
ADIILT CHORE SERVICES
MAILING ADDRESS: 101 AIIPIINI ST., SIIITE 342
HILO, HI 96720
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STATE OF HAWAII
AGREEMENT FOR GRANTS, SUBSIDIES, AND PURCHASES OF SERVICE
This Agreement, effective the lot day of Juiv . 19 97
is enured into between the DEPARTMENT OF HUMAN SERVICES (hereinafur
a+.. ~.I..."..... w "..a
"AGENCY"), State of Hawaii (hereinafter "STATE"), by its DIRECTOR OF xUMAN
SERVICES (hereiaafur "DIRECTOR"), and the County of Hawaii
(hereinafter"AWARDEE"), a municival oreanization
under the laws of the Stau of Hawaii ,whose business address and
taxpayer identification number are as follows: 25 Aupuni street, xiio,
Hawaii 96720 Federal ID 1199-6000567 State ID 1130016002
RECTfAI.S
A. Chapter 42D, Hawaii Revised Statute; establishes standards for
disbursing public funds to privau organizations to fulfill specified public purposes.
B. The AWARDEE has requesud funding from the State of Hawaii for
the project or program described is Attachment 1 of this Agreement
C. The STATE finds that the AWARDEE's performance as described in
Attachment 1 of this Agreement will fulfill the public purpose set forth therein.
D. The STATE desires to contract with the AWARDEE to fulfill the
specified public purpose, and the AWARDEE is agreeable to performing under this
Agreement
E. Money is available to food this Agreement pursuant to:
(1) ACT 328, SLH 1997 Or (2) N/A
1r.~r~.r !r."6Ir'r ~.r
or both, in the following amounts: Stau S 138.254
Federal S -0-
F. Pursuant to chapter 42D, Hawaii Revised Statutes, and Section 346-63
xawait Revised statutes ,the STATE is authorized to eater into this Agreement
r......+. e . ~
NOW, THEREFORE, is consideration of ffie promises contained is this
Agreement, the STATE and the AWARDEE agree as follows:
1. ~pc of Performance. The AWARDEE shall perform, in a proper
and satisfactory manner as deurmined by the STATE, the project or program described is
Attachment 1, which is hereby made a part of this Agreement
Fo.~ wo-swam n.o»
Z Time of Perferntanet TLe pew iaaae regaasd of the AWARDED
nada this A~eemeat shall be eompkted is aao~aaee with the Tone Sehedale' set forth
in Attachment 2, which is hereby made a part of this A~trment
3. The AWARDEE stall be oompeasated for
performance sad mats incurred under this Agreement aoeordiag to the •Compettarioa :ad
Payment Schednk' act forth is AmeLmeat 3, which is hereby made a part of this
Agreement
4. Standards of Condnet Declaration. Tht: Standards of Coadt:a
Declaation by AWARDEE. set forth ~ia Attachment 4, is hereby trade a part of this
Agreement
S. Other Terms and Coeditiotu. TLe General Conditions and the Spedal
Conditions (if say}, set forth is Amehmeats S sad 4 are Lereby made a part of this
Agreement In the event of a ooafliet belweea the General Conditions and the Special
Conditions, the Spedal Conditions shall a~trol
IIQ WFIEREOF, the STATE sad the AWARDEE Lave ~
this Agreement e$~-as of the date first above vRitnen.
- - - STATE
Y
~~~o ~ i j~ DIRECTOR
- - - - - (I'rtle)
AWARDEE
Br
Its MAYOR T •
APPROVED AS TO FORM:
Depnty Atsorary Geaesal sy
Its Council Chairman
•Evldanaa of autlgtfttr of tha AWARDES'a rapt~wntatM m aiOtt this Agtaaewnt ter ttr AWAY
earl tM aaaelyd.
- 2 woawosrs fs~
AWARDEE'S ACKNOWLEDGMENT
State of 1
SS.
County of 1
On this _ day of 19 .before me personally appeared
. to me personally known, who being by me duly sworn, did
say that heJshe is the of
the AWARDEE aamed in the foregoing iastrumeat, and that helshe is authorized to sign
said ittstrumeat on behalf of the AWARDEE. and aclmowledges that he/shc executes said
instnrment as the free as and deed of the AWARDEE
Notary Public.
My commission expires:
- Fes wC-3~wGSPS R•9n
Resolution of the Board of Directors of
At a duly constituted meeting o! the Board of Directors of the
• , held on the
day of - 19 the
following resolution vas adopted:
RESOLVED: That
of ,
ba and hereby era, authorized and empowered to
enter into any contract or agreement on behalf of
said Corporation with the Dnitsd States Government
or the State of Hawaii or the City and County o!
Honolulu for furnishing any products or services
dealt in by said Corporation; and to aYacuta,
deliver, and aclrnowledge such contracts or
agreements on behal! o! said Corporation, also to
execute, deliver, and aGcnowlsdge on behalf o!
said Corporation all necessary bonds for the
parlormancs of such contracts or agrsaments.
Z, the undercigned, hereby cartily that the foregoing is a true
copy o! the resolution adopted by the Board of Directors of the
Corporation at a meeting of said Board held on the aforementioned
date, and entered upon the regular minute book of said
corporation had lawful authority to adopt the said resolution and
to confer the powax's thereby granted to the o=lfcers therein
named, who havs lull povar and lavtul authority to aYercise the
same.
Dated:
BY= -
Its:
corporate Saal:
u
Attachment 1
SCOPE OF PERFORMANCE
1. Scope of Service. AWARDEE agrees to perform the following work contained in
this Attachment 1 all in strict accordance with the terms and conditions of this
Agreement. It is understood that this Agreement includes as a part hereof the
Request for Proposal (RFP), any and all amendments and addenda issued thereto,
AWARDEE's proposal, and any and all amendments and addenda submitted in
response thereto, and forms an integral part of the Agreement between AWARDEE
and STATE. AWARDEE shall perform all of the services and provide and deliver to
STATE all of the deliverables described in this Agreement. The Agreement shall be
construed in accordance with the laws of the State of Hawaii. Services should be
provided at the following designated services site(s):
Hawaii County: Services will be delivered in clients' home .
2. Service Availability. AWARDEE shall maintain the capacity to deliver services
throughout the term of the Agreement. The level of capacity to deliver services each
month of a contract year shall be no less than the annual number of service units
divided by the number of months in the contract year.
3. Activity Reports. AWARDEE shall submit written quarterly Activity Reports to
STATE within thirty (30) calendar days following the end of each quarter. The first
report shall be due on or before October 30, 1997. Such report shall be in the
format as specified by STATE.
4. Expenditure Reports. AWARDEE shall submit written quarterly Expenditure
Reports to STATE within ht irtY (3,~ calendar days following the end of each quarter.
The first report shall be due on or before October 30, 1997. Such report shall be in
the format as specified by STATE.
5. Additional Reports. AWARDEE shall furnish any additional reports or information
that STATE may reasonably require or request.
6. Meet with STATE to Discuss Progress. AWARDEE shall, upon reasonable request
by STATE, meet with representatives of STATE to discuss the progress of work
required hereunder.
7. Service Plan. AWARDEE agrees to maintain a service plan for each individual or
family receiving direct benefits or services described in the Purchase of Services
RFP. The service plan shall include all services to be provided to accomplish the
-1-
Attachment 1
specific goal(s) established for the individual or family and will be updated semi-
annually to insure that only appropriate services are provided.
8. Eligibility Information. AWARDEE shall obtain and transmit necessary information
from the individual or family needed to determine eligibility as requested by STATE.
9. Notify AGENCY Worker. AWARDEE shall immediately notify STATE social
w rk r when:
a. a STATE referred individual is absent from a residential program for 24 hours
or from a day program for five (5) consecutive days;
b. an individual's or family's whereabouts are unlrnown;
c. an individual or family undertakes any action which may influence that
individual's or family's eligibility for services.
-2-
k
Attachment 2
TIME SCHEDULE
This Agreement shall commence on July 1,1997 and shall end on June 30,1999, unless this
Agreement is sooner terminated as hereinafter provided.
The STATE may offer to the AWARDEE to extend this Agreement an additional two yeazs.
Upon acceptance of such offer, the Agreement may be amended to end no later than June 30,
Z.4S11• Any offer to extend this Agreement shall be submitted in writing to the AWARDEE no
later than March 30, QQ.
-1-
Attachment 3
COMPENSATION AND PAYMENT SCHEDULE
1. Sum Not to Exceed. Subject to continuing availability of State and Federal funds,
STATE agrees to pay AWARDEE, for services satisfactorily performed under this
Agreement, a sum based on payment rate per unit of service, or a sum not to exceed
ONE HUNDRED THIRTY-EIGHT THOUSAND. TWO HUNDRED
FIFTY-FOUR AND NQ/100 DOLLARS (138.254
FY'Q$ FY'QQ
State Funds $ 127 $ 69.127
Federal Funds $ N/A $~~T/A
(CFDA t~ 11 it
TOTAL $ 127 $ 69.127
2. STATE Payment. Section 103-10, Hawaii Revised Statutes, provides that the State
shall have thirty (30) calendar days after receipt of invoices or satisfactory delivery of
goods or the performance of services to make payment. For this reason, STATE will
not recognize any requirement established by AWARDEE which requires payment
within a shorter period, or interest payment, if any, not in conformance with statute
unless agreed upon herein.
3. Additional Obligation. No subcontract shall be deemed in any way to provide for
the encumbrance of any additional obligation of STATE other than the contract cost
as specified in Agreement.
4. Rates Not Greater than for Comparable Services. Where applicable, AWARDEE
shall certify that the service unit of payment under this Agreement is not greater than
the rate it charges to any other Public or Private agency or individuals for comparable
services.
5. No Additional Fees. AWARDEE agrees that no additional fees for services shall be
charged to eligible recipients for services provided under the terms of this Agreement
unless otherwise permitted by STATE and that the inability of the recipient to pay the
additional fees shall not be used as the basis for non-participation of the recipient who
is otherwise qualified and eligible.
-1-
r
Attachment 3
6. Refund Payments for Services not Authorized. AWARDEE agrees to refund all
payments received from STATE for any family or individual or unit of service which
was not authorized by STATE. Such refunds shall be made within fifteen (15)
calendar days of written notification by STATE. Should the refund not be
forthcoming due to a disagreement between both parties, such dispute shall be
submitted to the Director for resolution.
7. Reporting Penalty. Should AWARDEE fail to file the written Activity and
Expenditure reports with STATE on or before the required date, STATE is authorized
to withhold funds owed to AWARDEE until such time as the reports are acceptable
and placed on file with STATE.
8. Method of Payment.
a. Payments shall be made to AWARDEE quarterly, at the beginning of each
quarter, for services to be provided in accordance with this Agreement. The
first advance payment will be made for the quarter which commences on July,
1997, upon submission of an invoice received from AWARDEE, specifying to
the satisfaction of STATE, that the work under this Agreement will be
performed in conformance with the Agreement and that AWARDEE is entitled
to receive the amount payable under the terms of this Agreement. Payment
for the subsequent quarters will not be processed until the receipt and
preliminary approval by the STATE of the Quarterly Activity and Quarterly
Expenditure Reports due no more than 30 days after the end of the previous
quarter. All chazges shall be supported by statements indicating who
AWARDEE provided services to and types of services AWARDEE rendered.
The STATE shall withhold paymenu of approximately one-twelfth (1/12) of
the total compensation from the last month of each fiscal year until final
settlement of this Agreement.
b. The invoices, original plus two (2) copies, shall be on forms approved by
STATE. Invoices shall include AWARDEE's name shown in Agreement, the
Agreement number, and a detailed breakdown of AWARDEE's chazges.
c. After the initial payment, written requests for payment shall be followed by the
iarterl Activity and Expenditure reports required under this Agreement.
The reports shall be reviewed by STATE and shall be subject to STATE's
preliminary determination of appropriateness, and permissibility of the
reported expenditures. STATE's preliminary determination of appropriateness
and permissibility of the reported expenditures shall be subject to later
verification and subsequent audit.
-2-
Attachment 3
d. If an amount of reported expenditures is preliminarily determined by STATE
to be inappropriate and unallowable, STATE may deduct an equivalent amount
from the nett payable installment due and may withhold payment of the
amount of monies equivalent to the questioned expenditures until later
resolution of the discrepancy by audit or other means. If, after payment of the
last installment, investigation and examination reveal additional expenditures
that are determined by STATE to be inappropriate and unallowable, STATE
may require that an equivalent amount of monies be refunded to STATE
notwithstanding STATE's preliminary determination of appropriateness and
permissibility.
9. Budget Revision. This Agreement constitutes approval for the expenditure of funds
for specific items in the AGENCY approved budget. Except as provided below, the
AWARDEE may make revisions between the budgeted line items within the total
budget amount of the program, provided that the funds are used for allowable costs of
the program and do not exceed 104b or $500 of the budgeted line item, whichever is
more. Items requiring prior approval include: Object cost categories not included in
the original budget; and any increase to the personnel, other personnel, equipment,
travel, and consultanUcontract service categories.
]0. Budget Standard. Such payment shall include all of AWARDEE's services,
materials, supplies, equipment, overhead, taxes, and other incidentals and operating
expenses of AWARDEE for this Agreement that are in accord with the Cost
Principles of the 12FP.
11. Utilization Review. A review of the utilization of the service shall be conducted at
the end of nine (9) months of the first fiscal year of the Agreement. Based upon the
findings of the review and in accordance with other assessments of service need, the
State may increase or reduce the amount of services to be purchased and the level of
payment in the succeeding fiscal year. The reduction and payment shall be made in
accordance with the attached Attachment #8, Service Capacity and Payment Rate,
which by this reference is made a part hereof.
-3-
s
Attachment 4 -
'TANDARDS OF CONDUCT DF""r.ARATION ~ "
For she ptttposes of this dechratioa:
't:onuolliai iatarst' trteans as interm in a btuinea or other aadersalvnj which is wtLdeat in tea
to coaaol, whether the interest be Renter or lest than fitly per cent
'Employee' mean nay ttomiaated. appointed or elected otfioer or employee of the State. indudin~
members of boaeds, mmmimoas, noel eottrmittees, and employees oader mntract to the State or of
a tanstitntional mevsatioa, but earludia~ kp:tatorx dekptes to a eoastirntional eoovention. justices.
and jud0es
Oa behalf of , AWARDEE. the uadeaiped
does declare. order peachy of perjury. as Eolloars:
1. AWARDEE (is) (is notl a kpslator or m empkryee of a business
in which a kpshnor or as employee has a eantrolfia~ interest.'
2 AWARDEE bas trot been asssted or represented by • kpslator or empbyee for a tee or
other mtttpeasatim to obtain this ARaemeat attd wr71 tat be assisted or repssseated by a kpslasor or
employee for a tee or other mngretttatioa io the pertotntanoe o[ the Ageemeat. tt the kpslator or employee
had bees iavotved in the development or award of the AReemeat
3. AWARDEE hat trot been assisted or represented 6or a [ee or other otrmpemtioa is the
award of this ARaement by as AGENCY empbyce r# in the ease o[ the I.spslatore, by a kpdator,
4. AWARDEE has not been represented or asosted pasoeally r>e matters teLted to the
AReement by a former etapbyae o[ the AGENCY who, within the premdiei two yeah partiapated while
is sate otfue or emphrymeat oa the tsmtter with w6ieh the eoateaets directly omrrsraed
S. AWARDEE hm not bees repte»nted or assisted oo mettet: reLted to this AReemeat. for
a tee or other meadaation by m individoal who. within the part twelve months. has bees as AGENCY
employee, or is the ease o[ the l.epstatttre. a kpsiator.
6. AWARDEE has sot bees represented or astiseed in the award o[ this ARsemeat [or a [ee
or other consideration by as individual who. a) within the past twelve months, served as an AGENCY
carployee or in the ease of the Lepthmre. a kpslator. cad b) partidpated wWle m entpbyee or kysiator
on matters related to thin Ayteemeat
AWARDEE aadersaadt that the AReeateat b whie6 this doeaateats attached is voidable on behalf of the
STATE it this AReetaem was entered into in violation o[ nay provision of chapter 84, tias"aii Revised
Salutes, oommoaly tefemd to as the Code o[ EthiQ indadin~ the provisioes which am the source o[ the
declarations above. Additiona0y, nay tee, contpenatioa, pft. or profit received by any person as a testtlt of
a violatim of the Code of Ethic may be teewersd by the STATE
DATED: HonolWu. Hawaii, . 19_
AWARDEE
By
Its
• Reminder to the AGENCY: It'[f in declaration 1 is cirele4 the AGENCY it rertaired, order anion 04-15.
Hawaii Revised Satntes. m the with the Sate Etbia Commission tm (10) days before the Apeemeat k
entered into. a written justification as to why the AReement was not required to be ootttpetitivefy bid.
Fo.m wG1wOSR R•orl
Attachment S
STATE of HAWAII
GENERAL CONDITIONS FOR GRANT, SUBSIDY, AND
PURCHASE OF SERVICE AGREEMENT'S
1. ~wardee's Oualifving Standards.
a. The AWARDEE is a profit organization incorporated under the laws of the
State of Hawaii or a nonprofit organization determined by the Internal Revenue Service to
be exempt from the federal income tax.
b. If the AWARDEE is a nonprofit corporation, AWARDEE has a governing
board whose members have no material conflict of interest and serve without compensation.
a The AWARDEE bas bylaws ~ politic that desrnbe the manger in which
business is conducted and policies that relate to nepotism and management of potential
conflicts of interest.
d. The AWARDEE has at least one year's experience with the project or in the
Program area for whkh the award is made: or has been granted an esxeption to this
standard by the Director of Finance or the Administrative Director of the Courts
e. The AWARDEE is licensed and aosredited in accordance with federal, state,
or county rcquirsmentt.
2 ,~p~srrv C`a~ditions
a. The AWARDEE has agreed to and wt7l during the term of this Agreement
(I) Employ m have under contract persons qualified to engage in the
activity to be funded under this Agreement
(2) If the AWARDEE is a nonprofit organization, it does not employ or
have ender contract any two or more members of a famt7y or kin of the first or
second degree. unless agreed to is this Agreement
(3) Not grant any salary or benefit increases to its employees or
wntraetors with public funds unless the increases arc agreed to in this Agreement
(4) Comely with appliabk federal and state laws prohibiting
discrimination against nay person. .
(S) Not use public funds for entertainment or perquisite. For the purpose
of this Agreement, 'perquisite' means a prinTege furnished ar a service rendered by
the AWARDEE to an employee, officer, director, ~ member ~ the AWARDEE
to reduce that individual's personal expenses
(ti) Comply with any other requirement that the Director of Finaaee or the
Administrativc Director of the Courts may prescribe to ensure adherence by the
AWARDEE to federal, snce. and county laws.
b. The AWARDEE shall allow the STATE, the Director of Finanee or the
Administrative Director of the Cour4r, the coatmittee of the legislative bodie and their
staffs, and the I.egishttivc Auditor full access to records, reports, file. gad other related
documents so that the program, management, and fiscal practice of ffie AWARDEE may
be monitored gad evaluated to assure the proper gad effective expenditure of public funds.
This right of access shall last as long as the records and other related documents arc
retained.
3. Reoortina and Recordkeeoina Repuirements
a. Within thirty (30) days after the expiration of the time for performance, the
AWARDEE shall submit to the STATE a Fmsl Project Report in a form satisfactory to the
STATE, docameating its overall efforts toward meeting the requirements of this Agreement
1 w. ~as+u'.srs ryes)
v
Attachment
and listing expenditura actually incurred is the performance of this Agreement The
AWAItDEE shall return any unencumbered funds to the STATE.
b. The AWARDEE shall, in axordaaa with geaeagy accepted accounting
practiw, maintain fiscal records and supporting documents and related files, papers,
receipts, rcpom, and other evidence that sufficiently and properly reflect all direct and
indirect expenditures and management and fiscal practices related to the AWARDF_E's
performance under this Agreement The AWARDI E shall retain all records related to the
AWARDEEs performance under this Agreement for at least ffim (3) years after the date
of submission of the AWARDEE's final Project Report
4. Smokin: Poliev. The AWARDEE shall implement and maintain a written
smoloag polity as required by chapter 328IC, Hawaii Revised Stawtes
S. Conflicts of Interest The AWARDEE represents that neither the
AWARDEE, nor nay employee or agent of the AWARDI~, presently has any interest, and
praxises drat no such interest, direct or indirect. shall be acquired, that would or mighc
conflict is any manner ar degree with the AWARDEE's performance under this Agreement
ti. Comaliance with Iiws The AWARDI~ shall COmply with all federal, state,
and county laws, ordinances, eodea, rules, and regulations. as the same may be amended
from time to time, that is nay way affect the AWARDEE's performance under this
Agreement
7. Indemnifiertionnnd Defense. The AWARDI~ shall defend, indemnify, and
hold harmless the State of Hawai4 the contracting ageary; and their offtoe:s, employee; and
agents from and'against all claims, damages, and coats, indndiag attorneys' fees, arising out
of or is connection with dre acts or omissions of the AWARDI~ under this Agreement
The provisions of this paagrap6 shaU.rcmaia is full force and effect aotwithshndiag the
expiration or early termination of this Agreement
8. jpg~ The AWARDF~ shall obtain. maintain, and teep in fora
throughout the period of this Agreement IiabUity insurance issued by an iasuraaoe oompaay
in a combined amount of at least ONE MII.L.ION AND NO/100 DOLLARS
(S1.000.000.00), or sack other amount requested in writing by the AWARDEE and. for
good cruse shown, approved by the DIRECTOR, oa Attachment S~ attached hereto and
made a part of this Agreement, for bodt7y injury and property damage liabtlity arising out
of each occurrence. which inmraxee provides that it is the primary insurance far the State
of Hawaii, the contracting ageary, and their officers, employees, and agents for any liabr7ity
arising nut of or reaultiag from aocurreaoes connected with the AWARDEE's pedormaace
under this Agreement Prior to or upon execution of this Agreement, the AWARDEE shall
obtain a oesti6ate of imntnaee verifyixg the adstenee of the aecarary liability insurance
coverage iachrdiag the coverage of the State of Hawaii, and ib offcers, employes„ sad
agents. The parties agree drat the insurance polity shall be attached hereto as Attachment
9 and be a part of this Agreement If the scheduled expiration date of the liabr7ity
insurance polity is earlier than the expintioa date of the time for performance under this
Agreement, the AWARDEE, upon renewal of the poiiry, shall promptly cruse to be
provided to the STATE as updated certificate of insurance. The eertiftcates of insurance
shall expressly provide that the inwrance polity sbaU not be cancelled unless ffie insurance
campaay has first given to the STATE thirty (30) calendar days' wrima notice of the
intended cancellation.
Z t~ aoa.~asrs l=-nJ
' Attachment S
9. Relationship of Parties; Independent Contractor Statns and RespoavbtL'ties,
Inelu 'pg_Tax Resnonstbitities
a. Ia the performance of this Agreement, the AWARDEE is an 'independent
contractor; with the authority and responsibility to control and direct the performance
required under this Agreement; however, the STATE shall have a general right of
inspection to determine whether, in the STATEs opinion, the AWARDEE is is compliance
with this Agreement
b. The AWARDEE and the AWARDEE's employees and agents arc not, by
reason of this Agreement, agents or employees of the STATE for any purpose, and the
AWARDEE. and the AWARDEE's employees and agents arc not entitled to claim or
receive from the STATE any vacation. sick leave, retirement, workers' compensation,
unemployment insurance, or other benefits provided to sate employes.
e. The AWARDEE shall be responsibk for the aeenrary, completeness, and
adequary of its performance under thu Agreement Furthemiorc, the AWARDEE
intentionally. voluntarily, sad knowingly assumes the sok and entire ]iabUity to the
AWARDEE's employees sad agents. and w soy individual not a party m this Agreement,
for all lass, damage, or injury caused by the AWARDEE, or the AWARDEE's employees
or agents in the course of their emplolrmeat
d. The AWARDEE shall be responsible for payment of aD applicable federa>.
state, and county taxes and fees which may become due sad owing by the AWARDEE by
reason of this Agreement, including but not limited m (i) iaeoma taxes. (iii employment
related fees, assessments, and taxes, sad (iii) general ezdse taxes. The AWARDEE aL~a
is responsible far obtaining all licenses. permits, and certificates that may be required in
order to perform this Agreement
e. The AWARDEE shall obtain• a general eseise to licxnae from the
Department of Tax:tioa, State of Hawaii. is acoordaace with section 237-9, Hawaii Revised
Statutes, and shall comply with all requirements of that chapter. The AWARDEE:baU be
solciy responsible for meeting all requirements necessary to obtain the ta: clearance
certifieau required for final payment wader sections 103-53 sad 237-45, Hawaii Revised
Statutes, and paragraph 10 of these General Conditions, indndiag, but not limited tn,
obtaining a general eiocise tax license.
L The AWARDEE is responsible for securing all employee-related' insurance
coverage for the AWARDEE at?d the AWARDEE's employees and agents that is required
by lour, and for payment of all premiums, costs. sad other UabUities associated with acciiring
the insurance ooveraga
10. )'~yment Procedures: Final P~vment Tax Clearance. M paymeatsnnder this
Agreement shall be made only upon submission by AWARDEE of invoices specifying the
amount due sad certifying that it has completed performance is accordance with the
Agreement Such payments arc subject to avulabUity of funds sad allotment by the
Director of Finanee in accordance with chapter 37. Hawaii Revised Statutes Farther. all
payments shaD be made iw accordance with and subject to chapter 40, Hawau Revised
Statutes Final payment under this Agreement shall be subject to sections 103-53 and 237-
45, Hawaii Revised Statutes, which require a tax clearance from the Director of Taxation.
State of Hawaii, showing that all delinquent taxes, if any, levied or accttied wader state law
against the AWARDEE have been paid.
_ 3 ro. was.waus tzar
~ o
Attachment S
11. j~edetal Funds. if this Agreement is payable in whole or in part from federal
funds, AWARDEE agrees that, as to the portion of the obligation under this Agreement
to be payable out of federal funds, the AWARDEE agrees to be paid only from such
fedezal funds received from the federal government. and shall not be paid from nay other
funds.
12 Publicity. The AWARDEE sha14 in all news releases, public statements,
aanouneemeats. broadcasts, posters, programs, and other printed or published materials
relating to AWARDEE': performance under this Agreement, uknowledge that the project,
event, program. or activity is supported by the State of Hawaii and the contracting ageac7~
through appropriations made by the Legislature of the State of Hawaii
13. Confidentiality of Material.
a. All material given to or made available to ffie AWARDEE by virnre of this
Agreement. which is identified as proprietary or confidential information, will be
safeguarded by the AWARDEE wad shall not be disclosed to any individual or orgaaiation
without the prior written approval of the STATE.
b. All information. data. or other material provided by the AWARDEE to the
STATE shall be subject to the Uniform Information Praetioes AcK. eh. 92F, Hawairi Revised
Statutes
14. Subcontracts and Assig mn
tints. Tae AWARDEE shaD not as>oga air
subcontract nay of the AWARDEE': duties. obligations, or interests under this Agreement
without the prior written consent ot• the STATE. Additionally. no assignment by the
AWARDEE of the AWARDEE': right to compensation under this Agreement shall be
effective naless wad untt7 the assignment is approved by the Comptroller of the State of
Hawaii. as provided in section 40.58. Hawaii Revised Statute:
~~~~*+~~~ion and Termination otAstreement
a. The STATE reserves the right at nay time wad for nay reason to suspend this
Agreement for aIIy reasonable period, upon written notice to the AWARDEE Upon
receipt of said notir.. the AWARDEE shall immediately eontply with said nodes and
suspend all performance under this Agreement at the time stated.
b. If, for nay cause, the AWARDEE breaches this Agreement by farliag to
satisfactorily fulfill in a t®ely or proper manner the AWARDEE's obligations nnder this
Agreement or by failing to pesform any of the pryrises, term:, or eoaditiom of this
Agreement. and having bees given reasonable notice of wad opportunity to care such
default, fails to take satisfactory corrective action within the tarns specified by the STATE.
the STATE shall have the right to urminate this Agreement by giving written nodes to the
AWARDEE of such termination at least seven (7) ealendu days before the effective date
of such te:miaatioa. Furthermore, the STATE may terminate this Agreement without
statement of cruse at airy time by giving written notice to the AWARDEE of such
termination at least thirty (30) caleadu days before the effective date of sneh termination.
a Upon tezminatioa of the Agreement. the AWARDEE. within thirty (30) days
of the effective date of such termination. shall eomp7e and submit in an orderly manner to
the STATE an aorounting of the work performed up to the date of termination. In such
event. the AWARDEE shall be paid for the actual cost of the services rendered, if any. but
is ao event more than the total c~rpeasation payable to the AWARDEE nnder this
Agreement
4 F.. wa.swnvs n•ar
Attachment S
d. If this Agreement is uratinaud for ruse, the AWARDEE shall not be
relieved of liability to the STATE for damages sustained because of any breach by the
AWARDEE of this Agreement In such event. the STATE may retain any amounts which
may be due and owing to the AWARDEE until such time as the exact amount of damages
due to the STATE from the AWARDEE bas been determined.. The STATE may also set
off any damages so determined against the amounts retained.
16. Disouta No dispuu arising under this Agreement may be sued upon by the
AWARDEE until afar the AWARDEE's writun request to dte DIRECTOR to informally
resolve the dispuu is rejected, or until ninety (90) days after the DIRECTOR's receipt of
the AWARDEE's writun request whichever comes first. W6tle the DIRECTOR considers
the AWARDEE's written request. the AWARDEE agrees to proceed dtlt'gently with the
performance necessary to coorpleu the Project unless otherwise instructed in writing by the
DIRECTOR
17, Stau Remedies. The AWARDEE understands that in the event that it no
longer meets all of the standards and eoaditions set forth in paragraphs 1 and 2 of these
General Conditions, or in the event that AWARDEE Earls to cAmply with nay of the other
requirements, provisions. or conditions set forth in this Agreement, that the STATE may
refuse to make further payments to AWARDEE under this Agreement AWARDEE
further understands that pursuant to ehapur 42D, Hawaii Revised Statutes, if it is found
to have withheld or amitud nay material faces or deliberately misrepresented aoy Estes to
the STATE. it shall be prohbiud from requesting a ;rant ar subsidy or submitting a
proposal for a purchase of service agreement from the Stau of Hawaii for a period of five
(5) years after the dau of that finding.
18. Modifications of Agreement Any modification, alteration, amendment,
change, or actension of nay term. provision. or condition of this Agreement shaD be made
only by written amendment to this Agreement, signed by the AWARDEE and the STATE.
19. Notice Any
written notice required to be given by a parry to this Agreement
shall be (a) delivered personally. or (b) seat by United States 5rst class marl, postage
prepaid, to the DIRECTOR :t the DIRECTOR's office in Honoluhr. Hawaii, or to the
AWARDEE at the AWARDEE's address as indicated in the Agreement A notice shall
be deemed to have been received three (3) days afar ma7iag or at the time of acaral
receipt. whichever is earlier. The AWARDIsE is responsible for notifying the DIRECTOR
is writing of ary change of addrea
20. Waiver. The fat7ure of the STATE to insist upon the strict compliance with
nay term, provision or condition of this Agreement shall not conatituu or be deemed to
constitute a waiver ~ relinquishment of the STATE's right to enforce the same is
accordance with this Agreement
21. ~v pbfirty' In the event that any provision of this Agreement is declared
invalid or unenforceabk by a court, such invalidity or uaenforeeabi7i'ty shall not affect the
validity or eafortxabi`4'ry of the remaining carats of this Agreement
2Z Governing Ina. The validity of this Agreement and nay of its terms or
provisions. ss well ss the rights and duties of the parties to this Agreement, shall be
governed by the laws of the Stau of Hawaii. Any action at law or in equity to eaforu or
inurpret the provisions of this Agreement shall be brought in a stau court of competent
jurisdiction is Honolulu, Hawaii.
S sasAC.vs ryv>)
f
Attachment 6 ,
SPECIAL CONDITIONS
1. Failure to Deliver. The inability of AWARDEE to provide the necessary personnel
shall not be an acceptable reason for failure to complete the services required.
Failure to complete any pazt of the services contained in Attachment 1, Scope of
Performance, shall be deemed to be a total failure to deliver service, entitling STATE
to terminate this Agreement. The service shall not be deemed delivered or
performance completed, until all elements of each service aze delivered and/or
completed and accepted by STATE.
2. Insurance. For the purposes of this Agreement to which this Attachment 6 is
attached Paragraph 8, GENERAL CONDITIONS, Attachment 5, deleted in its
entirety and all parties agree that the insurance requirement is not operative.
3. Notice. For purposes of the Agreement to which this Attachment 6 is attached,
paragraph 19 of the General Conditions, Attachment 5 is deleted in entirety and
replaced with new Notice to read as follows. Any notice, bill, invoice, report,
request, correspondence, approval, communication or demand that either pazty desires
or is required by this Agreement to give the other party shall be in writing and either
served personally or sent by pre-paid first class mail to the addresses noted below.
Either party may change its address by notifying the other party of the change in
address in writing. Notices of the change in address shall be deemed communicated
within forty-eight (48) hours from the time of mailing if mailed as provided in this
paragraph.
STATE: Department of Human Services
Social Services Division
Support Services Office -Program Support
810 Richards Street, Suite 400
Honolulu, Hawaii 96813
AWARDEE: Hawaii County Office of Aging
101 Aupuni St., Suite 342
Hilo, Hawaii 96720
-1-
Attachment 6
4. Force Majeure. Neither party shall be held responsible for delays or failures in
performance resulting from acts beyond control of such party. Such acts shall
include, but not be limited to, acu of God, labor disturbances, riots, acts of waz,
epidemics, government regulations imposed after the fact, fire, flood, communication
line failures, power failures, shortages of transportation, earthquakes, hurricanes, or
other causes beyond such party's control, provided that such party notifies the other
party of such delay and the reason therefore as soon as practicable after its occurrence
and requests extension prior to the specified date of product delivery, service, reports,
or responses.
5. Modifications of Agreement. In addition to paragraph 18 of the General Conditions,
Attachment 5, the party requesting an amendment, modification, alteration, change,
or extension of any term, provision, or condition of this Agreement shall allow thirty
(30) calendaz days for consideration and approval of the request. No amendment,
modification, alteration, change, or extension of any term, provision, or condition of
this Agreement may be made during the last sixty (60) calendar days of the
Agreement, nor the last sixty (50) calendar days of the State fiscal yeaz, unless
STATE initiates the request for an amendment, modification, alteration, change, or
extension of any term, provision, or condition of this Agreement.
6. For Business Termination. In addition to the requirements of Paragraph I5,
Suspension and Termination of Agreement, in Attachment 5, General Conditions,
AWARDEE further agrees to the following: If AWARDEE shall cease conducting
business in the normal course, become insolvent, make a general assignment for the
benefit of creditors, suffer or permit the appointment of a receiver for iu business or
assets, or shall avail itself of, or become subject to any proceeding under the Federal
Bankruptcy Code or any other statute of any state relating to insolvency or the
protection of rights of creditors, then (at the option of STATE) this Agreement shall
terminate and be of no further force and effect and any property or righu of STATE,
tangible or intangible, shall immediately without further notice or demand, be
returned to STATE.
7. Confidential Information. In addition to paragraph 13, Confidentiality of Material,
of the General Conditions, Attachment 5, the AWARDEE further agrees to the
following: All information and records about or for the clients served, secured from
clients, STATE, or any other individuals or agencies by AWARDEE, or prepared by
AWARDEE for STATE, in satisfaction of this Agreement, shall be confidential and
shall not be made available to any individual or organization by AWARDEE without
prior written approval of STATE, subject to provisions of applicable State of Hawaii
and Federal statutes, and State of Hawaii Administrative Rules. To insure the
confidentiality of all such information and records, AWARDEE shall immediately
refer all inquiries for information, including subpoenas, to the AGENCY'S Social
Services Division Administrator or representative.
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. e
Attachment 6
8. Copyright and Patent. No summary, report, map, chart, graph, table, study or
other document or discovery, invention, or development produced in whole or in part
under this Agreement shall be the subject of an application for copyright or patent by
or on behalf of the AWARDEE, its officers, its agents, its employees, or its
subcontractors without prior written authorization from the Director. It is strictly
understood that all finished or unfinished documents, reports, summaries, lists, charts,
graphs, maps, or other materials prepared by the AWARDEE and all discoveries,
inventions, or developments produced in whole or in part under this Agreement shall
be the property of STATE.
9. Maintain Records. AWARDEE shall maintain statistical, clinical and administrative
records pertaining to services of this Agreement. The records shall be subject at all
reasonable times to inspection or review by STATE or Federal representatives directly
connected with the program azea under this Agreement. All records shall be retained
and made accessible for a minimum of three years after the date of submission of
AWARDEE's final nport to STATE. Except in the event any litigation, claim,
negotiation, investigation, audit, or other action involving the records has been started
before the expiration of the 3-yeaz period, AWARDEE shall retain the records until
completion of the action and resolution of all issues that arise from it or until the end
of the regular 3-year retention period, whichever occurs later. This requirement
replaces General Condition number 3.b., in Attachment 5.
10. Drug Free Work Place. AWARDEE shall comply with the provisions of the Federal
Drug Free Act of 1988, Public Law 100-690 Title V, Subtitle D, which requires that
AWARDEE maintain a drug free work place.
11. Nondiscrimination. AWARDEE shall comply with Title VI, of the Civil Rights Act
of 1964, as amended, 42 U.S.C. Sections 2000d et sea•, 45 C.F.R. Part 80 and
Executive Order 11246, as amended, which prohibits discrimination on the grounds of
race, color, religion, sex, or national origin, and shall also comply with Section 504
of the Rehabi]itation Act of 1973, as amended 29 U.S.C. Section 794, and 34 C.F.R.
Part 104, which prohibits discrimination on the basis of handicap, physical or mental,
in any program or activity receiving Federal financial assistance, and Age
Discrimination Act of 1975, 45 C.F.R. Part 90, prohibiting age discrimination in the
delivery of services, and Pregnancy Discrimination Act of 1978 prohibiting
discrimination in employment against women based on pregnancy and other related
conditions.
This provision shall include, but not be limited to, the following: employment;
upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or
termination; rates of pay or other forms of compensation; and selection for training,
-3-
Attachment 6
including apprenticeship. AWARDEE shall insert a similar provision in all
subcontracts for services covered by this Agreement.
12. State Audit Requirement. AWARDEE shall have an annual audit conducted by an
independent Certified Public Accountant to verify that its financial management
system and internal control procedures are effective in meeting the terms and
conditions of this Agreement. AWARDEE shall obtain an audit in accordance with
generally accepted auditing standards. This requirement shall apply to all
AWARDEEs receiving State general funds from STATE.
13. Federal Audit Requirement. AWARDEEs receiving Federal funds from the STATE
shall be considered to be subrecipients of Federal financial assistance subject to
applicable Federal audit requiremenu under Office of Management and Budget
(OMB) Circular A-133, "Audits of Institutions of Higher Education and Other
Nonprofit Organizations," or OMB Circulaz A-128, "Audits of State and Local
Governments." AWARDEE shall be responsible for determining the applicability of
Federal audit requiremenu.
14. Intent to Reduce, Terminate or Deny Services. AWARDEE shall notify STATE of
its intent to reduce, terminate or deny services to a STATE referred individual or
family at least fourteen (14) working days before the date of termination, or denial of
services, except in cases which require immediate termination, or as stated in
Attachment 7, the program narrative or Branch-provider Working Agreement.
15. Equipment. Al] equipment purchased with contract funds under this Agreement
including items of personal property, as distinguished from real property, that have an
acquisition cost of $250.00 or more per item and with an expected life of more than
one yeaz, shall remain the property of STATE. Following the Agreement period, all
equipment shall be reported in the final fiscal report to STATE. Disposition of said
equipment shall be prescribed by STATE.
16. Option to Terminate Agreement. In addition to paragraph 15, General Conditions,
Attachment 5, this Agreement is contingent upon the annual availability of funds to
the Department of Human Services. STATE shall have the right to terminate this
Agreement at any time should STATE's funding be substantially reduced due to
changes in program requirements. STATE must give written notice of its intent to
terminate this Agreement no later than thirty (30) calendar days prior to the effective
date of termination.
17. Federal Funds. In addition to paragraph 11, General Conditions, Attachment 5,
when receiving Federal Funds, AWARDEE shall comply with all regulations and
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n
K ,
Attachment 6
requirements of the expending Federal agency and complete all required forms and
documents. AWARDEE shall allow full access to records, reports, files, and other
documents so that the program, management, and fiscal practices may be monitored
by Federal representatives directly connected with the program area under this
Agreement.
18. Notice to Clients. Within one hundred eighty (180) days after the commencement of
this Agreement, AWARDEE shall have in place written procedures for the orderly
termination of services to individuals and families, and for their transition to the
services of another provider upon termination of this Agreement. These procedures
shall include timely notice and counsel to individuals and families of the impending
termination of this Agreement.
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Attachment 7
. t ,
PROGRAM/SERVICE PROPOSAL -Attachment B
I. OVERVIEW OF PROGRAM/SERVICE AND ORGANIZATIONAL
DESCRIPTION
A. Description of Proposed Services
The Hawaii County Office of Aging (HCOA) will subcontract with the
Department of Pazks and Recreation, Elderly Activities Division, Coordinated
Services for the Elderly (CSE) Program, to provide chore services to eligible
adults. Chore services shall include the following activities:
1. Routine housekeeping, such as sweeping, mopping, dusting, making beds,
cleaning the toilet and shower or bathtub, and taking out rubbish;
2. Washing, drying, ironing, and mending clothing and linen; and
3. Providing the DHS social worker with, at a minimum, semi-annual
progress reports on all recipients.
When the activities in A.1. or A.2. aze provided, the following activities may also
be provided as pazt of chore services:
1. Marketing and shopping for household supplies and personal essentials;
2. Light yard work such as mowing the lawn, raking the lawn, trimming
hedges, bundling rubbish for refuse collection;
3. Simple home repairs such as mending screens, replacing light bulbs,
replacing light fixtures, fixing leaky faucets, clearing stopped-up drains;
4. Preparing meals;
5. Running errands such as paying bills, picking up medication;
B-1
6. Escorting the recipient to medical care programs; and
7. Providing minunal assistance with bathing, dressing, grooming.
Chore service activities shall be of a routine nature and shall not require the
specialized training or professional skills of a muse or home health aide.
Chore services shall not exceed eight hours a day and twenty hours a week per
individual.
B. History and Function of Applicant Organization
The HCOA was established in 1966 and serves to represent the County of Hawaii
in planning, coordination, advocacy, and administration of programs for older
persons. The HCOA is a designated Area Agency on Aging enabling the County
to receive federal funds through the Older Americans Act of 1965. There aze over
650 Area Agencies on Aging throughout the country that represents the interest of
older persons at the community level.
In 1971, the HCOA received a State grant to provide in-home services to address
cases of extreme poverty, malnutrition and unattended deaths in the remote coffee
fields of south Kona. The program established iri Kona became a model project
and provided the framework upon which the current CSE program was built.
The CSE program was established in 1975, and they have been the chore provider
for this grant for the past 2 ] years.
C. Description of Facilities or Plans to Secure Facilities
Chore services aze essentially provided in the client's home so there is no need for
special facilities. However, client records and files aze kept at CSE's district
offices which are at the following locations:
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Hilo: Hilo Senior Center
127 Kamana Street
Kona: Kona Service Center
Captain Cook
North Hilo: Papaaloa Elderly Housing
Papaaloa
Hamakua: Hale Hauoli Senior Center
Honokaa
S. Kohala: Lily Yoshimauu Senior Center
Waimea
N. Kohala: Kohala Senior Center
Kapaau
Ka'u: Naalehu Community Center
Naalehu
Pahala Senior Center
Pahala
Puna: Keaau Senior Center
Keaau
Pahoa Community Center
Pahoa
There aze no plans to secure any new equipment or facilities in the neaz future.
B-3
II. PROBLEM/NEED
A. Description
In 1990, Hawaii's over 60 population was at ] 74,000 or 16% of otu total
population. It had increased by more than 52% between the 1980 and 1990
census periods. The oldest segment, those 85 years and over, had increased by
87% during the same period. The State of Hawaii has the distinction of having
one of the nation's fastest growing population of older adults and by the year
2000, our state will see about 206,000 elder.
Hawaii's elderly ranks are growing two and a half times faster than the national
average. By the yeaz 2030, when most of the baby boomers are retired, there will
be people 65 and older than there aze 13 and under.
Medical technology, increased availability of health information, and better health
practices will probably further increase the longevity of the elderly population.
The high unemployment rate on the Big Island has also contributed to the
increased need for support services. As younger couples move away for
employment, the number of frail elderly living alone without family support has
also increased.
Each yeaz there has been an increased demand for in-home services for elderly
and/or disabled individuals, especially for those living alone. In many instances,
these individuals would not be able to remain in their homes and in the
community without the chore services provided through this grant.
B. Geographic Area
The County of Hawaii is over 4,055 squaze miles with seven major districts. The
major population areas are located in the districts of Hilo and Kona. The rest of
the population is scattered throughout the remaining districts in very rural
communities.
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r
This proposal shall serve disabled adults located throughout the County of
Hawaii. Every effort will be made to serve a proportionate number of individuals
in each district as compazed to the total population of the County.
C. Target Group
The tazget group will include disabled adults age 18 or older who aze unable to
independently perform in-home activities because of physical or mental disability
or crises in the home. Department of Human Services shall be responsible for
determining eligibilities of all clients.
For the elderly population, the target group is referred to as the "fraiUvulnerable,"
and they include approximately 8% or 1,693 of the elderly population. The
majority of the clients will be living alone and be over 75 years of age or older.
III. GOALS AND OBJECTIVES
A. Goals
1. To promote self-sufficiency by providing services by which recipients
may be helped to achieve, restore, or maintain independent living and self-
direction. These recipients include those who aze temporarily
incapacitated and who require short-term services.
2. To prevent or remedy abuse, neglect, or exploitation by providing services
to dependent adults.
3. To prevent or reduce premature or inappropriate institutional caze through
the provision of home-based caze which would allow the recipient to
remain in or return home. These recipients include those who have
chronic health conditions and who require long-term caze services.
B-5
B. Objectives
1. Contract to provide ~ adulu in East Hawaii and j5 adulu in West Hawaii
having limited health conditions with 2.033 uniu of chore services during
the period Julv 1997 to June 30. 1998 and ,jyjv ].1998 to June 30.
1.224.
2. Contract to ensure that r l° Q of the 72 disabled and frail elderly aze
maintained in home with chore services for six months during the periods
July 1.1997 to June 30. 1998 and ,2yjv 1. 1998 to June 30. 1999.
3. Convact to ensure that QS°(s abused/neglected adulu aze free from harm
during the periods July 1. ] 997 to June 30. ] 998 and Juw 1. 1998 to
June 30. 1999.
IV. SERVICE DELIVERY
The DHS social worker will assess and screen all potential clienu. Should an applicant
be deemed eligible, a client treatment plan will be developed by the DHS social worker.
The client plan will prescribe how many uniu of service, type of chore activity, and
frequency of the service.
The client plan will be sent to the appropriate CSE district office for implementation.
Upon receipt of the client plan, the CSE worker will then schedule and proceed to provide
the appropriate service. The client plan shall not be altered without the consent of the
client and the DHS social worker.
The CSE worker shall keep a daily log of the services provided. The log shall include the
following information: ])Specific activities performed on that date; 2) Client's name and
signature or initial for the time and services rendered by the chore worker; and 3) Name
of worker, date and actual hours of service.
The DHS social worker will normally prescribe chore services during the normal working
hours of 7:45 a.m. to 4:30 p.m., Monday through Friday, except on State holidays.
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However, the CSE program shall ensure that they will be able to provide chore services
between the hours of 6:00 a.m. to 6:00 p.m., seven days a week including holidays for
special situations. CSE shall also ensure that chore services shall be made available
island-wide.
Service may also be provided on an emergency basis for referrals from the Adult
Protective Services Division of DHS. This emergency service may be prescribed over the
telephone by the DHS social worker.
The CSE program shall have aback-up system to assure that uninterrupted service to
active recipients will be provided despite staff vacancies, illness, vacation, or other
reasons. The back-up system will be made up of CSE staff that are funded through other
sources of funds. '
CSE shall maintain a list of referrals received from DHS indicating whether services were
received or not. This list shall indicate the reasons for any service that was not provided.
CSE shall provide asemi-annual program report on all recipients. This report shall
include feedback on observations of the recipients' behavior and changes in home
management abilities and personal functioning which may necessitate more or less
service or other types of intervention.
CSE may chazge chore recipients or someone else willing to pay on behalf of the
recipient for the difference between the amount the department pays and the actual chazge
for the service. However, the inability to pay shall not be a basis to deny services to any
eligible client.
The majority of individuals receiving POS adult chore services will need ongoing
services because of their poor health status and advanced age. Therefore, most discharges
will be due to death, institutionalisation, relocation, or resumption of chore duties by a
private agency or the family. In all cases, the DHS social worker will be the sole
authority to make decisions on dischazge.
In the event a recipient has a grievance against the CSE, the following procedure will be
B-7
followed: Having been informed that a grievance exisu, the Director of the Elderly
Activities Division will conduct an informal conference with the recipient and a
representative of CSE. If the grievance is not resolved informally, a heating will be held
involving the recipient, and representatives from CSE, Elderly Activities Division,
HCOA, and/or the Committee on Aging. If the recipient is not satisfied with the result of
the hearing, the applicant may request a review of the grievance by DHS. Clienu are
informed of their grievance righu on brochures given to the client during initial
registration.
V. TIMELINE
Effective July 1, 1997, the level of claimable chore uniu will be reduced from 438 to 339
units per month. However, the CSE program will ensure that no active chore recipient
shall be terminated from the program because of the reduction in service level. If the
level of claims exceeds 339 uniu, other sotuce of program funds will be used to continue
to provide services to all active recipienu carried over from the previous fiscal yeaz.
]n the event that other source of program funds are used to service DHS chore recipienu,
these uniu wit] be reported to only one funding source to avoid duplicate counu.
The normal office hours for the CSE program shall be from 7:45 a.m. to 4:30 p.m.,
Monday through Friday, except for the following holidays:
1) New Yeazs' Day First day of Januazy
2) Martin Luther King Day Fifreenth day of January
3) Presidenu' Day Third Monday in February
4) Kuhio Day Twenty-sixth day of Mazch
5) Good Friday Friday before Easter Sunday
6) Memorial Day Last Monday in May
7) Kamehameha Day Eleventh day in June
8) Independence Day Fourth day of July
9) Admission Day Third Friday in August
l0) Veterans' Day Eleventh day of November
11) Thanksgiving Day Fourth Thursday in November
12) Christmas Day Twenty-fifth day of December
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VI. PERSONNEL
A. Description of Staff Positions and Qualifications
The CSE program has six Community Service Program Assistants (SR-13), eight
Community Service Workers (SR-11), ten Community Service Aid II (SR-7), two
supervisors (one each in Hilo and Kona), one Data Processing Coordinator, one
Account Clerk, one Senior Clerk-Typist, and a Program Director. (See Exhibit A
for job descriptions.)
Three portions will be funded through this application. One Community Service
Worker III (SR-11) and two Community Service Worker I (SR-7). The
Community Service Worker III position and one of the Community Service
Worker I position will be full-time. The second Community Service Worker I
position is half time.
B. Staff Development
Supervisors aze responsible to ensure that all Community Services Aides aze
trained to perform the duties of their positions. First-aid, driver education, human
relations, and gerontology courses and workshops aze provided on an ongoing
basis. Each yeaz, the Elderly Activities Division will prioritize and outline a
training program for staff. The HCOA also is a resource to provide training and
staff development activities.
C. Organizational Chart
See Exhibit B.
VII. COORDINATION WITH OTHER COMMUNITY AGENCIES AND
RESOURCES
The HCOA has contractual relationships with many other public/private agencies that
provide eldercaze services. The coordination of services is one of the primary
responsibilities of the HCOA. One of the primary concerns is to avoid duplication of
services and efforts by different agencies and organizations.
B-9
The CSE program is located under the Elderly Activities Division which also houses the
RSVP, Senior Employment, Congregate Meal, and Home-Delivered Meal programs.
Therefore, CSE aides are awaze of and have a close working relationship with these
programs. Many clients aze participants to more than one program which makes service
coordination more critical.
A CSE supervisory staff pazticipates in monthly inter-disciplinary team meetings whose
membership consist of field staff representing vazious programs directly related to the
overall concern of an older individual. These case management teams cover the entire
island and include DHS social workers and CSE district staff and various other social
service agencies. The teams aze part of the Department of Health Case Management
Coordination Project which was established by HCOA in 1981. This team approach to
serve the frail elderly encourages and supports inter-agency cooperation and coordination.
CSE is also the designated elderly Information and Assistance agency on the Big Island.
In order to carry out this responsibility, CSE aides aze trained in being aware of resources
in the community so appropriate referrals can be made.
The CSE program shall execute a memorandum of agreement with DHS. The
memorandum shall set forth specific details regarding the following:
A. Referral process, including procedures to assure uninterrupted services for
clients when staff vacancies, illness, vacation, or other reasons occur;
B. Requirements and obligations of the provider as well as the DHS social
work staff; and
C. Method of resolving conflicts, if any, between the provider and the social
work staff.
VIII. EVALUATION
The Hawaii County Office of Aging (HCOA) shall monitor, asses, and evaluate its
CONTRACTORS to ensure program compliance, to improve service quality where
B-] 0
r
~ ~
necessary, and to determine the extent to which the respective service meeu the needs of
older persons in Hawaii County.
Monitorine
The HCOA Program Specialist shall perform "desktop " monitorinP at least monthly as
reports and client data aze reviewed and paymenu processed.
Incomplete or inaccurate reports are returned to the CONTRACTOR for coaection and/or
completion. Follow-up is made until conditions aze satisfactorily met.
Should a problem or potential problem be identified, the CONTRACTOR shall be
contacted and the concern reviewed. Each concem and follow-up is documented on the
Periodic Monitoring Report form.
Assessments
During the contract yeaz (generally during the third quarter), a 60-Second Service Survey
shall be mailed to at least 50% of the individuals receiving services via this Agreement.
Should any response indicate that a more thorough assessment is needed, afollow-up
interview shall be completed by a HCOA Program Specialist.
Other methods of assessmenu may include but shall not be limited to site visitationu and
service evaluations.
Site visitations may be conducted by the Program Specialist to assess the physical facility
of the CONTRACTOR to ensure that the service environment is safe and accessible to
participanu. Site visitations also enable the Program Specialist to observe the delivery of
service and to provide participanu with an opportunity to give informal feedback to the
HCOA. CONTRACTORS receive at least two weeks notice before a formal site visit is
conducted.
,$~rvice Evaluations may be completed by interviewing CONTRACTORS to ensure that
minimum service standazds or regulatory requiremenu aze being met. Personnel from
B-i]
other agencies may also be interviewed to obtain third-party penpectivcs on how the
CONTRACTOR is meeting the needs of older persons.
Program Evaluation
At the end of each yeaz, an Annual Program Evaluation R ort is completed for each contract
based on monitoring and assessment activities. This report will be used to determine whether or
not terms of the contract, applicable rules and regulations, and contract objectives have been met.
It will also be used to recommend changes for the future, if they aze needed, and to determine
whether or not the CONTRACTOR was suitable for the delivery of this service. Upon
completion of the report, a copy will be shazed with the CONTRACTOR.
B-12
FORM A - PEOPLE TO HE SERVED
ORGANIZATION' HCOA
PROGRAM/SEFLVZCE: CSE/Chore SITE; Hawaii
PRECEDING BIIDGET D4_RIOD
PEOPLE TO SE SERVED YRS
gy 96 gy =•97 gy 98 I ry 99
I
1. Estimated # oi: adults with limiting
health conditions who may recuire P05 I
chore services on:
2.
Oahu
3.
Kauai
East Hawaii 67 67 40 40
5_
West Hawaii 28 28 35 35
6.
Maui
7.
Molokai
B.
Lanai.
TOTAL 95 95 75 75
FCC! 3 - r5~3~
P:LS
-r HCOA
3_GCtiu~`-=~~C• CSE/Chore g_~: Haxaii
P3.C3~aiG BL'iDCc PL3'CD II
s,s S Y35
I I II
se^ices 0-10 hoL-s weep' F E 4 4 4 4
W 1 1 4 q ~
c'~eas, 18-39, rxeiv~~c c=ore I I ~ I II
se=
sirs IO-20 hcL we~y'v
se_T Ces 20 or more hors we~_sly
- . r c'=ess , 60 and ove: , recce' viag E ~6s 63 35 I 36
c=ere se_~ices 0-10 hors weedy' W Z7 27 31 1 31
5. z clients, 60 End over, receivZIIg I I
c::ere se_~vir_s 10-20 hors we-~y
6 . z cleats , 60 End over, rec_~
v.,aq
chcre se_~virs 20 or more hoL-s aieesly
7. s c'_iea~•-a, provided rout:.ae cse~-e E 67 67 qo, I qo
servic°s only W 23 Z$ i3a 35
E 30 30 _19 19 I;
e . # c'_nats ,provided both ron
~e and
srpplemeatal csore se-vices W I5 15 29 19
9. I
FOIaS C - OIITCOI~S
ORGANIZATION' HCOA
PROGRAM~SERVIC'~.': CSE/Chore SITE' Hawaii
PRECEDING BIIDGET PERIOD
ODTCOI~S YRS
E'Y ~ F'Y 97 FY 98 FY 9S
1. 8 of disabled and frail elderly g0 90 9U 9o
maintained in home w/chore services
for 6 months
2. 8 abused/neglected adults free from 95 95 95 95
harm during period chore services are
provided
3.
4.
5.
6.
7.
8.
9. I -
Attachment 8
.r
ATTACHMENT 8
SERVICE CAPACITY AND PAYMENT RATE
FISCAL YEAR 1998
Contractor: HAWAII COUNTY OFFICE OF AGING
ADULT CHORE SERVICES - HAWAII ISLAND
Purchase of Service (POS) Agreement DHS-98-POS-6052
Definition of Unit of Service: ONE (11 HOUR OF ACTUAL CHORE
SERVICES PROVIDED
Payment per unit of service shall be: SEVENTEEN AND NO/100
DOLLARS 17.00 ) for a total of 2.033 units for EAST
HAWAII and 2.033 units for WEST HAWAII for fiscal year
1998.
The total billings under this AGREEMENT will not exceed a
maximum of SIXTY NINE THOUSAND. ONE HUNDRED TWENTY-SEVEN AND
NO/100 DOLLARS 69.127 ) for the period 7/01/97 to 7/01/98.
The monthly level of capacity of service delivery based on the
total units divided by the number of months for the contract is
169 units for EAST HAWAII and 169 units for West HAWAII for
fiscal year 1998.
Pursuant to the conditions stated in Attachment 3, the quarterly
rate based on the total amount divided by four quarters for fiscal
year 1998 is SEVENTEEN THOUSAND, TWO HUNDRED EIGHTY-ONE AND 75/100
DOLLARS 17,281.75 This rate will be paid for the first
three quarters of fiscal year 1998.
The payment amount for April and May 1998 will be EIGHT THOUSAND.
SIX HUNDRED FORTY AND 87/100 DOLLARS 8.640.87 A final
payment of the balance of the contract fiscal year 1998, will be
paid upon satisfactory completion of all requirements for this
Agreement.
A review of the prior monthly and aggregate utilization of the
service will be conducted at the end of the ninth month. Based
upon the actual utilization of services the total units and total
payments for the next fiscal year of the Agreement may be adjusted.
(Rev. 6/97)
ATTACHMENT 8
SERVICE CAPACITY AND PAYMENT RATE
FIBCAL YEAR 1999
Contractor:. HAWAII COUNTY OFFICE OF AGING
ADULT CHORE SERVICES - HAWAII ISLAND
Purchase of Service (POS) Agreement DHS-98-POS-6052
Definition of Unit of Service: ONE (1) HOUR OF ACTUAL CHORE
SERVICES PROVIDED
Payment per unit of service shall be: SEVENTEEN AND NO/100
DOLLARS 17.00 ) for a total of 2.033 units for EAST
HAWAII and 2.033 units for WEST HAWAII for fiscal year
1999.
The total billings under this AGREEMENT will not exceed a
maximum of SIXTY NINE THOUSAND. ONE HUNDRED TWENTY-SEVEN AND
NO/100 DOLLARS 69.127 ) for the period 7/01/98 to 7/01/99.
The monthly level of capacity of service delivery based on the
total units divided by the number of months for the contract is
169.5 units for EAST HAWAII and 169.5 units for West HAWAII
for fiscal year 1999.
Pursuant to the conditions stated in Attachment 3, the quarterly
rate based on the total amount divided by four quarters for fiscal
year 1999 is SEVENTEEN THOUSAND. TWO HUNDRED EIGHTY-ONE AND 75/100
DOLLARS 17.281.75 This rate will be paid for the first
three quarters of fiscal year 1999.
The payment amount for April and May 1999 will be EIGHT THOUSAND.
SIX HUNDRED FORTY AND 87/100 DOLLARS 8.640.87 A final
payment of the balance of the contract fiscal year 1999, will be
paid upon satisfactory completion of all requirements for this
Agreement.
A review of the prior monthly and aggregate utilization of the
service will be conducted at the end of the ninth month. Based
upon the actual utilization of services the total units and total
payments for the next fiscal year of the Agreement may be adjusted.
(Rev. 6/97)