HomeMy WebLinkAboutRES 344 Draft 01 2008-2010COUNTY OF HAWAII
RESOLUTION NO. 344 10
STATE OF HAWAII
RESOLUTION AUTHORIZING THE OFFICE OF THE MAYOR TO ENTER
INTO AN AGREEMENT WITH THE STATE OF HAWAI'I DEPARTMENT
OF HEALTH, PURSUANT TO HRS 46 -7, FOR THE HOSPITAL
DISCHARGE PLANNING MODEL AND THE AGING AND DISABILITY
RESOURCE CENTER EXPANSION GRANTS
WHEREAS, the Hawaii County Office of Aging recently partnered with the
Department of Health, Executive Office on Aging in applying for federal grants; and
WHEREAS, the County was awarded federal funds for the Hospital Discharge
Planning Model grant and for the Aging and Disability Resource Center (ADRC)
Expansion grant; and
WHEREAS, the Hospital Discharge Planning Model grant is to develop a model
that 1) puts the patient and caregiver(s) at the center of the discharge planning process,
2) focuses on discharging patients home with community -based services, via the
ADRC, 3) reduces the number of patients retained in acute care beds past the point of
clinical discharge, and 4) reduces the number of default discharges from acute care
units to nursing facilities; and
WHEREAS, the ADRC Expansion grant objectives are to develop a five (5) year
operational plan and budget for achieving statewide coverage of Hawai'i's ADRC, and to
expand and formalize linkages with key aging, disability, and health care providers; and
WHEREAS, in addition to receiving these federal funds, the State Department of
Health, Executive Office on Aging is also providing state general funds for ADRC
operations; and
WHEREAS, Hawai'i Revised Statutes, Section 46 -7, requires that county
departments obtain the consent of the council to enter into agreements with the federal
or state governments respecting action to be taken pursuant to any of the powers
granted by law to furnish, expend, and receive any funds or other assistance in
connection with projects being or to be undertaken pursuant to those powers.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY
OF HAWAII, in accordance with section 46 -7, Hawai'i Revised Statutes, that the Mayor
of the County of Hawaii is authorized to execute, on behalf of the County, a Contract for
Goods and Services with the State of Hawai'i Department of Health, attached hereto
and incorporated herein by reference as Exhibit "1", to enable the County of Hawaii to
implement the federally funded Hospital Discharge Planning Model and the Aging and
Disability Resource Center (ADRC) Expansion grants and to also receive the additional
state funding for the ADRC.
BE IT FURTHER RESOLVED that the Mayor of the County of Hawai'i is
authorized to sign the above - referenced agreement and any related documents on
behalf of the Office of the Mayor and the County of Hawai'i pursuant to the Hawai'i
County Charter.
BE IT FURTHER RESOLVED that the County Clerk of the County of Hawaii
shall transmit copies of this resolution to the Office of the Mayor, the Department of
Finance, and the Office of Aging.
Dated at Hilo , Hawai'i, this 8th day of June , 2010.
INTRODUCED BY:
1 I 1 1 f
COUNCIL MEMBER, COUNTY OF HAWAI'I
COUNTY COUNCIL ROLL CALL VOTE
County of Hawai`i AYES NOES ABS EX
Hilo, Hawai`i ENRIQUES X
FORD X
I hereby certify that the foregoing RESOLUTION was by GREENWELL X
the vote indicated to the right hereof adopted by the COUNCIL of the HOFFMANN X
County of Hawaii on June 8, 2010
IKEDA X
NAEOLE - BEASON X
ATTEST: ONISHI X -
YAGONG X i i
•
YOSHIMOTO X
8 0 1 0
-t -NEI
� - I � Reference: C- 830 /Waived FC
t`\∎ CO U TY CLERK CHAIRPERSON & PRESIDING OFFICER RESOLUTION NO. 344 10
•
STATE OF HAWAII
CONTRACT FOR GOODS AND SERVICES
(IN THE FOLLOWING CATEGORIES: EXEMPT; SMALL PURCHASE;
SOLE SOURCE; OR EMERGENCY)
This Contract, executed on the respective dates indicated below, is effective as of
The STATE's Notice to Proceed
, between Department of Health
State of Hawaii ( "STATE "), by its
(Insert name of state department, agency, board or commission)
Director, Executive Office on Aging
(livers title of person signing for State)
(hereafter also referred to as the HEAD OF THE PURCHASING AGENCY or designee ( "HOPA ")),
whose address is 250 South Hotel Street Suite 406 Honolulu, Hawaii 96813
and County of Hawaii
("CONTRACTOR), a government entity
(Insert corporation, partnership, joint venture, sole proprietorship or other legal form of the Contractor)
under the laws of the State of Hawaii , whose business address and federal
and state taxpayer identification numbers are as follows: 1055 Kino'ole Street Suite 101 Hilo, Hawaii
96720 -3853 Federal Tax I.D. #99- 6000567 State Tax I.D. #W40793866 -01
RECITALS
A. The STATE is in need of the goods and services, or both, described in this
Contract and its attachments. The CONTRACTOR RACTOR is agreeable to providing the goods and services,
or both, as the case may be.
B. This Contract is for (check one box):
® (1) A procurement expenditure of public funds for goods or services,
or both, that is otherwise exempt from public bidding as set forth in section 103D -102, Hawaii
Revised Statutes ( "HRS "), and chapter 3 -120, Hawaii Administrative Rules ( "HAR "); or
; or
❑ (2) A small purchase procurement of goods or services, or both, as set forth
in section 103D -305, HRS, and subchapter 8, chapter 3 -122, HAR; or
❑ (3) A sole source procurement of goods or services, or both, as set forth
in section 103D -306, HRS, and subchapter 9, chapter 3 -122, HAR; or
❑ (4) An emergency procurement of goods or services, or both, as set forth
in section 103D -307, HRS, and subchapter 10, chapter 3 -122, HAR.
C. Money is available to fund this Contract pursuant to:
(1) Item F -24, ACT 162, 2009 HSL 510
((dentify stale spaces)
or (2) #90DR0036/01 and #1L0CMS030434/01
(Idenhfyfederal sources)
or both, in the following amounts: State $ 50,000.00
Federal $ 217,922.00
D. Pursuant to
Section 349 -3, FIRS , the STATE
(Legal authority to enter into this Contract)
is authorized to enter into this Contract.
E. The agency's Chief Procurement Officer is Aaron S. Fujioka
who ❑ has approved this procurement or ® is not required to approve this procurement.
NOW, THEREFORE, in consideration of the promises contained in this Contract, the
STATE and the CONTRACTOR agree as follows:
1. Scope of Services. The CONTRACTOR shall, in a proper and satisfactory
manner as determined by the STATE, provide all the goods or services, or both, set forth in Attachment -
S 1, which is made a part of this Contract.
AG -002 Rev 07/24/2006
EXHIBIT "1"
1
HA- ADRChd - 2010 -N
2. Compensation. The CONTRACTOR shall be compensated for goods
supplied or services performed, or both, under this Contract in a total amount not to exceed
Two Hundred Sixty -Seven Thousand, Nine Hundred Twenty -Two and No /100 DOLLARS
($ 267,922.00 ), including approved costs incurred and taxes, according to the Compensation and
Payment Schedule set forth in Attachment -S2, which is made a part of this Contract.
3. Time of Performance. The services or goods required of the CONTRACTOR
under this Contract shall be performed and completed in accordance with the Time of Perfomance set
forth in Attachment -S3, which is made a part of this Contract.
4. Bonds. The CONTRACTOR ❑ is required to provide or ® is not required to
provide: ❑ a performance bond, ❑ a payment bond, ❑ a performance and payment bond in the
amount of N/A DOLLARS ($ ).
5. Standards of Conduct Declaration. The Standards of Conduct Declaration of the
CONTRACTOR is attached to and made a part of this Contract.
6. Other Terms and Conditions. The General Conditions and any Special
Conditions are attached to and made a part of this Contract. In the event of a conflict between the
General Conditions and the Special Conditions, the Special Conditions shall control.
7. Liquidated Damages. Liquidated damages shall be assessed in the amount of
N/A DOLLARS
(8 N/A ) per day, in accordance with the terms of paragraph 9 of the General Conditions.
8. Notices. Any written notice required to be given by any party to this Contract
shall be (a) delivered personally, or (b) sent by United States first class mail, postage prepaid. Notice to
the STATE shall be sent to the HOPA'S address indicated in the Contract. Notice to the
CONTRACTOR shall be sent to the CONTRACTOR'S address indicated in the Contract. A notice
shall be deemed to have been received three (3) days after mailing or at the time of actual receipt,
whichever is earlier. The CONTRACTOR is responsible for notifying the STATE in writing of any
change of address.
dates below, to be effective as of the date first above written.
STATE
CORPORATE SEAL
Of availableI
APPROVED • : TO FORM:
AG -002 Rev 07/24/2006
(Signahire)
(Print Name)
(Print Title)
(Date)
2
Evidence of authority of the CONTRACTOR'S representative to sign this Contract for the CONTRACTOR must be attached.
HA- ADRChd - 2010 -N
IN VIEW OF THE ABOVE, the parties execute this Contract by their signatures, on the
dates below, to be effective as of the date first above written.
RECOMMEND APPROVAL:
I.LearyuG Date 04110
Hawaii County Office of Aging
County Executive
APPROVED AS TO FORM AND LEGALITY:
Deputy Corporation Counsel
County of Hawaii
APPROVED AS TO FORM:
Deputy Attorney General
State of Hawaii
STATE
EXECUTIVE OFFICE ON AGING
By
Print Name
Title
Date
CONTRACTOR
COUNTY OF HAWAII
By
Print Name
Title
Date
3 HA- ADRChd- 2010 -N
STATE OF
) SS.
COUNTY OF
Doc. Date:
Notary Name:
Doc. Description:
Notary Signature Date
NOTARY CERTIFICATION
AG -009 Rev 7 /25/08
On this
STATE OF HAWAII
CONTRACTOR'S ACKNOWLEDGMENT
# Pages:
day of before me appeared
and , to me
known, to be the person(s) described in and, who, being by me duly sworn, did say that he /she /they is /are
and of
,the
CONTRACTOR named in the foregoing instrument, and that he /she /they is /are authorized to sign said
instrument on behalf of the CONTRACTOR, and acknowledges that he /she /they executed said
instrument as the free act and deed of the CON I RACTOR.
Circuit
(Signature)
(Print Name)
Notary Public, State of
My commission expires:
HA- ADRChd - 2010 -N
For tire f the
"Agency" means and includes the State, the legislature and its committees, all executive
departments, boards, commissions, committees, bureaus, offices; and all independent
commissions and other establishments of the state government but excluding the courts.
"Controlling interest" means an interest in a business or other undertaking which is sufficier in
fact to control, whether the interest is greater or less than fifty per cent (50 %).
"Employee" means any nominated, appointed, or elected officer or employee of e State,
including members of boards, commissions, and committees, and employees unde contract to
the State or of the constitutional convention, but excluding legislators, de gates to the
constitutional convention, justices, and judges. (Section 84 -3, HRS).
On behalf of , •NTRACTOR, the
undersigned does declare as follows:
1. CONTRACTOR n is ❑ is not a legislator or an employee or a bus ess in which a legislator
or an employee has a controlling interest. (Section 84- 15(a), HRS).
2. CONTRACTOR has not been represented or assisted personall in the matter by an individual
who has been an employee of the agency awarding this Contr t within the preceding two years
and who participated while so employed in the matter -tth which the Contract is directly
concerned. (Section 84- 15(b), HRS).
3. CONTRACTOR has not been assisted or represente..y a legislator or employee for a fee or
other compensation to obtain this Contract and wil of be assisted or represented by a legislator
or employee for a fee or other compensation in t performance of this Contract, if the legislator
or employee had been involved in the develop en t or award of the Contract. (Section 84 -14 (d),
HRS).
4. CONTRACTOR has not been represen te. on matters related to this Contract, for a fee or other
consideration by an individual who, •ithin the past twelve (12) months, has been an agency
employee, or in the case of the Le •' lature, a legislator, and participated while an employee or
legislator on matters related to th': Contract. (Sections 84 -18(b) and (c), HRS).
CONTRACTOR understands that the ontract to which this document is attached is voidable on behalf
of the STATE if this Contract w.: entered into in violation of any provision of chapter 84, Hawaii
Revised Statutes, commonly ref: ed to as the Code of Ethics, including the provisions which are the
source of the declarations ab. e. Additionally, any fee, compensation, gift, or profit received by any
person as a result of a viola .n of the Code of Ethics may be recovered by the STATE.
Reminder to Agency: 'the "is" block is
checked and if the Co. act involves goods or
services of a value ' - excess of $10,000, the
Contract must be . warded by competitive
sealed bidding . nder section 103D -302, HRS,
or a compel ve sealed proposal under section
103D -303 RS. Otherwise, the Agency may
not aw. 1 the Contract unless it posts a notice
of its tent to award it and files a copy of the
no be with the State Ethics Commission.
(' action 8'l 15('),
AG -010 Rev 11 /15/2005
STATE OF HAWAIThis form is inoperative and deleted
CONTRACTOR'S
STANDARDS OF CONDUCT DECLARATION
CONTRACTOR
By
(Signature)
Print Name
Print Title
Name of Contractor
Date
HA- ADRChd- 2010 -N
STATE OF HAWAII
SCOPE OF SERVICES
Attachment - S1
The County of Hawaii ( "CONTRACTOR ") through its Hawaii County Office of Aging shall in a
satisfactory and proper manner as determined by the State of Hawaii ( "STATE ") and in accordance with
the terms and conditions of this Contract, use the funds received under this Contract to collaborate with
the STATE in meeting the goals and objectives of the Hospital Discharge Planning Model Grant and the
Aging and Disability Resource Center Expansion Grant, which are incorporated herein by reference.
1. Hospital Discharge Planning Model ( "HDPM ") grant shall develop a model that:
a. Puts the patient and caregiver(s) at the center of the discharge planning process. The
focus of a person- centered system is on the individual, his/her strengths, and his/her
network of family and community support in developing a flexible and cost effective plan
to allow the individual maximum choice and control over the supports the individual
needs to live in the community.
b. Focuses on discharging patients home with community -based services, via the Aging and
Disability Resource Center ( "ADRC ");
c. Reduces the number of patients retained in acute care beds past the point of clinical
discharge; and
d. Reduces the number of default discharges from acute care units to nursing facilities.
2. The Aging and Disability Resource Center Expansion Grant shall: empower Hawaii's residents
to make informed decisions about their options and to streamline access to the services and
support they and their family caregivers need. The grant objectives are:
a. Develop a five (5) year operational plan and budget for achieving statewide coverage of
Hawaii's ADRC;
b. Expand and formalize linkages with key aging, disability, and health care providers;
AG-011 Rev 07/28/2005 1
HA- ADRChd- 2010 -N
STATE OF HAWAII
SCOPE OF SERVICES
Attachment - S1
c. Provide options counseling training to staff on specific aging and disability topics (e.g.,
private pay services, care home placement, disability services);
d. Make enhancements to the Hawaii ADRC website to improve access to inforruation and
services; and
e. Maintain an integrated data collection and reporting system for quality assurance and
evaluation.
The following service deliverables shall be met through collaboration with the STATE, Executive Office
on Aging ( "EOA ").
1. Delegate Area Agencies on Aging ( "AAA ") representatives and stakeholders to participate in
workgroups.
2. Participate in workgroups convened by BOA and HCBS Strategies Incorporated on the
following:
a. Participate in the development of the five (5) year Operational Plan and Budget for
achieving statewide coverage of Hawaii's ADRC.
b. Develop an eighteen (18) month timeline to develop the five (5) year ADRC Operational
Plan and Budget.
c. Work on the development of the HDPM.
i. Review hospital discharge planning protocols.
ii. Establish protocols for receiving referrals.
3. Participate in the Follow Up Conference in April 2011.
a. Ensure that those who attended the Re- Charge Conference in April 2010 are the same
attendees for the follow up conference.
AG -011 Rev 07/28/2005 2
HA- ADRChd- 2010 -N
STATE OF HAWAII
SCOPE OF SERVICES
Attachment - Si
b. Review the draft of the five (5) year Operational Plan and Budget.
4. Maintain an integrated data collections and reporting system for quality assurance and evaluation.
a. Collaborate with the migration of the ADRC website.
b. Assist in the centralization of data statewide.
c. Develop and refine policies to guide ADRC and service providers in data collection and
data sharing.
d. Set up data protocols and systems to include data elements of the hospital discharge
planning model.
e. Collect data.
5. Participate in educational training to enhance the skill set of the ADRC staff.
a. Attend staff options counseling training on use of standardized tools and protocols.
b. Attend training on disabilities and related topics.
c. Work in the local community to educate critical pathway provides about ADRC.
6. Participate in program implementation through the ADRC.
a. Implement HDPM at participating hospitals.
b. Assess needs, provide options counseling.
7. Evaluation.
a. Participate with the BOA evaluation team in evaluating the implementation of the HDPM
and the ADRC Expansion Grant.
b. Adapt and refine program development based on the results of the evaluation.
c. Work with the evaluators to assess ADRC functionality against the fully functional
ADRC criteria.
AG -011 Rev 07/28/2005 3
HA- ADRChd- 2010 -N
STATE OF HAWAII
SCOPE OF SERVICES
Attachment - S1
8. Reporting Requirements.
a. Submit implementation data to EOA as defined by EOA for reports to Center for
Medicaid Services.
b. Submit in the format required by EOA a semi - annual ADRC Progress Report.
c. Submit in the format required by EOA a final ADRC Progress Report.
9. Comply with and implement the standards, best practices, protocols, models, evaluation, and
quality assurance that the task groups develop.
10. Collaborate with the EOA and its awarded consultant, HCBS Strategies, Incorporated throughout
the duration of this Contract. Provide input, participate in all meetings and trainings, and ensure
that open lines of communication are followed.
AG -011 Rev 07/28/2005 4
HA- ADRChd- 2010 -N
In full consideration for the sery ices performed by the CONTRACTOR under this Contract, the
STATE agrees, subject to receipt of federal funds under the Federal Grant and subject to allotments
to be made by the Director of Finance, State of Hawaii, pursuant to Chapter 37, Hawaii Revised
Statutes, to pay to the CONTRACTOR a total sum of money not to exceed TWO HUNDRED
SIXTY -SEVEN THOUSAND, NINE HUNDRED TWENTY TWO AND NO /100 DOLLARS
($267,922.00), consisting of TWO HUNDRED SEVENTEEN THOUSAND, NINE HUNDRED
TWENTY -TWO AND NO /100 DOLLARS ($217,922.00) of federal funds to be received under the
Federal Grant and FIFTY THOUSAND AND NO /100 DOLLARS ($50,000.00) of state funds,
which shall be paid in accordance with and subject to the following:
a. Payments shall be made in quarterly installments upon the quarterly submission by the
CONTRACTOR of invoices in triplicate for the services provided in accordance with
Attachment-S1, "Scope of Services," and in accordance with the costs identified in the
Budget, attached hereto as Exhibit "A" and made a part hereof. The STATE shall withhold
the last quarterly installment until final settlement of this Contract.
b. Quarterly installments shall be made on a cost reimbursement basis. Invoices shall be
accompanied by expenditure reports for the billing month and certified by the
CONTRACTOR to contain expenditures actually incurred for the services provided under
this Contract.
c. The expenditure reports shall be reviewed by the STATE and shall be subject to the STATE's
preliminary determination of appropriateness and allowability of the reported expenditures.
The STATE's preliminary determination of appropriateness and allowability of the reported
expenditures shall be subject to later verification and subsequent audit.
AG -012 Rev 11/15/2005 1
STATE OF HAWAII
Attachment — S2
COMPENSATION AND PAYMENT SCHEDULE
HA- ADRChd- 2010 -N
AG -012 Rev 11/15/2005 2
STATE OF HAWAII
Attachment — S2
COMPENSATION AND PAYMENT SCHEDULE
d. If an amount of reported expenditures is preliminarily determined by the STATE to be
inappropriate and unallowable, the STATE may deduct an equivalent amount from the next
payable installment and may withhold payment of the amount of moneys 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 the STATE to be inappropriate and unallowable, the
STATE may require that an equivalent amount of moneys be refunded by the
CONTRACTOR, notwithstanding the STATE's preliminary determination of
appropriateness and allowability. An amount of moneys to be refunded by the
CONTRACTOR may be offset against the amount of moneys withheld by the STATE in
determining the amount of the final payment to be made to the CONTRACTOR in final
settlement of this Contract. Final settlement of this Contract shall include submission and
acceptance of all reports and other materials to be submitted by the CONTRACTOR to the
STATE, resolution of all discrepancies in expenditures or performance of services, and
completion of all other outstanding matters under this Contract.
e. Allowable expenses for necessary travel authorized in advance by the STATE shall be
determined in accordance with Chapter 10, titled "Travel Rules," of Title 3 of the Hawaii
Administrative Rules, as administered and interpreted by the Department of Accounting and
General Services, State of Hawaii.
HA- ADRChd- 2010 -N
STATE OF HAWAII
TIME OF PERFORMANCE
Attachment — S3
This Contract shall be in effect from the date of the STATE's Notice to Proceed through September 29, 2012, or
until services are complete, whichever comes first.
AG -013 Rev 11 /15/2005 1
HA- ADRChd- 2010 -N
Grant and Federal Award #
Line Item
NTP - 9/30/2010
10/1/2010- 9/30/2011
10/1/2011 - 9/29/2012
Hosptial Discharge 1L0CM5030434
ADRC Project Coordination:
Administration, personnel or
operational costs to deliver the
equirementsasoutlinedinthe
Scope of Services Attachment S -1
$30,911.75
$30,911.75
$30,911.75
HDPM -ADRC enhance option 1L0CMS030434
ADRC Project Coordination:
Administration, personnel or
operational costs to deliver the
equirements as outlined in the
Scope of Services Attachment 5 -1
$22,300.00
$22,301.00
$22,301.00
ADRC expansion 90DR0036
ADRC Project Coordination:
Administration, personnel or
operational costs to deliver the
requirements as outlined in the
Scope of Services Attachment 5 -1
$19,428.25
$19,428.25
$19,428.25
State funds (F -24, ACT 162, 2009 HSL 500)
ADRC Project Coordination:
Administration, personnel or
operational costs to deliver the
requirements as outlined in the
Scope of Services Attachment S -1
$50,000.00
_
Grand Total per year
$122,640.00
$72,641.00
$72,641.00
BUDGET
Time of Performance: The STATE's Notice to Proceed (NTP)- September 29, 2012
Grand total
5267,922.001
Exhibit "A"
1
HA- ADRChd- 2010 -N