HomeMy WebLinkAboutDoc 672 - WEBCO AgreementDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of December 16,2013
DATE: 12112/13.
FROM: Tammy Baney. BOCC Phone # 388-6567
TITLE OF AGENDA ITEM:
Consideration of Authorizing County Administrator Signature of Document No. 2013-672, a Services
Agreement between Deschutes County and WEBCO (Wellness and Education Board of Central
Oregon).
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
This agreement is pursuant to WEBCO entering into an Initiative Funding Agreement with the Central
Oregon Health Council to complete the Maternal Child Health Initiative and Early Childhood Wellness
Program.
FISCAL IMPLICATIONS:
COHC agreed to pay WEBCO actual costs connected with the Initiative, in the Amount of $180,212.
Deschutes County receives approximately 75% of those funds, or around $135,000, with four equal
installments through August 15,2014. This agreement authorizes those payments.
RECOMMENDATION & ACTION REQUESTED:
Recommend approval.
ATTENDANCE: Tammy Baney
DISTRIBUTION OF DOCUMENTS:
WEBCO and the County.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: 112/12/131 Department: IBOCcl
Contractor/Supplier/Consultant Name: WEBCq
Contractor Contact: IDamian Sand~ Contractor Phone #: D
Type of Document: Services Agreement
Goods and/or Services: Prenatal and early childhood wenness services.
Background & History: The Wellness and Education Board of Central Oregon
entered into an initial funding agreement with the Central Oregon Health Council
(COHC) to undertake and complete the Maternal Child Health Initiative. This
agreement will coordinate the provision of those services in Deschutes County, and
specify the responsibilities of both WEBCO and Deschutes County as contained in the
agreement.
Agreement Starting Date: 111/15/1 ~ Ending Date: 18/16/141
Annual Value or Total Payment: 1135,ooq
D Insurance Certificate Receiied (CleCk box)
Insurance Expiration Date:
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? Yes D No
If No, has budget amendment been submitted? Yes D No
nla -for receipt of funds.
Is this a Grant Agreement providing revenue to the County?
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
lSJ Yes D No
1211312013
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: Yes D No
Contact information for the person responsible for grant compliance:
Name: Scott Johnson
Phone #: 1322-7400
Departmental Contact and Title: Scott Johnson Phone #: x7400
Department Director Approval: __--:-________
Signature Date
Distribution of Document: Who gets the original document and/or copies after it has
been signed? Include complete information if the document is to be mailed.
WESCO and County
Official Review:
County Signature Required (check one): SOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, SOCC Order No. ____----')
Legal Review Date
Document Number 2013-672
12/1312013
SERVICES AGREEMENT
This Services Agreement (hereinafter "Agreement") is entered into as of December
___,2013 (the "Effective Date"), by and between the Wellness and Education Board of
Central Oregon, formerly Central Oregon Health Board, (hereinafter "WEBCO") and Deschutes
County (hereinafter "County"). WEBCO and County will be referred to collectively as the
"Parties."
RECITALS
A. On or about July 1, 2013, WEBCO entered into an Initiative Funding Agreement
with the Central Oregon Health Council (hereinafter "COHC") to undertake and complete the
Maternal Child Health Initiative, which is attached hereto, marked Attachment 1 and
incorporated herein (the "Initiative"). Pursuant to the Initiative, WEBCO will coordinate the
provision of the services according to its terms (see Attachment 1, Exhibit C, pp. 14 -17
attached hereto).
B. The goal of the Initiative is to improve prenatal and early childhood wellness
through a system that empowers low-income families and optimizes their use of primary care,
oral health, behavioral health, prevention, family support, early learning services, and other
coordinated care services.
C. Pursuant to the Initiative between WEBCO and COHC, COHC agrees to pay
WEBCO actual costs incurred in connection with the Initiative up to the budgeted amount of
$180,212.00. The Initiative payments will be paid quarterly in installments on November 15,
2013; February 15, 2014; May 15, 2014; and August 15, 2014 (see Attachment 1, Exhibit B, pp. 9
-13)·
D. COHC has agreed to fund the Initiative and WEBCO has agreed to carry out the
Initiative on the terms and conditions set forth in the Agreement, as more specifically
described on Attachment 1, Exhibit A, pp. 6 -8, attached hereto and incorporated herein by
reference.
E. Other Central Oregon counties (Crook and Jefferson) are entering into related
service agreements to provide Maternal Child Health Services in their respective counties.
NOW, THEREFORE, in consideration of the mutual promises set forth herein, the
Parties agree as follows:
AGREEMENT
1. Recitals. The above Recitals are incorporated herein by reference.
2. Purpose. The Parties acknowledge and agree that this Agreement is intended
to further the Initiative through coordination of services between WEBCO and County as
follows:
DC 2013· 6 7 2
Page 1 of 4 --Services Agreement Deschutes County
4.7 Hire, train, and supervise a 1 FfE (172.67 hours per month) PHN to
promote prevention integration in County primary care practices and provide CaCoon services
(for children with special healthcare needs) through at least two home visits per workday
(average 500 per year).
4.8 Provide Initiative staff office space, furniture, phones, IT
equipment/support, medical equipment and supplies, materials, and promotion.
4.9 Provide secure custody of medical records.
4.10 Promote and advocate for Initiative success.
5. Initial Term.
5.1 This Agreement shall commence on the Effective Date and the initial term
shall terminate on August 16, 2014. If the Parties determine to continue this Agreement after
August 16, 2014, they shall so indicate by a written Amendment executed by both Parties.
Either Party may provide written notice of its desire to renew this Agreement to the other
Party. Said notice shall be provided at least sixty (6o) days prior to the date of termination.
The Parties shall deal with each other in good faith during the 6o-day period to negotiate
renewals terms acceptable to both Parties.
5.2 Either Party may terminate this Agreement for cause, by providing written
notice of material breach to the other Party. If the breaching Party fails to cure the breach
within thirty (30) days, then the non-breaching Party may immediately terminate this
Agreement.
5.3 Either Party may terminate this Agreement without cause after giving
thirty (30) days prior written notice to the other Party. The Parties shall deal with each other
in good faith during the thirty (30) day period after notice of intent to terminate.
6. Compliance With Law.
6.1 The Parties shall comply with all applicable state and federal laws in
performing their obligations hereunder, and shall procure all necessary licenses and/or
permits.
6.2 The Parties shall comply at all times with the Health Insurance Portability
and Accountability Act of 1996 as amended.
7. Insurance. The Parties shall maintain insurance policies with minimum limits
equal to the liability limits as set by the Oregon Revised Statutes for a public entity (ORS
30.260 etc.) aggregate. A Party may fulfill this obligation by establishing and maintaining a
program of self-insurance pursuant to ORS 30.282.
8. Amendments. This Agreement may be supplemented, amended, or revised
only in writing signed by both Parties.
Page 3 of4 --Services Agreement Deschutes County
3. WEBCO's Responsibilities.
3.1 Pay quarterly to County a percentage of the budgeted amount of
$180,212.00 for the initial term of the Agreement. The percentage shall be as follows:
a. Deschutes County 76 percent (see Attachment 1, Exhibit B).
3.2 Payment will be reconciled on a bi-weekly basis (see Attachment 1,
Exhibit B).
3.3 Serve as fiscal agent for the Maternal Child Health Initiative serving
Central Oregon counties (Jefferson, Crook, and Deschutes).
304 Summarize quarterly program data submitted by the counties into
required reports for PacificSource and COHC.
3.5 Promote and advocate for Initiative success.
3.6 Provide a point of contact for the Maternal Child Health Initiative
coordinator and arrange quarterly face-to-face meetings to assure communication and
cooperation.
3.7 Look for funding opportunities to sustain the Initiative and expand it to
include Phase II.
4. County's Responsibilities.
4.1 Provide a .5 FfE (86.33 hours per month) coordinator to serve as point of
contact between WEB CO and County for the Maternal Child Health Initiative.
4.2 Assure coordinator attends quarterly Initiative meetings with WEBCO and
related meetings as required.
4.3 Assure coordinator communicates at least monthly with the other County's
Initiative public health nurses (PHN) and administrators, as needed.
404 Assure coordinator helps to facilitate quarterly meetings for the Initiative
workgroup.
4.5 Hire, train, and supervise one (1) full time equivalent (FfE) (172.67 hours
per month) bi-lingual (Spanish speaking) public health nurse (PHN) to provide nurse family
partnership services for a maximum caseload of 25 families in the tri-counties (Jefferson,
Crook, and Deschutes) area.
4.6 Hire, train, and supervise one (1) FfE (172.67 hours per month) PHN to
promote prevention integration in East Cascades Woman's Group and maternal case
management services through a minimum of two home visits per workday (average 500 per
year).
Page 2 of4 --Services Agreement Deschutes County
9. Severability. If any part of this Agreement shall be held unenforceable, the
rest of this Agreement will remain in full force and effect.
10. Waiver. Any provision or condition of this Agreement may only be waived
by written waiver signed by the Party's authorized representative. Waiver of any breach of any
provision of this agreement will not be considered a waiver of any succeeding breach of the
agreement.
11. Independent Contractor. It is understood and agreed that while
performing services pursuant to this Agreement, each Party is at all times acting and
performing as an independent contractor.
The Parties enter into this Agreement as of Effective Date.
WELLNESS AND EDUCATION BOARD DESCHUTES COUNTY
eschutes County
ommissioner Mike Ahern, Jefferson County
By: _________________________
Page 4 of 4 --Services Agreement Deschutes County