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HomeMy WebLinkAboutDoc 021 - IGA - Health Svcs with OHADeschutes 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 January 29, 2014 DATE: January 22,2014 FROM: Nancy Mooney, Contract Specialist, Deschutes County Health Services, 322-7516 TITLE OF AGENDA ITEM: Consideration of Board Signature of Document #2014-021, Amendment #4 to Intergovernmental Financial Agreement Award #142008 between the Local Public Health Department and the Oregon Health Authority for the financing of Local Public Health Services for fiscal year 2013-2015. PUBLIC HEARING ON THIS DATE? No. BACKGROUND AND POLICY IMPLICATIONS: OHA is at the forefront of lowering and containing costs, improving quality and increasing access to health care The Oregon Health Authority (OHA) was created by the 2009 Oregon legislature to bring most health-related programs in the state into a single agency to maximize its purchasing power; the amendment to Intergovernmental Agreement (#142008) outlines the services and financing for fiscal year 2013-2014. There are separate grants associated with individual public health programs represented in the Intergovernmental Agreement, ranging from disease prevention and maternal child health to school based health centers, women, infants and children (WIC), bioterrorism preparedness and family planning. Each grant has an associated set of Program Assurances that are the service and quality performance expectations connected with the delivery of the various components of the program itself. Amendment #4 award funding to Program Element #44, School Based Health Centers $816,830, for counties with more than one certified School Based Health Center to increase mental health capacity and support mental health projects during the 2013-2015 biennium. In addition, funds are awarded to Program Element #12, Public Health Emergency Preparedness as a Mini­ Grant, $27,000, award to develop and exercise a medical surge plan that will culminate in a regional full-scale exercise in June 2014. FISCAL IMPLICATIONS: Maximum funding reimbursement for this Amendment is $843,830 RECOMMENDATION & ACTION REQUESTED: Approval and Signature of Document #2014-021, Amendment #4 to Intergovernmental Financial Agreement Award #142008 between the Local Public Health Dept. and the Oregon Health Authority is requested. ATTENDANCE: Linda Webb, Clinical Program Supervisor DISTRIBUTION OF DOCUMENTS: Please fax or e-mail entire amendment to Connie Thies; e-mail: connie.thies@state.or.us, Fax 503-373-7889. Please return executed documents to Nancy Mooney, Contract Specialist I I ~ t 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: Ranuary 9,2014 1 Department: 1 Health Services, Public Health Division .1 Contractor/Supplier/Consultant Name: I Oregon Health Authority I Contractor Contact: 1 Connie Thies, Office of Contracts & Procurements I Contractor Phone #: 1 503-373-7889 1 Type of Document: Amendment #4 to Intergovernmental Agreement #142008 Goods and/or Services: This amendment is awarding funding to the School Based Health Center Program and for a Public Health Emergency Preparedness Mini-Grant. Background & History: The Oregon Health Authority (aHA) was created by the 2009 Oregon legislature to bring most health-related programs in the state into a single agency to maximize its purchasing power; the amendment to Intergovernmental Agreement (#142008) outlines the services and financing for fiscal year 2013-2014. There are separate grants associated with individual public health programs represented in the Intergovernmental Agreement, ranging from disease prevention and maternal child health to school based health centers, women, infants and children (WIC), bioterrorism preparedness and family planning. Each grant has an associated set of Program Assurances which are the service and quality performance expectations connected with the delivery of the various components of the program itself. Amendment #4 award funding to Program Element #44, School Based Health Centers $816,830, for counties with more than one certified School Based Health Center to increase mental health capacity and support mental health projects during the 2013­ 2015 biennium. Funds are awarded to Program Element #12, Public Health Emergency Preparedness as a Mini-Grant award to develop and exercise a medical surge plan which will culminate in a regional full scale exercise in June 2014. Agreement Starting Date: I July 1, 2013 I Ending Date: I June 3D, 2015 Annual Value or Total Payment: 1 Total amount of amendment is $843,830. I 119/2014 1 I Check all that apply: D RFP, Solicitation or Bid Process D Informal quotes «$150K) ~ 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? DYes D No Is this a Grant Agreement providing revenue to the County? D Yes ~ No Special conditions attached to this grant: Deadlines for reporting to the grantor: '------' 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: DYes D No I Contact information for the person responsible for grant compliance: Name: Phone#:D I Departmental Contact and Title: I Nancy Mooney, Contract Specialist Phone #: I 541-322-7516 I 1 Department Director Approval: __ I \ 0 l ~ Date Distribution of Document: Please fax or e-mail e-mail: connie.thies@state.or.us, Fax 503-373-7889. Please return executed documents to Nancy Mooney, Contract Specialist Official Review: County Signature Required (check one): 00 BOCC 0 Department Director (if <$25K) o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ____-1) Legal Review Date /-17~ 11W (lfodJ Document Number =20.:..1-,-4'--..wO~'2..."",-,I,--_____ --:­__=+-+.>L----­ ntire amendment to Connie Thies; 1/9/2014 I PUBLIC HEALTH DIVISION Adolescent, Genetics and Reproductive Health Section ~alth -----t\uthorityJohn A. Kilzhaber, MD. Governor (J, t: /Ztfe 800 NE Oregon St., Suite 805L'r\dd­Portland, OR 97232ShEr("1December 20, 2013 Voice: (971) 673-0249 ';1U1ty FAX: (971) 673-0250 Scott Johnson, Director TTY: (971) 673-0372 Deschutes County Health Services 2577 NE Courtney Dr. Bend, OR 9770 I Dear Mr. Johnson, The School-Based Health Center (SBHC) State Program Office (SPO) is pleased to announce the successful award of SBHC mental health expansion funds to Deschutes County Health Services in the amount of $846,830 to increase mental health capacity and support mental health projects during the 2013-2015 biennium. Deschutes County Health Services will receive a contract amendment under Program Element 44 for the purpose of supporting the mental health expansion grant activities in the school-based health centers in your county. In the meantime, here are the program highlights ofthe agreement: Expectations A. Award monies must be used to support mental health capacity within the school-based health center system by adding mental health staff and expanding current mental health staff hours, with the ability to collect and report on mental health encounter visits. B. Award monies must also be used to support mental health projects within the school-based health center system and help the SBHC integrate physical and mental health, specifically: (1) Implementation ofa Mental Health Screening Tool or Framework; (2) Implementation ofa Youth Advisory Committee and Mental Health Research Project; and (3) Integration ofa Data Capturing System. C. Awardees will be expected to provide services that are culturally and linguistically appropriate to their target population. D. Awardees will be expected to track data related to mental health encounters as outlined in the SBHC Certification standards. SBHC Certification standards are available at www.healthoregon.orglsbhc. E. Awardees will be expected to create and implement an evaluation plan for their projects in collaboration with the sPa. The evaluation plan will include the creation of a logic model, projected output and outcomes, and measurement of these outputs and outcomes. Technical assistance throughout this process will be available. F. Awardees will be expected to participate in monthly check-in meetings (via phone or email) with the spa and submit 1-2 mid-project reports and a final project report, as determined by the evaluation plan. Guidance will be given on expected report content. Funds Funds for this project must be spent by June 30, 2015. The maximum amount of the contract amendment will be $846,830. Any unspent grant funds during FY14 may be rolled over into FY15. Grantees are expected to provide services during entire project period ending June 30, 2015. Future funding is unknown at this time and will be determined by the legislative adopted budget and evaluation outcomes. Reporting Requirements You will be required to submit 1-2 mid-project reports, depending upon project goals. Reporting requirements and due dates will be determined by the evaluation plan timeline which will be developed in February 2014. Grantees will be required to submit mental health encounter data to spa three times during the contract period (July 15,2014, January 15,2015 and July 15,2015). Grantees will also provide a final report that includes qualitative and quantitative data as part of the evaluation plan. Final reports are due no later than July 15,2015. Technical Assistance The SBHC State Program Office will provide on-going technical assistance in your efforts to increase mental health capacity, collect mental health encounter data, and create an evaluation plan and final report. An initial check-in call will be held in February to review grant expectations and to develop a workplan and evaluation strategy. spa will contact the individual grantees by January 15,2014 to set up a February call. In the meantime, we recommend grantees and community partners visit the SBHC State Program website for more information about SBHCs in Oregon: www.healthoregon.org/sbhc Kate O'Donnell, SBHC Systems Development Specialist, will be your primary contact at the State. She may be reached at 971.673.1054 or via e-mail at kathryn.m.odonnell@state.or.us. I I I 1 Thank you for your commitment to expand the provision of mental health services I to children and youth in your community. The staff of the SBHC State Program Office looks forward to working with you and your county in promoting health and mental health care access to youth in our schools. I Sincerely, j I I ica E.A. Duke, MPH tescent and School Health Manager i I I 1 11~ Kathryn O'Donnell, MPH SBHC Systems Development Specialist Nancy Mooney p?010-0 2 1 From: Sent: To: Thomas Kuhn Tuesday, December 31, 2013 3:05 PM Nancy Mooney Subject: RE: Amendment #4 to OHA contract #142008. ready for signature approval Hi Nancy, I affirm that I have read Amendment #4 in its entirety, that we can accept/accomplish the required work and that signing this document is recommended. Changes in this contract which affect my program areas include: -PE 12 PHEP mini-grants -Received an increase of $27,000 to develop and exercise a medical surge plan which will culminate in a regional full scale regional exercise in June 2014 I've read the document and approve the Statement of Work as it is set forth in this agreement. Sincerely, Tom Kuhn, M.S.Ed. Deschutes County Health Services Community Health Program Manager 2577 NE Courtney Dr. Bend, OR 97701 Ph:(541) 322-7410 Fax: (541) 322-7465 \ thomask@deschutes.org -----Original Message----­ From: Nancy Mooney Sent: Monday, December 30,2013 12:08 PM To: Kate Moore; Thomas Kuhn Subject: Amendment #4 to OHA contract #142008, ready for signature approval Tom/Kate, Please provide your affirmation that you have read this document in its entirety, that we can accept/accomplish the Statement of Work and that signing this document is recommended. Please note upon e-mailing your consent for signature that you're confirming you've read the document and reviewed/approved the Statement of Work as it is set forth in the document. Thank you, Nancy Mooney Contract Specialist Phone: 541-322-7516 Fax: 541-322-7565 Nancy Mooney From: Linda Webb Sent: Monday, January 06, 2014 11:18 AM To: Nancy Mooney Subject: RE: Amendment to OHA contract 142008-4 is ready for approval I have read the attached document and verify our intention to accomplish the statement of work. recommend this document be signed. Linda Webb RN SBHC Supervisor Deschutes County Health Department 541 322-7405 lindaw@deschutes.org -----Original Message----­ From: Nancy Mooney Sent: Monday, January 06, 2014 10:32 AM To: Linda Webb Subject: FW: Amendment to OHA contract 142008-4 is ready for approval Importance: High Linda, Would you be comfortable approving this amendment for the SBHC portion of this amendment? If so, please provide your affirmation that you have read this document in its entirety, that we can accept/accomplish the Statement of Work and that signing this document is recommended. Please note upon e-mailing your consent for signature that you're confirming you've read the document and reviewed/approved the Statement of Work as it is set forth in the document. Thank you, Nancy Mooney Contract Specialist Phone: 541-322-7516 Fax: 541-322-7565 Deschutes County Health Services 2577 NE Courtney Drive Bend, OR 97701 -----Original Message----­ From: THIES Connie [mailto:connie.thies@state.oLus] Sent: Monday, December 30, 2013 11 :41 AM To: Nancy Mooney; Scott Johnson; Sherri Pinner 1 I ADMINISTRATIVE SERVICES DIVISION)tQtj~'tm'''t of Human Services Office of Contracts and Procurement John A. Kitzhaber, MD, Governor 250 Winter St NE, Room 306 Salem, OR 97301 Voice: (503) 945-5818 FAX: (503) 378-4324 DOCUMENT RETURN STATEMENT Re: Amendment #06 to Agreement #141408 hereinafter referred to as "Document." Please complete the following statement and return it along with the completed signature page and the Contractor Data and Certification page and/or Contractor Tax Identification Information form (if applicable ). Important: If you have any questions or find errors in the above referenced Document, please contact the contract specialist, April D. Barrett at (503) 945-5821. (Name) (Title) received a copy of the above referenced Document, between the State of Oregon, acting by and through its Oregon Health Authority, and Deschutes County, bye-mail from Tami Goertzen on December 18, 2013. On _________, I signed the electronically transmitted Document without (Date) change. I am returning the completed signature page and Contractor Data and Certification page and/or Contractor Tax Identification Information form (if applicable) with this Document Return Statement. (Date) 1~:.t:rlJ \ LEGAL COUNSEL e~lth -----Authority Agreement #142008 FOURTH AMENDMENT TO OREGON HEALTH AUTHORITY 2013-2015 INTERGOVERNMENTAL AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES In compliance with the Americans with Disabilities Act, this document is available in alternate formats such as Braille, large print, audio recordings, Web-based communications and other electronic formats. To request an alternate format, please send an e-mail to dhs-oha.publicationrequest@State.or.us or call 503-378-3486 (voice) or 503-378-3523 (TTY) to arrange for the alternative format. This Fourth Amendment to Oregon Health Authority 2013-2015 Intergovernmental Agreement for the Financing of Public Health Services, effective July I, 2013 (as amended the "Agreement"), is between the State of Oregon acting by and through its Oregon Health Authority ("OHA") and Deschutes County, acting by and through its Deschutes County Health Services ("LPHA"), the entity designated, pursuant to ORS 431.375(2), as the Local Public Health Authority for Deschutes County. RECITALS WHEREAS, OHA and LPHA wish to modify the Financial Assistance Award set forth in Exhibit C of the Agreement. NOW, THEREFORE, in consideration of the premises, covenants and agreements contained herein and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows. AGREEMENT 1. Section I of Exhibit C entitled "Financial Assistance Award" of the Agreement is hereby superseded and replaced in its entirety by Exhibit I attached hereto and incorporated herein by this reference. Exhibit I must be read in conjunction with Section 4 of Exhibit C, entitled "Explanation of Financial Assistance Award" of the Agreement. 2. LPHA represents and warrants to OHA that the representations and warranties of LPHA set forth in Section 2 of Exhibit E of the Agreement are true and correct on the date hereof with the same effect as ifmade on the date hereof. 3. Capitalized words and phrases used but not defined herein shall have the meanings ascribed thereto in the Agreement. 2013-2015 AGREEMENT FOR THE .'INANCING OF PUBLIC HEALTH SERVICES PAGE 1 OF 6 PAGES 142008-4 PGM.DOC -DESCHUTES COl'NTY DC -20 1 4 - 0 2 1 4. Except as amended hereby, all terms and conditions of the Agreement remain in full force and effect. 5. This Amendment may be executed in any number of counterparts, all of which when taken together shall constitute one agreement binding on all parties, notwithstanding that all parties are not signatories to the same counterpart. Each copy of this Amendment so executed shall constitute an original. 6. This Amendment becomes effective on the date of the last signature below. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK 2013-2015 AGREEME~T FOR THE FINANCIr\G OF PUBLIC HEALTH SERVICES PAGE 2 OF 6 PAGES 142008-4 PGM.DOC -DESCHUTES COUNTY IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set forth below their respective signatures. 7. Signatures. STATE OF OREGON ACTING BY AND THROUGH ITS OREGON HEALTH AUTHORITY (OHA) By: Name: Bobby L. Green, Sr. Title: Interim Deputy Public Health Director Date: DESCHUTES COUNTY ACTING BY AND THROUGH ITS DESCHUTES COUNTY HEALTH SERVICES (LPHA) By: Name: Title: Date: DEPARTMENT OF JUSTICE ApPROVED FOR LEGAL SUFFICIENCY Approved by D. Kevin Carlson, Senior Assistant Attorney General on May 21, 2013. Copy of approval onfile at aHA, OC&P. REVIEWED: OFFICE OF CONTRACTS & PROCUREMENT By: Name: Phillip G. McCoy, OPBC, OCAC Title: Contract Specialist Date: 2013-2015 AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES PAGE 3 OF 6 PAGES 142008-4 PGM.DOC -DESCHUTES COUNTY EXHIBIT 1 FINANCIAL ASSISTANCE AWARD 1) Grantee State of Oregon oregon Health AU1hority Public Health Division 2) Issue Da1e Name: Deschutes County Health Dept December 17. 2013 Street: 2577 N. E. courtney 3) Award Period Page 1 of 3 This Action AMENDMENT FY20'14 City: Bend From July 1,2013 Through June 30, 2014 State: OR Zip Code: 97701 4) DHS Public Health Funds Approved Previous Increasel Grant Program Award (DecreaSe) Award PE 01 State Support for PubliC Health 177.353 0 177,353 ( a ) PE 03 TB Case r...1anagement '1.216 0 1,216 PE 07 HIV Prevention Services 29,874 0 29.874 HIV Prevention Block Grant Services Ryan White Tille II HIV I AIDS Services PE 08 Ryan White--Case Management 76.282 a 76,282 PE 08 Ryan Whlte--Support Services 26,786 0 26,786 PE12 Public Health Emergency Prepareoness 109.421 a 109,421 !PE 12 P.H.E.P Mini Grants 0 27.000 27,000 ! iPE 13 Tobacco Prevention &Education 132,932 0 '132,932 PE 15 Healthy Communities Phase II 81,250 0 81,250 w.en, InfanlS and ChiiOren 656,452 0 656,452 FAI\·1ILY HEALTH SERVICES (cdjK) C --PEER Counseling 44.100 0 44,100 FAMIL Y HEAL TH SERVICES (Q,h) 5) FOOTNOTES: a) Based on the certified population estimate of July 1, 20'12. Prepareo by the Portland State University Population Research center. b) Funds will not be shifted between categories or fund types. The same program may be funded by more than one fund type, however, federal funds may not be used as match for other federal funds ( such as Medicaid ). c) July -September grant is $176,056 ; and includes $35.211 of minimum Nutrition Education: and S7,817 for Breastfeeoing Promotion, d) October-June grant is $480,396 ; and includes $96,079 of minimum Nutrition Education amount and $23,451 for Breastfeeding Promollon_ e) Please note that Chlamydia and High Cost Contraceptives funds have been folded into the Title X funds and are no longer a separate line Item. n Immunization SpeCial Payments are funded by State General Fund and matched dollar for dollar with Medicaid. 6) Capital Outlay Requested in This Action: Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip­ ment with a purcllase price in excess of $5,000 and a life expectancy greater than one year. PROGRAM ITEM DESCRIPTION I I PROG. COST APPROV PAGE 4 OF 6 PAGES 20ll-2ots AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES 142008-4 PGM.DOC -DESCHUTES COUNTY State of Oregon Page 2 of 3 Oregon Health Authority Public Health Division 1) Grantee 2) Issue Date This Action Name: Deschutes County Health Dept December 17, 2013 AMENDMENT FY20t4 Street 2577 N. E. Courtney 3) Award Period City: Bend From JUly 1,2013 Through June 30. 2014 State: OR Zl~Code: 97701 14) DHS Public Health Funds Approved I Program PE 41 Family Planning Agency Grant FAMILY HEALTH SERVICES PE 42 MCH/Child & Adolescent Health -General Fund FAMILY HEALTH SERVICES PE 42 MCH-TitieV --Child & Adolescent Health FAMILY HEALTH SERVICES PE 42 MCH-TrtleV Flexible Funds FAMIL Y HEAL TH SERVICES PE 42 "'·1CHfPennatal Health --General Fund FAMILY HEALTH SERVICES PE 42 Babies First FAMILY HEALTH SERVICES !PE 42 Oregon MothersCare I FAMilY HEALTH SERVICES ! PE 43 ImmuniZation Special Payments FAMILY HEALTH SERVICES PE 43 Immunization Conference Travel FAMILY HEALTH SERVICES PE 44 School Based Health Centers FAMilY HEALTH SERVICES PE 47 Linking Actions for Unmet Needs in Child Health Project FAMILY HEAL TH SERVICES PE 48 Teen Pregnency Prevention - P R. E. P FAMILY HEALTH SERVICES 5) FOOTNOTES: Previous Award 173.888 11,323 17,860 41,675 6.035 19,"106 20.153 39.871 600 295,000 65'1,054 105,080 I (ncreasel Grant (Decrease) Award 0 173.888 (e,m) 0 11.323 ( b) 0 17,860 ( b ) 0 41,675 ( b ) 0 6,035 ( b ) 0 19,106 20,1530 39,8710 (ft 0 600 1,111,830 ( I,n ) 0 816,830 651,054 ( j ) 0 '105,080 g) $11.025 is the July through September funding to local agenCies. h) $33,075 shows October. 2013 through June 30th, 2014 funding portion to local agencies i) $162.764 is for July 1. 2013 to September 30,2013 period, j) $14.749 represents year-end one time funding at $350 per assigned caseload. k) 51,175 Represents fresh Fruits and Veggies grant to local agencies in State Fiscal Year 2014. I) Funding formula base increase ($'12.000 per SBHC) for counties with more than one certified SBHC. due to passing of HB2445. m) -$15,499 Award reduction due to sequestration cuK n) $30,000 School Based Health Clinic planning grant to support local School Based Health Cltnic planning grant activities. I 6) Capital Outlay Requested in This Action: Prior approval is reqUired for Capital Outlay. Capital Outlay is defined as an expenditure for equip­ ment With a purchase price in excess of $5.000 and a life expectancy greater than one year 1 I PROG. PROGRAM ITEM DESCRIPTION COST APPROV I1 j I ~ 2013-2015 AGREEMENT FOR THE FINANCING OF PlJBLlC HEALTH SERVICES PAGE SOF6 PAGES 142008-4 PGM.DOC -DESCH liTES COUNTY I State of Oregon Page 3 of 3 Oregon Health Authority Public Health Division 1} Grantee 2) Issue Date This Action Name: Deschutes County Health Dept December 17,2013 AMENDMENT FY2014 iStreet: 2577 N. E. Courtney 3) Award Period City Bend From July 1,2013 Through June 30, 2014 State: OR ZIP Code: 97701 4) DHS Public Health Funds Approved Previous Increasel Grant Program Award (Decrease) Award PE 50 Safe Drinking Water Program 93,863 0 93,863 I TOTAL 2,811,'174 843,830 3,655,004 5) FOOTNOTES: I 6) Capital Outtay Requested in This Action: Plior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip­ ment With a purchase price in excess of $5.000 and a life expectancy greater than one year PROGRAM ITEM DESCRIPTION I I PROG. COST APPROV 2013-2015 AGREEMENT FOR THE FINANCING OF PUBLIC HEALTH SERVICES PAGE 6 OF 6 PAGES 142008-4 PGM.DOC -DESCHUTES COUNTY