HomeMy WebLinkAboutDoc 248 - Svcs Agrmt - MaplestarN-s" ES C
❑
Deschutes 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 June 29, 2009
Please see directions for completing this document on the next page.
DATE: June 24, 2009
FROM: Deevy Holcomb Juvenile Community Justice 322 -7644
TITLE OF AGENDA ITEM:
Consideration of Chair Signature of Document No. 2009 -248 Services Contract with Maplestar Oregon.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The department processed a Request for Proposals in the spring of 2008 for treatment foster care
services for up to three, annually contracted years, pending availability of funds and contractor sat isfies
the service obligations at the end of each contractual year. Maplestar Oregon, Inc was awarded the
services contract, satisfied the obligations of the first year, and we are now seeking to award a second,
annual contract. State Juvenile Crime Prevention - Diversion funding amounts have been cut
approximately 50% at this time, so this services contract amount has been reduced accordingly from
last year.
FISCAL IMPLICATIONS:
The contract authorizes up to $166,085 in payment to Maplestar Oregon, Inc for treatment foster care
services.
RECOMMENDATION & ACTION REQUESTED:
Board review and signature of Document No. 2009 -248.
ATTENDANCE: J. Kenneth Hales, Director
DISTRIBUTION OF DOCUMENTS:
Return to Deevy Holcomb at Juvenile Community Justice for routing to contractor.
Maplestar Oregon, Inc
503 -231-
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.)
Date:
June 17, 2009
Please complete all sections above the Official Review line.
Contractor /Supplier /Consultant Name:
Contractor Contact:
6547
Robin Buck
Department:
Juvenile Community Justice
Type of Document: Services agreement - renewal
Contractor Phone #:
Goods and /or Services: The department processed a Request for Proposals in the
spring of 2008 for treatment foster care services for up to three, annually contracted
years, pending availability of funds and contractor satisfies the service obligations at the
end of each contractual year. Maplestar Oregon, Inc was awarded the services contract,
satisfied the obligations of the first year, and we are now seeking to award a second,
annual contract. State Juvenile Crime Prevention - Diversion funding amounts have
been cut approximately 50% at this time, so this services contract amount has been
reduced accordingly from last year.
Background & History: Maplestar Oregon, Inc recruits, trains, monitors and supports
foster families for high -risk, adjudicated delinquent juveniles under the jurisdiction of the
juvenile court. Treatment foster care provides a less expensive alternative to
institutional out of home placements such as residential treatment centers or
correctional facilities, when the judge determines that a non - secure placement is in the
best interest of the youth and public safety. Treatment foster care offers youth an
opportunity to live in a safe, respectful, structured home environment, visit bio- family
members, stay in local schools and maintain positive peers and mentor relationships. It
provides a vital service option in the continuum of services and public safety
programming available to the juvenile department.
Agreement Starting Date:
July 1, 2009
Annual Value or Total Payment:
x
$166,085
Ending Date:
Insurance Certificate Received (check box)
Insurance Expiration Date:
5/15/10
June 30, 2010
Check all that apply:
RFP, Solicitation or Bid Process
Informal quotes ( <$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
6/17/200'
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? fl Yes
Is this a Grant Agreement providing revenue to the County?
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
No
Yes ® No
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 ❑ No
Contact information for the person responsible for grant cornpliance: Name: Robin
Buck
Phone #: 503 - 231 -6547
Departmental Contact and Title: Deevy Holcomb, Management Analyst
Phone #: 322 -7644
Department Director Approval:
ignature
o 7/a.7
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.
Official Review:
County Signature Required (check one): L' BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but < 150K. if >$150K, BOCC Order No.
{ Date 4 _
Legal Review
Document Numt .. 20 0 9" 2 4 3
6/17/20( 9
V(? 1
LEGAL COUNSEL
For Recording Stamp Only
DESCHUTES COUNTY SERVICES CONTRACT
CONTRACT NO. 2009 -248 (Amendment #1 to 2008 -257)
This Contract is between DESCHUTES COUNTY (County) and Maplestar Oregon, Inc (Contractor). The parties agree as
follows:
Effective Date and Termination Date. The effective date of this Contract shall be July 1, 2009 or the date, on which each
party has signed this Contract, whichever is later. Unless extended or terminated earlier in accordance with its terms, this
Contract shall terminate when County accepts Contractor's completed performance or on June 30, 2010, whichever date
occurs last. There is one subsequent annual option to renew, depending on funds available and satisfactory completion of
service obligations Contract termination shall not extinguish or prejudice County's right to enforce this Contract with respect to
any default by Contractor that has not been cured.
Statement of Work. Contractor shall perform the work described in Exhibit 1.
Payment for Work. County agrees to pay Contractor in accordance with Exhibit 1.
Contract Documents. This Contract includes Page 1 -9 and Exhibits 1, 2, 3, 4, 5 and 6.
CONTRACTOR DATA AND SIGNATURE
Contractor Address: 825 NE 20th Ave., Suite 140 Portland, OR 97232
Federal Tax ID# or Social Security #: 93- 12633'8
Is Contractor a nonresident alien? ❑Yes No
Business Designation (check one): ❑ ,Sole Proprietorship ❑ Partnership
❑ Corporation -for profit IV Corporation- non - profit ❑ Other, describe
A Federal tax ID number or Social Security number is required to be provided by the Contractor and shall be used for the
administration of state, federal and local tax laws. Payment information shall be reported to the Internal Revenue Service
under the name and Federal tax ID number or, if none, the Social Security number provided above.
I have read thi Contract including the attached Exhibits. I understand this Contract and agree to be bound by its
ter i S. NOT ..i tr -qf sjiall also sign Exhibits 3 and 4 and, if applicable, Exhibit 6.
Signature Executive Director
Robin C. B ck June 16, 2009
Name (please . int) Date
DESCHUTES COUNTY SIGNATURE
Contracts with a maximum consideration of not greater than $25,000 are not valid and not binding on the County until
signed by the appropriate Deschutes County Department Head. Additionally, Contracts with a maximum consideration
greater than $25,000 but Tess than $150,000 are not valid and not binding on the County until signed by the County
Administrator.
Dated this.. of , 2008 Dated this of , 204
DESCHUTES CD.LINTY DIRECTOR OF
Page 1 of 9 — Personal Services Contract No. 2009 -248
Tammy Baney, Chair
Deschutes County Board of
Commissioners
DC -2009-248
EXHIBIT 1
DESCHUTES COUNTY SERVICES CONTRACT
Contract No. 2009 -248
STATEMENT OF WORK, COMPENSATION
PAYMENT TERMS and SCHEDULE
1. a. Provide treatment foster services (youth placement with foster families, case management and services
brokering /referral; foster family recruitment, training and respite) for Deschutes County adjudicated
delinquent youth.
2. County Services. County shall provide Contractor, at county's expense, with material and services
described as follows: N/A
3. Consideration.
a. The County shall pay Contractor $13,007per month for 2,080 youth placement bed days during ihe
contract period (5.7 beds at any given time throughout the year). The County shall compensate
contractor for bed days even if the total number of actual bed days is not used by youth placements
recommended by the County. If Contractor's average, actual bed days provided falls below the bed days
being paid for more than a 3 -month period, Contractor will in the course of the fiscal year, provide an
equivalent number of bed days over the contracted amount for a time period no lesser than the amount
of time in which under - utilization occurred. The County will pay Contractor an amount not to exceed
$113 for each bed actually occupied over the contracted amount during the fiscal year, up to $10,000.
As used in this contract, a bed day is a calendar day in which there was a County placement of six hours
or more on that calendar day.
b. Contractor shall be entitled to reimbursement for expenses as set forth in Exhibit 5 ❑ YES X NO
[Check one]
4. The maximum compensation.
a. The maximum compensation under this contract, including allowable expenses, is $166,085.
b. Contractor shall not submit invoices for, and County shall not pay for any amount in excess of the
maximum compensation amount set forth above.
1) If this maximum compensation amount is increased by amendment of this contract, the amendment
shall be fully effective before contractor performs work subject to the amendment.
2) Contractor shall notify County in writing of the impending expiration of this Contract thirty (30)
calendar days prior to the expiration date.
5. Schedule of Performance or Delivery.
a. County's obligation to pay depends upon Contractor's delivery or performance in accordance with the
schedule listed in Exhibit 1, Paragraph 1.
b. County will only pay for completed work that conforms to the terms of the Contract.
Page 1 of 1 - Exhibit 1 — Personal Service Contract No.2009 -248