CN-680000-ME232-A1.pdf

JE022.A1

AMENDMENT ONE

BETWEEN

FLORIDA DEPARTMENT OF ELDER AFFAIRS

AND

AREAWIDE COUNCIL ON AGING OF BROWARD COUNTY, INC.

This Amendment, entered into between the Florida Department of Elder Affairs, (DOEA or Department), Florida Agency for Health Care Administration (Agency or AHCA), and Areawide Council on Aging of Broward County, Inc.

(Contractor), hereby amends contract JE022.

WHEREAS the purpose of this Amendment is to extend the contract term, increase services and funding, amend contractual language, and replace attachments of contract JE022. The total contract amount of $3,365,995.19 is hereby increased by $9,763,028.62. The total contract amount is hereby amended to read $13,129,023.81, wherever stated throughout the contract.

NOW THEREFORE, in consideration of the mutual covenants and obligations set forth herein, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to the following:

1. Section 3 of the Standard Contract, Term of Contract, is hereby replaced.

This contract shall begin at twelve (12:00) A.M., Eastern Standard Time November 1, 2022, or on the date the contract has been signed by the last party required to sign it, whichever is later. It shall end at eleven fifty-nine (11:59) P.M., Eastern Standard Time March 31, 2024.

2. Section II.C.4. of Attachment I, is hereby replaced.

Ensure completion of a client-centered, home-based needs assessment that is evidence-based or aligned with best practices. The needs assessment shall include, but not be limited to, the following: the participant’s physical living space (e.g., home modifications, weathering the home, infestation control, prevention of falls, burns, and injuries), access to technology (e.g., senior-friendly hardware devices), and connection to additional services such as caregiver support, community support, and care planning, which may include advanced care planning, if needed. Occupational therapy, nursing, case management, home safety, and/or licensed contractor/subcontractor services shall be provided in an amount up to $6,000 per participant as indicated on the needs assessment. If the participant is enrolled in a Statewide Medicaid Managed Care (SMMC) health plan, then the Contractor will communicate with the enrollee’s health plan case manager and coordinate health plan contribution to home modifications. The amount spent by the SMMC plan shall be recorded by the Contractor but not counted in the $6,000 per participant cap. Services are to be prioritized based on clients’ needs and the availability of services, to optimally increase function and independence for healthy living in home settings. All expenditures are to be reasonable and allowable.

3. Section II.C.5. of Attachment I is hereby replaced.

Complete 701B assessment on all participants prior to any services; and either a 701B assessment or a 701S assessment and all information in Attachment XIX, plus if home modification or installation service provided complete Attachment XX, between five (5) and forty-five (45) days after completing last services. The Vendor/Contractor shall upload 701B and 701S assessment data into eCIRTS and provide Contractor with Attachment XIX information and Attachment XX. Contractor shall enter Attachment XIX using link to be provided by DOEA.

Attachment XIX is for use in Enhanced HCE only, it is not for use in any other program DOEA or AHCA administer.

4. Section II.C.15. of Attachment I is hereby replaced.

Submit Program Highlights referencing specific events that occurred during the Contract term by January 25, 2024 to the Department’s Contract Manager. The Contractor shall provide a new success story, quote, testimonial, or human-interest vignette. The highlights shall be written for a general audience, with no acronyms or technical terms.

For all agencies or organizations that are referenced in the highlight, the Contractor shall provide a brief description of their mission or role. The active tense shall be consistently used in the highlight narrative, to identify the specific individual or entity that performed the activity described in the highlight. The Contractor shall review and edit Program Highlights for clarity, readability, relevance, specificity, human interest, and grammar, prior to submitting them to the Department. These Program Highlights shall be prepared in accordance with section 19 of the contract

DocuSign Envelope ID: E1B8D1F4-1973-4E92-BD9A-117D8C697997 and may not contain any information concerning a recipient of services under this contract except with the recipient’s written consent.

5. Section II.C.19 of Attachment I is hereby replaced.

Submit monthly invoices for review and preliminary approval to the Department’s Contract Manager by the 10th of the following month.

6. Section II.C.22 of Attachment I is hereby replaced.

The Contractor shall ensure the provision of a continuum of services that meets the diverse needs of functionally impaired elders and their caregivers. The Contractor shall ensure that performance and reporting of the following services are in accordance with the current DOEA Handbook, and Section II.A.1.-2. of this contract. Documentation of service delivery must include but is not limited to the following: number of clients served, number of service units provided by service, and rate per service unit with calculations that equal the total invoice amount.

7. Section II.D. Table 1 of Attachment I, Deliverable Requirements, is hereby replaced.

TABLE 1 – DELIVERABLE REQUIREMENTS

No. Deliverable Supporting Documentation Due Date

Signed consent forms from each new participant reported on Attachment XII and enrolled in the Enhanced HCE Program that acknowledges the program’s limited scope and duration of services.

Completed and signed Attachment IX in PDF files or other electronic format files with legally binding attestation from the HCE participant.

Uploaded by the tenth (10th) calendar day of each month in the appropriate folder on DOEA’s secure FTP site.

Report providing the aggregate number of participants enrolled into the Enhanced HCE program, their demographics (e.g., age, sex, race, ethnicity, AHCA region), and their health insurance carrier.

Excel spreadsheet showing per person information on Attachment XII.

Uploaded by the tenth (10th) calendar day of each month in the appropriate folder on DOEA’s secure FTP site.

Report documenting all home modifications and Enhanced HCE services rendered, their costs, and dates of service per person served and Provider Name.

Excel spreadsheet showing per person information on Attachment XIII.

Uploaded by the tenth (10th) calendar day of each month in the appropriate folder on DOEA’s secure FTP site.

Consolidated Surplus/Deficit Report in accordance with the requirements listed in Attachment I, Section I, Sub- Section F, Item 13.

Completed and signed report in PDF file or other electronic format file.

The twenty-fifth (25th) calendar day of each month.

701B and 701S assessment data with required supplemental data that will be used by the Agency to quantify the impact of services on participant and caregiver conditions

Assessment results in electronic format. As requested by the Agency.

Program Highlights referencing a new success story, quote, testimonial, or human-interest vignette that occurred in preceding SFY/FFY.

PDF completed in accordance with Attachment I, Section 1, Sub-Section F, Item 15.

January 25, 2024.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

8. Section II.D. Table 2 of Attachment I, Deliverables Schedule, is hereby replaced.

TABLE 2 – DELIVERABLE SCHEDULE

Source Documentation/Reporting Due Date

• November Demographic Information

• November Services Information

• November Informed Consents

• Invoice for November Services

December 10, 2022

• November Surplus/Deficit Report December 25, 2022

• December Demographic Information

• December Services Information

• December Informed Consents

• Invoice for December Services

January 10, 2023

• December Surplus/Deficit Report

• Program Highlights January 25, 2023

• January Demographic Information

• January Services Information

• January Informed Consents

• Invoice for January Services

February 10, 2023

• Quarterly Survey Results (November, December, January) February 15, 2023

• January Surplus/Deficit Report February 25, 2023

• February Demographic Information

• February Services Information

• February Informed Consents

• Invoice for February Services

March 10, 2023

• February Surplus/Deficit Report March 25, 2023

• March Demographic Information

• March Services Information

• March Informed Consents

• Invoice for March Services

April 10, 2023

• March Surplus/Deficit Report April 25, 2023

• April Demographic Information

• April Services Information

• April Informed Consents

• Invoice for April Services

May 10, 2023

• Quarterly Survey Results (February, March, April) May 15, 2023

• April Surplus/Deficit Report May 25, 2023

• May Demographic Information

• May Services Information

• May Informed Consents

• Invoice for May Services

June 10, 2023

• May Surplus/Deficit Report June 25, 2023

• June Demographic Information

• June Services Information

• June Informed Consents

• Invoice for June Services

July 10, 2023

• June Surplus/Deficit Report July 25, 2023

• July Demographic Information

• July Services Information

• July Informed Consents

• Invoice for July Services completed

August 10, 2023

*If a due date falls on a weekend or a State observed holiday, the deliverable(s) will be due the prior business day.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

• Quarterly Survey Results (May, June, July) August 15, 2023

• July Surplus/Deficit Report August 25, 2023

• August Demographic Information

• August Services Information

• August Informed Consents

• Invoice for August Services completed

September 10, 2023

• August Surplus/Deficit Report September 25, 2023

• September Demographic Information

• September Services Information

• September Informed Consents

• Invoice for Services completed

October 10, 2023

• September Surplus/Deficit Report October 25, 2023

• October Demographic Information

• October Services Information

• October Informed Consents

• Invoice for October Services completed

November 10,2023

• Quarterly Survey Results (August, September, October) November 15, 2023

• October Surplus/Deficit Report November 25, 2023

• November Demographic Information

• November Services Information

• November Informed Consents

• Invoice for November Services completed

December 10, 2023

• November Surplus/Deficit Report December 25, 2023

• December Demographic Information

• December Services Information

• December Informed Consents

• Invoice for December Services completed

January 10, 2024

• December Surplus/Deficit Report

• Program Highlights January 25, 2024

• Quarterly Survey Results (November, December, January)

• January Demographic Information

• January Services Information

• Final Invoice for Services completed

February 10, 2024

9. Section III.B. of Attachment I, Monthly Payments, is hereby replaced.

The Contractor shall submit all invoices and all supporting documentation for services provided during the reporting month to the Department for preliminary approval by the 10th of the following month. The Agency will pay the invoiced amount for services completed each month and after all deliverables are submitted and approved.

TABLE 3

PAYMENT SCHEDULE

# State Fiscal Year

- SFY Deliverable / Service Description Unit Cost Number of Units

1 SFY 2022/2023

Year 1 Operations (December 1, 2022 – June 30, 2023)

The Vendor shall provide proactive, client-directed, time-limited home modifications, self-management support, and caregiver support in accordance with the terms in this Contract. The required reports are the supporting documentation the Agency will use to verify the completion of services.

Per Monthly Invoiced Amount for Services Delivered

2 SFY 2023/2024

Year 2 Operations (July 1, 2023 – February 10, 2024)

The Vendor shall provide proactive, client-directed, time-limited home modifications, self-management support, and caregiver support in accordance with the terms in this Contract. The required reports are the supporting documentation the Agency will use to verify the completion of services.

Per Monthly Invoiced Amount for Services Delivered

10. Section III.C.2. of Attachment I, Method of Invoice Payment, is hereby replaced.

Request payment monthly for the services provided in conformance with the requirements as described in the current DOEA Handbook and in accordance with the Payment Schedule in Table 3 above, at the rates established in Attachment 1 Section II.A.1 and II.A.2. Documentation of service delivery must include a report consisting of the following: name of each client served, all home modifications and services provided with their cost and dates of service, and with calculations that equal the total invoice amount (Attachment XIII). Reimbursement amounts for administrative costs must be reflected on the Cost Reimbursement Summary form (Attachment XVI) and include only items contained on the Contractor’s Cost Analysis form. Only direct costs that can be clearly attributed to this program are allowable to be reported as administrative costs. All costs charged to this funding must be properly supported. Any requested changes to the approved budget subsequent to the execution of the contract must be submitted to the Department’s Contract Manager for written approval. Any change to the total contract amount requires a formal contract amendment.

11. Section III.C. of Attachment I, Return of Funds, is hereby replaced.

The Contractor shall be permitted to encumber an amount of $6,000.00 per person who has given informed consent to participate and whose needs and services have been identified on the Department’s functional needs assessment completed by the Contractor. The Contractor shall be permitted to unencumber any amount of funds as needed. Funds must be encumbered no later than December 31, 2023. Any unencumbered funds by December 31, 2023 shall be returned to the Agency by March 31, 2024. All services must be completed by the Contractor no later than February 10, 2024, with final invoices due February 10, 2024. The Agency’s Contract Manager will provide the Contractor with details on the process for returning unencumbered funds.

12. Section III.E. of Attachment I, Final Invoice Instructions, is hereby replaced.

The Contractor shall submit the final Request for Payment to the Department no later than February 10, 2024.

13. Attachment II, Exhibit 2, Funding Summary (2022-2023), is hereby replaced.

14. Attachment XVII, Budget Summary, is hereby replaced.

15. Attachment XIX, Post Services Environment Questions, has been added.

16. Attachment XX, Improvement Attestation, has been added.

All provisions in the contract and any attachments there to in conflict with this Amendment shall be and are hereby changed to conform to this Amendment.

All provisions not in conflict with this Amendment are still in effect and are to be performed at the level specified in the contract.

This Amendment and all its attachments are hereby made part of the contract.

IN WITNESS THEREOF, the Parties have caused this ten (10) page Amendment to be executed by their officials as duly authorized, and agree to abide by the terms, conditions and provisions of Contract JE022 as amended. This Amendment is effective on the last date the Amendment has been signed by both Parties.

AREAWIDE COUNCIL ON

AGING OF BROWARD

COUNTY, INC.

FLORIDA DEPARTMENT OF

ELDER AFFAIRS

STATE OF FLORIDA, AGENCY

FOR HEALTH CARE

ADMINISTRATION

SIGNED: SIGNED:

SIGNED BY:

NAME: Name: MICHELLE BRANHAM NAME: JASON WEIDA

TITLE: Title: SECRETARY TITLE: SECRETARY

DATE:

FEID: 59-1529419 001

10/11/2023

ATTACHMENT II

EXHIBIT 2

FUNDING SUMMARY (2022-2023)

Note: Title 2 CFR, as revised, and Section 215.97, F.S., require that the information about Federal Programs and State Projects included in Attachment II, Exhibit 1, be provided to the recipient. Information contained herein is a prediction of funding sources and related amounts based on the contract budget.

1. FEDERAL RESOURCES AWARDED TO THE SUBRECIPIENT PURSUANT TO THIS CONTRACT

CONSIST OF THE FOLLOWING:

PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT

TOTAL FEDERAL AWARD

COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED

PURSUANT TO THIS CONTRACT ARE AS FOLLOWS:

FEDERAL FUNDS:

2 CFR Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

OMB Circular A-133 – Audits of States, Local Governments, and Non-Profit Organizations

2. STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS CONTRACT

CONSIST OF THE FOLLOWING:

MATCHING RESOURCES FOR FEDERAL PROGRAMS

PROGRAM TITLE FUNDING SOURCE CFDA AMOUNT

TOTAL STATE AWARD

STATE FINANCIAL ASSISTANCE SUBJECT TO SECTION 215.97, F.S.

PROGRAM TITLE FUNDING SOURCE CSFA AMOUNT

ARP Enhanced FMAP Medical Care Trust Fund $13,129,023.81

TOTAL AWARD $13,129,023.81

COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO

THIS CONTRACT ARE AS FOLLOWS:

STATE FINANCIAL ASSISTANCE

Sections 215.97 & 215.971, F.S., Chapter 69I-5, F.A.C., State Projects Compliance Supplement Reference Guide for State Expenditures

Other fiscal requirements set forth in program laws, rules, and regulations

GRANT AWARD (FAIN#): FEDERAL AWARD DATE:

DUNS NUMBER:

ATTACHMENT XVII

BUDGET SUMMARY

Contracted budget to be allocated to administrative costs and services not to exceed the following amounts:

Administration $1,155,034.62

Services $11,973,989.19

Total: $13,129,023.81

ATTACHMENT XIX

POST SERVICES ENVIRONMENT QUESTIONS

RESIDENTIAL LIVING ENVIRONMENT

Client Name: DOB:

Residence issues are directly observed by you, use the list below to check off the specific issue(s) with the potential for safety or accessibility problems.

Check all that apply:

a. Exterior issue(s): Road Driveway Yard Ramp Windows Roof

b. Interior issue(s): Doors Stairs Floor Walls Ceiling Lights

c. Restroom issue(s): Door Handrails Tub Shower Toilet

d. Utility issue(s): Plumbing Water Electric Gas

e. Furniture issue(s): Chair Couch Bed Table

f. Telephone issue(s): Broken No phone Disconnected/No service

g. Temperature issue(s): Heat Smoke detector Air conditioning

h. Unsanitary condition(s): Odors Insects Rodents

Accumulating items or garbage Floors or pathways cluttered

i. Other hazards:

Is there a pet in your home or yard? No Yes

a. Please specify the type and size:

b. Pet comments/concerns:

Please rate the level of risk in the client’s residential living environment:

No/low apparent risk from current living conditions.

Minor risk (One or more aspects are substandard and should be addressed in the following year to avoid potential injury.)

Moderate risk (Major aspects are substandard and must be addressed in the next few months to remain in home safely.)

High risk (Serious hazards are present. The client must change dwellings or immediate corrective action must be taken to correct the issues noted above.)

Notes & Summary:

ATTACHMENT XX

IMPROVEMENT ATTESTATION

I, the undersigned, attest to the following:

Name of Homeowner/Renter:

First Name________________________ Last Name ________________________

Address____________________________________________________________

City ____________________ County__________________ Zip Code__________

I, or my agent/representative _______________________________, visited the residence of the homeowner/renter listed above.

I or my agent/representative examined the work performed by the contractor/service provider at the address listed above.

I verify that the repairs, additions, modifications, or enhancements, appear to be completed satisfactorily.

Under penalties of perjury, I declare that this information is true and correct to the best of my knowledge.

Signature Date

Print Name

Aging and Disability Resource Center