Contract - 07-28-2015 - 7390 - 2015-2017 Evidence Based Expansion Grant Contract with JJ and RA.AS -7390
BOCC Agenda
Meeting Date: 07/28/2015
2015 -2017 Evidence Based Expansion Grant Contract with JJ &RA
Submitted For: Chad Connors, Juvenile
Department: Juvenile
Motion Items 3.
Submitted By: Randi Gosselin, Juvenile
Information
Subject and Summary Statement
The Cowlitz County Juvenile Department receives funding from the Department of Social and Health
Services Juvenile Justice and Rehabilitation Administration (JJ &RA) to support the administration of
expanded evidence -based treatment and training programs to the youth and families under our
jurisdiction. The expanded programs include Functional Family Therapy (FFT) and Aggression
Replacement Training (ART). This contract is for the period of July 1, 2015, through June 30, 2017. The
Juvenile Department will receive $61,465.00 for FYI and $61,465.00 for FY17 for a total of $122,930.00
for the life of the Contract.
Will Staff Attend Y / N
IM
Department Recommendation
The Department recommends that the County approve the contract with WA State Department of Social
and Health Services Juvenile Justice and Rehabilitation Administration.
Expenditure Required $: 0
Budget Sufficient Y -N: Y
Amendment Required Y -N: N
Source of Funds - Fund /Dept.: 001 115
Grant Y -N:
EBE FYI 6-17 Contract
1'1
Fiscal Impact
Attachments
Form Review
Inbox Reviewed By Date
Chad Connors Randi Gosselin 07/17/2015 03:02 PM
Randi Gosselin (Originator) Randi Gosselin 07/17/2015 03:17 PM
Chad Connors Chad Connors 07/20/2015 11:40 AM
Randi Gosselin (Originator) Randi Gosselin 07/20/2015 01:36 PM
Chad Connors Chad Connors 07/20/2015 01:56 PM
Randi Gosselin (Originator) Randi Gosselin 07/20/2015 01:59 PM
Chad Connors Chad Connors 07/20/2015 02:02 PM
Doug Jensen Doug Jensen 07/20/2015 02:36 PM
Financial Management Claire Hauge 07/20/2015 05:27 PM
Clerk of the Board Tiffany Ostreim 07/21/2015 08:34 AM
0
DSHS Central Contract Services
5052CS County Program Agreement (6 -4 -2015)
ATTEST:
TIFFAMV OST IM, CLERK OF THE r C"
BOARD
DATE: Z -I5 ' '• c ";
DSHS Agreement NumberQnCOUNTY
VDcparlment of Social 1563 -42641
7 4 111callh $ervices PROGRAM AGREEMENT
r` ns(ormit'q 1i ve5 Evidence Based Expansion FY16 -17
This Program Agreement is by and between the State of Washington Administration or Division
Department of Social and Health Services (DSHS) and the County identified Agreement Number
below, and is issued in conjunction with a County and DSHS Agreement On County Agreement Number
General Terms and Conditions, which is incorporated by reference.
DSHS ADMINISTRATION DSHS DIVISION DSHS INDEX NUMBER DSHS CONTRACT CODE
Juvenile Justice and Rehabilitation Division of Treatment and 1136 5052CS -63
Administration Intergovernmental Pro
DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS
Robert Leonard 14th Jefferson
Administrator Olympia, WA 985045720
DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E -MAIL
360)902-0858 360)902 -8108 robert.leonard @dshs.wa.gov
COUNTY NAME COUNTY ADDRESS
Cowlitz County 1725 First Avenue
Longview, WA 98632
COUNTY UNIFORM BUSINESS IDENTIFIER (UBI) COUNTY CONTACT NAME
083 - 003 -788
Chadwick Connors
COUNTY CONTACT TELEPHONE COUNTY CONTACT FAX COUNTY CONTACT E -MAIL
360 577 -3100 360 414 -9280 ConnorsC@co.cowlitz.wa.us
IS THE COUNTY A SUBRECIPIENT FOR PURPOSES OF THIS PROGRAM CFDA NUMBERS
AGREEMENT?
No
PROGRAM AGREEMENT START DATE PROGRAM AGREEMENT END DATE MAXIMUM PROGRAM AGREEMENT AMOUNT
07/01/2015 06/30/2017 See Exhibit B
EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into this
County Program Agreement by reference:
Data Security: M Exhibits (specify): Exhibit A: Evidence -Based Expansion Contract Term, Reimbursement
Procedures, and Program Responsibilities; Exhibit B: Statement of Work; Exhibit C: Monthly Project Update Form;
Exhibit D: Monthly Reimbursement Request Form; and Exhibit E: Quarterly Target Update Form
No Exhibits.
The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive
understanding between the parties superseding and merging all previous agreements, writings, and communications, oral
or otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and
understand this Contract, and have the authority to execute this Contract. This Contract shall be binding on DSHS only
upon signature by DSHS.
COUNTY SIGNATURE(S) PRINTED NAME AND TITLE DATE(S) SIGNED
MICH 121_ A. KARNOFSKI, CHAIRMAN _ zf5r— is—
D OF COUNTY COMMISSIONERS OF
C-OrTLITZ COUNTY, WASHINGTON
DSHS SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
Del Hontanosas 7 (W /tJ
Grants & Contracts Manager
0
DSHS Central Contract Services
5052CS County Program Agreement (6 -4 -2015)
ATTEST:
TIFFAMV OST IM, CLERK OF THE r C"
BOARD
DATE: Z -I5 ' '• c ";
IMU
Evidence -Based Expansion (EBE)
of this
Contract Term, Reimbursement Procedures,
and Program Responsibilities
Statement of
1. The purpose of this Agreement is to fund and support the program services described in the attached
Statement of Work. The contract term begins July 1, 2015 and expires June 30, 2017.
2. Funding. As of July 1, 2015 the rates paid to the County will be the rate calculated for State Fiscal Year
SFY) 2016 -2017.
If by July 1, 2015 the County does not have a completed written application for funding approved by
JJ &RA and signed by both parties, JJ &RA will temporarily reimburse the county according to the rates
from the State Fiscal Year EBE Contract 2014 -2015 (No. 1363- 78812) until September 1, 2015 to
provide for continuity of services. Once the County's application is signed and approved, the SFY 2016-
2017 funding rate shall apply retroactively to July 1, 2015 and the County is responsible for adjusting its
expenditures during the remainder of the agreement term to account for any discrepancies. If the
County has not properly accounted for the difference between the two rates by April 30, 2016, JJ &RA
may adjust the amount reimbursed to the County for the final two months of the agreement to account
for these discrepancies.
3. Statements of Work. As of July 1, 2015, the County is responsible for adhering to the Statement of
Work described in the SFY 2016 -2017 EBE Contract.
If by July 1, 2015 the County does not have a completed written applicati,
JJ &RA and signed by both parties, the statements of work from the State
2014 -2015 (No. 1363- 78812) shall apply to all work performed under this
2015 to provide for continuity of services. Once the County's application
County shall be responsible for providing services in accordance with the
Work from that date forward.
4. Late Applications.
n for funding approved by
Fiscal Year EBE Contract
agreement until September 1,
is signed and approved, the
SFY 2016 -2017 Statement of
If the County does not have a completed written application for funding approved by JJ &RA and signed
by both parties by September 1, 2015, JJ &RA may discontinue reimbursement until the application is
completed and approved.
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5052CS County Program Agreement (6 -4 -2015) Page 2
STATEMENT OF WORK
Evidence Based Expansion
1. Purpose
EXHIBIT B
As mandated by the Washington State Legislature, the purpose of this contract is to provide funding to
expand evidence based treatment and training programs administered by local juvenile courts. The
expanded programs include Functional Family Therapy (FFT), Multi- Systemic Therapy (MST),
Washington State Aggression Replacement Training (WSART), Coordination of Services (COS), and
Family Integrated Transitions (FIT).
2. General Requirements.
Upon approval of the County Juvenile Court's Approved Evidence Based Application Response, the
County Juvenile Court shall:
a. Provide projects and services in compliance with the County Juvenile Court's Approved Evidence
Based Application Response to the Juvenile Justice and Rehabilitation Administration's (JJ &RA)
Evidence Based Expansion Solicitation;
b. All participating youth must be administered a Washington State Juvenile Court prescreen or full
Risk Assessment. Youth who are moderate to high risk on the prescreen assessment must receive
a full assessment. All moderate to high risk youth must receive a reassessment at the end of
probation, in accordance with the timeline specified in the County Juvenile Court's Approved
Evidence Based Application Response; and
c. Insure compliance with existing Community Juvenile Accountability Act (CJAA) State Quality
Assurance programs for the following programs: Functional Family Therapy, Multi- systemic
Therapy, Washington State Aggression Replacement Training, and Coordination of Services.
3. Intervention Programs:
Functional Family Therapy, Multi- systemic Therapy, Washington State Aggression Replacement
Training, Coordination of Services, and Family Integrated Transitions.
a. The County Juvenile Court must serve the number of youth at the cost budgeted and as detailed in
the County Juvenile Court's Approved Evidence Based Application Response. If the County
Juvenile Court anticipates deviating from any aspect of its Application Response, it must submit a
written request for prior approval to the JJ &RA Headquarters JJ &RA Juvenile Court Treatment
Programs Administrator. Service delivery must be based on and adhere to the following
specifications:
1) For Functional Family Therapy (FFT):
a) General precepts /practices contained in FFT, Inc. Initial 3 -Day Training;
b) Assessment /Reporting Standards contained in FFT, Inc. 1 -Day Systems Training;
c) Clinical feedback from FFT Inc. in on -going consultation and site visits;
d) Feedback from designated FFT statewide Quality Assurance Administrator in on -going
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5052CS County Program Agreement (6 -4 -2015) Page 3
consultation and site visits; and
e) Precepts /practices of FFT contained in Blueprints for Violence Prevention
2) For Multi- systemic Therapy (MST):
a) Precepts /practices of MST contained in Blueprints for Violence Prevention; and
b) General precepts /practices contained in training, consultation, and clinical oversight as
provided by the University of Washington.
3) For Washington State Aggression Replacement Training ( WSART):
a) Precepts /practices contained in Aggression Replacement Training (Rev. Ed.) by Goldstein,
Glick and Gibbs;
b) Precepts /practices contained in WSART initial training or subsequent Quality Assurance
statewide meetings; and
c) Feedback from designated WSART statewide Quality Assurance Specialist and Regional
Site Consultants in on -going consultation and site visits.
4) For Coordination of Services (COS):
a) Precepts and practices contained in Coordination of Services Statewide Manual; and
b) General Precepts and practices contained in the Coordination of Services initial training.
5) For Family Integrated Transitions (FIT):
a) Attendance to all training on the treatment model required;
b) Compliance with all concepts and practices contained in the training and in the developed
treatment model; and
c) Clinical guidance as supplied by the University of Washington.
b. For the interventions listed above:
1) The County Juvenile Court shall comply with the Washington State Institute for Public Policy
WSIPP) evaluation design for CJAA (see CJAA: Program Evaluation Design, WSIPP,
November 1998). WSIPP will evaluate recidivism effects as well as the costs and benefits of the
programs. The County Juvenile Court shall participate with all parties to ensure effective
program evaluation.
2) RCW 13.40.500 through 13.40.550 requires that the County Juvenile Court collect the name,
date of birth, gender, social security number, and Juvenile Information System (JUVIS) number
for each juvenile enrolled in the Evidence Based Expansion Program.
4. Consideration.
a. The maximum consideration for the Evidenced Based Expansion program for FY16 -17 are
identified in the "Juvenile Court Evidence Based Expansion Funding Awards FY16 -1 T' list,
incorporated herein by reference.
b. Under expenditure in FY16 may not be carried forward to the subsequent fiscal year. A revenue
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5052CS County Program Agreement (6 -4 -2015) Page 4
sharing process may be made available during the latter part of FY16 and FY17 for all counties
participating in the Evidence Based Expansion contract, provided funding is available.
c. The full list of priorities is detailed in the "County Juvenile Court's Washington State Juvenile Court
Evidence Based Expansion Application ". County Juvenile Courts shall submit the JJ &RA provided
Revenue Sharing Requests /Returns Form" to the JJ &RA Juvenile Court Treatment Programs
Administrator identified on page 1 no later than May 15`h of each fiscal year. Late submittals shall
not be considered, unless otherwise mutually agreed upon. Revenue sharing increases and
decreases will be awarded by distribution of a revised "Juvenile Court Evidence Based Expansion
Funding Awards FY16 -17" list. The total maximum consideration for this contract may increase or
decrease, depending on the results of revenue sharing distributions and changes in appropriations
as directed by the legislature."
d. JJ &RA will review utilization by January 1s' each fiscal year. If the County Juvenile Court has
significantly exceeded their proposed cost per participant as detailed in their "County Juvenile
Court's Washington State Juvenile Court Evidence Based Expansion Application ", the State -wide
Quality Assurance Coordinators and CJAA Advisory Committee shall intervene and a work plan be
developed with the County Juvenile Court to maintain compliance with their proposed cost per
participant.
1) The cost per participant is determined in section 4(C) of the "County Juvenile Court's
Washington State Juvenile Court Evidence Based Expansion Application ", incorporated herein
by reference."
e. Reimbursable costs include staff salaries, staff benefits, training, fees, quality assurance where
appropriate, and local expenditures on administration.
f. Reimbursement for administrative and equipment costs shall not exceed 15% of the original annual
allotment. Administrative costs include discrete, assignable activities and cost necessary for overall
management and support of a program.
5. Payment and Billing.
a. DSHS shall pay the Contractor upon acceptance by DSHS of a properly completed Invoice Voucher
A -19), or other JJ &RA pre- approved invoice document, and the required monthly project forms.
JJ &RA retains the right to withhold payment for incomplete or delinquent reimbursement packages.
b. The following Deliverables must be attached with the Invoice Voucher (A -19) before payment will
be made by JJ &RA:
1) Monthly Project Update Form. Use Exhibit C — Monthly Project Update Form. Submit a
separate Update Form for each intervention program (FFT, MST, WSART, COS, and FIT).
2) Monthly Reimbursement Request Form. Use Exhibit D — Monthly Reimbursement Request
Form. Submit a separate Update Form for each intervention program (FFT, MST, WSART,
COS, and FIT).
3) Quarterly Target Update Form. Use Exhibit E — Quarterly Target Update Form. Submit a
separate Target Update Form for each intervention program (FFT, MST, WSART, COS, and
FIT) to JJ &RA within 15 days following each fiscal quarter being reported on. This form does
not need to be submitted with the monthly Invoice Voucher (A -19).
c. The County Juvenile Court agrees to accept payment as outlined in this Billing and Payment
Section of the Contract as total and complete remuneration for services provided to offenders under
this Contract. This does not preclude the County from seeking other funding sources. No indirect
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costs are allowed.
d. The County Juvenile Court shall use these funds to supplement, not supplant, the amount of
federal, state, and local funds otherwise expended for the services provided under this Contract.
e. Under no circumstance shall the County Juvenile Court bill twice for the same services.
f. The County Juvenile Court shall maintain backup documentation of all costs billed under this
Contract.
g. Stop Payment. If reports required under this Contract are delinquent, DSHS, JJ &RA may stop
payment to the County Juvenile Court until such required reports are submitted to JJ &RA.
6. County Compliance.
a. Subcontractors
If the County Juvenile Court utilizes subcontractors for the provision of services under this Contract, the
County Juvenile Court must notify the JJ &RA Juvenile Court Treatment Programs Administrator in
writing and maintain sufficient documentation to verify that the subcontractors meet all the requirements
under this Contract. In no event shall the existence of a subcontract release or reduce the liability of
the County Juvenile Court for any breach of performance.
b. Other Provisions
The County Juvenile Court shall comply with the following other provisions for all services provided
under this Contract.
1) Background Check /Criminal History —
a) In accordance with Chapters 388 -700 WAC (JJ &RA - Practices & Procedures), 72.05 RCW
Children & Youth Services), 43.20A RCW (DSHS), and by the terms of this contract,
Contractor and each of its employees, subcontractors, and /or volunteers who may or will
have regular access to any client/juvenile must be cleared through a JJ &RA approved
criminal history and background check. In addition, Contractor, each of their employees,
subcontractors, and /or volunteers, who may or will have limited access to any client /juvenile,
may be required to be cleared through a JJ &RA approved criminal history and background
check.
b) By execution of this contract, Contractor affirms that Contractor, each of its employees,
subcontractors, and /or volunteers, who may or will have regular access have not been
convicted of any of the following:
Any felony sex offense as defined in 9.94A.030 RCW (Sentencing Reform Act -
Definitions) and 9A.44.130 RCW (Sex Offenses);
ii. Any crime specified in Chapter 9A.44 RCW (Sex Offenses) when the victim was a
juvenile in the custody of or under the jurisdiction of JJ &RA; or
iii. Any violent offense as defined in 9.94A.030 RCW (Sentencing Reform Act - Definitions).
Contractor must require that current employees, volunteers, and contracted service
providers who are authorized for regular access to a juvenile(s) report any guilty plea or
conviction of any of the above offenses. The report must be made to the person's
supervisor within seven (7) days of conviction and any person who have reported a
guilty plea or conviction for one or more of these offenses must not have regular access
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to any offender. Contractor shall also document background checks /criminal history
clearances for monitoring purposes.
2) Sexual Misconduct —
a) 13.40.570 RCW (Sexual misconduct by state employees, contractors) states that when the
Secretary has reasonable cause to believe that sexual intercourse or sexual contact
between the employee of a contractor and an offender has occurred, the Secretary shall
require the employee of a contractor to be immediately removed from any employment
position which would permit the employee to have any access to any offender.
b) By execution of this contract, contractor affirms that contractor, each of its employees,
subcontractors, and /or volunteers are knowledgeable about the requirements of 13.40.570
RCW (Sexual misconduct by state employees, contractors) and of the crimes included in
9A.44 RCW (Sex Offenses).
c) In addition, the Secretary shall disqualify for employment with a contractor in any position
with access to an offender, any person:
i. Who is found by the department, based on a preponderance of the evidence, to have
had sexual intercourse or sexual contact with the offender; or
ii. Convicted of any crime specified in chapter 9A.44 RCW (Sex Offenses) when the victim
was an offender
d) If any actions are taken under 13.40.570 RCW, subsections (3) or (4), the Contractor must
demonstrate to the Secretary they have greatly reduced the likelihood that any of its
employees, volunteers, or subcontractors could have sexual intercourse or sexual contact
with any offender. The contract shall not be renewed unless the Secretary determines
significant progress has been made.
7. Items Incorporated by Reference
a. RCW 13.40.500 — 13.40.550;
b. Juvenile Disposition Sentencing Standards;
c. The Community Juvenile Accountability Act (CJAA): Program Evaluation Design, WSIPP,
November 1998;
d. JJ &RA CJAA Quality Assurance Plans for Functional Family Therapy and Aggression Replacement
Therapy and Coordination of Services; and
e. The Washington State Juvenile Court Evidence Based Expansion Application document dated July
17, 2013.
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EXHIBIT C
Juvenile Court Evidence Based Expansion
MONTHLY PROJECT UPDATE FORM
The following information must be submitted on the Monthly Project Update Form, as provided by
JJ &RA, for each type of intervention (WSART, FFT, MST, COS, and FIT) and attached to an Invoice
Voucher Form A -19 when submitting requests for payment to JJ &RA.
1) County Name.
2) Month/Year of Service.
3) The court's projected number of youth who will start the program for the current fiscal year.
4) The number of youth who started the program during this month (Youth shall only be counted as a
starter one time per evidence based program per probation obligation).
5) The total number of youth who started the program since the beginning of the current fiscal year.
6) The number of youth who have successfully completed the program during this month.
7) The number of youth who have successfully completed the program since the beginning of the
current fiscal year.
8) The total number of youth who are still active in the program and have not completed as of the end of
this month.
9) The Total Reimbursement for the program since the beginning of the current fiscal year.
10) The county's current cost per youth for the program.
11) Program Comments (include barriers to getting youth to start the programs and /or any opportunities to
expand the programs).
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EXHIBIT D
Juvenile Court Evidence Based Expansion
MONTHLY REIMBURSEMENT REQUEST FORM
Attach completed Form(s) to an Invoice Voucher Form (A -19) when submitting requests for payment
to JJ &RA. Note: Complete a separate MONTHLY REIMBURSEMENT REQUEST FORM for each
type of intervention (WSART, FFT, MST, COS, and FIT).
COUNTY MONTHNEAR INTERVENTION PROGRAM
FFT, WSART, ETC.)
COSTS THIS MONTH
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Administrative (not to exceed 15 %)
TOTAL COST
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EXHIBIT E
Juvenile Court Evidence Based Expansion
QUARTERLY TARGET UPDATE FORM
Submit completed Form(s) to JJ &RA within 15 days following each fiscal quarter being reported on. Note:
Complete a separate QUARTERLY TARGET UPDATE FORM for each type of intervention (WSART, FFT,
MST COS, and FIT).
COUNTY QUARTER YEAR INTERVENTION PROGRAM
FFT, WSART, ETC.)
PROPOSED QUARTERLY TARGETS
FIRST QUARTER: SECOND QUARTER: THIRD QUARTER: FOURTH QUARTER:
JUL — SEP OCT — DEC JAN — MAR APR — JUN
ACTUAL QUATERLY TARGETS
1. is the number of youth who participated in the project for the quarter being
reported.
2. is the number of youth who completed the project for the quarter being reported.
BARRIERS /ISSUES TO MEETING QUARTERLY PARTICIPATION
IDENTIFIED OPPORTUNITIES TO EXPAND PARTICIPATION
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