Loading...
HomeMy WebLinkAboutbocc.con.amended.032.18 D 8/30/2021 CDD iTKIN Pitkin County Procurement Cover Sheet COUNT Q/D.CV Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed. Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement Contract Information Contract Number 032.18 D Project Name Mental Health and Substance Use Services Contractor CO West Regional Mental Health DBA Mind Springs Health Budget Line Item 11631196.581000.10179 $ 450,185.00 $Additional Budget Line $ _ Item(s) $ _ (Please fully allocate New Contract Total) $ 450,185.00 Procurement Method: _Formal Type: Services/Maintenance Contract Start Date 1/1/2018 Contract End Date 12/31/2022 Contract Type Change Order/Contract Amendment Retainage No If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department Public Health County Representative Jordana Sabella County Representative (970) 920-5062 Phone Provide a brief description of the Contract or Change Order: Extension of Contract for 2022 term. Contract Value Summary: Original Contract Amount $ 488,001.00 Previous Change Order/Amendment Amount $ 1,466,581.00 This Change order/Amendment amount $ 450,185.00 Contract Total $ 2,404,767.00 Contract#: 032.18 Rev. 2018.06.13 btf Budget Line Item#: 11437372.531000.10179 iTKIN COUNT • CHANGE ORDER/CONTRACT AMENDMENT Change Order Number: 032.18 D OWNER: CONTRACTOR: Pitkin County, Colorado CO West Regional Mental Health DBA 530 E. Main St., Suite#302 Mind Springs Health Aspen, CO 81611 715 Horizon Drive, Suite 225 Grand Junction, CO 81506 The Provision of Mental Health and Substance Use Services (the "Contract") dated January 1, 2018 between the Board of County Commissioners of Pitkin County, Colorado (the "County") and CO West Regional Mental Health DBA Mind Springs Health (the "Contractor"), is hereby amended as follows: Description of Change: 1. Extension of Contract term through December 31, 2022. This Contract will be extended for one more year past the original two extension terms at which point the County will initiate a formal,public bid process for future provision of services. 2. Allocation of funds not to exceed Four Hundred Fifty Thousand One Hundred Eighty- Five dollars and No cents ($450,185.00) for the 2022 Contract term. Reason for Change: Extension of Contract term. Original Contract Amount $ 488,001.00 Previous Change Order/Amendment Amount $ 1,466,581.00 This Change Order/Amendment Amount $ 450,185.00 New Contract Total $ 2,404,767.00 *Increases over$25,000 and/or 10%(single increase or accumulative)of original contract must have County Manager signature. 1 Contract#: 032.18 Rev. 2018.06.13 btf Budget Line Item#: 11437372.531000.10179 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. CO WEST REGIONAL MENTAL HEALTH DBA MIND SPRINGS HEALTH NIA') pattiSOln, Mar-25-2022 Doug Patti son Date CFO PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: jOrdtzo A. Sabaa. Mar-21-2022 Jordana Sabella Date Public Health Director MANAGER APPROVAL: PLUS litattiGt, Mar-28-2022 Phyl i s Mattice Date Deputy County Manager *Increases over$25,000 and/or 10%(single increase or accumulative)of original contract must have County Manager signature. 2 2022 Vital MH Services/MH Continuum Contract Scope of Work: 2022 Final Draft Budget Here I. Contractor's Obligations. Contractor shall provide Mental Health and Substance Use and Misuse Services through a Community Based Mental Health Team, an Integrated Care Team, and School Based Therapists. A. Major Services 1. Community Based Mental Health Team: Mind Springs Health (MSH) a) 1.0 Full-Time Equivalent ("FTE") Licensed Therapist: Rapid Response Mobile Unit Team Member — intensive, community based, outpatient treatment focused on high-risk individuals who might not come into a clinic setting. Includes peer counseling, case management and therapy services. Intensive Stabilization Program Team Member — after-crisis intervention, serve as a bridge between crisis services and standard outpatient services. b) 1.0 FTE Case Manager: Rapid Response Mobile Unit Team Member. Intensive Stabilization Program Team Member. c) Admin Support/Supervision: Administrative supervision and some clinical supervision will be provided by the program director. There may also be additional clinical supervision provided by a clinical supervisor. The time related to this is 2 hours a week. d) Separate from supervision is the indirect expenses on the contract. Indirect expenses (15%) are related to the different agency wide departments that this program would be accessing including: human resources, IT, finance, senior leadership, internal training, and compliance. e) Operating Expenses (15% based on actual) for MSH include: IT licenses and fees, subscriptions and dues, insurance, office supplies, recruiting expense, service contracts, electronic health record charges, compliance charges, and other costs of operations that are directly assignable to this program. 2. School Based Licensed Therapists: Mind Springs Health a) 2.0 FTE Aspen School District Therapists: On-site therapists for students with depression, trauma, and/or anxiety, substance use/misuse and consultation with school staff to facilitate assessment by a multidisciplinary team. Available to all schools within the Aspen School District. b) Admin Support/Supervision: Administrative supervision and some clinical supervision will be provided by the program director. There may also be additional clinical supervision provided by a clinical supervisor. The time related to this is 2 hours a week. c) Indirect expenses (15%) are related to the different agency wide departments that this program would be accessing including: human resources, IT, finance, senior leadership, internal training, and compliance. 3. Integrated Care Team: Mountain Family Health Center (MHFC) (Basalt) a) 2.0 FTE Behavioral Health Specialists: This staff will work in the MHFC Basalt Clinic, and expand the current behavioral health program. They will provide outpatient (six (6) sessions) services for families, substance use disorders, trauma, hypnosis, animal assisted and other evidence based therapies. b) 2.0 FTE Patient Care Coordinators: Care Coordinators will work in the MFHC Basalt Clinic, one will be a patient educator, and the other a social health advocate. The patient educator will advocate for the patient and family, facilitating culturally appropriate communication between patient and providers and will identify and decrease barriers to behavior change and improve access to needed services. The social health advocate will provide care coordination to patients who are at most risk for health deterioration and/or poor outcomes. The social health advocate will assess the determinants of health and assist the patient in addressing barriers and increase access to services. c) Operating Expenses for MFHC (28%) include both operating and indirect expenses based on salaries, which include office supplies, facility costs, front desk, billing, call center, medical records support, IT, human resources and finance deparliiients' support. B. (1) Less Revenue Received will be listed on the annual budget, as well as monthly invoicing, and will reflect Medicaid Reimbursement dollars returned to the contracted organization. In calendar year budgeting, this reimbursement amount is to be estimated based on the previous year's total, and is to be updated throughout the year to reflect accurate reimbursement amounts. Medicaid reimbursement dollars will be used to offset the cost of the Vital Mental Health Services funds in total as received, allowing full use of available funding dollars for expansion and strengthening of the Vital Mental Health Program. C. (2) Contractors are to coordinate monthly meetings with School District Staff to ensure ease of referral and operation within the schools. Contractors are to participate in quarterly data discussion meetings, as organized by the Mental Health Analyst, during which contractors will present most recent data findings (frequency to be updated based upon agreement between the Funding Operational staff and Contractor). Contractors are expected to provide an annual data summary report by January 20th following the calendar year. D. (3) Contractors will participate in regular meetings with the Mental Health Analyst to ensure all necessary contractual information is shared, including, but not limited to, program needs or concerns, newfound data or information collection techniques, staffing updates, etc. Frequency of meetings to be updated based upon agreement between Mental Health Analyst and Contractor, though must occur monthly at a minimum. E. (4) Complete Quarterly data reports using the template attached by the 15th of the month following close of quarter(for instance: Q 1 data is due April 15th). F. (5) Maintain an updated staff/organizational chart detailing current staff roles (including supervision and management of program staff). G. (6) Contract invoicing is to be submitted the 20th of each month, reflecting the previous month's expenditures (for example, January's invoice is due for submission to Pitkin County on February 20th). Changes and additions detailed: 1. Less revenue receive verbiage added to specify reimbursement expectations and discussed 2. Contractor meeting coordination and participation requirements updated and detailed appropriately, including timeliness and purpose of meetings. 3. Mental Health Analyst information sharing and meeting expectations, including any staffing or programmatic changes or needs 4. Data reporting expectation and timeliness, including indicators and format 5. Staff/organizational chart upkeep and reporting 6. Invoicing formatting expectations and timeliness VITAL MENTAL HEALTH SERVICES CONTRACT 2022 Annual Budget Community&School Based Programs:Mind Springs Health CY 2022 Budget CY 2021 Personnel _ 1.0 FTE Licensed Therapist(Community Based) 55,082 51,877 1.0 FTE Case Manager(Community Based) 42,000 44,961 2.0 FTE Licensed Therapists(School Based) 110,522 98,357 Taxes and Benefits(26%)(actual) 53,977 50,538 Hiring Bonuses 14,000 15071 Stay Bonuses 41,521 36,178 FICA Applied to Stay Bonus 7.65%per bonus Total Personnel 317,102 296,982 Operating Expenses Vehicle Expense 7,440 7,440 Other Operating 29,452 29,452 Total Operating 36,892 36,892 Total Direct Expenses 353,994 333,874 Indirect Expense @15% 53,099 47,026 Less revenue earned from other sources (140,000) (120,000) Total Community&School Based Programs $267,093 $261,113 Integrated Care Program:Mountain Family Health Center,Basalt Personnel Expense 2.0 FTE Behavioral Health Specialists 142,031.91 134,030.00 2.0 FTE Patient Care Coodinators 85,375 77,031 Taxes and Benefits(26%) 59,126 54,876 Total Personnel Expense 286,532 265,937 Capital and Programming Costs Operating&Support Expenses - 80,229 74,462 Total Expenses 366,761 340,399 Less 75%of Patient Services Revenue 183,669 110,933 Integrated Care Program Total $183,092 $229,466 Total Budget $450,185 490,579 DocuSign Certificate Of Completion Envelope Id: EB1D4AFC22FA484681A2BED835770151 Status:Completed Subject:Vital Mental Health Services I Pitkin County Change Order 032.18 D for Review and Signature Source Envelope: Document Pages:7 Signatures:3 Envelope Originator: Certificate Pages:5 Initials:0 Pitkin County Procurement AutoNav: Enabled 530 East Main Street Envelopeld Stamping: Disabled Suite 203 Time Zone: (UTC-07:00)Mountain Time(US&Canada) Aspen,CO 81611 Procurement@PitkinCounty.com IP Address:75.110.134.54 Record Tracking Status:Original Holder:Pitkin County Procurement Location: DocuSign 3/4/2022 7:01:02 AM Procurement@PitkinCounty.com Signer Events Signature Timestamp Jordana Sabella Sent:3/4/2022 7:04:33 AM Jordana.Sabella@PitkinCounty.com jorhkut Salat,lt.a Viewed:3/21/2022 2:03:00 PM Public Health Director Signed:3/21/2022 4:33:47 PM Pitkin County Security Level: Email,Account Authentication Signature Adoption: Pre selected Style (None) Using IP Address:73.95.153.34 Electronic Record and Signature Disclosure: Not Offered via DocuSign Doug Pattison Sent:3/21/2022 4:33:49 PM DPattison@mindspringshealth.org VOL PAR-is IA Resent:3/22/2022 11:31:53 AM CFO Resent:3/22/2022 11:32:16 AM Security Level: Email,Account Authentication Viewed:3/22/2022 2:49:37 PM (None) Signature Adoption: Pre-selected Style Signed:3/25/2022 12:10:16 PM Using IP Address:65.144.170.39 Electronic Record and Signature Disclosure: Accepted:3/22/2022 8:29:39 AM ID:3a2765a5-1fb2-4954-a62c-6e1ed2e7acc9 Company Name:Pitkin County,Colorado Phylis Mattice Sent:3/25/2022 12:10:17 PM phylis.mattice@pitkincounty.com P(u1(is Aket.f/tGt, Viewed:3/25/2022 6:22:40 PM Deputy County Manager Signed:3/28/2022 4:28:05 PM Signing Group:County Manager Group Signature Adoption: Pre-selected Style Security Level: Email,Account Authentication (None) Using IP Address:24.9.202.118 Electronic Record and Signature Disclosure: Accepted:3/28/2022 4:27:15 PM ID:74fdc5db-900c-461e-958e-b676b9ebf0d1 Company Name:Pitkin County,Colorado In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Pitkin County Procurement COPIED Sent:3/28/2022 4:28:07 PM procurement@pitkincounty.com Resent:3/28/2022 4:28:13 PM Procurement Specialist Viewed:3/29/2022 8:01:18 AM Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Accounts Payable COPIED Sent:3/28/2022 4:28:08 PM AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Chelsea Carnoali COPIED Sent:3/28/2022 4:28:08 PM chelsea.carnoali@pitkincounty.com Viewed:3/28/2022 7:30:07 PM Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 3/4/2022 7:04:33 AM Certified Delivered Security Checked 3/25/2022 6:22:40 PM Signing Complete Security Checked 3/28/2022 4:28:05 PM Completed Security Checked 3/28/2022 4:28:08 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on:3/20/2020 3:28:13 PM Parties agreed to:Doug Pattison,Phylis Mattice ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Pitkin County(we, us or Pitkin County)may be required by law to provide you with certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically when we send you documents for electronic signature. Acknowledging your Access, Intent, and Consent to Receive and Sign Materials Electronically To confirm that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you,please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receive notices and disclosures exclusively in electronic format on the terms and conditions described above,please let us know by clicking the 'I agree' button below. By checking the 'I Agree' box, I confirm that: • I am establishing my intent to be bound to the transaction, and indicating that I am fully aware of the purpose for which the signature is being provided. • I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and • I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and • Until or unless I notify Pitkin County as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgments, and other documents that are required to be provided or made available to me by Pitkin County during the course of my relationship with you. Signing Documents without a Pitkin County DocuSign Account: Pitkin County may not require all document signers to be authorized users of the Pitkin County DocuSign Account. Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions, please confirm your agreement by clicking the 'I agree'button at the bottom of this document. When you don't have a DocuSign account, you will be provided the opportunity to agree to the Legal Disclosure each time you open an "envelope" for signing, at this time, you can download and retain this disclosure. Pitkin County will forward completed documents that you've reviewed, processed or signed via email. Should you require copies of these signed documents (e.g., if they get deleted from your email account) you should request those documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin County custodian who sent you the document for signature. Signing Documents with a Pitkin County DocuSign Account: Please read the information below carefully and thoroughly, and if you can access this information electronically to your satisfaction and agree to these terms and conditions,please confirm your agreement by clicking the 'I agree'button at the bottom of this document. Getting paper or electronic copies At any time, you may request from us a paper or electronic copy of any record provided or made available electronically to you by us. For such copies, as long as you are an authorized user of the DocuSign system you will have the ability to download and print any documents we send to you through your DocuSign user account for a limited period of time (usually 30 days) after such documents are first sent to you. After such time, if you wish for us to send you paper or electronic copies of any such documents from our office to you, you may be charged a per-page fee. You may request delivery of such paper or electronic copies from us by following the procedure described below. Withdrawing your consent If you are an authorized DocuSign Account holder, you can decide to receive notices and disclosures from us electronically, you may at any time change your mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. Described below is the process for informing us of your decision to receive future notices and disclosure in paper format and also how to withdraw your consent to receive notices and disclosures electronically. Consequences of changing your mind If you elect to receive required notices and disclosures only in paper format, it will slow the speed at which we can complete certain steps in transactions with you and delivering services to you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. To indicate to us that you are changing your mind, you must withdraw your consent using the DocuSign'Withdraw Consent' form on the signing page of your DocuSign account. This will indicate to us that you have withdrawn your consent to receive required notices and disclosures electronically from us and you will no longer be able to use your DocuSign user account to receive required notices and consents electronically from us or to sign electronically documents from us. All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through your DocuSign user account all required notices, disclosures, authorizations, acknowledgments, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process,please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. How to contact Pitkin County: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to Helpdesk@provelocity.com To advise Pitkin County of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at Helpdesk@provelocity.com and in the body of such request you must state: your previous e-mail address, your new e-mail address . In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected in your DocuSign account by following the process for changing e-mail in DocuSign. To request paper or electronic copies from Pitkin County To request delivery from us of paper or electronic copies of the notices and disclosures previously provided by us to you electronically, you should request those documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin County custodian who sent you the document for signature. To withdraw your consent with Pitkin County To inform us that you no longer want to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your DocuSign account, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you must state your e-mail, full name, Postal Address, telephone number, and account number.