HomeMy WebLinkAboutResolution - 2020-R0204 - Contract HHS000779500001, Substance Use Disorder TreatmentResolution No. 2020-RO204
Item No. 7.17
,tune 23.2020
RESOLUTION
BE IT RESOLVED I3Y TIT: CITY COUNCIL OF THE CITY OF LUUBOCK.
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for
and on behalf of the City of Lubbock. 1-Ical Ili and I ILiman Services Commission Contract
No. I II ISO00779500001. under the Substance Use 1)isordcr 1'reatEmeni, to provide Binding
iirrr Administrative Substance Use Disorder Services, and all related documents. Said
Contract is attached hereto and incorporated in this resolution as if fully set forth herein
and shall be included in the niinutes of the City Council.
Passed by the City Council on June 23, 2020
DANIEL M. POPE, MAYOR
ATTEST:
l�cb cca Garza, City 'Seer t�►ry _.
APPROVED AS TO CONTENT:
Bill How n, D puty Cite ]"i
APPROVED AS TO FORM:
Rya 13r :e, ssistant City Attorney.
ItI-S.Ii]-IS Contract No, H1•1S000779500001
6.9,20
Resolution No. 2020-RO204
SIGNATURE DOCUMENT FOR
HEALTH AND HUMAN SERVICES COMMISSION
CONTRACT No. HHS000779500001
UNDER THE SUBSTANCE USE DISORDER TREATMENT
ADMINISTRATE SUBSTANCE USE DISORDER SERVICES
1. PURPOSE
The Health and Human Services Commission ("System Agency"), a pass -through entity, and City
of Lubbock ("Grantee") (each a "Party" and collectively the "Parties") enter into the following
grant contract to provide funding for Administrate Substance Use Disorder Services (ADMIN)
services (the "Contract').
11. LEGAL AUTHORITY
This Contract is authorized by and in compliance with the provisions of the Substance Abuse
Prevention and Treatment Block Grant, 42 U.S.C. 300x-21, et seq., and Texas Government Code
Chapters 531.039.
III. DURATION
The Contract is effective on July 1, 2020, and terminates on August 31, 2021, unless extended or
terminated pursuant to the terms and conditions of the Contract. The System Agency, at its own
discretion, may extend this Contract subject to terms and conditions mutually agreeable to both
Parties.
IV. BUDGET
The System Agency allocated share by State Fiscal Year is as follows:
1. Fiscal Year 2020, July 1, 2020 through August 31, 2020: $250,000.00
2. Fiscal Year 2021, September 1, 2020 through August 31, 2021: $250,000.00
The total amount of this Contract, including applicable match, will not exceed $500,000.00.
All expenditures under the Contract will be in accordance with ATTACHMENT B, BUDGET
V. REPORTING REQUIREMENTS
Grantee shall submit all documents identified below, In accordance with ATTACHMENT A.
STATEMENT OF WORK:
System Agency Contract No. 14HS000779500001 Page I of4
Document Name
Due Date
Clinical Management of Behavioral Health
September 15 & March 15 annually
Services (CMBHS) System Security
Attestation Form and List of Authorized Users
Quarterly Match Report
Due 15" day following quarter being reported
Closeout documents
October 15 (45 calendar days after end of state
fiscal year)
VI. CONTRACT REPRESENTATIVES
The following will act as the Representative authorized to administer activities under this Contract
on behalf of their respective Party.
System Azenov
Health and Human Services Commission
P.O. Box 149347, MC 2058
Austin, TX 78714
Attention: Bryan Hunter, Contract Manager
Grantee
City of Lubbock
1625 13th Street
Lubbock, TX 79401
Attention: Daniel Pope
VH. LEGALNOTICES
Any legal notice required under this Contract shall be deemed delivered when deposited by the
System Agency either in the United States mail, postage paid, certified, return receipt requested; or
with a common carrier, overnight, signature required, to the appropriate address below:
System Agency
Health and Human Services Commission
Brown-Heatly Building
4900 N. Lamar Blvd.; MC 1100
Austin, TX 78756-2316
Attention: Office of Chief Counsel
Grantee
City of Lubbock
1625 13th Street
System Agency Contract No. HHS000779500001 Page 2 of 4
Lubbock, TX 79401
Attention: Daniel Pope
VIII. NOTICE REQUIREMENTS
Notice given by Grantee will be deemed effective when received by the System Agency. Either Party
may change its address for notices by providing written notice to the other Party. All notices
submitted to the System Agency must:
A. include the Contract number;
B. be sent to the person(s) identified in the Contract; and,
C. comply with all terms and conditions of the Contract.
IX. ADDITIONAL GRANT INFORMATION
Federal Award Identification Number (FAIN):
Federal Award Date:
Name of Federal Awarding Agency:
CFDA Name and Number:
Awarding Official Contact Information:
B08TIO10051-18
10/01/2017
Department of Health and Human Services
(HHS), Substance Abuse and Mental Health
Services Administration (SAMHSA)
93.959
Odessa Crocker, Grants Management
Officer, Point of Contact is Wendy Pang,
Grants Specialist, Contact Number: (240)
276-1419, Facsimile: (240) 276-1430, Email:
Wendy.Pang@samhsa.hhs.gov
System Agcncy Contract No. HIIS000779500001 Page 3 of
SIGNATURE PAGE FOR SYSTEM AGENCY CONTRACT NO. HHS000779500001
HEALTH AND HUMAN SERVICES COMMISSION
Date of execution:
CITY OF LUBBOCK
Name: Daniel M. Pope
Title: Mayor
Date of execution: June 23, 2020
THE FOLLOWING DOCUMENTS ARE HEREBY ATTACHED TO SYSTEM AGENCY CONTRACT NO.
HHS000779500001:
ATTACHMENT A
STATEMENT OF WORK
ATTACHMENT A-1
STATEMENT OF WORK SUPPLEMENTAL
ATTACHMENTS
BUDGET
ATTACHMENT
GENERAL AFFIRMATIONS
ATTACHMENT D
UNIFORM TERMS AND CONDITIONS -GRANTEE
ATTACHMENT E
SPECIAL CONDITIONS VERSION 1.2
ATTACHMENT F
FEDERAL ASSURANCES AND CERTIFICATIONS
ATTACHMENT G
DATA USE AGREEMENT VERSION 8.5
ATTACHMENT H
FISCAL FEDERAL FUNDING ACCOUNTABILITY AND
TRANSPARENCY ACT (FFATA) FORM
ATTACHMENT I
UTILIZATION MANAGEMENT (UM) GUIDELINES
ATTACHMENTS FOLLOW
dpptotlrbbme
1PPROVED AST
Atleet.Ra �. City S e Ty
System Agency Contract No. HHS000779500001 Pagc 4 of 4
ATTACHMENT A
STATEMENT OF WORK
I. PURPOSE
The Administration (ADMIN) Program provides funds to the Grantee to administer and monitor
the Grantee's subrecipients providing substance use disorder (SUD) services in accordance with
the Substance Abuse Prevention and Treatment (SAPT) block grant. The System Agency
designates the Grantee to award subrecipients and manage services for indigent clients who meet
eligibility for the following Programs:
a. Co -Occurring Psychiatric and Substance Abuse Disorders (COPSD)
b. Youth Treatment (TRY);
c. Adult Treatment (TRA); and
d. Specialized Female Treatment (TRF)
II. GRANTEE RESPONSIBILITIES
Grantee will:
A. Hire or assign personnel to provide oversight of Grantee's subrecipients providing SUD
services.
B. Provide System Agency a Contact List identifying the person(s) from the Grantee System
Agency will communicate with to include:
1. Name, telephone number and email address of person(s) responsible for:
a. Overseeing grantee's subrecipients
b. Monitoring subrecipients
c. Submitting Daily Capacity Management and Wait List reports in Clinical
Management for Behavioral Health Services (CMBHS)
2. Name, telephone number and email address of person(s) responsible for person(s)
listed in item 1.
C. Procure and enter into subrecipient agreements with organization(s) to provide SUD
services within four (4) months of this Contract execution.
D. Ensure Grantee's subrecipient network contains services for the following programs and
service types:
a. Adult Treatment (TRA)
i. Adult Intensive Residential Services;
ii. Adult Outpatient Services:
(a) Adult Outpatient Group Counseling;
(b) Adult Outpatient Group Education;
(c) Adult Outpatient Individual Counseling.
b. Youth Treatment (TRY)
i. Youth Outpatient Services
(a) Youth Outpatient Group Counseling;
(b) Youth Outpatient Group Education;
(c) Youth Outpatient Individual Counseling;
(d) Youth Adolescent Support;
System Agency Contract
Pagel of 5
ATTACHMENT A
STATEMENT OF WORK
(e) Youth Family Counseling;
(f) Youth Family Support;
(g) Youth Psychiatrist Consultation.
c. Specialized Female Treatment (TRF)
i. Adult Specialized Female Intensive Residential Services;
ii. Adult Specialized Female Ambulatory Detoxification Services;
iii. Adult Specialized Female Outpatient Services
(a) Adult Specialized Female Outpatient Group Counseling;
(b) Adult Specialized Female Outpatient Group Education;
(c) Adult Specialized Female Outpatient Individual Counseling.
d. Co -Occurring Psychiatric and Substance Abuse Disorders (COPSD)
E. Provide subrecipients the identical service type rates as System Agency offers in all
subrecipient fee for service agreements.
F. Ensure all Grantee staff and subrecipients of Grantee adhere to all applicable requirements
in this Contract.
G. Ensure all Grantee staff and subrecipients of Grantee adhere to the most current Health
and Human Services Commission (HHSC) Substance Use Disorder (SUD) Utilization
Management (UM) Guidelines located at: httos://hhs.texas.gov/doing-business-
hhs/provider-portals/behavioral-health-services-providers/substance-use-disorcler-
service-providers
H. Ensure a Grantee representative with knowledge about Grantee and subrecipient(s)
system(s) and services attends the Outreach, Screening, Assessment, and Referrals
(OSAR) quarterly regional collaborative meetings.
1. Ensure current information on SUD services is represented on the Grantee's website
listing the organizations the Grantee has contracts or agreements related to the provision
of SUD services.
J. Ensure Grantee's representatives attend training in Austin, TX or participate online in
Clinical Management for Behavioral Health Services (CMBHS) training after contract
execution and before subrecipient services begin.
K. Ensure utilization of CMBHS to report Wait List and Daily Capacity Management:
1. Grantee is responsible for subrecipient reporting capacity management on a daily basis,
Monday through Friday, for services provided by subrecipients, which must comply with
the following standards:
a. Report residential detoxification, intensive residential, or supportive residential
treatment services, available capacity, Monday through Friday, through CMBHS by
11:00 a.m. Central Time each day.
System Agency Contract
Page 2 of 5
ATTACHMENT A
STATEMENT OF WORK
b. Report ambulatory detoxification, outpatient treatment, and co-occurring psychiatric
and substance use disorders with the previous day's attendance in the Daily Capacity
Management Report. The daily capacity will be submitted the next day, Monday
through Friday, through CMBHS by 11:00 a.m. Central Time. For example:
Monday's daily attendance may be reported on Tuesday and Friday's attendance may
be reported on the following Monday.
c. Report all pregnant women or injecting substance user on the Wait List and confirm
this in the Daily Capacity Management report in CMBHS.
2. Ensure subrecipients report wait list management, Monday through Friday, by 1 I a.m.
Central Time each day.
L. Utilize a monitoring tool to monitor the performance of the subrecipients. Grantee may
develop a monitoring tool, which shall be approved by System Agency, or utilize the
System Agency's monitoring tool. If Grantee requests to utilize the System Agency
monitor tool, Grantee shall contact the assigned contract manager to request the tool.
M. Ensure the monitoring tool, at minimum, contains the following information:
a. Date of review;
b. Name of subrecipient reviewed;
c. Type of review;
d. Name of staff conducting review;
e. List of findings; and
f. Plan to remediate findings and maintain corrections.
N. Submit copies, upon request of System Agency, of each written agreement obtained with
subrecipients for the SUD services network.
O. Submit Quality Management and Oversight Monitoring Schedule of subrecipients to
System Agency to include all subrecipients of Grantee performing SUD services.
P. Monitor all subrecipients' financial and programmatic performance and maintain records
to be available for inspection by System Agency.
Q. Be responsible to System Agency for the performance of all subrecipients.
R. Submit to System Agency a quarterly report of all monitoring and activities (Monitoring
Activity Report); the report must include the following:
1. Number of monitoring reviews conducted;
2. Types of monitoring reviews conducted;
3. Summary evaluation of findings and Grantee's plan of oversight to bring the
providers into compliance.
4. Number and nature of complaints received on providers;
5. List of significant provider findings that must, at a minimum include the following:
a. Immediate risk to health or safety;
b. Client abuse, neglect, or exploitation;
System Agency Contract
Page 3 of 5
ATTACHMENT
STATEMENT OF WORK
c. Licensure revocation or suspension;
d. Fraud, waste or abuse reports;
e. Reported criminal activity of any provider's staff.
III. CLINICAL MANAGEMENT FOR BEHAVIORAL HEALTH SERVICES (CMBHS)
SYSTEM MINIMUM REQUIREMENTS
Grantee will:
A. Designate a Security Administrator and a back-up Security Administrator. The Security
Administrator is required to implement and maintain a system for management of user
accounts/user roles to ensure that all the CMBHS user accounts are current.
B. Establish and maintain a security policy that ensures adequate system security and
protection of confidential information.
C. Notify the CMBHS Help -desk within ten (10) business days of any change to the
designated Security Administrator or the back-up Security Administrator.
D. Ensure that access to CMBHS is restricted to only authorized users. Grantee shall, within
24 hours, remove access to users who are no longer authorized to have access to secure
data.
E. Submit a signed CMBHS Security Attestation Form and a list of Grantee's employees,
contracted laborers and subcontractors authorized to have access to secure data. The
CMBHS Security Attestation Form shall be submitted electronically within fifteen (15)
days of contract execution, and March 15 to the designated Substance Abuse mailbox
(SubstanceAbuse.Contractsa,hhsc.state, tx. us).
IV. REPORTING REQUIREMENTS
A. Grantee will submit the required reports to the following:
a. Substance Abuse mailbox: SubstanceAbuse.Contracts@hhsc.state.tx.us;
b. Assigned Contract Manager.
B. All communication to the SubstanceAbuse.Contracts(a�hhsc.state.tx.us mailbox must
include Grantee's Contract Number, legal entity name, and purpose in the email subject
line.
C. The duty of Grantee to submit the required deliverables survives the termination or
expiration of this Contract.
D. System Agency, may require additional deliverable in accordance to federal and or state
requirements.
E. If the Due Date is on a weekend or holiday, the Due Date is the next business day
Report Name I Due Date
System Agency Contract
Page 4 of 5
ATTACHMENT A
STATEMENT OF WORK
Contact List
15 days after execution, then Annually, Due
September 15"
CMBHS Security Attestation Form and
15 days after execution, then bi-annually:
List of Authorized Users
September 15" & March 15"
Quality Management and Oversight —
September 15"
Monitoring Schedule
Monitoring Activity Report
30 days following the end of each quarter of
the Contract term
Last business day of the month following the
Financial Status Report (FSR)
end of each quarter of the Contract term.
* Final Financial Status Report due October
l5th
Closeout documents
Due October 15h, annually
System Agency Contract
Page 5 of 5
ATTACHMENT A-1
STATEMENT OF WORK SUPPLEMENTAL
A. CONTRACT INFORMATION
VendorlD:
1756000590-034
Grantee Name:
City of Lubbock
Contract Number:
HHS000779500001
Contract Type
Treatment
Payment Method:
Cost Reimbursement
DUNS Number:
058213893
Federal Award Identification
Number (FAIN)
B08TIO10051-18
Solicitation Document:
Exempt Government
B. SERVICE AREA
Services or activities will be provided to individuals from the following counties:
Region (1): Armstrong, bailey, Briscoe, Carson, Castro, Childress, Cochran, Collingsworth,
Crosby, Dallam, Deaf Smith, Dickens, Donley, Floyd, Garza, Gray, Hale, Hall, Hansford,
Harley, Hemphill, Hockley, Hutchinson, King, Lamb, Lipscomb, Lubbock, Lynn, Moore,
Motley, Ochiltree, Oldham, Partner, Potter, Randall, Roberts, Sherman, Swisher, Terry,
Wheeler, Yoakum
C. RENEWALS
System agency may renew this contract for four (4) additional funding state fiscal years, which
is contingent on the availability of funds.
D. CONTACT INFORMATION
Name:
Bryan Hunter
Email:
Bryan.Hunter@hhsc.state.tx.us
Telephone:
(512) 206-5313
Address:
909 W 45' Street, Bldg. 552 (MC 2058)
City/Zip:
Austin TX 78751
ATTACHMENT B
BUDGET
Grantee Name: CITY OF LuaBOCK
Contract Number: HHS000779500001
A. Funding is from the United States Health and Humans Services (HHS) and the
Substance Abuse and Mental Health Services Administration (SAMSHA), which
requires compliance to 45CFR Part 96, Subpart C, as applicable: httos://ccfr.i0/fitic-
45/nt45 1.96405.1.96.c.
B. Grantee shall comply with the requirements applicable in the Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR 200,
and the Uniform Grant Management Standards (UGMS) Standards.
C. Grantee shall review and comply with the System Agency's Grants Technical Assistance
guide, which provides guidance on financial administration in order to clarify applicable
laws, rules and regulations. The Guide is located at the following:
htir)s�//hhs.texas.gov/doing-business-hlis/aranLs.
D. Grantee may access the Transactions List report in CMBHS to identify the amount of
federal funds allocated to this award for each transaction.
E. The Catalog of Federal Domestic Assistance (CFDA) number for the Substance Abuse
Prevention and Treatment (SAPT) Block Grant is 93.959. The CFDA number is
identified in the CMBHS Transactions List report.
F. Invoice and Payment
1. Submit all monthly invoices to the System Agency through CMBHS. Grantee shall
ensure the supportive documents for the expenditures are emailed to the assigned
contract manager and copied to the Substance Use Disorder Contracts Mailbox:
SubstanceAbuse.Contractst«)hhsc. state.tx.us.
2. Be paid on a monthly basis and in accordance with services performed under this
Contract.
G. Any unexpended balance associated with any other System Agency -funded contract
may not be applied to this Contract.
H. Funding
1. System Agency Share total reimbursements will not exceed $500,000.00 for the
period from July 1, 2020 through August 31, 2021, as follows:
a. Fiscal Year 2020, July 1, 2020 through August 31, 2020 - $250,000.00
b. Fiscal Year 2021, September 1, 2020 through August 31, 2021 - $250,000.00
Cost Reimbursement Budget
I. The Cost Reimbursement budget documents all approved and allowable
expenditures; Grantee shall only utilize the funding detailed in Attachment B for
approved and allowable costs. If Grantee requests to utilize funds for an expense
not documented on the approved budget, Grantee shall notify, in writing, the
System Agency assigned contract manager and request approval prior to utilizing
the funds. System Agency shall provide written notification regarding if the
requested expense is approved.
2. If needed, Grantee may revise the System Agency approved Cost Reimbursement
budget. The requirements are as follows:
a. Grantee is allowed to transfer funds from the budgeted direct categories only;
with the exception of the Equipment Category. Grantee may transfer up to ten
(10) percent of the Fiscal Year Contract value without System Agency approval.
Budget revisions exceeding the ten percent requirement require System
Agency's written approval.
b. Grantee may request revisions to the approved Cost Reimbursement budgeted
direct categories that exceed the ten (10) percent requirement stated in (1)(2)(a),
by submitting a written request to the assigned contract manager. This change
is considered a minor administrative change and does not require an amendment.
The System Agency shall provide a Technical Guidance Letter (TGL) if the
budget revision is approved; and the assigned Contract Manager will update
CMBHS, as needed.
c. Grantee may revise the Cost Reimbursement budget `Equipment' and/or
`Indirect Cost' Categories, however a formal Amendment is required. Grantee
shall submit to the assigned contract manager a written request to revise the
budget, which includes a justification for the revisions. The assigned Contract
Manager shall provide written notification stating if the requested revision is
approved. If the revision is approved, the budget revision is not authorized, and
funds cannot be utilized until the Amendment is executed and signed by both
parties.
3. The budgeted indirect cost amount is provisional and subject to change. The System
Agency reserves the right to negotiate Grantee's indirect cost amount, which may require
Grantee to provide additional supporting documentation to the assigned contract manager
J. Categorical Budget
The approved Categorical budget, per fiscal year is below:
FY20
PERSONNEL
$0.00
FRINGE BENEFITS
$0.00
TRAVEL
$0.00
SUPPLIES
$0.00
CONTRACTUAL
$0.00
EQUIPMENT
$0.00
OTHER
$0.00
TOTAL DIRECT CHARGES
$0.00
INDIRECT CHARGES
$0.00
TOTAL CONTRACT VALUE
$0.00
MATCH
$0.00
SYSTEM AGENCY SHARE
$0.00
FY 21
PERSONNEL
$0.00
FRINGE BENEFITS
$0.00
TRAVEL
$0.00
SUPPLIES
$0.00
CONTRACTUAL
$0.00
EQUIPMENT
$0.00
OTHER
$0.00
TOTAL DIRECT CHARGES
$0.00
INDIRECT CHARGES
$0.00
TOTAL CONTRACT VALUE
$0.00
MATCH
$0.00
SYSTEM AGENCY SHARE
$0.00