AGENDA April 28, 2020
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AGENDA ____April 28, 2020 1111 Jackson Street, 1 st Floor Oakland, California 94607 510-271-9100 / Fax: 510-271-9108 Lori A. Cox [email protected] Agency Director http://alamedasocialservices.org April 14, 2020 Honorable Board of Supervisors County of Alameda 1221 Oak Street, Suite 536 Oakland, CA 94612 Dear Board Members: SUBJECT: APPROVE A CONTRACT EXTENSION TO A BETTER WAY, INC. FOR THE ANOTHER ROAD TO SAFETY PROGRAM FISCAL YEAR (FY) 2020- 2021 RECOMMENDATION A. Approve a one-year contract extension of the current award (Procurement Contract No. 19743) under Master Contract No. 900874 with A Better Way, Inc. (Principal: Shahnaz Mazandarani; Location: Berkeley) for the provision of intensive in-home support services for families at risk of child abuse and neglect through the Another Road to Safety program, to extend the contract period of 7/1/19 to 6/30/20 for an additional twelve months through 6/30/21, increasing the contract from $1,500,000 to $3,000,000 ($1,500,000 increase); and B. Authorize the Social Services Agency Director, or designee, to execute the contract amendment under the Community-Based Organization Master Contract process and return an executed copy to the Clerk of the Board for filing. SUMMARY/DISCUSSION On September 26, 2017 (Item No. 5), your Board approved a contract with A Better Way to administer the Another Road to Safety (ARS) program. A Better Way will continue to provide intensive in-home support services to at-risk families in Alameda County to reduce the number of families that enter the child welfare system. The ARS program addresses the high recidivism rate of child welfare referrals by increasing supportive services to families. These services include early intervention and prevention services utilizing the Strengthening Families approach in Alameda County.
Transcript of AGENDA April 28, 2020
AGENDA ____April 28, 2020
1111 Jackson Street, 1st Floor Oakland, California 94607 510-271-9100 / Fax: 510-271-9108 Lori A. Cox [email protected] Agency Director http://alamedasocialservices.org
April 14, 2020
Honorable Board of Supervisors
County of Alameda
1221 Oak Street, Suite 536
Oakland, CA 94612
Dear Board Members:
SUBJECT: APPROVE A CONTRACT EXTENSION TO A BETTER WAY, INC. FOR
THE ANOTHER ROAD TO SAFETY PROGRAM FISCAL YEAR (FY) 2020-
2021
RECOMMENDATION
A. Approve a one-year contract extension of the current award (Procurement Contract No. 19743)
under Master Contract No. 900874 with A Better Way, Inc. (Principal: Shahnaz Mazandarani;
Location: Berkeley) for the provision of intensive in-home support services for families at risk
of child abuse and neglect through the Another Road to Safety program, to extend the contract
period of 7/1/19 to 6/30/20 for an additional twelve months through 6/30/21, increasing the
contract from $1,500,000 to $3,000,000 ($1,500,000 increase); and
B. Authorize the Social Services Agency Director, or designee, to execute the contract amendment
under the Community-Based Organization Master Contract process and return an executed copy
to the Clerk of the Board for filing.
SUMMARY/DISCUSSION
On September 26, 2017 (Item No. 5), your Board approved a contract with A Better Way to administer
the Another Road to Safety (ARS) program. A Better Way will continue to provide intensive in-home
support services to at-risk families in Alameda County to reduce the number of families that enter the
child welfare system. The ARS program addresses the high recidivism rate of child welfare referrals by
increasing supportive services to families. These services include early intervention and prevention
services utilizing the Strengthening Families approach in Alameda County.
Honorable Board Members 2 April 14, 2020
A Better Way has demonstrated through Results-Based Accountability statistics that they are meeting
SSA’s goals and expectations. For example, during FY2018-2019 A Better Way initiated contact with
99% of all families referred by SSA within three days. 154 families were enrolled and received case
management services last fiscal year. In addition, 100% of enrolled families have made partial
attainment of family care plan goals by the end of their program services. Based on the success of the
ARS program, the Agency is recommending continuation of this program through FY 2020-2021.
SELECTION CRITERIA/PROCESS:
On June 6, 2017, Social Services Agency (SSA) issued a Request for Proposals (RFP) via mass email
and postings to SSA and General Services Agency (GSA) websites. On September 26, 2017 (Item No.
5), your Board approved a contract with A Better Way to the administer of ARS through June 30, 2020.
This request is for a one-year contract extension.
The Office of Contract Compliance and Reporting (OCCR) issued Federal Grant Funds Small Local
Emerging Business (SLEB) Waiver No. F1115-1B on 4/13/20 for A Better Way, Inc., waiver expiration
date 6/30/21. A Better Way is a certified SLEB (Certification No. 09-00305, expiration date: October
31, 2021).
FINANCING:
Funding for this item is included in the Fiscal Year 2020-21 Maintenance of Effort budget.
Approval of this item will result in no new net county cost.
VISION 2026 GOALS
Providing critical mental health services to children, youth and families through this contract
augmentation meets the 10x goal pathways of a Crime Free County and Healthcare for All, in
support of our shared vision of Safe and Livable Communities and a Thriving and Resilient
Population.
Sincerely,
Lori A. Cox
Agency Director
Form 110-9 Rev 7/23/15, Page 1 of 2 – INTERNAL COUNTY OF ALAMEDA USE ONLY
REQUEST TO ENCUMBER, ADD, LIQUIDATE FUNDS OR PAY BOARD-APPROVED CONTRACTS
Department Contact Name: _______________________________________ Phone #:___________________ QIC:______________
Supplier Name: ______________________________________________________________________________________________
Supplier Remittance Address: ________________________________________________________Alcolink Supplier Address #____
Supplier Vendor ID: _________________ Master Contract #: _________________ Procurement Contract #: ___________________
Description of Contract: ______________________________________________________Performance Measurement: ___________
Procurement Contract Begin Date: __________Expire Date: ____________SLEB Waiver #:_______ Type: Board GSA Fed
Check box appropriate box (A-D) below. If request below is for CBO/Human Services Contract also check box here:
A. ENCUMBER FUNDS IN A NEW PURCHASE ORDER for Period of Funding from_____________ to_______________
PO# Board Approval Date: ________________ Agenda Item Number: ___________________
Total Amount Authorized By Board:$ ____________________ Amount to be Encumbered:$ __________________________
Justification if partial encumbrance requested: ________________________________________________________________ (See reverse for required Additional Supplier Contact Information when requesting A. for CBO/Human Services Contracts)
B. ADD FUNDS TO EXISTING PURCHASE ORDER for Period of Funding from_______________ to_________________
PO Number: _____________________Board Approval Date: ___________________Agenda Item Number: ______________
Total Amount Authorized By Board:$ _____________________ Amount to be Encumbered:$ __________________________
Justification if partial encumbrance requested:________________________________________________________________
C. LIQUIDATE FUNDS FROM A PURCHASE ORDER
Purchase Order Number: __________________________ Amount to be Liquidated: ____________________________
Liquidation Justification: _________________________________________________________________________________
D. PAY SUPPLIER – UPLOAD INVOICE
PO #___________ Business Unit: ____________ PO Type:_____________ Voucher #: __________________
Invoice #: _________________ Amount Due $: _____________________ Service Period: ____________________________
Payment Handling (See Reverse): US-Mail DP-Return to Department SP-Department Pick Up
AA-Mail w/Attachments 3rd
Party CBAP
Pay Comments _________________________________________________________________________________________
Dept Claims Processor: _____________________________ Dept. Claims Approver: _________________________________
ACCOUNTING INFORMATION
Business Unit Account Fund Dept Program BY Subclass Proj/Grant Amount
Total
CBO/Human Services
Contract History of Funding:
Original Amendment # Amendment # Amendment # Amendment # Amendment #
Funding Level
Amount of Encumbrance
File Date
File / Item #
Reason
Funding
Source Allocation
(Estimated Only. See Contract Exhibit B) Federal - CFDA # State County BOS Dist #
Authorized signatory below certifies that contractor has provided goods/services as invoiced and verifies the mathematical accuracy of the invoice; that all financial provisions of the contract have been met (including the rates charged); that all invoiced items are specifically authorized by the contract and no contract limits have
been exceeded (in total, by month or by expense category).
Authorized Signature: __________________________________Department:___________________________Date: ___________
Print Name of Authorized Signatory: _________________________________________________________ Phone: ______________
39415
$1,500,000
05-12-2020
Michelle Manor
$1,500,000
(510) 267-9457
1,500,000
a044N000015bsxsQAA
06-30-2021
(50%)Other
36999 $1,500,000
A Better Way, Inc.
07-01-2020
06-30-2021
3200 Adeline Street, Berkeley CA 94703
23501
2
X
4
$525,000
X
900874
3
SSA
3
2021
(35%)
5
50305
07-01-2020
$225,000
Elizabeth McAllister
(15%)
1,500,000
RBA
610341
30481/3
5.0
$1,500,000
05-12-2020
Another Road to Safety
NA320100
Board Action
(510) 267-8632
F1115B
80afd133-68aa-4920-858a-dfffac174cfe
X
\\ac01fs8600.acgov.org\esign_SSA\SSAContractRenewals\2021\A Better Way, Inc._39415_$1500000
$750,000
10000
1.0
(510) 780-8692
93.658
1
19743
SOCSA
7/24/2020
Sandra Oubre
17515
Form 110-9 Rev 7/23/15 (Page 2 of 2)
Additional Supplier Contact Information (Required when requesting A. above for CBO/Human Services Contracts)
Supplier Mailing Address (if different from remittance address above):_________________________________________________
Supplier Contact Person: ______________________________________ Phone #:__________________ Fax #________________
Supplier Contact Person Email: _______________________________________________________________________________
Supplier Signatory Email: ____________________________________________________________________________________
Payment Handling Pay Comments / Instructions Must Include
DP-Return to Department
Return the warrant to the department
1. Name of the person to receive the warrant
2. QIC of the person to receive the warrant
3. The voucher payment handling code must not
specify "US" or the Auditor's Office will
automatically mail the warrant to the payee
SP-Department Pick Up
The department will pick up the warrant (In an
emergency, a department liaison may arrange with the
Auditor's Office to pick up a warrant. Vendors may not
pick up warrants.)
1. Name of the contact person to be notified when the
warrant is ready
2. Phone number of the contact person
3. The voucher payment handling code must not
specify "US" or the Auditor's Office will
automatically mail the warrant to the payee
US-Mail
The Auditor's Office will mail the warrant directly to the
vendor through the US Mail
1. The claim/voucher must have the correct address.
2. Attachments are not sent with the warrant.
AA-Mail with Attachments
The Auditor's Office will mail the warrant directly to the
vendor through the US Mail
1. Attachments are sent with the warrant.
2. The department must upload a copy of all
documents that are to be sent with the warrant.
3rd
Party CBAP
Third-party Contractor Bonding Assistance Program
1. Required when contractor is participating in
County Bonding Assistance Program sponsored
by County Administrator’s Office Risk
Management Unit.
2. Third-party address must be added to Vendor
file in Alcolink and identified in #2 Remittance
Address on reverse.
3200 Adeline Street, Berkeley CA 94703
(510) 601-0203
Shahnaz Mazandarani 510-601-4002
ALCOLINK Master Contract No.: 900874 Board of Supervisors Approval Date: 6/02/2020
Supplier ID: 39415 Agenda Item No.: 3
Department Name: Children and Family Services
CBO MASTER CONTRACT ANNUAL RENEWAL AMENDMENT FOR FISCAL YEAR (FY) 2021 FOR EXHIBITS A & B
Reference is made to that Master Contract No. 900874 (“Master Contract”) made and entered into by and between A Better Way, Inc. ("Contractor”), and the COUNTY OF ALAMEDA, a body corporate and politic of the State of California ("County").
The Master Contract is hereby amended by adding the following described exhibits, all of which are attached and incorporated into the Master Contract by this reference:
1. Exhibit A FY 2021, Program Description and Performance Requirements:
This contract will supply the Another Road to Safety Program during the period of July 1, 2020 throughJune 30, 2021. Exhibit A FY 2021 entered into between the Social Services Agency of the County ofAlameda and Contractor for the Master Contract referenced above, replaces and supersedes any and allprevious Exhibit As entered into between the Social Services Agency of the County of Alameda andContractor for this Master Contract.
2. Exhibit B FY 2021, Terms of Payment: The amount payable under this Annual Renewal Amendmentshall not exceed $1,500,000. Exhibit B FY 2021 entered into between the Social Services Agency of theCounty of Alameda and Contractor for the Master Contract referenced above, replaces and supersedesany and all previous Exhibit Bs entered into between the Social Services Agency of the County ofAlameda and Contractor for this Master Contract.
3. Exhibit C Insurance Requirements4. Exhibit D Audit Requirements5. Exhibit F Debarment and Suspension Certification
6. The following Exhibits are also attached to and incorporated into the Master Contract by this reference:Exhibit A-1: ARS Job Descriptions Exhibit E: HIPAA Business Associate Agreement (intentionally omitted) Exhibit G: The Iran Contracting Act (ICA) of 2010
Except as herein amended, the Master Contract is continued in full force and effect.
COUNTY OF ALAMEDA CONTRACTOR
By:{!1} _______________________________ By: {!2} _____________________________
{!f1}______________________________________ {!
Print or Type Name Print or Type name
Title: Director, Social Services Agency Title:{!3} _____________________________
Date:{!4}______________________________ Date:{!5} _____________________________
Shahnaz Mazandarani
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EXHIBIT A PROGRAM DESCRIPTION AND PERFORMANCE REQUIREMENTS
Contracting Department Department of Children and Family Services Contractor Name A Better Way, Inc. Type of Services Another Road to Safety Program
I. Program Name
Another Road to Safety (ARS)
II. Contracted Services
A. This Exhibit A includes the requirements contained in the Request for Proposal (RFP)No. 2017-SSA-CFS-ARS and the proposal response of Contractor (Response), and additional services that the County obtained through negotiations, if any. In the event of any conflict (direct or indirect) among any of the exhibits, the RFP and the Response, the more stringent requirements providing the County with the broader scope of services shall have precedence, such that this Exhibit A including all attachments, the scope of work described in the RFP and the scope of work described in Contractor’s proposal shall be performed to the greatest extent feasible.
B. The RFP and Response may be relied upon to interpret this Contract and shall be applied in such a manner so that the obligations of the Contractor are to provide the County with the broadest scope of services for the best value.
III. Program Information and Requirements
A. Program Description
Another Road to Safety (ARS) is an early intervention and prevention program offered through the Prevention and Intake Division of the Department of Children and Family Services (DCFS or CFS). Contractor shall provide family centered, early intervention and prevention services utilizing the Strengthening Families approach in Alameda County.
The ARS program was developed to address the high recidivism rate of referrals and the increased need for services to vulnerable families. The current aim of the ARS program is to strengthen the well-being of vulnerable families.
B. Program Goals
Contractor shall provide services to accomplish the following goals:
1. Increased safety and protection of children at risk for child abuse and neglect whoare referred to child welfare services.
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2. Maintain children in their homes with strong community-based services andsupport resulting in fewer children involved in the child welfare system.
3. Greater family and community involvement in the protection of children,resulting in increased child-wellbeing and family stabilization.
4. Promote family autonomy and self-sufficiency through community-based servicesand partnerships.
5. Provide culturally appropriate services to families to promote fairness and equityin referrals.
C. Target Population
Contractor will provide ARS services to families residing throughout Alameda County, serving all zip codes catchments, cities and unincorporated areas.
D. Program Referral Process
1. CFS categorizes referrals into two types:
Path I – Referral that does not warrant an investigation by CFS; however, it isdetermined parents or caregivers will benefit from supportive services, given thesituation reported.
Path II – Referral has been investigated by CFS and the situation has beenstabilized. It has been determined parents or caregivers will benefit fromsupportive services to overcome difficult life situation and/or parenting challengesand is open to receiving such services. CFS reserves the right to also refer parentsor caregivers of any risk level.
2. Contractor shall not decline any ARS referrals. If Contractor has any concernsregarding the appropriateness of a referral, Contractor shall contact CFS ProgramManager for consultation and instruction.
3. Contractor will receive referrals of all dispositions and risk levels, with no safetyissues present. Priority for Path II will be given to families with substantiatedreferrals and inconclusive dispositions in which families were assessed at moderateto very high risk.
4. Families are encouraged to utilize services offered; however, participation isvoluntary.
5. The Contractor will provide support services weekly to the family upon receipt ofthe referral from the SSA. Contractor will have contact with the family on a regularbasis and ensure engagement of services to resolve the highlighted issues specificto the family and to prevent future crisis. If a family situation deteriorates andconcerns of abuse and/or neglect arise, Contractor, as a mandated reporter, willcontact the SSA hotline and report such concerns.
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E. Program Design
All ARS referrals will come from DCFS ARS Management Analyst (or designee). Contractor will coordinate and ensure the delivery of ARS services to engage families within their neighborhood and/or community. Contractor will operate satellite sites throughout Alameda County and/or subcontract with CBOs, agencies and other relevant providers, strategically located within Alameda County, to meet the needs of the family and support the family in achieving their case plan goals. The family will work collaboratively with Contractor (and their subcontractor(s), if applicable) to make informed decisions about the services and supports they receive. The strengths and needs of all family members will be considered. Contractor will provide flexible, culturally responsive, intensive in-home support services to referred clients of Alameda County DCFS. 1. Program Staffing (See Exhibit A-1 for ARS Job Descriptions)
Contractor will maintain adequate staffing to ensure organizational management, operational expertise, staff supervision, budgeting, finance, human resources, program planning, quality assurance and evaluation and process improvement.
2. Supervision (See Attachment D for ARS Organizational Structure)
Contractor will provide adequate supervision for ARS program services, which has been defined as reflective and collaborative direct services supervision that provides an atmosphere for learning and explores the complexities of home-based work.
In order to develop best practice models and ensure consistency regarding the outcomes and indicators, the following supervision structure is recommended:
a. New staff should receive weekly supervision for four to six months; b. Experienced team members should receive reflective supervision at least twice
monthly; c. It is required that supervisors maintain written documentation of all individual
supervision meetings. This written documentation may be in the form of a conference memo that will be provided to staff at the end of each meeting;
d. Teams/staff should meet together on a weekly basis (i.e. group supervision); e. Clinical supervision requirements as stated by the California Board of
Behavioral Sciences should be met for all MSW/MFT interns. Contractor will ensure ARS staff is utilizing approved protocols for assessing and documenting concerns related to social support, domestic violence, substance use, and mental health for all ARS cases. Contractor must obtain approval for any changes to a protocol once it has been approved.
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3. Service Delivery
a. The ARS program addresses the high recidivism rate of child welfare referralsby increasing supportive services to families. Families may need supportiveservices to overcome difficult life situation and/or parenting challenges, whichare assessed by CFS. Contractor shall provide flexible, culturally appropriate,intensive in-home support services to families referred by CFS. Contractor shallencourage families to utilize services offered, however participation shall bevoluntary. Contractor shall coordinate delivery of ARS services to engagefamilies within their neighborhood and/or community. Contractor shall operatesatellite sites and subcontract with community-based organizations, agenciesand other relevant providers located within Alameda County.
b. Contractor shall have contact with the family on a regular basis and ensureengagement of services to resolve issues specific to the family and preventfuture crisis. If a family situation deteriorates and concerns of abuse and/orneglect arise, Contractor shall contact the CFS Child Abuse Hotline and reportsuch concerns.
c. Clients shall work collaboratively with Contractor and their subcontractor(s), ifapplicable to make informed decisions about the services and supports theyreceive. The strengths and needs of all family members shall be also considered.
d. To meet the needs of the client and family members in achieving their familycare plan goals, Contractor shall ensure community services and linkages aremade available including, but not limited to:1) Childcare Services2) Immigration Legal Services3) Developmental Disabilities Services4) Substance Abuse Testing and Treatment Services5) Mental Health Services6) Domestic Violence Services7) Public Health Nursing8) Probation/Juvenile Justice9) Parenting and/or Child Development Classes10) Public Assistance Programs i.e. California Work Opportunity and
Responsibility to Kids (CalWORKs), Medi-Cal, CalFresh, Social SecurityBenefits and season of sharing
11) Employment and Education Training12) Basic Need Supportive Services i.e. childcare, transportation costs13) Community events and activities14) Legal Services15) Asset building
e. Contractor shall provide services as follows:
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Milestone Activity
Timing
Outreach and Engagement
Upon client’s referral into the program, Contractor shall contact the client within three business days. Contact may include a telephone call or sending a letter.
Enrollment Upon client’s agreement to participate in services, Contractor shall complete enrollment forms within 21 days from receipt of referral.
Assessment Initial Structured Decision Making (SDM) Risk Assessment and North Carolina Family Assessment Scale (NCFAS) shall be completed and signed by Contractor’s staff within 60 days from date of enrollment.
Family Care Plan Development
Initial family care plan shall be completed and signed by Contractor’s staff within 60 days from date of enrollment.
Intervention Face-to-face visits shall be provided at least once a week between enrollment and closing.
Closing SDM Risk Re-Assessment and 2nd NCFAS shall be completed and signed by Contractor’s staff at six months from the date of enrollment.
4. Outreach and Engagement
Contractor shall initiate contact to parent or caregiver within three business days from the date of referral. Within 21 days from the date of referral, Contractor shall engage the parent or caregiver to enroll in ARS services. For parents or caregivers residing in two locations, Contractor shall outreach to both locations. Contractor shall make it a priority to promote parent engagement, specifically engagement of fathers. If parent or caregiver decline ARS services or Contractor’s staff is unable to contact/locate parent or caregiver within 21 days from date of referral, Contractor shall close referral and submit Individual Closure Form to Management Analyst.
5. Enrollment
Upon receiving client consent for services, Contractor shall complete enrollment forms and assessment tools such as the NCFAS and SDM. NCFAS and SDM shall be completed as a team (Family Support Specialists (FSS), Parent Partner (PP), and Clinical Supervisor) to determine level of risk and case disposition of the family. Prior CFS history for a referred family will be available to the Contractor via family/client “self-disclosure”. Contractor shall also complete subsequent SDM and NCFAS at closing as required by CFS. If Contractor recommends changing or adding screening tools, Contractor must receive CFS Program Manager’s approval.
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Contractor shall document areas of concerns related to social support, domestic violence, substance abuse and/or mental health needs. Contractor shall also report on competence or concern in six areas of a child’s development within 90 days of enrollment as follows, Gross Motor; Fine Motor; Cognitive; Language and Communication (Receptive and Expressive); Emotions and Coping; and Self Help.
For adult caregivers, the BECKS Depression Inventory will be utilized as needed.
6. Parent Cafés
Parent Cafés will be offered throughout Alameda County. Parent Cafés are informal gatherings built around a set of structured conversations on issues important to parents, including the protective factors identified in the evidence-based Strengthening Families Framework. Each Café series will bring together a group of parents who represent diversity of their community. Parent Cafés are facilitated opportunities to interact, build connections, and learn how to parent children in a healthy way. Parent Cafés also offer opportunities for community building and cultural connections. Specifically, A Better Way (ABW) will offer: a. 12 Parent Cafés throughout the year through this and other contracts.b. At least 10 of these Cafés will be targeted to ARS participants.c. 12 Cafés will be integrated and include a specific target of Parents/Caregivers
of young children who reside in East Oakland.d. Locations will include Oakland and Hayward.e. Cafés will include childcare, Spanish translation, a meal for the whole family
and gift cards (Basic Needs funds for ARS participants).f. Cafés will also include opportunities for linkage to resources and further
supports.
7. Linkages
The Contractor will ensure that the following will be community services and linkages available to ARS families including, but not limited to: a. Head Startb. Immigrationc. Regional Centerd. Substance Abuse Testing and Treatment Servicese. Mental Health Servicesf. Domestic Violence Servicesg. Health Care Services (Public Health Nurse)h. Probation/Juvenile Justicei. Parenting and Child Developmentj. CalWORKs, Medi-Cal, Cal Fresh and other public assistance programsk. Employment, Education and Skills Developmentl. Support services designed to assist families in meeting their case plan goals
(childcare, transportation, etc.)
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m. Informal support(s) and activities designed to enhance family well-being(support groups, community events, enrichment activities, etc.)
n. Legal Serviceso. Asset Building
8. Specialty Provider Team (SPT)
The service delivery model will consist of multiple face-to-face contacts, thenumber and type to be determined by the needs and goals outlined in the case plan.Social Services Agency (SSA) acknowledges that engaging and maintainingongoing relationships with families receiving services can be complicated andadditional support may be needed by the ARS provider to deal with the family’sneeds. SSA has contracted with a SPT that consists of a mental health specialist andearly childhood mental health/development specialists to serve as support to staffproviding intensive family support services, including regular attendance at teammeetings/case conferences, telephone and in-person consultation, andaccompanying ARS Case Managers on home visits for assessments, or whennecessary, to provide brief treatment.
Contractor will always attempt to use internal and/or community-based resources inworking with the family to achieve their goals. In the event that neither the agency norcommunity resources are available, the Contractor can access the SPT. ARS providerstaff in need of case consultation with a member of the SPT, or who wish to have aSPT member accompany them on a home visit, may access services by first sharingthe case with the ARS Clinical Supervisor who, after reviewing the case, may call theappropriate SPT member directly. The SPT member will respond to the call within 24hours to obtain specific information regarding the nature of the request. Based on areview of the case, the SPT member may decide to choose one of the followingoptions:
a. Schedule and attend a case conference with program staff.b. Schedule a joint home visit with the ARS Case Manager.c. Schedule a home visit independent of the ARS Case Manager (with the Case
Manager taking the lead on informing the client).d. Take the case and provide treatment for a brief period, until other resources are
available.
9. Service Integration
Contractor may participate in the DCFS Child Family Team (CFT) process, asrequested and appropriate. If DCFS staff deems a CFT meeting is necessary for a PathII client, DCFS may invite Contractor’s staff to attend the CFT meeting; although, inthis scenario, the client may choose to exclude Contractor’s staff. For existing ARScases, client may choose to invite Contractor’s staff to the CFT meeting, who willfunction in a supportive role to the client and will be able to share, through their workwith the client, the client’s strengths and any areas of concern.
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10. Referrals and Engagement
a. Initiate contact to SSA referrals within three business days of the initial referral.b. If referral is for both parents and they live at different addresses, services for
both parents are to be provided.c. Contractor will employ a Parent Partner to assist with parent engagement and
will have a focus on engagement of fathers. Contractor has 21 calendar days toenroll a family or close the referral.
d. Contractor will complete the safety and risk assessment components of thestandardized acuity tool, SDM, to determine level of risk and case dispositionwith the family. Contractor will complete subsequent risk re-assessments asstipulated by SSA.
e. Contractor will provide clients with Health Insurance Portability andAccountability Act (HIPAA) Summary of Privacy Practices.
11. Screening Protocols
Contractor will implement and adhere to the protocols established for assessing anddocumenting concerns related to social support, domestic violence, substance use,and mental health for all ARS cases. All changes to a protocol must be submittedand approved prior to implementation and use. (Note: Screening protocols maychange at SSA discretion, following training of ARS staff)
For maternal depression, the Edinburgh Depression Scale screening measure willbe used.
Based on developmental measures, Contractor will be required to report oncompetence or concern in six areas of a child’s development within 90 days ofopening a case as follows:
a. Gross Motor.b. Fine Motor.c. Cognitive.d. Language and Communication (Receptive and Expressive).e. Emotions and Coping.f. Self Help.
The SPT will provide consultation and technical assistance with developmental specialists regarding the use and protocols of specific measures.
12. Screening Tools
Contractor will document how areas of developmental concern are being addressed(e. g., referral to Regional Center of the East Bay, school district infant program,appointment with pediatrician for speech and language referral, language
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evaluation, etc.). The following measures (tools) will be selectively used for this purpose:
a. Ages and Stages Questionnaire (ASQ)-done for all children ages 0-5b. Ages and Stages Questionnaire-Social Emotional (ASQ-SE)-done for all
children ages 0-5c. North Carolina Family Assessment Scale (NCFAS)-requiredd. SDM-required
13. Case Management and Support
a. Contractor will conduct face-to-face visits, at an average of one visit per week,for a maximum of six months. The ability to successfully complete the desirednumber of visits is based on the family’s willingness to schedule and keepappointments with the ARS Case Manager. Services may include any, or all, ofthe following: in-home parent support and education, child developmentscreening and education, mental health and substance abuse education, referralsto community-based treatment providers and Social Service Agency SelfSufficiency Centers.
b. Contractor will coordinate service delivery using a multidisciplinary approach,including consultation with the SPT as needed.
c. Caseload guidelines are based on managing a caseload range of 10-20 with anaverage of 13 (cases to each ARS Case Manager). Cases are defined as referredfamilies that have signed consent and enrollment forms on file. The number ofcases will vary each month as a result of the flow of calls regarding child abuseand neglect to the DCFS Child Abuse Hotline.
d. Contractor will adhere to Suspected Child Abuse and Neglect MandatedReporter responsibilities. Contractor will ensure that all staff working with thefamilies are trained regarding mandated reporting requirements and reportsuspected child abuse and neglect as required by law.
e. Contractor is responsible for providing and maintaining the technicalinfrastructure to support a web-based case management tool. This web-basedcase management tool will contain an electronic record of every family referredby SSA to the ARS program.
f. If a client referred to ARS initially declines services and subsequently contactsthe ARS Contractor within 30 business days requesting services, the ARSContractor must consult with the SSA ARS Program Manager (or designee) toobtain approval to engage and provide services to the client. If the request isapproved by the SSA ARS Program Manager, the ARS Management Analystwill provide a new SSA Referral ID for that client.
g. Contractor will complete Case Closure form to be provided by SSA.
14. Family Care Plan
In cooperation with the family, the Contractor will develop a family care plan that reflects family input, strengths, risk factors, and goals. Based on the results of the
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NCFAS assessment, the family care plan should include a family network of support to help the family achieve stated family care plan goals. The family network should and may include other collateral contacts including pediatricians, childcare providers, school personnel, other case managers, etc.
Contractor will provide assistance to complete forms throughout the application process for clients who have applied for public assistance. Contractor will coordinate family care plan with existing CalWORKs, Medi-Cal, CalFresh and employment service plans.
ARS Case Managers are to access SSA Linkages Liaison to help retrieve existing service plans that clients may already have to adhere to, coordinate, problem solve assistance issues, and navigate or secure new services.
15. Basic Needs Requests
Contractor will purchase “basic needs” items for families to support family stabilityand child well-being based on level of need, priority and availability of funds.Contractor will develop criteria for accessing the fund and present for review andapproval by the SSA. Contractor will enter data about basic needs assistanceprovided in the ARS Client Database. Basic Needs expenditures of $400.00 andabove will require approval of SSA ARS Program Manager (or designee).
16. Operations and Communications Structure
a. Contractor will provide services at their offices and satellite locations duringthe normal business hours of 8:30 a.m. - 5:00 p.m.
b. After hours (outside of normal business hours) home visits (Saturday andSundays included) and visiting clients at various locations, including outside ofthe county may be required on an as needed basis.
c. Service Delivery Sites must be accessible to the community county-wide.Satellite sites throughout the county with close public transportationaccessibility are strongly encouraged.
d. If Contractor enters into an agreement with another organization to provideservices to ARS clients, Contractor must develop and submit an MOU outliningthe roles and responsibilities of all parties participating in the collaborative.SSA must approve the MOU prior to execution of this contract. Any changesor amendments to the MOU must first be reviewed and approved by SSA.
e. Contractor is expected to participate in all levels of ARS planning meetings.Contractor will participate in special evaluation projects as required andsupported by SSA. The Contractor’s Executive Management Team is requiredto attend identified SSA meetings. Contractor will attend and participate in thefollowing meetings:
1) ARS Steering Committee Meeting - once a month. Attendees shall includeContractor’s Executive Director, Chief Program Officer, Program Director
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and others as requested by CFS. Facilitated by CFS Program Manager or designee;
2) ARS Practice Workgroup Meeting - once a month. Attendees shall include, Contractor’s Program Director, Clinical Supervisors, and others as requested by CFS; co-facilitated by Contractor’s Program Director and CFS Program Manager; and
3) Service Team Meeting - once a month. Attendees shall include all Contractors’ line-staff and others as requested by CFS. Facilitated by Contractor’s Program Director or designee.
17. ARS Client Database
The ARS Client Database will be web-based and developed, implemented and maintained by the Contractor, to the approved specifications of the SSA. The ARS Client Database will be secure, include firewalls and the following database capabilities. This is not an exhaustive list of data collection and program reporting requirements. Alameda County SSA may modify or expand the data gathering and reporting requirements of this program, as necessary. a. Comprehensive information on all families referred to and served by the ARS
program, including, but not limited to referral ID numbers, gender, ethnicity, birth date, zip code catchments and all demographic information requested by SSA.
b. The ability to collect, analyze and report on all client information and data that are relevant to the Results Based Accountability (RBA) deliverables.
c. The capacity to contain narrative Family Care Plan information (including case notes).
d. The ability to generate a variety of reports and documents including, sophisticated statistical reports, point-in-time staff caseload information and respond to any of SSA’s data requests.
Contractor will designate and maintain at least one qualified staff person who will serve as the ARS Client Database Super User and Database Liaison to SSA.
18. SSA Children and Family Services/Case Management System (CFS/CMS) Database Transition
Contractor will maintain a secure ARS Client Database that will conform to specifications approved by SSA.
The Database Super User will be responsible for the following: a. Serve as the liaison between Contractor and SSA CFS/CMS Database Program
Coordinator; b. Initiate requests to SSA CFS/CMS Database Program Coordinator to establish
SSA approved database user accounts for ARS staff;
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c. Provide notification of ARS staff changes that require access to data to the SSACFS/CMS Database Program Coordinator to be revoked or modified;
d. Inform all authorized database users of data sharing practices betweenpartnering contractor to include client confidentiality, security and privacypractices;
e. Support database functionality for all modules of database used by theContractor;
f. Escalate unresolved issues including appropriate documentation to the SSACFS/CMS Database Program Coordinator;
g. Participate in “Train the Trainer” sessions to provide in-house training for newfeatures and enhancements to database and train new staff.
19. ARS Database Support and Data Management and Reporting Requirements
To ensure compliance with documentation and reporting requirements, Contractor will identify a Reporting Liaison on the Contractor’s staff. The Reporting Liaison will be responsible for the following:
a. Quality Assurance for data collection in the SSA approved database/ARS ClientDatabase;
b. Meeting all report requirements and deadlines;c. Orienting and training all existing and new staff on obtaining informed consent,
confidential policies, and database data collection requirements;d. Contractor staff will complete all other required case management
documentation (i.e., family risk assessment tool, referrals tab, etc.) incompliance with the end of period reporting requirements.
e. Contractor is responsible for monthly data reporting to ARS program staff.Contractor will identify an ARS Reporting Liaison who will be responsible forsubmitting an accurate monthly ARS Closures and Enrollments form summaryto the ARS Management Analyst, via secure email, by the 7th business day ofthe month following services. The form will include the following informationby sequential SSA Referral ID number:
1) Closures: referral name, SSA Referral ID number, date received, dateclosed and closure code.
2) Enrollments: referral name, SSA Referral ID number, date received, anddate client enrolled in services.
f. Contractor will provide closure summaries for each (closed) referral listed onthe monthly ARS Closures and Enrollments form by the 15th business day ofthe month following services. Prior to forwarding to SSA, Contractor will auditapprove individual closure forms to ensure accuracy and completion of all datafields, including a detailed Progress and Status Summary narrative that detailsfamily’s progress towards case plan goals, strengths, challenges successes,child development and other relevant information. The information in thenarrative will support the numeric closure reason. All data submitted to ARSManagement Analyst will match the client information that has been entered,by the Contractor, in the SSA approved ARS Client Database.
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g. Upon request, Contractor will provide missing data information and participatein SSA data quality assurance activities, as requested by ARS ManagementAnalyst or designee.
20. Case Closing
Contractor shall submit an Individual Closure Form to CFS Management Analystwhen a client:a. Has completed six months of in-home support services; orb. Has not completed six months of in-home support services, however, has
completed family care plan goal; orc. Has not made adequate progress towards family care plan goals; ord. Has not participated for 21 consecutive days from last contact (phone, letter
from family, face to face contact).
21. Stand Down Policy-Suspension of Services
Contractor will immediately suspend services when CFS has received an additionalChild Abuse/Neglect report after the date of referral. Contractor’s staff will ceasefrom engaging the family in any capacity until CFS notifies Contractor’s ClinicalSupervisor.
For enrolled clients, the amount of time services have been suspended will notcount towards the service time allotted. Contractor may be required to close thecase as instructed by the CFS ARS Program Manager.
If referred parent or caregiver has not been contacted by Contractor and has notenrolled in Contractor’s services within the 21-day time frame, the referral iseffectively cancelled and returned to CFS ARS Management Analyst. CFS ARSManagement Analyst will re-refer the parent or caregiver as a new ARS referral, asappropriate.
22. Service Extension
Contractor will complete request for client service extension at the five monthsservice mark and submit to SSA ARS Program Manager for review and approvalor denial, identifying specific goals and reasons for the extension request. ARSservices cannot be extended past nine months.
23. Re-Enrollment
When a non-enrolled parent or caregiver initially declines services or an enrolledclient was closed due to no contact for 21 consecutive days but wants to re-enrollin services, Contractor can submit a re-enrollment request to CFS ProgramManager. Re-enrollment request must include parents’ or caregiver’s name, referralnumber, and rationale for re-enrollment in services. CFS Program Manager shall
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review requests within one week from the date of request and determine authorization for re-enrollment.
Once a parent or caregiver has been approved to re-enroll, CFS ARS Management Analyst shall generate a new ARS referral number with start date and shall send it to Contractor. Re-enrolled clients shall be entitled to the balance of their service time from the time case originally closed. If the family is denied re-enrollment, Contractor’s Program Director shall notify the family of denial.
24. Mandated Reporter Responsibilities
Contractor is mandated to report suspected child abuse and/or neglect underCalifornia Law and is required to ensure that all staff working with families aretrained regarding mandated reporting requirements (this includes, but is not limitedto: Case Managers, Family Advocates/Social Workers, Clerical Staff, SubstanceAbuse Counselors, Clinical Supervisors and Executive Directors). If the Contractorsuspects child abuse and/or neglect of a child receiving ARS services, beyond theallegations which brought the family to the attention of DCFS and Contractor forservices, Contractor will report suspected abuse and/or neglect to the AlamedaCounty Child Abuse Hotline (510) 259-1800.
25. Critical Incidents Response
In the event that the Contractor is made aware of, either directly or via thecommunity, the death of a child whose family is either actively engaged in ARSservices or was previously engaged in ARS services, Contractor is to notify theDCFS ARS Program Manager (or their designee) immediately via email messageand telephone call. Funeral cost may be covered up to $5,000. Other examples ofcritical incidents may include severe injury to a child/family member, communityviolence, death of a family member, etc.
26. Hours of Operation
Contractor will maintain the following minimum hours of operations:Office Hours: Monday through Friday 8:30 a.m. to 5:00 p.m.Contractor’s staff will be available for field-based services outside regular businesshours and on occasion, travel outside of the County.
27. Service Delivery Sites
Service delivery sites must be accessible to the community county-wide and withpublic transportation accessibility. Contractor will provide field-based services atthe following locations:
a. 920 Peralta Street, Oakland, CA 94607b. 3001 International Boulevard, Oakland, CA 94601c. 1558 B Street, Hayward, CA 94544
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IV. Performance Measures
SSA has adopted the Results-Based Accountability (RBA) framework to strengthen and increase data collection and improve contract performance. The RBA framework establishes performance measures which will allow SSA to track the positive impact and benefits of services for the target population by focusing on three critical questions: How much work was done? How well was it done?, and Is anyone better off?.
RBA Performance Measures Target Goal
How to Calculate Service Provider Internal Data
Collection Method for
Performance Measure
How
Muc
h D
id W
e D
o?
Performance Measure 1a. Contractor shall initiate contact with all families referred by SSA within 3 business days.
90% # families for whom contact was attempted within 3
business days # families referred for whom
3 days have elapsed since referral
Performance Measure 1b. Contractor shall attempt to schedule a face-to-face meeting with all families referred by SSA at least three times within 21 calendar days before returning a referral to SSA. Attempted contacts may include one phone call, one letter, and when appropriate, one home visit/other face-to-face contact.
95% # families receiving three attempts to schedule a face-to-face meeting by 21 days
since referral * # families for whom 21 days have elapsed since referral
Performance Measure 2a. Percent of referred Path I families enrolled in ARS. Enrollment in Path I is defined as: family has completed required program participation documents, including but not limited to: Consent to Participate in Program Activities.
50% # Path I families who signed program participation
documents # referred Path I families
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Performance Measure 2b. Percent of referred Path II families enrolled in ARS. Enrolled in Path II is defined as: family has completed required program participation documents, including but not limited to: Consent to Participate in Program Activities.
65% # Path II families who signed program participation
documents # referred Path II families
How
Wel
l Was
It D
one?
Performance Measure 3a. Percent of families that will have completed an initial NCFAS assessment within 60 days of enrollment.
80% # families with completed NCFAS at 60 days after
enrollment # families with an active case
60 days after enrollment
Performance Measure 3b. Percent of families who have completed a second NCFAS assessment before or at case closing.
80% # families with two completed NCFAS
assessments at case closure # families with a 647 case
closure code Performance Measure 3c. Percent of families that will have completed Family Care Plan within 60 days of enrollment.
80% # families with a completed Family Care Plan at 60 days
after enrollment # families with an active case
60 days after enrollment
Performance Measure 4. Percent of families reporting satisfaction of service at the end of program services.
80% # families reporting satisfaction of service
# families with a 647 case closure code
Is A
nyon
e B
ette
r O
ff?
Performance Measure 5. Percent of enrolled families who have shown improvement in family functioning in at least one domain in the NCFAS assessment by the end of program services.
80% # families showing improvement in family
functioning in at least one domain of the NCFAS
# families for whom there are 2 completed NCFAS
assessments
Performance Measure 6. Percent of enrolled families who have made partial attainment of family care plan goals by the end of program services.
80% # families who have completed at least 1 case plan goal at 5 months of
service # families whose case is
closed (with any code) who received 5 months of service
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Performance Measure 7a. Path I: Absence of re-referrals within 6 months of ARS closure date.
90% # Path I families who have not had a substantiated
referral within 6 months of case closure
# Path I families for whom 6 months has elapsed since
case closure with a 647 case closure code
Performance Measure 7b. Path II: Absence of re-referrals within 6 months of ARS closure date.
90% # Path II families who have not had a substantiated
referral within 6 months of case closure
# Path II families for whom 6 months has elapsed since
case closure with a 647 case closure code
Def
initi
ons * Families will be counted as meeting this criterion if they schedule a
face-to-face meeting or refuse services after one or two attempts. Families will be counted in the month in which 21 days have elapsed since referral.
The service provider will be responsible for developing a system to collect and analyze each performance measure on a monthly and/or quarterly and/or annual basis. In addition to tracking the progress towards the above performance measures, the service provider will provide an annual quality assurance report that demonstrates the strategies employed to ensure data quality and accuracy.
SSA may request individual client data on the services provided for evaluation and/or quality assurance purposes.
V. Reporting Requirements
A. Contractor shall identify a Super User who shall provide support for SSA’s approved database, CFS/CMS. Contractor’s Super User shall serve as the liaison between Contractor and SSA’s Office of Policy, Evaluation and Planning (OPEP) Management Analyst and; 1. Initiate request to the SSA OPEP Management Analyst (CFS/CMS Coordinator);
to establish SSA approved database user accounts; 2. Provide notification to the SSA OPEP Management Analyst (CFS/CMS
Coordinator) of staff changes that require access to database to be revoked or modified;
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3. Inform all authorized database users of data sharing practices between partneringsubcontractor to include client confidentiality, security and privacy practices;
4. Support database functionality for all database modules used by the Contractor;5. Escalate unresolved issues including appropriate documentation to the SSA OPEP
Management Analyst;6. Upon request, shall participate in the new database functionality testing as it relates
to the Contractor; and7. Participate in CFS “Train-the Trainer” sessions to provide in-house training for new
features and enhancements to database and train new staff.
B. To ensure compliance with case file documentation requirements, Contractor’s Reporting Liaison shall be responsible for the following:
1. Performing Quality Assurance activities on data entered into the SSA approveddatabase;
2. Meeting all report requirements and deadlines;3. In partnership with Contractor’s Super User, the Reporting Liaison shall also orient
and train all existing and new staff on confidentiality policies, obtaining informedconsent and data collection requirements;
4. Complete all required case management documentation (i.e. Family RiskAssessment Tool, Referrals Tab, etc.) by the end of the reporting period; and
5. Keep copies of signed client consent forms on file.
C. Contractor shall comply with the reporting requirements and shall submit the following reports:
1. An accurate monthly ARS Closures and Enrollments Summary form sent to CFSARS Management Analyst, via secure email, by the 7th business day of the monthfollowing services. The form shall include the following information by sequentialCFS Referral ID number:
a) Case Closures: referral name, CFS Referral ID number, date received, dateclosed and closure code; or
b) Enrollments: referral name, CFS Referral ID number, date received, and dateclient enrolled in services.
2. Monthly closure summaries for each closed referral by the 20th business day of themonth following services. Prior to forwarding to CFS, Contractor shall review andapprove individual closure forms to ensure accuracy and completion of all datafields. Each closure summary shall include a complete Progress and StatusSummary narrative that details the family’s progress towards family care plangoals, strengths, challenges, successes, child development and other relevantinformation. The information in the narrative shall support the numeric closurereason. All data submitted to CFS ARS Management Analyst will match the clientinformation that has been entered, by the Contractor, in the CFS/CMS database.
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3. Upon request, Contractor shall also provide missing/updated data and other related information in CFS data quality assurance activities, as requested by CFS ARS Management Analyst or designee.
VI. Additional Requirements
A. Mandated Reporter Responsibilities Contractor is mandated to report suspected child abuse and/or neglect under California Law and is required to ensure that all staff are trained regarding mandated reporting requirements which includes, but is not limited to: Family Support Specialists, Parent Partners, Clerical Staff, Clinical Supervisors, Program Directors and Executive Directors. If Contractor suspects child abuse and/or neglect beyond the allegations which brought the family to the attention of CFS/Contractor for services, Contractor shall report suspected abuse and/or neglect to the Alameda County Child Abuse Hotline (510) 259-1800 to file a suspected child abuse report.
B. Child Death Response In the event that the Contractor is made aware of, either directly or via the community, the death of a child whose family is either actively engaged in ARS services or was previously engaged in ARS services, Contractor shall notify the CFS ARS Program Manager immediately via email message and telephone. Funeral cost may be covered up to $5,000.
C. Civil Rights/Cultural Competency
The provision of culturally and linguistically competent services shall be reflected in all areas of ARS service delivery, programmatic and administrative services related to this contract. The Contractor’s policies and administrative practices shall reflect the cultural, ethnic, and linguistic diversity of the Alameda County child welfare population to be served. As such, Contractor shall not discriminate against any client based on race, sex, age, religion, national origin, color, ethnicity, developmental disability, political affiliation, sexual orientation, marital status and/or medical condition. Additionally, Contractor shall not, in connection with the employment, advancement, or discharge of their employees (or subcontractors) discriminate against staff based on race, sex, age (over 40), religion, national origin, color, ethnicity, developmental disability, political affiliation, sexual orientation, marital status and/or medical condition. D. Professional Conduct
SSA values professionalism among its staff, volunteers and contractors in carrying out CFS’s mission of improving the lives of children and families in Alameda County by serving children and youth who have experienced, or are at risk of experiencing, abuse or neglect. Professionalism includes demonstrating excellence, integrity, respect, compassion, accountability regarding contractual obligations and responsibilities. It is the expectation of SSA that all contractual staff will conduct themselves in a professional
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manner in all of their interactions with clients, CFS staff, members of the public and others to promote excellence, integrity and to ensure that all persons are treated with respect, dignity and courtesy and to promote communication and collaborative teamwork with SSA.
E. Media
The SSA Director of Public Affairs serves as the official spokesperson for Alameda County Social Services. Contractor agrees not to discuss issues, situations, client information related to Alameda County and/or ARS services with any media personnel. All media inquiries shall be referred to the CFS ARS Program Manager. If cases are receiving known media coverage attention, contractor will notify CFS ARS Program Manager.
F. Contract Monitoring Requirements
SSA CFS staff and SSA Contracts Office Liaison may at any time, upon one week’s notice, monitor and conduct an evaluation of operations, which may include site visits and reviews of Contractor’s financial records, client case files, and other records and materials to determine progress in the achievement of program goals and objectives and service criteria and requirements as specified within this agreement. A final report will be prepared by the CFS and Contracts Office Liaison to provide feedback on areas of compliance and/or non-compliance. Contractor shall submit a written corrective action plan to the Contracts Office Liaison in response to all findings of non-compliance. A follow-up monitor visit shall be conducted to ensure that all corrective action measures have been completed and Contractor is in compliance with contract requirements. Contractor shall be responsible for monitoring all subcontractors under this agreement.
VII. Entirety of Agreement
Contractor shall abide by all provisions of Community Based Organization (CBO) MasterContract General Terms and Conditions, all Exhibits, and all Attachments that areassociated with and included in this contract.
VIII. Contractor Responsibilities - Client Grievance Policy
SSA Contractors are required to have a Client Grievance Policy in place and to disclosethe policy to all SSA clients during the Client Intake Process. As evidence that a ClientGrievance Policy is in place and all SSA clients provided services by the Contractor havebeen made aware of its existence, Contractor must obtain the signature of each SSA clienton a copy of the policy acknowledging they were made aware of it, understand it, andreceived a copy of the signed document. Contractor must also place a copy of the signeddocument in each client’s case file and make the files available for review by County staffupon request. See Attachment A for a sample SSA Grievance Policy. An MS Word file ofthe SSA Grievance Policy Template is available through your SSA Contract Liaison.
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IX. Language Access Requirement for Contractors
Please see Attachment B for more information regarding Limited English Proficient (LEP)client language access requirements for contractors with Alameda County.
X. Confidentiality
Contractors shall use client information provided by the County, or by the client, only for the purpose of performing contracted responsibilities. The improper use or disclosure of confidential case information for any other purpose is a misdemeanor under California Welfare and Institutions Code Section 10850. Contractors shall inform all of their employees (including subcontractors) of the requirements concerning Confidentiality in the handling of client information. The County may take further steps to ensure Contractors' awareness of the provisions of California Welfare and Institutions Code Section 10850, and may require that Contractors have employees sign acknowledgment of their understanding of said statute and its provisions.
Contractor shall maintain all information gathered pertaining to clients in a secure environment in order to ensure the clients’ right to confidentiality, and the Contractor will not release such information to any Third Party who is not directly responsible for management of the client’s contracted activities, without the prior written consent of the client. Individual client case files shall be in a locked cabinet at the end of every business day. Please see Attachment C.
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Exhibit A-1 A Better Way, Inc.
Another Road to Safety (ARS) Job Descriptions
Data/Administrative Assistant: The ARS Data/Administrative Assistant offers critical support to this team by inputting and collecting demographic and data related information about the families we serve. S/he has the capacity, knowledge and professionalism needed to work within a multi-disciplinary team dedicated to providing culturally sensitive and family-friendly support to families at risk of Child Welfare intervention.
Role: Under the supervision of the Program Director, this Data/Administrative assistant position provides clerical and administrative support for the Program Manager and staff. Primary duties include fielding telephone calls, coordinate the client intake process. Check clients’ eligibility requirements. Assist with preparation of monthly summary of data. Maintain positive interpersonal relations with the business community, clients and staff as that promote team building and positive community and business relations.
Qualifications:
1. Bachelor’s degree in related field or 3 years of experience supporting management levelfunctions in a nonprofit social work setting
2. Experience managing confidential information with HIPAA settings3. Advanced computer skills, with emphasis on MS Office (Word, Excel, Outlook, Access,
and Publisher)4. Excellent verbal and written communication5. Excellent organizational and data management skills6. Sensitivity to and strict adherence to guidelines regarding confidentiality7. Bilingual in Spanish preferred8. Pass criminal background check9. Excellent interpersonal skills which include communication, listening skills
approachability, and attitude10. Represent A Better Way, Inc. in a positive and professional manner during
telephone/written communication and in-person contact with clients, foster parents, andstaff
11. Requires sensitivity in communication with children, as well as sensitivity to their issues(foster children in particular), the nature of the business the organization conducts withregard to foster children and privacy/confidentiality issues. Patience and tolerancerequired.
12. Experience in community based social services13. Demonstrate an understanding of child/adolescent development14. Have an ability to engage with families from diverse communities15. Valid California Driver’s License16. Reliable transportation and proof of insurance
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17. Experience working with individuals from diverse backgrounds18. Ability to pass background clearance and clear TB Test
Parent Partner (PP) is a legal guardian, biological parent, or adoptive parent that has successfully reunified with their child(ren), who were once dependents, through completing requirements set forth by the Child Welfare System. In addition, this includes caregivers who have successfully completed Family Maintenance, Informal Family Maintenance, and Another Road to Safety. A Parent Partner’s child welfare or ARS case must be closed and dependency dismissed. The primary goal of the Parent Partner is to engage the family and to increase the overall engagement rate of the ARS program. Therefore, whenever possible, the initial contact with the family will be done by the Parent Partner.
1. PP contacts the parent within three business days of referral.2. Assume all case management duties for Path I and Path II families.3. Visit the client and conduct North Carolina Family Assessment Scale (NCFAS)
assessments, develop individualized and outcome-driven service plans.4. Engage families in services through a strength-based working relationship by meeting with
families in their homes or in the community, once a week for 1 to 1.5 hours.5. Provide family support and informational services (i.e., home-teaching, motivational
support, parent education, coaching, supportive problem solving, when appropriate,linkages to drug and alcohol treatment programs and domestic violence services, etc.).
6. Assist in coordinating transportation to appointments, meetings, and classes, as well as buspasses as needed.
7. Update service plan, as needed with the family.8. Close cases as appropriate, conducting NCFAS at time of closure.9. Develop and maintain case files in the secure, web-based CFS/CMS (system containing
assessment information, family care plan, and record of contacts with clients.10. Track and monitor case activities through the life of a case and case closure.11. Provide services to a caseload of at least 10 families per month per FSS and Parent Partners,
for a maximum of 20 cases. The best caseload practice standard being 13 cases per FSS orPP.
12. Maintain knowledge of community services including referral and qualificationrequirements.
13. Identify, establish, and link families to services and resources including on-site services aswell as neighborhood-based services.
14. Conduct NCFAS re-assessment prior to case closing.15. Fulfill mandated reporter responsibilities and re-refer to the CFS Child Abuse Hotline, as
necessary (510) 259-1800.16. Collaborate with service providers and consult with Children’s Hospital Oakland (CHO)
Consultants, as approved by ARS Supervisors, when clinical expertise is needed indevelopment of service plans, etc.
17. Participate in community outreach activities.18. Participate in regular Multidisciplinary Team Meetings (MDTs), Service Team Meetings
(STMs), individual supervision sessions and other meetings as appropriate.19. Complete the necessary trainings and all County provided training related to ARS as
determined by the County.
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20. Primary focus on Family Engagement and Father Engagement.21. Work intensively with birth parents to increase mothers' and fathers' engagement and
participation in family care plans.22. Share insight and understanding about their personal experiences that may help the birth
parents be successful in their own reunification program efforts.23. Provide support in accessing referrals given by FSS.24. Confidentiality and mandated reporting requirements will be discussed at first meeting with
the family.25. Making phone calls and home visits.26. Assisting parents in accessing services.27. Accompanying parents to their appointments (doctor, housing, intake, CFTs, etc.).28. Completing monthly reports and other paperwork as required.29. If PP lives in close proximity to the client, ABW will follow their internal guidelines to
determine conflicts in FSS assignments and make necessary modifications to best meet theclient’s needs.
30. Meeting with the FSS regularly to maintain mutual goals for clients.31. Other duties as needed.
Minimum Qualifications: Serve as parent/family advocates to families receiving ARS services. To qualify for employment in ARS, a Parent Partner’s child welfare case has to be closed and dependency dismissed.
Parent Partner Supervisor (PPS): The ARS Parent Partner Supervisor offers individual supervisory support to Peer Parents who make up half of the ARS service staff. The Parent Partner Supervisor has personal lived experience navigating the Child Welfare system and has demonstrated the professional skills necessary to serve as manager. The Parent Partner Supervisor is trained and skilled in mentoring other families. The Parent Partner Supervisor has the capacity, knowledge and professionalism needed to work within a multi-disciplinary team dedicated to providing culturally sensitive and family-friendly support to families at risk of Child Welfare intervention.
Role: Under the supervision of the Program Director, the Parent Partner Supervisor provides mentorship support, and managerial oversight of the Parent Partners. The Parent Partner Supervisor offers coaching and firsthand knowledge through their own experiences. The Parent Partner Supervisor works collaboratively with the Parent Partners to provide community resource linkages to families in need of stabilization. The Parent Partner Supervisor also helps to ensure that culturally sensitive and family friendly engagement practices permeate all of our program offerings. When necessary the Parent Partner Supervisor assist Parent Partners with professional development challenges.
Qualifications: Required: A Biological parent, Legal guardian, or Adoptive parent that has lived experience and involvement with the Department of Children and Family Services or Another Road to Safety Program. A Parent Partner Supervisor must have successfully completed the requirements of one
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of the service programs below and have had their dependency dismissed (Family Reunification, Family Maintenance) or case closed (ARS, Informal Family Maintenance) for at least 1 year:
Another Road to Safety Services Informal Family Maintenance (IFM) Family Maintenance (FM) Family Reunification (FR)
In addition, the individual must have the following: Experience in community based social services Demonstrate an understanding of child/adolescent development Have an ability to engage with families from diverse communities Bilingual in Spanish preferred Exhibit strong organization skills Excellent verbal and written skills Valid California Driver’s License Reliable transportation and proof of insurance Flexible schedule Experience working with individuals from diverse backgrounds Ability to pass background clearance and clear TB Test
Duties and Responsibilities:
1. Demonstrate a leadership role as part of the ARS management team that includes thefollowing:
a. Participate in ARS Leadership Team meetingsb. Assist in the execution of trainings for ARS staffc. Will participate in corrective action plan for Parent Partners
2. Coach Parent Partners to outreach to families at risk of child abuse and neglect andmaintain ongoing contact with client families and other service providers to monitorservice delivery and assess needs.
3. Provide on call assistance to staff.4. May participate in weekly home visits with all family members participating in the
program.5. Assist the Parent Partners case management services to clients and significant others as
appropriate to support the client families, including crisis intervention, referrals, etc.6. Develop familiarity with outside agencies and service providers and maintain knowledge
of services they provide in order to support referred families to ARS.7. Excellent writing skills needed to prepare written reports and documentation of daily,
weekly, monthly and annual reports.8. Assists in the ongoing development and evaluation of the Parent Partners.9. Participates in outreach and community events as needed.10. Participates in related trainings and workshops.11. Conduct weekly supervision with Parent Partners.12. Communicate effectively with Family Support Specialist, Parent Partners, and other
members of the ARS Leadership Team.13. Prepare presentations and training materials for Parent Partners.
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14. Other duties as assigned.
Family Support Specialist I and II - is the primary service coordinator for families assessed to receive ARS services. The Contractor will supervise and train the Family Support Specialists (FSS) to work with children and families that are referred by CFS. The FSS will perform the following duties, including but not limited to:
1. The FSS contacts the parent within three business days of referral.2. Assume all case management duties for Path I and Path II families.3. Visit the client and conduct NCFAS assessments, develop individualized, outcome-driven
service plans.4. Engage families in services through a strength-based working relationship by meeting with
families in their homes or in the community once a week for 1-1.5 hours.5. Provide family support and informational services (i.e., home-teaching, motivational
support, parent education, coaching, supportive problem solving, when appropriate,linkages to drug and alcohol treatment programs and domestic violence services, etc.).
6. Assist in coordinating transportation to appointments, meetings, and classes, as well as buspasses as needed.
7. Assisting parents in accessing services.8. Update service plan, as needed with the family.9. Work intensively with birth parents to increase mothers' and fathers' engagement and
participation in family care plan activities.10. Close cases as appropriate, conducting post-NCFAS at time of closure.11. Develop and maintain case files in the secure, web-based CFS/CMS system containing
assessment information, family care plan, and record of contacts with clients.12. Track and monitor case activities through the life of a case and case closure.13. Provide services to a caseload of at least 10 families per month per FSS and PP, for a
maximum of 20 cases. The best caseload practice standard being 13 cases per FSS or PP.14. Maintain knowledge of community services including referral and qualification
requirements.15. Identify, establish, and link families to services and resources including on-site services as
well as neighborhood-based services.16. Conduct NCFAS re-assessment prior to case closing.17. Collaborate with service providers and consult with Children’s Hospital Oakland (CHO)
Consultants, as approved by ARS Supervisors, when clinical expertise is needed indevelopment of service plans, etc.
18. Fulfill mandated reporter responsibilities and re-refer to the CFS Child Abuse Hotline, asnecessary (510) 259-1800.
19. Participate in community outreach activities.20. Participate in regular Multidisciplinary Team Meetings (MDTs), Service Team Meetings
(STMs), individual supervision sessions and other meetings as appropriate.21. Complete the necessary trainings and all County provided training related to ARS as
determined by the County.22. If FSS lives in close proximity to the client, ABW will follow their internal guidelines to
determine conflicts in FSS assignments and make necessary modifications to best meet theclient’s needs.
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23. Other duties as needed.
Minimum Qualifications for FSS I: A Bachelor’s degree and three to five years of full-time work experience. The FSS I will work under the close supervision of a Clinical Supervisor.
Minimum Qualifications for FSS II: A Master’s degree in Social Work (MSW), Psychology or other closely related field and at least two years of full-time professional level experience. The FSS II will work under the close supervision of a Clinical Supervisor.
Clinical Supervisor - will assume all supervisory duties of Parent Partners (PP) and Family Support Specialists (FSS) that will include but not be limited to the following:
1. Provide direct supervision and clinical supervision to FSS at minimum once per week forone hour for the first 4-6 months, then every other week thereafter.
2. Supervise Parent Partners and assist them with client engagement strategies. Supervisionshall be a minimum once per week for one hour for the first 4-6 months, then every otherweek thereafter.
3. Provide weekly group supervision to staff seeking Clinical Hours.4. Perform duties of FSS as needed.5. Provide assistance and consultation to FSS to support family service plans/goals.6. Serve as a single point of entry for all referrals made by CFS and assign referrals to FSS
with strong consideration of cultural and linguistic needs of the family.7. Maintain and improve community resource database for case management use.8. Maintain current knowledge of community services including referral and qualification
requirements.9. Participate in SSA, CFS and other County Meetings, as required.10. Attend trainings, as required.11. Recruitment and training of FSS, Clinical Supervisor(s), Parent Partner, and other staff as
needed.12. Approve and sign timecards, leave/sick time, etc.13. Conduct annual performance evaluations of staff.14. Provide coaching and professional development.15. Identify other appropriate trainings for FSSs and PPs.16. Collaborate with service providers (including CFS Supervisors) and consult with
Children’s Hospital Oakland (CHO) Consultants, when clinical expertise is needed indevelopment of service plans, etc.
17. Using evidence-based practice(s), assist the family in addressing the issue of substanceabuse that impacts their ability to safely care for their children.
18. Work collaboratively with other providers and staff involved in the case.19. Monitor clients’ substance abuse treatment progress.20. Provide required data and reports.21. Maintain accurate documentation in CFS/CMS data base.22. Assess clients for substance abuse in the field and provide the client access to both
outpatient and inpatient treatment services.
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Minimum Qualifications: Licensed Clinical Social Worker (LCSW), Marriage Family Therapist (MFT) or Licensed Professional Clinical Counselor (LPCC) and at least two years of staff supervision. Be experienced in working with the child welfare population and court systems.
Program Director - is responsible for day-to-day management of the ARS program. Duties include:
1. Hire, train, supervise and coordinate Supervisors, FSSs and PPs.2. Responsible for reviewing Path I and Path II referrals and service plans.3. Coordinate and participate in the implementation of differential response, its goals,
objectives, policies and procedures.4. Ensure cases are up-to-date and case information is current to ensure validity and accuracy
of reports.5. Read progress notes, review cases in the CFS/CMS system for content with staff and ensure
cases are up-to-date on at least monthly basis. Be able to provide case notes when requestedby County within one business day when requested by County.
6. Ensure the quality and quantity of the home visits. This includes shadowing case managerson home visits once per quarter for each staff member working with clients.
7. Ensure the quality and timeliness of ARS closure paperwork and client data reportedmonthly to CFS.
8. Provide individual and group supervision, including sign-off on closed client files, as themeans for additional quality control.
9. Conduct regular meetings with ARS staff to ensure all appropriate policies and guidelinesare followed.
10. Coordinate all community efforts around ARS to ensure seamless process for families.11. Act as liaison and maintain effective working relationship with CFS and other community-
based public and/or private organizations, and the community.12. Act as advocate and spokesperson in the community in support of ARS programs and
services.13. Comply with County audits and site visits.14. Provide all required reports on a timely manner.
Minimum Qualifications: Master’s Degree in Social Work, Psychology or other closely related field; and at least four years of full-time professional level experience, including at least two years of staff supervision and a professional license (LCSW, MFT or LPCC).
Chief Program Officer - is responsible for developing, implementing and maintaining program operation in accordance with County’s contract requirement.
1. Responsible for ensuring compliance with all policies and guidelines, stay current with anychanges and updates.
2. Review cases in CFS/CMS for content and compliance on a monthly basis.3. Ensure progress notes are accurate and timely. Be able to provide case notes when
requested by County within one business day when requested.4. Comply with County audits and site visits.5. Provide all required reports and data.
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6. Prepare, administer and monitor the program budget to ensure the accomplishment of theprogram and service objectives within budget restrictions.
7. Oversee hiring, training and supervision of Program Director, and Clinical Supervisors,Family Support Specialists and Parent Partners. Staff must reflect region’s demographicsto be culturally and linguistically appropriate for the population served.
Minimum Qualifications: Master of Business Administration (MBA) or Master of Public Administration (MPA) level or equivalent with at least six years of full-time professional level experience that includes at least four years of staff supervision, budgeting, finance, grants management, human resources, program planning and the provision of general administrative services in a social services or public health setting.
Chief Operating Officer - MBA, MPA, or MSW level or equivalent with at least four years of full-time professional level experience that includes data management and analysis, program planning, design and evaluation activities, process improvement and continuous quality assurance activities.
Chief Executive Officer (CEO) - MBA, Bachelor of Business Administration (BBA), MPA, or MSW level or equivalent with at least eight years of full-time professional level experience that includes at least six years of executive management experience in the supervision/direction of multi-disciplinary staff in a public setting, development of public policy, finance, grants management, program planning, design and evaluation, continuous quality assurance activities and serving a population impacted by the issues of disparity and disproportionality.
Attachment A
CLIENT GRIEVANCE POLICY
WHAT TO DO IF YOU HAVE A GRIEVANCE
If you have a complaint about the performance of ( _) INSERT NAME OF CONTRACTOR
staff, and/or you feel you have been treated unfairly, the following are the steps you should take to have your complaint heard:
1. Talk privately to the person with whom you have the problem. We encourage you to try firstto work out the problem in an open and informal way.
2. If you do not feel comfortable talking with the person with whom you have the problem, oryou do talk with them and are not satisfied with the outcome, you may make an appointmentto speak with or submit a written complaint (which may be in your own language) to
( __ __ _____)’s Executive Director or designee. INSERT NAME OF CONTRACTOR
If you have good cause to use another medium to communicate your complaint, such as a tape recording, you may do so. The Executive Director or designee shall meet with you or provide you with a written response to your written complaint within ten (10) working days of the meeting or receipt of your written complaint.
3. Or, if you prefer, you may bypass the above steps and immediately contact the funding agencybelow:
Alameda County Social Services Agency Contracts Office
1111 Jackson St., Suite 103 Oakland, CA 94607
Email: [email protected]
I certify that the information in this document was explained to my satisfaction in my own language and a copy of this form was given to me. I understand that by signing below, I hereby
authorize (____________________________________________) to release all my information INSERT NAME OF THE CONTRACTOR
pertaining to my grievance to the Alameda County Social Services Agency.
____________ Client’s Name (printed)
____________ ___ Client’s Signature Date
(Revised 9/6/19)
ANEXO A
POLITICA PARA QUEJAS DE CLIENTES
QUE HACER SI USTED TIENE UNA QUEJA
Si tiene una queja acerca del desempeño del personal de ( ____) INSERTAR NOMBRE DEL CONTRATISTA
o siente que se le ha tratado injustamente, tendrá que seguir los siguientes pasos para que su quejasea escuchada:
1. Hable en privado con la persona con quien tiene el problema. Le recomendamos que trate desolucionar el problema de una manera abierta e informal.
2. Si no se siente cómodo hablando con la persona con quien tiene el problema, o habla con esapersona y no está satisfecho/a con los resultados, puede hacer una cita para hablar con eldirector ejecutivo de (______________ ) o su representante, o
INSERTAR NOMBRE DEL CONTRATISTAenviarle la queja por escrito (la cual puede ser en su propio idioma). Si tiene una buena razónpara utilizar otro medio de comunicar su queja, como una cinta de grabación, lo podrá hacer.El director ejecutivo o el representante se reunirá con usted o le proveerá una respuesta porescrito a su queja en el plazo de diez (10) días hábiles a partir de su cita o de haber recibido suqueja por escrito.
3. O, si usted prefiere, puede evitar los pasos previos y contactar, inmediatamente, al siguienteorganismo de financiación:
Agencia de Servicios Sociales del Condado de Alameda Contracts Office
1111 Jackson St., Suite 103 Oakland, CA 94607
Correo electrónico: [email protected]
Certifico que la información en este documento fue explicada para mi entera satisfacción y en mi propio idioma, y que se me dio una copia de este formulario. Comprendo que al firmar abajo autorizo a (______________ __) a que divulgue a la Agencia de Servicios
INSERTAR NOMBRE DEL CONTRATISTA Sociales del Condado de Alameda toda mi información en relación con mi queja.
Nombre del cliente (en letra de imprenta)
Firma del cliente Fecha
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Attachment B
(Revised: 08/31/18)
LANGUAGE ACCESS REQUIREMENTS FOR CONTRACTORS
I. The Alameda County Social Services Agency (SSA) has developed and adopted a Master Plan on Language Access to ensure its limited-English proficient (LEP) clients are provided with language accessible services and communications. Under the plan’s provisions, community-based organizations (CBOs)/contractors whose services are contracted by the SSA: A. Shall clearly disclose language access capabilities in relationship to the population
served. B. Shall have a plan in place available for review upon request by County staff for
referring clients whose language needs the contractor can’t accommodate. C. Shall permit County staff to conduct ongoing monitoring of contracted services
for compliance with provisions of the County’s Language Access Plan. D. Shall provide the County with a list and copies of all printed contract-related
marketing/promotional/education-related materials (including languages materials are printed in).
II. The SSA shall aid contracted CBOs in expanding language interpretation servicesthrough:A. Providing CBOs/contractors with training, materials and instruction on how to
effectively refer LEP clients to appropriate language resources. B. Including service-marketing plan requirements in requests for proposals (RFPs)
and contracts with CBOs that propose to offer language services (including appropriate outreach and notification of programs and services) to the LEP community and customers.
C. Developing a monitoring process of contracted services to ensure high-quality language accessible services are always provided to LEP clients.
D. Providing CBOs/contractors with access to Telephonic Interpreters, a 24-hours-a-day, 365-days-a-year telephone language interpretation service in over 100+ languages to supplement on-site language access services.
Attachment C
CONFIDENTIALITY–CONTRACT PROVISIONS
Confidentiality: Contractor agrees to maintain the confidentiality of any information which may be obtained with this work. Contractor shall comply with whatever special requirements in this regard as are described or referred herein as in Exhibit A(s) to this Agreement. Confidential information is defined as all information disclosed to Contractor which relates to County’s past, present and future activities, as well as activities under this Agreement. Contractor will hold all such information in trust and confidence. Upon cancellation or expiration of this Agreement, Contractor will return to County all written or descriptive matter which contains any such confidential information. County shall respect the confidentiality of information furnished by Contractor to County as specified in Exhibit A(s) or as otherwise provided by law.
Pursuant to contract provisions to protect confidential client data file records against any and all unauthorized practices as stated heretofore, the Contractor will:
1. Assume responsibility for all personnel having access to the client list in regard to theconfidential nature of client information. Safeguard measures are required to protect civiland criminal sanctions for non-compliance as contained in applicable statutes.
2. Restrict access to client information to those authorized employees and officials whorequire access in the performance of their delivery of services under this contract.
3. Work with the information under the control of authorized personnel in a manner to protectthe confidentiality of client data file records and in such a manner to protect againstunauthorized retrieval by computer, remote terminals, or any unauthorized means.
4. Use SSA confidential client information provided to contractor for the purposes coveredunder the terms of this agreement. Any and all disclosure of client data file records,transactions or transmissions will be made only with prior written consent andauthorization from the SSA.
5. Return to SSA any and all client confidential information contained in hard copy orcomputer files/disc generated by this agreement as required for confidential destruction.All such files are the legal sole property of the SSA.
6. Ensure project compliance with written corrective action plans as may be mandated by theCounty.
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Attachment D
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EXHIBIT B - TERMS AND CONDITIONS OF PAYMENT
Contracting Department Children and Family Services Contractor Name A Better Way, Inc. Type of Services Another Road to Safety Program
In addition to all terms of payment described in the Master Contract Terms and Conditions and any relevant exhibits and attachments, the parties to this Agreement shall abide by the following terms of payment:
I. Budget
Contractor shall use all payments solely in support of the program budget, set forth as follows:
A. Funded Program Budget – Exhibit B-1 B. Agency Composite Budget – Exhibit B-2
II. Terms and Conditions of Payment
A. Contract Amount/MaximumReimbursement amount shall not exceed the contract maximum amount of $1,500,000 for the contract term as specified in the Master Contract Exhibit A and B Coversheet, Exhibit A – Program Description and Performance Requirements and Exhibit B–Terms of Payment. The total contract amount shown on the contract CBO Master Contract Exhibit A & B Coversheet (form #110-9) with Alameda County Social Services Agency is based on the estimated amount at the time the contract was executed. This amount is subject to change pending final notification from the state regarding Title IV-E funding. This contract may be amended to reflect the actual funding allocation.
B. Contract Term The contract term is July 1, 2020 to June 30, 2021.
C. Budget Revision Procedures Contractor shall be reimbursed in accordance with the contract budget as detailed in Exhibit B-1. Any budget adjustments, revisions to the service categories and service units within the contract must be approved by SSA Program Department prior to submitting invoices for payment to the County.
Contractor must submit a formal written (via e-mail) request to the SSA Contracts department for any contract budget adjustment with justification for requested expenditure revisions inclusive of specific impacts to current services being delivered. The request will be forwarded to the CFS for approval.
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No supplemental billing will be accepted without Contractor’s prior notification and approval by SSA Program Department of the need and justification for revisions of the service categories, service units or contract budget (line-items or unit costs).
The County Auditor-Controller’s Office will not pay for unauthorized service categories, service units and budget line-items that are revised or rendered by Contractor that are not approved by SSA Program Department and/or for claimed services that contract program monitoring findings indicate have not been provided.
III. Invoicing Procedures
Social Services Agency (SSA) Finance Department has established a centralizedPayments Unit. Please send all invoices and all payment questions [email protected].
This unit will be your point of contact for all payment and invoicing matters. If you needadditional assistance, please contact Deputy Finance Director Robert Woolley at (510) 268-2001.
Invoices must contain the following elements:1. Must be on company letterhead that includes name, address, and contact
information.2. For Community Based Organizations, must be signed by the head of the
organization, i.e., Executive Director, CEO, etc.3. Document must contain the title Invoice.4. The date of the invoice.5. A description of services.6. The date range for services provided.7. If needed, itemization of any sales tax and delivery/postage charges.8. The Purchase Order (PO) number provided by the County.9. The total amount owed.10. Remittance instructions/address.11. A cc indication at the bottom of the invoice with names of people who received
courtesy copies.12. The CEO or Executive Director must be included in the cc.13. All data as required by your contract.
IV. Funding and Reporting Requirements
A. The following reports should be submitted with the monthly invoices:1. Monthly Report2. Number and demographics of families served3. Basic needs log4. Case presentation5. Performance Measures
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B. Failure to submit required reports will delay the processing of invoices for reimbursement. If Contractor submits three or more late invoices and or incomplete invoice documentation within a six-month period of time, SSA Program Department may request a corrective action plan from the Contractor.
C. The amount shown on the CBO Master Contract Exhibit A&B Coversheet (110-9) with Alameda County Social Services Agency is based on the estimated amount at the time the contract was executed. This does not affect the total contract amount that was awarded to your agency. The actual federal expenditure amount, if any, will be available to contractors by October of the following fiscal year and Contactor shall contact SSA Contract Liaison to receive this information.
V. Termination Provisions
A. Termination for Cause
If County determines that Contractor has failed, or will fail, through any cause, to fulfill in a timely and proper manner its obligations under the Agreement, or if County determines that Contractor has violated or will violate any of the covenants, agreements, provisions, or stipulations of the Agreement, County shall thereupon have the right to terminate the Agreement by giving written notice to Contractor of such termination and specifying the effective date of such termination.
Without prejudice to the foregoing, Contractor agrees that if prior to or subsequent to the termination or expiration of the Agreement upon any final or interim audit by County, Contractor shall have failed in any way to comply with any requirements of this Agreement, then Contractor shall pay to County forthwith whatever sums are so disclosed to be due to County (or shall, at County's election, permit County to deduct such sums from whatever amounts remain un-disbursed by County to Contractor pursuant to this Agreement or from whatever remains due Contractor by County from any other contract between Contractor and County).
B. Termination Without Cause
County shall have the right to terminate this Agreement without cause at any time upon giving at least 30 days written notice prior to the effective date of such termination.
C. Termination By Mutual Agreement
County and Contractor may otherwise agree in writing to terminate this Agreement in a manner consistent with mutually agreed upon specific terms and conditions.
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Exhibit B-1 PROGRAM BUDGETAnother Road to Safety
Agency Name: A Better Way, Inc.Period of: 7/1/2020-6/30/2021
FTE Total
0.4 $42,436 1 $66,950 1 $75,000 5 $204,441 6 $309,188 1 $42,000
$740,015
$210,671
$950,686
$20,000 $15,000 $7,000
$94,000
$53,800
$24,000 $18,000
$32,500
$9,500 $5,500
$19,240 $66,563
Total Operating Expenses $365,103 Total Direct Expenses $1,315,789
14.0% $184,211
Total Project Cost $1,500,000
$1,500,000
Indirect Cost (Administrative Overhead). Not to exceed 15%
Basic needs, including stipends to parents attending cafes and child care
Meeting costs
Program supervision Chief Program Officer's cost for supervising various programs
Meetings
Program Supervisor
INDIRECT EXPENSES:
CommunicationsOPERATING EXPENSES
Program material, small equipment, and office suppliesRepair and maintenance of equipment and office facilityOffice rent and utilities related to ABW location housing this program
TOTAL CONTRACT AMOUNT
Database maintenance, coaching and therapy for family advocates and parent partnersTraining including related travelTransportation cost related to the program
Client assistance
Office expense
SuppliesRepair and maintenanceRent and utilities
Salary of Director of Social services 40% dedicated to this program
Salary of clinical supervisor 100% dedicated to this program
Salary of program administrative assistant 100% dedicated to this program
Salaries of parent partners 100% dedicated to this programSalaries of family support specialists 100% dedicated to this program
Salary of a Program Supervisor 100% dedicated to this program
Parent PartnerFamily Support Specialist
Total Salaries & Wages
DIRECT EXPENSES Description of Line-Item Expenditure
PERSONNEL EXPENSESSalaries and Wages:Director of Social Services
Clinical Supervisor
Total Personnel Expenses
Land lines, cell phones and internet connection fees
Administrative Assistant
Total Payroll Taxes & BenefitsSocial security and Medicare tax, State unemployment insurance, Workers compenation and Health Insurance
Professional Services
Training/continuing education
Facilities & IT General agency facilities and IT costs
Insurance, postage, printing, and similar type of costs
Transportation and mileage
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Exhibit B-2 Agency Composite Budget
A Better Way, Inc. FY 2020-2021
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Certificate C-2 Form 2001-1
EXHIBIT C
COUNTY OF ALAMEDA MINIMUM INSURANCE REQUIREMENTS
Without limiting any other obligation or liability under this Agreement, the Contractor, at its sole cost and expense, shall secure and keep in force during the entire term of the Agreement or longer, as may be specified below, the following insurance coverage, limits and endorsements:
TYPE OF INSURANCE COVERAGES MINIMUM LIMITS A Commercial General Liability
Premises Liability; Products and Completed Operations; Contractual Liability; Personal Injury and Advertising Liability
$1,000,000 per occurrence (CSL) Bodily Injury and Property Damage
B Commercial or Business Automobile Liability All owned vehicles, hired or leased vehicles, non-owned, borrowed and permissive uses. Personal Automobile Liability is acceptable for individual contractors with no transportation or hauling related activities
$1,000,000 per occurrence (CSL) Any Auto Bodily Injury and Property Damage
C Workers’ Compensation (WC) and Employers Liability (EL) Required for all contractors with employees
WC: Statutory Limits EL: $100,000 per accident for bodily injury or disease
D Professional Liability/Errors & Omissions Includes endorsements of contractual liability
$1,000,000 per occurrence $2,000,000 project aggregate
E
Endorsements and Conditions: 1. ADDITIONAL INSURED: All insurance required above with the exception of Professional Liability, Personal Automobile Liability, Workers’
Compensation and Employers Liability, shall be endorsed to name as additional insured: County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers, agents, employees and representatives.
2. DURATION OF COVERAGE: All required insurance shall be maintained during the entire term of the Agreement with the following exception: Insurance policies and coverage(s) written on a claims-made basis shall be maintained during the entire term of the Agreement and until 3 years following termination and acceptance of all work provided under the Agreement, with the retroactive date of said insurance (as may be applicable) concurrent with the commencement of activities pursuant to this Agreement.
3. REDUCTION OR LIMIT OF OBLIGATION: All insurance policies shall be primary insurance to any insurance available to the Indemnified Parties and Additional Insured(s). Pursuant to the provisions of this Agreement, insurance effected or procured by the Contractor shall not reduce or limit Contractor’s contractual obligation to indemnify and defend the Indemnified Parties.
4. INSURER FINANCIAL RATING: Insurance shall be maintained through an insurer with a minimum A.M. Best Rating of A- or better, with deductible amounts acceptable to the County. Acceptance of Contractor’s insurance by County shall not relieve or decrease the liability of Contractor hereunder. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor. Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.
5. SUBCONTRACTORS: Contractor shall include all subcontractors as an insured (covered party) under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
6. JOINT VENTURES: If Contractor is an association, partnership or other joint business venture, required insurance shall be provided by any one of the following methods: – Separate insurance policies issued for each individual entity, with each entity included as a “Named Insured (covered party), or at minimum
named as an “Additional Insured” on the other’s policies. – Joint insurance program with the association, partnership or other joint business venture included as a “Named Insured.
7. CANCELLATION OF INSURANCE: All required insurance shall be endorsed to provide thirty (30) days advance written notice to the County of cancellation.
8. CERTIFICATE OF INSURANCE: Before commencing operations under this Agreement, Contractor shall provide Certificate(s) of Insurance and applicable insurance endorsements, in form and satisfactory to County, evidencing that all required insurance coverage is in effect. The County reserves the rights to require the Contractor to provide complete, certified copies of all required insurance policies. The require certificate(s) and endorsements must be sent to:
Contracts Office / 1111 Jackson Street 1st floor, Oakland, CA 94607
EXHIBIT D
AUDIT REQUIREMENTS
The County contracts with various organizations to carry out programs mandated by the Federal and State governments or sponsored by the Board of Supervisors. Under the Single Audit Act Amendments of 1996 (31 U.S.C.A. §§ 7501-7507) and Board policy, the County has the responsibility to determine whether organizations receiving funds through the County have spent them in accordance with applicable laws, regulations, contract terms, and grant agreements. To this end, effective with the first fiscal year beginning on and after December 26, 2014, the following are required.
I. AUDIT REQUIREMENTS
A. Funds from Federal Sources:
1. Non-Federal entities that are determined to be subrecipients by thesupervising department according to 2 CFR § 200.330 and which expendannual Federal awards in the amount specified in 2 CFR § 200.501 are requiredto have a single audit performed in accordance with 2 CFR § 200.514.
2. When a non-Federal entity expends annual Federal awards in the amountspecified in 2 CFR § 200.501(a) under only one Federal program (excludingR&D) and the Federal program's statutes, regulations, or terms andconditions of the Federal award do not require a financial statement audit ofthe auditee, the non-Federal entity may elect to have a program-specificaudit conducted in accordance with 2 CFR § 200.507 (Program SpecificAudits).
3. Non-Federal entities that expend annual Federal awards less than theamount specified in 2 CFR § 200.501(d) are exempt from the single auditrequirements for that year except that the County may require a limited-scopeaudit in accordance with 2 CFR § 200.503(c).
B. Funds from All Sources:
Non-Federal entities that expend annual funds from any source (Federal, State, County, etc.) through the County in an amount of:
1. $100,000 or more must have a financial audit in accordance with theU.S. Comptroller General’s Generally Accepted Government AuditingStandards (GAGAS) covering all County programs.
2. Less than $100,000 are exempt from these audit requirements except asotherwise noted in the contract.
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Non-Federal entities that are required to have or choose to do a single audit in accordance with 2 CFR Subpart F, Audit Requirements are not required to have a financial audit in the same year. However, Non-Federal entities that are required to have a financial audit may also be required to have a limited-scope audit in the same year.
C. General Requirements for All Audits:
1. All audits must be conducted in accordance with General ly Accepted
Government Auditing Standards issued by the Comptroller General of the United States (GAGAS).
2. All audits must be conducted annually, except for biennial audits
authorized by 2 CFR § 200.504 and where specifically allowed otherwise by laws, regulations, or County policy.
3. The audit report must contain a separate schedule that identifies all funds
received from or passed through the County that is covered by the audit. County programs must be identified by contract number, contract amount, contract period, and amount expended during the fiscal year by funding source. An exhibit number must be included when applicable.
4. If a funding source has more stringent and specific audit requirements,
these requirements must prevail over those described above.
II. AUDIT REPORTS
A. For Single Audits
1. Within the earlier of 30 calendar days after receipt of the auditor’s report or nine months after the end of the audit period, the auditee must electronically submit to the Federal Audit Clearinghouse (FAC) the data collection form described in 2 CFR § 200.512(b) and the reporting package described in 2 CFR § 200.512(c). The auditee and auditors must ensure that the reporting package does not include protected personally identifiable information. The FAC will make the reporting package and the data collection form available on a web site and all Federal agencies, pass-through entities and others interested in a reporting package and data collection form must obtain it by accessing the FAC. As required by 2 CFR § 200.512(a)(2), unless restricted by Federal statutes or regulations, the auditee must make copies available for public inspection.
2. A notice of the audit report issuance along with two copies of the management letter with its corresponding response should be sent to the County supervising department within ten calendar days after it is submitted
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to the FAC. The County supervising department is responsible for forwarding a copy of the audit report, management letter, and corresponding responses to the County Auditor within one week of receipt.
B. For Audits other than Single Audits
At least two copies of the audit report package, including all attachments and any management letter with its corresponding response, should be sent to the County supervising department within six months after the end of the audit year, or other time frame as specified by the department. The County supervising department is responsible for forwarding a copy of the audit report package to the County Auditor within one week of receipt.
III. AUDIT RESOLUTION
Within 30 days of issuance of the audit report, the entity must submit to its County supervising department a corrective action plan consistent with 2 CFR § 200.511(c) to address each audit finding included in the current year auditor’s report. Questioned costs and disallowed costs must be resolved according to procedures established by the County in the Contract Administration Manual. The County supervising department will follow up on the implementation of the corrective action plan as it pertains to County programs.
IV. ADDITIONAL AUDIT WORK
The County, the State, or Federal agencies may conduct additional audits or reviews to carry out their regulatory responsibilities. To the extent possible, these audits and reviews will rely on the audit work already performed under the audit requirements listed above.
Last revised: 1/2016
46
EXHIBIT E
HIPAA BUSINESS ASSOCIATE AGREEMENT
INTENTIONALLY OMITTED
INSR ADDL SUBRLTR INSR WVD
DATE (MM/DD/YYYY)
PRODUCER CONTACTNAME:
FAXPHONE(A/C, No):(A/C, No, Ext):
E-MAILADDRESS:
INSURER A :
INSURED INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
POLICY NUMBERPOLICY EFF POLICY EXP
TYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY)
COMMERCIAL GENERAL LIABILITY
AUTOMOBILE LIABILITY
UMBRELLA LIAB
EXCESS LIAB
WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
AUTHORIZED REPRESENTATIVE
INSURER(S) AFFORDING COVERAGE NAIC #
Y / N
N / A(Mandatory in NH)
ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?
EACH OCCURRENCE $DAMAGE TO RENTED
$PREMISES (Ea occurrence)CLAIMS-MADE OCCUR
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMP/OP AGG $
$
PRO-
OTHER:
LOCJECT
COMBINED SINGLE LIMIT$(Ea accident)
BODILY INJURY (Per person) $ANY AUTOOWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS
AUTOS ONLYHIRED PROPERTY DAMAGE $
AUTOS ONLY (Per accident)
$
OCCUR EACH OCCURRENCE $
CLAIMS-MADE AGGREGATE $
DED RETENTION $ $PER OTH-STATUTE ER
E.L. EACH ACCIDENT $
E.L. DISEASE - EA EMPLOYEE $If yes, describe under
E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below
POLICY
NON-OWNED
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement onthis certificate does not confer any rights to the certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
CERTIFICATE HOLDER CANCELLATION
© 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03)
ACORDTM CERTIFICATE OF LIABILITY INSURANCE
Nonprofits Insurance Alliance of CA
Hartford Fire Insurance Company
7/21/2020
Marsh & McLennan Agency LLCMarsh & McLennan Ins Agency LLC1340 Treat Blvd #250Walnut Creek, CA 94597
Felicia McAroy925 482-9337 925 482-9390
A Better Way, Inc3200 Adeline StreetBerkeley, CA 94703
19682
A XX
X
X 202008771NPO 07/01/2020 07/01/2021 1,000,000500,00020,0001,000,0003,000,0003,000,000
A
X X
202008771NPO 07/01/2020 07/01/2021 1,000,000
A X X
X 10,000
202008771UMB 07/01/2020 07/01/2021 1,000,0001,000,000
AB
Professional LiabDishonesty Bond
202008771NPO57BDDGX1915
07/01/202007/01/2020
07/01/202107/01/2021
$1,000,000/$3,000,000$390,000 Limit
County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers,agents, employees and representatives are included as Additional Insured (General Liability), per theattached.
Alameda County Social ServicesAgency Contracts Office2000 San Pablo Avenue, 4th FloorOakland, CA 94612
1 of 1#S4951063/M4910557
BETTEWAY1Client#: 440315
WBFZM1 of 1
#S4951063/M4910557
ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?
INSR ADDL SUBRLTR INSD WVD
PRODUCER CONTACTNAME:
FAXPHONE(A/C, No):(A/C, No, Ext):
E-MAILADDRESS:
INSURER A :
INSURED INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY)
AUTOMOBILE LIABILITY
UMBRELLA LIAB
EXCESS LIAB
WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
AUTHORIZED REPRESENTATIVE
EACH OCCURRENCE $DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence)
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT
OTHER: $COMBINED SINGLE LIMIT
$(Ea accident)
ANY AUTO BODILY INJURY (Per person) $OWNED SCHEDULED
BODILY INJURY (Per accident) $AUTOS ONLY AUTOSHIRED NON-OWNED PROPERTY DAMAGE
$AUTOS ONLY AUTOS ONLY (Per accident)
$
OCCUR EACH OCCURRENCECLAIMS-MADE AGGREGATE $
DED RETENTION $PER OTH-STATUTE ER
E.L. EACH ACCIDENT
E.L. DISEASE - EA EMPLOYEE $If yes, describe under
E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below
INSURER(S) AFFORDING COVERAGE NAIC #
COMMERCIAL GENERAL LIABILITY
Y / NN / A
(Mandatory in NH)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement onthis certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
CERTIFICATE HOLDER CANCELLATION
© 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03)
CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
$
$
$
$
$
The ACORD name and logo are registered marks of ACORD
7/22/2020
(212) 375-3000 (888) 389-8061
35076
A Better Way, Inc.3200 Adeline StBerkeley, CA 94703
A1955746-20 7/1/2020 7/1/2021 1,000,000
1,000,0001,000,000
Evidence of Coverage
Alameda County Social Services Agency1111 Jackson Street, Suite 103Oakland, CA 94607
ABETTER-04 ADEL
Lamb Insurance Services145 W. 45th StreetNew York, NY 10036 [email protected]
State Compensation Insurance Fund
X
INSURED:
POLICY #: POLICY PERIOD: TO
A Better Way, Inc
202008771NPO 07/01/2020 07/01/2021
INSR ADDL SUBRLTR INSR WVD
DATE (MM/DD/YYYY)
PRODUCER CONTACTNAME:
FAXPHONE(A/C, No):(A/C, No, Ext):
E-MAILADDRESS:
INSURER A :
INSURED INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
POLICY NUMBERPOLICY EFF POLICY EXP
TYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY)
COMMERCIAL GENERAL LIABILITY
AUTOMOBILE LIABILITY
UMBRELLA LIAB
EXCESS LIAB
WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
AUTHORIZED REPRESENTATIVE
INSURER(S) AFFORDING COVERAGE NAIC #
Y / N
N / A(Mandatory in NH)
ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?
EACH OCCURRENCE $DAMAGE TO RENTED
$PREMISES (Ea occurrence)CLAIMS-MADE OCCUR
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMP/OP AGG $
$
PRO-
OTHER:
LOCJECT
COMBINED SINGLE LIMIT$(Ea accident)
BODILY INJURY (Per person) $ANY AUTOOWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS
AUTOS ONLYHIRED PROPERTY DAMAGE $
AUTOS ONLY (Per accident)
$
OCCUR EACH OCCURRENCE $
CLAIMS-MADE AGGREGATE $
DED RETENTION $ $PER OTH-STATUTE ER
E.L. EACH ACCIDENT $
E.L. DISEASE - EA EMPLOYEE $If yes, describe under
E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below
POLICY
NON-OWNED
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement onthis certificate does not confer any rights to the certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
CERTIFICATE HOLDER CANCELLATION
© 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03)
ACORDTM CERTIFICATE OF LIABILITY INSURANCE
Nonprofits Insurance Alliance of CA
Hartford Fire Insurance Company
6/30/2020
Marsh & McLennan Agency LLCMarsh & McLennan Ins Agency LLC1340 Treat Blvd #250Walnut Creek, CA 94597
Felicia McAroy925 482-9337 925 482-9390
A Better Way, Inc3200 Adeline StreetBerkeley, CA 94703
19682
A XX
X
X 202008771NPO 07/01/2020 07/01/2021 1,000,000500,00020,0001,000,0003,000,0003,000,000
A
X X
X 202008771NPO 07/01/2020 07/01/2021 1,000,000
A X X
X 10,000
202008771UMB 07/01/2020 07/01/2021 1,000,0001,000,000
AB
Professional LiabDishonesty Bond
202008771NPO57BDDGX1915
07/01/202007/01/2020
07/01/202107/01/2021
$1,000,000/$3,000,000$390,000 Limit
County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers,agents, employees and representatives are included as Additional Insured (General Liability and AutoLiability), per the attached. Insurance is primary and non-contributory.
Alameda County SocialServices/Contracts OfficeAttn: Insurance Unit2000 San Pablo Avenue, 4th FloorOakland, CA 94612
1 of 1#S4912316/M4910545
BETTEWAY1Client#: 440315
WSAXK1 of 1
#S4912316/M4910545
INSURED:
POLICY #: POLICY PERIOD: TO
A Better Way, Inc
202008771NPO 07/01/2020 07/01/2021
As Required Per Written Contract
INSURED:
POLICY #: POLICY PERIOD: TO
A Better Way, Inc
202008771NPO 07/01/2020 07/01/2021
INSURED:
POLICY #: POLICY PERIOD: TO
A Better Way, Inc
202008771NPO 07/01/2020 07/01/2021
INSURED:
POLICY #: POLICY PERIOD: TO
A Better Way, Inc
202008771NPO 07/01/2020 07/01/2021
INSURED:
POLICY #: POLICY PERIOD: TO
A Better Way, Inc
202008771NPO 07/01/2020 07/01/2021
INSURED:
POLICY #: POLICY PERIOD: TO
A Better Way, Inc
202008771NPO 07/01/2020 07/01/2021
Alameda County Social Services
INSR ADDL SUBRLTR INSR WVD
DATE (MM/DD/YYYY)
PRODUCER CONTACTNAME:
FAXPHONE(A/C, No):(A/C, No, Ext):
E-MAILADDRESS:
INSURER A :
INSURED INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
POLICY NUMBERPOLICY EFF POLICY EXP
TYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY)
COMMERCIAL GENERAL LIABILITY
AUTOMOBILE LIABILITY
UMBRELLA LIAB
EXCESS LIAB
WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
AUTHORIZED REPRESENTATIVE
INSURER(S) AFFORDING COVERAGE NAIC #
Y / N
N / A(Mandatory in NH)
ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?
EACH OCCURRENCE $DAMAGE TO RENTED
$PREMISES (Ea occurrence)CLAIMS-MADE OCCUR
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMP/OP AGG $
$
PRO-
OTHER:
LOCJECT
COMBINED SINGLE LIMIT$(Ea accident)
BODILY INJURY (Per person) $ANY AUTOOWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS
AUTOS ONLYHIRED PROPERTY DAMAGE $
AUTOS ONLY (Per accident)
$
OCCUR EACH OCCURRENCE $
CLAIMS-MADE AGGREGATE $
DED RETENTION $ $PER OTH-STATUTE ER
E.L. EACH ACCIDENT $
E.L. DISEASE - EA EMPLOYEE $If yes, describe under
E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below
POLICY
NON-OWNED
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement onthis certificate does not confer any rights to the certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
CERTIFICATE HOLDER CANCELLATION
© 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03)
ACORDTM CERTIFICATE OF LIABILITY INSURANCE
Nonprofits Insurance Alliance of CA
Hartford Fire Insurance Company
6/30/2020
Marsh & McLennan Agency LLCMarsh & McLennan Ins Agency LLC1340 Treat Blvd #250Walnut Creek, CA 94597
Felicia McAroy925 482-9337 925 482-9390
A Better Way, Inc3200 Adeline StreetBerkeley, CA 94703
19682
A XX
X
X 202008771NPO 07/01/2020 07/01/2021 1,000,000500,00020,0001,000,0003,000,0003,000,000
A
X X
X 202008771NPO 07/01/2020 07/01/2021 1,000,000
A X X
X 10,000
202008771UMB 07/01/2020 07/01/2021 1,000,0001,000,000
AB
Professional LiabDishonesty Bond
202008771NPO57BDDGX1915
07/01/202007/01/2020
07/01/202107/01/2021
$1,000,000/$3,000,000$390,000 Limit
County of Alameda, its Board of Supervisors, the individual members thereof, and all County officers,agents, employees and representatives are additional insured including 30 day notice of cancellationendorsement NIAC-E64 1012
County of Alameda SocialServices/Contracts OfficeInsurance Unit2000 San Pablo Ave, 4th FloorOakland, CA 94612
1 of 1#S4912319/M4910545
BETTEWAY1Client#: 440315
WSAXK1 of 1
#S4912319/M4910545
INSR ADDL SUBRLTR INSR WVD
DATE (MM/DD/YYYY)
PRODUCER CONTACTNAME:
FAXPHONE(A/C, No):(A/C, No, Ext):
E-MAILADDRESS:
INSURER A :
INSURED INSURER B :
INSURER C :
INSURER D :
INSURER E :
INSURER F :
POLICY NUMBERPOLICY EFF POLICY EXP
TYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY)
COMMERCIAL GENERAL LIABILITY
AUTOMOBILE LIABILITY
UMBRELLA LIAB
EXCESS LIAB
WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
AUTHORIZED REPRESENTATIVE
INSURER(S) AFFORDING COVERAGE NAIC #
Y / N
N / A(Mandatory in NH)
ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED?
EACH OCCURRENCE $DAMAGE TO RENTED
$PREMISES (Ea occurrence)CLAIMS-MADE OCCUR
MED EXP (Any one person) $
PERSONAL & ADV INJURY $
GENERAL AGGREGATE $GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMP/OP AGG $
$
PRO-
OTHER:
LOCJECT
COMBINED SINGLE LIMIT$(Ea accident)
BODILY INJURY (Per person) $ANY AUTOOWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS
AUTOS ONLYHIRED PROPERTY DAMAGE $
AUTOS ONLY (Per accident)
$
OCCUR EACH OCCURRENCE $
CLAIMS-MADE AGGREGATE $
DED RETENTION $ $PER OTH-STATUTE ER
E.L. EACH ACCIDENT $
E.L. DISEASE - EA EMPLOYEE $If yes, describe under
E.L. DISEASE - POLICY LIMIT $DESCRIPTION OF OPERATIONS below
POLICY
NON-OWNED
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement onthis certificate does not confer any rights to the certificate holder in lieu of such endorsement(s).
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
CERTIFICATE HOLDER CANCELLATION
© 1988-2015 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORDACORD 25 (2016/03)
ACORDTM CERTIFICATE OF LIABILITY INSURANCE
Nonprofits Insurance Alliance of CA
6/30/2020
Marsh & McLennan Agency LLCMarsh & McLennan Ins Agency LLC1340 Treat Blvd #250Walnut Creek, CA 94597
Felicia McAroy925 482-9337 925 482-9390
A Better Way, Inc3200 Adeline StreetBerkeley, CA 94703
A Directors &Officers
202008771NPO 07/01/2020 07/01/2021 $1,000,000 AggregateEa. Wrongful Act$5,000 Deductible
Evidence of D&O Coverage
County of Alameda SocialServices/Contracts OfficeInsurance Unit2000 San Pablo Ave., 4th FloorOakland, CA 94612
1 of 1#S4912327/M4910562
BETTEWAY1Client#: 440315
WSAXK1 of 1
#S4912327/M4910562
EXHIBIT F
COUNTY OF ALAMEDA
DEBARMENT AND SUSPENSION CERTIFICATION (Applicable to all agreements funded in part or whole with federal funds and contracts over $25,000).
The contractor, under penalty of perjury, certifies that, except as noted below, the
contractor, its principals, and any named and unnamed subcontractor:
Is not currently under suspension, debarment, voluntary exclusion, or
determination of ineligibility by any federal agency;
Has not been suspended, debarred, voluntarily excluded or determined
ineligible by any federal agency within the past three years;
Does not have a proposed debarment pending; and
Has not been indicted, convicted, or had a civil judgment rendered against it
by a court of competent jurisdiction in any matter involving fraud or official
misconduct within the past three years.
If there are any exceptions to this certification, insert the exceptions in the following
space. {!10}
Exceptions will not necessarily result in denial of award, but will be considered in
determining contractor responsibility. For any exception noted above, indicate
below to whom it applies, initiating agency, and dates of action.
Notes: Providing false information may result in criminal prosecution or
administrative sanctions. The above certification is part of the Community Based
Organization Master Contract. Signing this Contract on the signature portion
thereof shall also constitute signature of this Certification.
CONTRACTOR:{!8}________________________________________ ______
PRINCIPAL NAME:{!9} _______________________ TITLE:{!3}___________________
SIGNATURE:{!2} ______________________________ DATE:{!5} __________ {!7}
{!c} {!a}
a044N000015bsxsQAA
None
90afd133-68aa-4920-858a-dfffac174cff
A Better Way, Inc.
\\ac01fs8600.acgov.org\esign_SSA\SSAContractRenewals\2021\A Better Way, Inc._39415_$1500000
CEOShahnaz Mazandarani
7/22/2020
