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HomeMy WebLinkAboutMINUTES - 09121995 - SD5 TO: BOARD OF SUPERVISORS HS-01 SD a .. Contra FROM: FAMILY AND HUMAN SERVICES COMMITTEE `- '� Costa (as an adjourned meeting of the Board of Supervisors) z .= iQ= August 14, 1995 ` ' ' County DATE: g c ., ..�� STA SUBJECT: REPORT ON AWARDING A CONTRACT TO NEW CONNECTIONS FOR DRUG ABUSE PREVENTION,'INTERVENTION AND TREATMENT-SERVICES SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS: 1. ACKNOWLEDGE that the Family and Human Services Committee found no procedural error in the awarding of the drug-abuse contract to New Connections which would cause the Committee to withhold awarding the contract to New Connections. 2. RATIFY the decision of the Family and Human Services Committee to request that the County Administrator and Health Services Director work with the CARE Center in an effort to find a way to help support or restructure the agency so that it can continue to serve the community. 3. REQUEST the County Administrator, in conjunction with the departments in the human services area, to prepare a report which answers the following questions and forward the report to the Family and Human Services Committee: ❑ What is the current County policy and practice on when existing contracts' are put out to a competitive bid as opposed to being awarded to the same. contractor with no opportunity for other agencies to compete to provide those services? ❑ What federal and State requirements are there which dictate when contracts with non-profit agencies for direct human services are required to be put out to a competitive bid process? CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BO D O EE APPROVE OTHER SIGNATURE(S): Al likil r H ACTION OF BOARD ONSeptember e 1996 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS / I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. CC: See Page 5 ATTESTED- g 1194 ) �� S dd�l--�I �` a PHIL BAT ELOR,CLERK OF THE BO RD OF SUPERVISORS AND COUNTY ADMINISTRATOR M382 (10/88) BY DEPUTY I� HS-01 ❑ What is the current County policy and practice on handling appeals from decisions on the awarding of contracts where an unsuccessful bidder is upset with the process which has been followed and asks to appeal the decision to award the contract? ❑ Where an RFP or other competitive process is used to award a contract, what is current County policy and practice regarding the process which is used to review competing bids for a contract and award the contract, including but not limited to the use of a "bidders conference", the number and qualifications of reviewers, how the reviewers review the bids, and the timeline which is used from release of an RFP through the award and appeal process? ❑ In the view of staff, what are the advantages and disadvantages of putting contracts for services out to competitive bid under the following circumstances: ✓ When new money is available or existing money is being substantial reprogrammed into new service areas? ✓ When an existing contract agency declines to continue providing the services or is judged incapable of continuing to provide the services? ✓ When an existing contract agency goes bankrupt or is substantially reorganized as a new legal entity? ✓ When another agency asks for an opportunity to bid on the services being provided by an existing contract agency? ✓ When an existing contract agency has had essentially the same contract for the same services without competitive bid for some period of time (2 years, 3 years, 5 years)? ❑ What, if any, changes in current County policy and practice would staff recommend following their review of existing contracting policies and practices? BACKGROUND: On August 8, 1995, the Board of Supervisors awarded a contract for drug abuse prevention, intervention and treatment services to New Connections in the amount of $154,399 for the period August 1, 1995 through June 30, 1996, with an automatic six- month extension running through December 31, 1996 for an additional $80,748, but empowered the Family and Human Services Committee to review the entire matter before August 18, 1995 and to cancel the award of the contract if the Committee found that the process which was used to award the contract was substantially flawed. On August 14, 1995, the Family and Human Services Committee met with the Executive Director and Board members from CARE Center (a spin-off from the Pittsburg Boys and Girls Club), New Connections and staff. Chuck Deutschman, Substance Abuse Program Administrator and Mark Finucane, Health Services Director, reviewed the chronology of events which had led up to the decision to put the existing contract for the Drug Abuse Prevention Program (DAPP) operated by the Pittsburg Boys and Girls Club out to bid since the Pittsburg Boys and Girls Club notified the County that it would not seek renewal of the contract when the contract expired on June 30, 1995. They also covered the RFP process which was followed, the process by which the four responses to the RFP were reviewed and a decision was made to award the contract to New Connections on the unanimous recommendation of the review panel and the process the Health Services Director followed in hearing CARE Center's appeal of the 2 HS-01 decision to award the contract to New Connections. These processes are more fully explored in the attached documents which are incorporated herein by reference. Mr. Finucane summarized by indicating that the Department stands squarely behind the process and urges the Committee to support the Department's position. Supervisor Torlakson raised several policy questions, including when and under what circumstances a decision is made to put an existing contract out to competitive bid. Supervisor Torlakson asked whether the historical standing of an agency and its community contacts are ever taken into account in deciding whether to put a contract out to bid. He also questioned whether three review panel members is enough. He also questioned the timeline within which the appeal process was followed since there was not time to shut down one agency and start up another once the appeal had been decided. He also questioned the extent to which New Connections was prepared to hire some or all of the employees of CARE Center who would be laid off as a result of the decision to award the contract to New Connections. Finally, Supervisor Torlakson urged the Committee to consider splitting the contract between the two agencies. Supervisor DeSaulnier asked Mr. Deutschman and Mr. Finucane whether there was anything out of the ordinary or unusual about the process which was followed in awarding this contract to New Connections. Both Mr. Deutschman and Mr. Finucane told him there was nothing unusual about the process which was followed. Supervisor DeSaulnier asked about an apparent discrepancy in the number of service units that were being contracted for. Mr. Deutschman indicated that the number of service units was negotiated with New Connections after the contract was awarded to them and that the numbers are now comparable with those submitted by CARE Center. Beth Schecter, Executive Director of New Connections, noted that the definition of units of service had been unclear in the RFP. New Connections adjusted the number of units of service after getting a clearer definition of what was intended by a unit of service. She also noted that a definition of a unit of service is always difficult to define. If one, for instance, speaks to a high school assembly before 1000 students, does that constitute 1000 units of service? Supervisor DeSaulnier asked whether a new review panel would be likely to reach the same decision as did the review panel that was used. Mr. Deutschman responded noting that it is difficult to compare a hypothetical review panel with the one that was used. However, he noted that all three members of the review panel had been unanimous in their ranking of the number one response to the RFP. Terry Basile, Executive Director and Program Director of CARE Center commented that, in her opinion, the way the process was set up wasn't fair to CARE Center. The agency has been in the community since 1988. The Pittsburg Boys and Girls Club never really wanted the DAPP Program. She indicated that she had been hired as the Program Director in September, 1992. When the Boys and Girls Club closed, she became, by default, the Executive Director as well. She indicated that DAPP had always been a very separate program from the Boys and Girls Club. They reluctantly agreed to go through the RFP process because Mr. Deutschman told them that with the program separating itself from the Boys and Girls Club and becoming a separate agency, it was necessary to go out for a competitive RFP. Ms. Basile indicated that she was disturbed by the requirement to respond to an RFP to continue the program they were already operating. She noted that the program had been turned around in the past three years. The program is now in all of the high schools and junior high schools in Pittsburg and Bay Point. At the time they were asked to respond to an RFP the program had neither a Board of Director s nor its 501 (c)(3) IRS tax-exempt status. Ms. Basile continued that the RFP was not clear. The agency was given only 30 days to respond to the RFP and the bidders conference was held two weeks into the 30 day period. She realized that she needed a professional grant writer but did not have the resources to hire one. They received some assistance from a grant writer. She agreed that CARE Center's response to the RFP was "not the greatest product". Ms. Basile also noted that their Medi-Cal application was dropped and that they were finally notified on May 12 that they were not selected to operate the program after June 30, 1995. 3 HS-01 Ms. Basile asked for the scoring sheets from the review panel. Initially she says she was told she could not see the scoring sheets. When she did obtain a copy of them, she was disturbed to note that many of the scores given by the members of the review panel when they read the responses individually were changed as a result of the group meeting of the three reviewers when the responses were discussed by the entire group. She also indicated that it was only in preparation for this meeting of the Family and Human Services Committee that she was able to obtain a copy of New Connection's response to the RFP and their contract. Ms. Basile summarized by saying she did not understand why the County had insisted on using an RFP in this case, particularly since New Connections will take time to get acquainted with the community. She suggested that it is not possible to simply pick up a program from one area of the County and transfer it to another community. Ms. Basile disputed the information about the units of service and also complained that there had been no interviews with the agencies which submitted responses to the RFP. In response to a question from Supervisor DeSaulnier, Mr. Finucane indicated that he had never before been asked by a bidder to see the rating sheets which were used. He repeated his belief that the process was not "wired" to give the contract to New Connections. Again in response to a question from Supervisor DeSaulnier about why an RFP was used in this particular case when the agency had been working in the community, Mr. Deutschman indicated that because this was a completely new Board of Directors, and not merely a "name change", the prudent course of action would be to conduct an open process. With the completely new organization came new policies and procedures and the continuing responsibility of the County to insure that the fiduciary responsibilities and capabilities of the provider agency are being stringently adhered to. Beth Schecter, Executive Director of New Connections, indicated that she understood that this was an open process and that their agency could properly submit a response to the RFP. She noted that New Connections is not just a Concord agency. She indicated that in her opinion, New Connections won the contract through a fair and open process. She also noted that the process that was used was very similar to that used by the Federal government in awarding this same type of funds. Loella Dotterer and Mary Rosas, members of the New Connections Board of Directors, spoke in support of the award of the contract to New Connections. Phyllis Gordon, Chair of the CARE Center Board of Directors, and other members of the CARE Center Board of Directors spoke in support of their agency. Mr. Finucane indicated that he would relish putting all contracts out to RFP every two years and suggested that some agencies have opposed this because of the extra work it would cause them. Supervisor DeSaulnier indicated that this subject matter would remain on referral to the Family and Human Services Committee in order to insure that the County has a clean, clear process that clearly defines what the County is purchasing and under what circumstances. The process must be depoliticized. He noted that neither the Board of Supervisors nor a Board Committee can review the award of every contract. He indicated he was in favor of awarding the contract to New Connections. Supervisor Smith noted the need to have some consistent policies regarding the awarding of contracts and asked that the County Administrator prepare a report on this subject and return it to the Family and Human Services Committee. He suggested that the current situation we have with this contract is a symptom of the problem with which the County is faced. He also noted that if an RFP is required for all programs that some agencies will be unable to apply for funds because they do not have the administrative strength to respond to a complex RFP. If an objective process is not used, the County is accused of being political in awarding contracts. Supervisor Smith indicated that for him there are two issues: 4 HS-01 1. Was the RFP process created and administered fairly? His belief is that it was. 2. What can the Board of Supervisors do to be supportive of the CARE Center? How can we foster this agency? He indicated that he was prepared to have the contract awarded to New Connections, but that it was also necessary to see whether there is a way to work with the CARE Center between now and September to find alternative funding to help support the agency or assist in restructuring it. Supervisor Smith further noted his and Supervisor DeSaulnier's belief that the County should explore the creation of a public/private agency within County government that could operate the County's contracts and provide administrative support to those agencies in need of such support. Supervisor Torlakson asked that the Committee consider recommendations to include asking staff to develop guidelines for appeals and to establish clear criteria for when RFP's are used on existing programs. In response to the testimony we received and the comments that were made, we have agreed on the above recommendations. cc: County Administrator Health Services Director Substance Abuse Program Administrator, HSD County Counsel New Connection (Via CAO) CARE Center (Via CAO) 5 ATTACHMENTS TO REPORT FROM THE FAMILY AND HUMAN SERVICES COMMITTEE ON CONTRACT WITH NEW CONNECTIONS O Mark Finucane's July 31, 1995 letter to CARE Center (the agency which was spun off from the Pittsburg Boys and Girls Club) notifying them of his decision on their appeal. ® A copy of a 60 day contract extension provided to the Pittsburg Boys and Girls Club (July 1, 1995 - August 31, 1995) to allow them to close down the Drug and Alcohol Prevention Program (DAPP). ® A copy of Mr. Finucane's June 26, 1995 letter to CARE Center providing requested information regarding the evaluation of the proposals which resulted in the award of the contract to New Connections. ® A copy of a May 11, 1995 memo from Chuck Deutschman to Supervisor Torlakson's Office outlining some of the events to that date which resulted in the use of a new RFP and the award of the contract to New Connections. © A copy of New Connection's response to the RFP. [The referenced attachments are available if you wish to review them, but they run an additional 23 pages and appear to be routine in nature]. © A copy of CARE Center's response to the RFP. [Again the referenced attachments are available if you wish to review them, but they run an additional 94 pages and appear to be routine in nature]. M A copy of the RFP which was responded to by both CARE Center and New Connections. ® A copy of the Board agenda for March 14, 1995 (Consent Item # 1.34) acknowledging the letter from the Pittsburg Boys and Girls Club that they would not seek renewal of their contract effective June 30, 1995 and authorizing the issuance of an RFP to replace this contract and a copy of the letter to Chuck Deutschman dated January 25, 1995. OO A copy of the separation plan by which the DAPP (Drug Abuse Prevention Program) was spun off from the Pittsburg Boys and Girls Club as a new, separate non-profit agency. ® A copy of the subject contract which was awarded to New Connections, pending review by the Family and Human Services Committee. ATTACHMENT #1 Contra Costa County A The Board of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Rogers.1st District Mark Finucane, Director Jeff Smith,2nd District Gayle Bishop,3rd District 20 Allen Street Mark DeSaulnier,4th District r l Martinez,California 94553-3191 (510) 370-5003 Tom Torlakson,5th District AFAX (510) 370-5098 County Administrator Phil Batchelor County Administrator July 31, 1995 Ms. Phyllis Gordon, Board President Ms. Terry Basile, Executive Director CARE Center 335 Fast Leland Road Pittsburg, CA 94565 Dear Ms. Gordon and Ms. Basile: Enclosed please find my final report outlining the findings of my inquiry into the Request for Proposal (RFP) for substance abuse services in East County. In short, I found no evidence indicating that the RFP process was conducted unfairly or that Health Services Department staff acted in any way inappropriately or unethically in directing the process. Therefore, I do not believe that a reversal of the review panel's original recommendations is warranted. While I understand that the results of the RFP came as a great surprise and disappointment to the CARE Center, I am convinced,based on a review of the available evidence and on interviews with parties involved,that the process was carried out in an impartial and professional manner. I appreciate your cooperation and patience during this review period and am sorry that I am not able to give you a more favorable reply. Any outstanding questions regarding my review of this matter may be directed to my office. Sincerely, Mark Finucane Health Services Director Enclosure cc: Board of Supervisors Chuck Deutschman, Community Substance Abuse Director RECENED Adanna E. Henry, Community Substance Abuse Services Manager Beth Schechter, Executive Director, New Connections AUG 42% Substance Abuse Advisory Board [ I SUBSTANCIE ADMIN Merrithew Memorial Hospital&Clinics • Public Health - mental Health Substance Abuse Environmental Health Contra Costa Health Plan Emergency Medical Services . Home Health Agency GanaMCS A-345 (12194) •i_I . HEALTH SERVICES DIRECTOR REVIEW OF EAST COUNTY SUBSTANCE ABUSE SERVICES REQUEST FOR PROPOSAL FINAL REPORT CHRONOLOGY OF EVENTS December 1994. Staff from the Community Substance Abuse Services Division met with the Pittsburg Boys and Girls Club to discuss with them their final decision to sever connections to the Drug Abuse Prevention Program (DAPP) and form a new agency (CARE Center). At that meeting, staff informed the Board of Directors of the Pittsburg Boys and Girls Club that a Request for Proposal process would be required for future funding because a new agency -- not just a name change -- was being initiated. At that time, the Board indicated its support for the RFP process. February/March 1995. The RFP was issued and a bidder's conference held. The deadline for submission, of proposals was set for March 31, 1995. The bidder's conference was conducted by Bob Proctor, one of the review panel members. A question was raised at the meeting regarding whether the outcome of the RFP was preordained -- "a done deal" -- for any one agency. In particular, there were concerns that, as the successor to DAPP, the CARE Center was destined to receive the contract. According to Proctor and others who attended the conference, Proctor's reply to that question was an unequivocal "no," and assurances were given that the contract would be awarded through a fair and impartial process. Four agencies (Bay Area Community Resources, CARE Center; New Connections, BAART/Pittsburg Pre-School Coordinating Council) submitted proposals. April 1995. The RFP review panel committee received copies' of the four proposals in advance of a group review meeting on April 26. The review panelists were: Bob Proctor (Health Services Administration), Heidi Clune (San Mateo County Alcohol and Drug Abuse Services), David Travers (Chair, Substance Abuse Advisory Board). Each reviewer came to the meeting having individually and independently read, evaluated and. scored each application. The group review was facilitated by Adanna Henry, Community Substance Abuse Services Manager. The committee recommended funding of the New Connections proposal. May 1995. On May 15, CARE Center requested an appeal to review the "fairness and procedures used by the RFP review committee and their subsequent recommendation" and claimed to have supporting documentation for the claim that the prioritization process (i.e., scoring) listed in the RFP was not followed. CSAS scheduled a hearing for the CARE Center's appeal for May 22, but neither the Executive Director nor the Board President for the CARE Center attended the meeting. On May 17, Supervisor Tom Torlakson requested that the Health Services Director conduct a full investigation of the RFP process. June 1995. Health Services Director Mark Finucane informed CARE Center that the appeal of the RFP would be handled by him personally and requested a delineationof CARE Center's concerns, along with supporting documentation, about the way in which the 2 RFP process was conducted. The Health Services Director received a June 13 letter from CARE Center outlining their questions and concerns. On June 22, CARE Center Executive Director Terry Basile and Board President Phyllis Gordon met with the Health Services Director to discuss the questions and concerns in greater detail. CARE Center provided no additional written documentation regarding the allegations of wrongdoing at that time. Although CARE Center representatives claimed at the meeting to be aware of individuals who had information regarding improprieties, and assurances were given by the Health Services Director that communications with any such individuals during the course of the appeal would be held in the strictest confidence, the names of such individuals were never provided. At the request of CARE Center, additional information (the qualifications of the RFP panel review members, past DAPP program evaluations, the RFP rating sheets) was provided by the Health Services Director in a June 26 correspondence. In addition, arrangements were begun, at the request of appellants, to extend the contract for CARE Center in order to minimize disruption to services during the appeal process. APPEAL PROCESS REVIEW During the month of July, the Health Services Director requested interviews (some in person, some over the telephone by non-CSAS staff)with the following individuals who were directly involved in the RFP review process. Review Panel Members ► Heidi Clune ► Bob Proctor ► David Travers HSD Staff ► Chuck Deutschman, Community Substance Abuse Services Director ► Adanna Henry, Community Substance Abuse Services Manager Qualifications of the RFP Review Panel Members Heidi Clune • Masters Degree in Business and Public Administration; • 8 year career in the Armed Forces, the last two of which were spent administering a substance abuse program; • Currently employed by San Mateo County, where for the past two years responsibilities have included administering DUI, BASN and Drug Diversion programs, contract monitoring, and other administrative duties. Bob Proctor • BA in Psychology and MSW, University of California at Berkeley; • 26 years experience working for Contra Costa County in Health Services and Social Services Departments, including positions as a Social Worker, Contracts & Grants ♦J 3 Administrator, and Assistant Division Administrator overseeing personnel, contracts and grants, and RFP Development (former Alcohol/Drug Abuse/Mental Health Division); • Currently serves as Finance Administrator for Mental Health and Substance Abuse Programs with responsibilities in Program Planning, Policy Development, Contragt Administration Management Information Systems. David Travers • Personal experience responding to RFPs and evaluating proposals submitted for funding; • East County (Oakley) resident and operator of an employment business; • Currently serves as chairperson of the Substance Abuse Advisory Board. FINDINGS The review panelists' rating sheets demonstrate clearly that the reviewers found the New Connections application to be superior to the other competing proposals, in terms of both content and presentation. Follow-up conversations with panelists confirmed that the New Connections proposal was viewed to be significantly better than the other competing proposals. Each review panelist expressed clear conviction that the process was fair and appropriate. Panelists flatly rejected any possibility of there existing a hidden agenda on the part of those conducting the process. Panelist Clune described herself as an "outsider, incapable of showing any favoritism" towards any one applicant based on her unfamiliarity with the County in general, and her "isolation" from its politics and its players in particular. Each panelist denied being prompted or requested in any way to score either in favor or disfavor of any applicant. Panelists made specific mention of the fact that the CARE Center simply did not follow instructions. For example, while the instructions indicated that applications were to be stapled, CARE Center instead submitted an elaborate bound book. The CARE Center application was described by one panelist .as having "a lot of holes," particularly for a program already in operation. The issue around the amount of start-up money requested by the CARE Center proposal -- which was significantly higher than that of other applicants - - was also of major concern to reviewers. Although CARE Center representatives have since explained that the. amount indicated as "start-up" was actually for an "advance," reviewers were not aware of this at the time of their review. Reviewers are neither expected nor required to "read between the lines" or to make assumptions about what an applicant may or may not mean. Indeed, the burden is on the applicant to follow instructions and respond accurately (in style and structure) to the information requested. More than one panelist expressed being surprised by how similar the reviewers' scores for each applicant turned out to be, given that each reviewer completed initial scoring in advance of the group review and independent of the others. Although panelists admitted At 4 that some scores were changed during the group review session, such changes were reported to be primarily in response to areas which reviewers seriously misinterpreted/misunderstood or simply overlooked. Without exception, every member of the review panel expressed unequivocal confidence in the review process and in the actions of staff who directed and participated in it. Panelist Travers, who has experience in being on the "other side of coin" as an applicant for various state and federal funds, said he was impressed with how fair he thought the review process was and added that he would have felt very comfortable having one of his proposals reviewed by the process in question. CONCLUSIONS There is no compelling evidence. to suggest that the RFP process for the East County substance abuse services was conducted unfairly. Nor is there any evidence to support the allegations of the appellants that HSD staff acted inappropriately, at any stage during the process, to influence the outcome of the RFP for or against any actual or potential applicant. Furthermore, there is no evidence to suggest that review panelists were in any way coached or directed by HSD staff, or any other parties, to show favor or disfavor towards any one applicant. To the contrary, interviews with review panelists revealed that each felt strongly that he or she acted with absolute independence and that his or her decision was free from any outside influences. Based on the above, there does not appear to be any basis for overturning the original decision to award the contract to New Connections. The CARE Center appeal is therefore denied, and the decision to award the contract to New Connections, with additional requirements as negotiated, stands. -- ------ JUL-k9b-1YJb 14:4 - FRUP'I`IiSU [.UfiIld-llln 4aviN 15' i.0 1CK7b(m r.bG r TO: BOARD OF SUPERVISORS A NT #2 FROM, Mark Finucane, Health Ser4!iCeS Director t /IJJIa DATE: i Cou-m SUBJECT: Continuation of Standard Contract #24-473-8 ��`` With Pittsburg Boys Club, Inc. SPECIFIC REQU98TIS)OR RECOMMENDATiON153& BACKGROUND AND.LUST FICATION I. $FiCfJmII�Sl1B}3DAMQZP• A_ Approve the continuation of Standard Contract 024-473-8 with Pittsburg Boys Club, Inc. (dba Boys and Girls Club of East County), through August 31, 1995, for the purpose of closing its Drug and Alcohol Prevention grogram, B. Authorize the Auditor-Controller to continue paying the Contractor as specified under the prior agreement. II. YINARCIU XKPACT: The estimated cost for the two-month extension period is $7,100, and is included in the Health Services Department budget, to be funded as follows: $5,293 Federal Funds 454 State Funds 51 Required County Match 1,302 Other County Funds $7,100 Total III. RFMOINS FOR R8CO)WMMATt0jN8J1MCXGROMrNA: On June 28, 1994, the Board of supervisors approved Standard Contract 124-473-8 with Pittsburg Boys Club, Inc., for the period from July 1, 1994 through June 30, 1995, for provision of substance abuse prevention, intervention and treatment servieps. The document included a,six-month automatic contract extension through December 31, 1995. On March 14, 1995, the Board of Supervisors voted to accept a letter from the Pittsburg Boys Club, Inc., which served notice of intent to terminate its Contract f24-473-8 effective June 30, 1995. The purpose of this Board order is to extend the Contract for an additional 60 days, through August 31, 1995, to allow the Contractor time to terminate clients currently registered :in treatment at the DAPP Program and refer clients to other appropriate treatment programs. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR _w_RECOMMENDATION OF!13OARD COMMITTEE ..APPROVE _.,,.OTHER SIGNATUREIS) ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS UNANfMOUS EABSENT ) 1 HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: ANA CORRECT COPY 0FIAN ACTION TAKEN ABSENT:_. ABSTAIN: AND ENTERED ON THE 011NUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: CC: ATTESTED Phil SaMe* Wk Of the ROW of Maaslraa BY ,b� DEPUTY TOTE- P.02 r DAPP 5104398055 P. 02 EAST COUNTY BOYS&.GIRL-5 CLUB DRUG AND ALCOHOL PREVENTION PROGRAM 1 DAPP MAIN OFFICE EL PUEBLO NEIGHBORHOOD 335 East Leland Road COMMUNITY SERVICES Pittsburg,CA 945$5 85 Treatro Street (510)439-8035 Pittsburg,CA 94565 FAX(510)439-8055 (510)427.3120 June 23, 1995 Adanna Henry County Substance Abuse Administration 597 Center Avenue, suite 32o Martinez, CA 94553 Dear Adanna: Terry Basile has informed me of your conversation on June 22, 1995 regarding closeout casts for contract 24-473-8. Enclosed, you will find a description of the costs for closeout of this contract. These costs are only related to the audit, bookkeeping, closing of clinical files and statistical reporting that is required by the contract. If there are any other requirements of Contra Costa County, that would involve additional costs to close this contract, please advise us. in order for us to plan for staffing and operating costs a prompt response would be appreciated. Please call Terry Basile or Helen Breeding with any questions you might have regarding this matter. Sincerely, t?ele-" Federal Glover President Board of Directors EAST COUNTY BCY3&GIRLS CLUB DRUG AND ALCOHOL PREVENTION PRUGRAM I DAPP MAIN OFFICE EL PUEBLO NEIGHBORHOOD ass East Leland Road COMMUNITY SERVICES Pittsburg,CA 84565 85 Treatro Street (510)439-8035 PittaWrg,CA 94585 FAX(510)439.6055 (W)4.27-3120 June 14, 1995 Adanna Henry Contra Costa County Health Services Department Substance Abuse Services 597 Center Avenue, Suite 320 Martinez, CA 94553 Dear Adaruia: The contract period for contract 24-473-8 is July 1, 1994 through June 30, 1995. We are requesting an extension to August 30, 1495 (60 days) to close this contract since renewal is under appeal and we must plan to close with the assumption that the contract will not be renewed. The reason that we are making this request is to allow us to complete the fiscal year audit, cost reports, performance reports, close client charts, complete stats for June, 1995 and any other requirements that must be met under the contract . In order to meet .these requirements, there would be expenses incurred after June 30, 1995 which would include admin;.strative, support to administrative, audit and bookkeeping costs and some salaries in closing records. We are not asking for additional funds for this contract, we are only asking to extend the period for 60 days to incur expenses in order. to fulfill all of the requirements of this contract. Please let me know by June 16, 1995. S' C ely, Terry J Hasile Directo cc: Tom Torl.akson Mark Finucane lip, ATTACHMENT #3 Contra Costa County The Hoard of Supervisors HEALTH SERVICES DEPARTMENT OFFICE OF THE DIRECTOR Jim Rogers, I st District Jeff Smith,2nd District Mark Finucane, Director Gayle Bishop,3rd District 20 Allen Street, Mark DeSsulnier,4th District Martinez, California 94553-3191 Tom Torlskson,5th District (510) 370-5003 FAX (510)370-5098 County Administrator Phil Batchelor County Administrator June 26, 1995 Ms. Phyllis Gordon, Board President Ms. Terry Basile, Executive Director C.A.R.E. Center 335 East Leland Road Pittsburg, California 94565 Dear Ms. Gordon and Ms. Basile: Thank you for taking the time to meet with me last week to discuss your appeal of the Community Substance Abuse Services RFP related to substance abuse services for residents of the Pittsburg and Bay Point area. As promised, the following information is provided in-response to some of the concerns you raised. 1. Qualifications of the RFP Panel Review Members Heidi Clune • Masters Degree in Business and Public Administration; • 8 year career in the Armed Forces, the last two of which were spent administering a substance abuse program; • Currently employed by San'Nateo County, where for the past two years responsibilities have included administering DUI, BASN and Drug Diversion programs, contract monitoring, and other administrative duties. Bob Proctor • BA in Psychology and MSW, University of California at Berkeley; • 26 years experience working for Contra Costa County in Health Services and Social Services Departments, including positions as a Social Worker, Contracts & Grants Administrator, and Assistant Division Administrator overseeing personnel, contracts & grants, and RFP Development (former Mornih*w Memorial Hospital&clinics Public Hoafth - Mental Koehn - Substance Abu" Environmental Heafth Contra Costa Health Plan Emefgancy Magical Services - Home Hearn Agency Geriatrics A-345 (12/94) Phyllis Gordon and Terry Basile June 26, 1995 Page 2 Alcohol/Drug Abuse/Mental Health Division); • Currently serves as Finance Administrator for Mental Health and Substance Abuse Programs with responsibilities in Program Planning, Policy Development, Contract Administration & Management Information Systems. Dave Travers • Personal experience responding to RFPs and evaluating proposals submitted for funding; • East County (Oakley) resident and operator of an employment business; • Currently serves as chairperson of the Substance Abuse Advisory Board. 2. DAPP Program Evaluations The Health Services Department's annual program evaluations of the Drug and Alcohol Prevention Program from 1992 to 1994 are attached, as requested. 3. RFP Ratin Sheets heets Attached are the rating sheets from each of the three review panelists for the following applicants: • BAART/Pittsburg Pre-School Coordinating Council • Bay Area Community Resources • CARE Center • New Connections 4. Contract Extension In the interest of minimizing disruption to services while your appeal is underway, I understand that you have been-in contact with Adanna Henry regarding the arrangements which are being made to extend your contract for the short term. The accusation that Health Services Department staff may have acted inappropriately during the RFP process is, as you know, of major concern to me. As the Director of this organization, it is my responsibility to ensure that the high ethical and professional standards we have set are strictly upheld, and I take any and all charges of impropriety very seriously. While I can understand your interest -- which I share -- in having this matter resolved quickly, I am sure you can appreciate my obligation to conduct a thorough and careful examination of the process. Be assured that I will make every effort to expedite my review wherever possible. Phyllis Gordon and Terry Basile June 26, 1995 Page 3 Finally, I would reiterate that if you or anyone else has additional information which you feel could have bearing on the outcome of my review, please bring it to my attention as soon as possible. Rest assured that any sensitive matters will be handled in confidence and with discretion. I appreciate your cooperation and patience during this inquiry and will be getting back in touch with you as.soon as I have completed my review. In the interim, if you have any questions please don't hesitate to contact my office. Sincerely, Mark Finucan Health Services Director Enclosures s EAL ATTACHMENT #4 .. ,. Health Services Department COMMUNITY SUBSTANCE ABUSE n• -: - = .d SERVICES DIVISION Administrative Offices 597 Center Avenue, Suite 320 Martinez; CA 94553-4639 srA-co uK (510) 313-6300 TO: Gloria Omania, Chief Assistant Supervisor Tom Torlakson, District 5 Q FROM: Chuck Deutschman,Director Community Substance Abuse Services Division SUBJECT: RFP for Contract Previously Held by Pittsburg Boys and Girls Club DATE: May 11, 1995 I wanted to take this opportunity to follow up on some of the issues we discussed today. Following are some of the important issues and decisions which revolve around this recent RFP decision. ► Approximately nine months ago the Board of Directors of the Pittsburg Boys and Girls Club began to seriously deliberate on severing its connection to the Drug Abuse Prevention Program (DAPP). This separation was supported by the DAPP Program Director, Ms. Terry Basile. While this separation had been occasionally discussed and examined over the past several years, only recently did talks become serious. ► On December 13, 1994, Adanna Henry, Bill Massey and myself met with the Pittsburg Boys and Girls Club to discuss with them their final decision on separation and to lay out what process would unfold if they separated from DAPP. ► At this meeting, we informed the Board that a RFP process would be required because this was a completely new agency being formed, not merely a name change. The Board, under the direction of Federal Glover, was supportive of this process. ► On February 28, 1995, a RFP was issued with a bidder's conference held on March 15, 1995. The deadline for submission of proposals was set for March 31, 1995. A-371-A (5/94) Contra Costa County w' Gloria Omania ` Page� 1, 1995 g �Ujl1+ UJl1��� ► Four agencies submitted proposals. They were: - Bay Area Community Resources - CARE Center - New Connections - BAART/Pittsburg Pre-School Coordinating Council ► On April 26, 1995, the RFP Committee met to review proposals. The proposals were reviewed by: * - Bob Proctor, Health Services Administration - Heidi Clune, San Mateo County Alcohol and Drug Abuse Services - David Travers, Chair, Substance Abuse Advisory Board * Reverend Henry Perkins was appointed by Supervisor Torlakson's office to be on-the panel but he did not attend the review meeting. ► The RFP Committee recommended funding of the New Connections proposal because they believed it to be significantly better than the other competing proposals. ► The next step at this time is to begin negotiations with New Connections regarding the proposed contract. Four additional requirements will be negotiated with New Connections: 1. Development of a community advisory board to ensure that the program being developed is responsive to the needs of the community. 2. Continued negotiations regarding the cost and type of services provided. 3. Good faith effort on the part of New Connections to employ staff members who are currently employees of Pittsburg Boys and Girls Club. 4. Development of a transition plan for clients of the DAPP program. ► It is anticipated that the new contract with New Connections will begin services on or about July 1, 1995. ► As we discussed on the telephone, I have included the section of New Connections' proposal which discusses their service plan. This plan may be modified during the negotiations. We are in agreement with Supervisor Torlakson's position that no dollars be re- directed out of the Pittsburg and Bay Point areas. We believe these services will, in fact, provide more services for the residents of the Pittsburg and Bay Point areas. Gloria Omania May 11, 1995 Page 3 ��W��U�W IJ L1G;1L While this is a difficult and challenging decision for all concerned, we believe that the competitive process ensures the best quality and quantity of services for the public's money. CD:ds Attachment Copy to: Mark Finucane Omania.mem D-disk 4 11 ' ATTACHMENT #5 "Working Towards a Drug-Free Future- - Prevention Counseling Treatment t,. r BOARD OF DIRECTORS March 30, 1995 Karen L.Lane,President Attorney.Chevron Chemical Co. Katherine e,Vice President Chuck DeutschmanDirector Alternative Family Services Family Services , Robert CF Treasurer President, Community Substance Abuse Services ;Cf O's 2 Go Mary Rosas,Secretary 597 Center Avenue, Suite 320 Lt Jlim Alcorn Martinez, CA 94553 Concord Police Department Felix Avila Elementary School Vice Principal Cheryl Manager,Head Dear Mr. Deutschman: Program Manager,Head Stan Patricia Goodday Principal,Concord High School Ken Gray New Connections is pleased to submit a proposal for Youth and Family Supervisor,Pittsburg Leisure Services Timothy J.McGarvey Outpatient Substance Abuse Services in Pittsburg and Bay Point. Vice President,Tosco Refining Co. Marcle K.Miller Principal.Olympic High School Name of Agency: New Connections, Inc. Laura Odom Accountant,Central Garden&Pet Co. Robed E.stoker Address: 1760 Clayton Road Principal,Glenbrook Middle School Concord, CA 94520 EXECUTIVE DIRECTOR Beth L.Schecter,M.P.H. Telephone: (510) 676-1601 PROFESSIONAL ADVISORY BOARD Fax: (510) 676-1350 James Banks, Consultant Principal Contact: Beth L. Schecter;MPH Robert W.Baumm,,Ed. Ed.Q.,.,Superintendent MIL Diablo Unified School District Executive Director Barbera Cross,MS,Associate Director Center for Working Life Q Jon Deshner,Police Manager,Retired Laurel Dean,Ph.D. g Total Budget: $166,021 Youth Development Specialist County Portion: $161,400 Paul Ehrlich;M.A.,Director Addiction Studies,JFK University Start-Up Costs: $3,729 Jane Emanuel,Tax Practitioner Emanuel&Associates Jon Frank,Superintendent Units of Service: John Swett Unified School District Lots Height Judge Prevention: 3,500 Contra Costa County Superior Court 0 Carol Humphrey,MFCC Intervention: 900 PG&E-Employee Assistance Program Treatment: 575 5 Rod Llbbey,Vice President&Manager Bank of America Employee Assistance Program Michael R.Maehler,Chief Please contact us should you have any questions. Concord Police Department . Alex C.Ozuna,Supervisor Chevron U.S.A. . Richard L.Palsey,Judge Contra Costa County Superior Court Sincerely, Richard Rainey,Assemblyman State of California J Richard A.Rawson,Ph.D, Executive Director,Matrix Center Beth L. Schecter MPH Myra Redick,Asst.Superintendent , W.Diablo Unified School District Executive Director Warren E.Rupt,Sheriff-Coroner Contra Costa County Barbara Schussman,Attorney McCutchen,Doyle,Brown&Enersen Gary E.Strankman,Presiding Justice 1 sl District Court of Appeats Hugh Wlnig,M.D. Director,CPC Walnut Creek Hospital Gary Yancey,District Attaney Contra Costa County Hal Zuckerman Educational Consutant The Kelier House 1760 Clayton Road • Concord, CA 94520 (510) 676-1601 \Nest Contra Costa County (51C-)222-1500 Fax (510) 676-1?50 n.. "Working Toward a Drug-Free Future- Prevention uturePrevention • Counseling •Treatment NEW CONNECTIONS YOUTH & FAMILY PROGRAM of EAST COUNTY The Keller House 1760 Clayton Road Concord,CA 94520 (510)676-1601 West Contra Costa County (510)222-1500 • Fax (510) 676-1350 A Non-Profit Tax Exempt Corporation Since 1972 1. SERVICE DELIVERY/WORK PLAN/TIME UNE New Connections proposes to establish a program providing cultural and language appropriate substance abuse prevention, intervention and treatment services to youth and families living in Bay Point and Pittsburg, The proposed program would build on and increase the school-based activities we presently provide to youth from these communities, add a community-based prevention education component, and provide office-based intervention and treatment services for youth and their families.We would continue and expand upon our collaborative work with local police, Probation, CPS and other agencies. - The main program office will be located in downtown Pittsburg. A smaller program office will be co-located in Bay Point at the Ambrose Community Center. Four staff, two full-time counselors and.two half-time intemsi will each be based at one of four schools, Central and Hillview,Junior High Schools in Pittsburg, Riverview Middle School in Bay Point, and Pittsburg High School, for two six (6)-hour days per week, providing prevention and intervention services, The counselors will spend their remaining time making prevention education presentations in the community and providing office-based intervention and treatment services for youth and their families. One counselor will spend four hours per week at the Bay Point Ambrose Community Center office running the parent support group and seeing some intervention clients. All treatment activities will take place at the Pittsburg office. Bus passes will be provided to Bay Point residents who need transportation to the Pittsburg site for groups and treatment services. PREVENTION. Fifty percent of the program budget will be spent conducting primary prevention activities in the community and at the four Bay Point and Pittsburg schools named above.Outreach,educational and group activities targeting children,youth and families at risk of or affected by substance abuse will take place at the schools and among a variety of community groups. Information and referral services will be provided to the public by staff members and a current binder containing community resources will be kept in the office. About 3,500 persons will be reached by a combination of prevention activities, including school- based support groups, peer leader programs, educational presentations, consultations and parent support groups during the first year. 1. School-based support groups.New Connections will conduct school-based prevention/support groups (i.e., children of alcoholics or addicts, anger management, communication skills, etc.) for at-risk youth based on the needs and issues identified at:each school site. Four 8-10 week groups will be held at each school site,for a total of 16 groups per school year.A total of 96 youth will participate in these groups during the first year. 2. Peer leader program.New Connections will collaborate with each of the four schools to develop peer leader/helper programs. We will work with school staff to identify a minimum of 6, up to a maximum of 12 peer helpers at each school. Peer leaders will be trained in listening skills, problem identification and peer communication. Each peer helper will work with three students per week and attend a weekly one-hour support group for peer helpers. Peer helpers will work with at least 900 youth in the first year. 3. Educational presentations. Four weekly educational presentations related to substance abuse will be made by program counselors and interns for students in the classroom,for parents (i.e. PTAs) and for other community members (i.e., service clubs, neighborhood groups, and businesses). A weekly substance abuse educational series will also be offered at the Pittsburg program site.This series, which is open to the public, is also a mandatory part of the treatment component. Educational presentations will be made to 2400 persons in the first year. In the second year,the number of persons reached by presentations will increase to 3,200. 4. Consultations. New Connections staff will provide a minimum of 80 consultations(i.e., 20 per school) with school staff and other providers working with at-risk youth and families to assist in identifying substance abuse related problems and to make referrals to appropriate services. 1 5. Parent groups. We will also conduct support and education groups for parents of high risk children in the Pittsburg office and at Ambrose Community Center in Bay Point. These office-based groups will be open to the public, as well as to families involved in New Connections' intervention or treatment programs. Parent groups will serve 30 parents in Pittsburg and 12-15 parents in Bay Point. INTERVENTION. School-and office-based intervention services will make up 35%of program services and be designed to meet the cultural and language needs of the Latino and African American populations in Pittsburg and Bay Point. Youth will be referred to program staff by a variety of sources(i.e.,teachers,school nurses, or other community agencies) and some will be self-referred. Staff will make an initial 1-hour assessment to evaluate the extent of alcohol or other drug use and determine the appropriate intervention modality, i.e. short-term individual, group or family counseling, more intensive treatment, and/or referral to another agency. During the first year, a total of 195 assessments will be conducted(about 40 per school— equalling about 160, and 35 at the Pittsburg and Bay Point offices). Out of those, 50 students will receive weekly school-based,counseling(up to 12 sessions) and education classes.An additional 40 families will receive intervention services at the Pittsburg office and 15 families will receive services at the Bay Point Ambrose Community Center site. Children under 11 are involved as siblings in family counseling sessions. HIV/AIDS and TB education,testing and referral information are built into health education topics discussed in groups. TREATMENT. Treatment services will make up 15% of program services and take place at the program office. We intend to design these services to meet cultural and language needs of the Latino and African American populations in Bay Point and Pittsburg. We anticipate that it will take us a little bit more time to establish a structured treatment program, given the longer waiting time for referrals, etc. We propose to replicate in Pittsburg a smaller version of our successful Pathways to Recovery program, an intensive 4- month outpatient treatment program for youth and their families. Clients first receive a comprehensive substance abuse assessment which includes all family members.The counselor will then discuss his or her recommendations for treatment at the end of the assessment. Counselors will conduct 30 assessments, resulting in a total of 10 youth and their families receiving treatment services in the first year.We anticipate serving 12-15 youth and families in the program's second and subsequent years. All clients must have a physical exam within 30 days from the admission date and are encouraged to seek medical treatment, including medical detoxification, when indicated. Treatment plans are required for all clients in treatment 30 days or more. HIV/AIDS and TB education are part of the health education curriculum. Clients at risk for TB or with active TB symptoms will be referred to the Contra Costa County health clinic at 50 School Street in Pittsburg.Clients at risk for HIV will also be referred to the Pittsburg clinic for free testing. Clients in need of information about enhancing educational and vocational skills will be referred to Mt. Diablo Vocational Services located in Concord.Family members who themselves have active substance abuse problems will be referred to our Concord-based Matrix program(which provides treatment for adults) or other treatment programs in the area Health, social service,treatment, education,vocational and other referrals are available in the resource directories kept in the office. All referrals will be recorded in the case notes and treatment plans. In treatment, clients learn about substance abuse,attend 12-step meetings,develop relapse prevention skills and positive support systems, and work with their families. A typical monthly treatment schedule for youth will include 8 relapse prevention groups (twice a week), 4 individual sessions, 3 family sessions, 1 multi- family group (with family members), 4 urine tests, mandatory attendance at AA or NA at least once a week, and a weekly educational series. A typical month for family members includes 3 family sessions, one multi- family group(with the teen),4 parent groups(i.e.,provided by New Connections,Alanon or ToughLove) and an educational series. Children under 11 are involved as siblings in family counseling sessions. Aftercare. Following successful completion of treatment, clients are transitioned to a 4-month aftercare program to continue refining relapse prevention skills and begin to address other important issues 2 ,f in their lives. The monthly schedule for aftercare clients includes 4 recovery groups, individual and family sessions as needed, at least one 12-Step meeting a week, and urine tests as needed.The monthly aftercare schedule for family members involves family sessions as needed, and attendance at parent groups, AlAnon or ToughLove. During months 9-12,clients are strongly encouraged to continue participating in the recovery group and continue to attend 12-Step meetings. Individual and family sessions will be provided as needed. Clients who relapse will be asked to attend additional 12-Step meetings and additional month(s)of treatment as evaluated on an individual basis. Follow-up. A follow-up contact by telephone will be made within 60 days by the primary counselor to clients whose case is closed,who had been in treatment long enough for a 30-day treatment plan to have been completed, and who gave written permission for the contact on the Consent to Services Form. If the client cannot be reached by telephone after three attempts, a Treatment Follow-up Questionnaire will be mailed to the client with a stamped, self-addressed envelope. Completed questionnaires will be kept in the client file, and a copy provided to the Program Director. Records and utilization review.Written records of all client services and contacts will be maintained by the counselors under the supervision of the Program Director. Monthly UR, following Drug Medi-Cal requirements, will be conducted by the Utilization Review Committee. This is further detailed in the Self- Monitoring section below (#9). PROGRAM LOCATION.The New Connections office will be located in downtown Pittsburg, in an area that is accessible by public transportation.A smaller office will be co-located at the Ambrose Community Center in Bay Point. Because the treatment component and some groups will be available only at the Pittsburg office, bus passes will be provided to Bay Point clients needing transportation. Facility acquisition. Upon notification from the County that we have been chosen for this project, we will look for office space in the downtown area of Pittsburg.We are confident that the present availability and variety of choice will enable us to locate suitable office space relatively quickly. We will move into the new quarters once the lease is signed and basic furniture and office equipment is purchased or leased. STAFFING. Project staff will include 1 FTE program director, 2 FTE masters level counselors, two .5 FTE graduate interns, and a.7 0 FTE secretary. The Program Director will supervise staff and interns, carry 45 treatment cases, and oversee functioning of all program services. At least one counselor or intem will be bicultural/bilingual (Spanish speaking) and one will be African American. Staff will be specialists in working with high risk youth, AOD dependency and recovery, and family systems. (Job descriptions are enclosed in the Appendices.) WORKPLAN/TIMELINE The program should be fully operational in October. Start-up is expected to take 21/2-3 months, but implementation of various program components will occur during that time. Activity .: :,: Oates) Recruit and hire.Program Director July-August Recruit, hire and train interns and counselors July- mid-October Develop and implement utilization review protocols July-August Acquire Pittsburg facility and set up office August 1, 1995 Set up Bay Point office at Ambrose Community Cennter August 1, 1995 Conduct outreach in Pittsburg and Bay Point communities August - on-going 3 Activity Dates) Conduct outreach to community-based agencies and organizations August- on-going Develop Memoranda of Understanding with each school September-October Begin office-based intervention services in Pittsburg and Bay Point mid-September-on-going Begin school site programs late October-June 1996 Conduct community prevention presentations October- on-going Begin office-based parent group in Pittsburg and Bay Point late October- on-going Begin office-based treatment services in Pittsburg mid-October- on-going; Conduct monthly utilization review November- on-going 2. PROGRAM GOALS AND OBJECTIVES The overall goals of the project are to meet the needs of Pittsburg and Bay Point residents for effective substance abuse prevention, intervention and treatment services, and to provide effective, culturally competent treatment services to youth and their families. Objective 1: Provide primary prevention services to a minimum of 3,500 persons in Bay Point and Pittsburg in the first year. 1.1 Conduct four support groups (total of 16) for 96 youth participants at the four school sites. 1.2 Develop peer leader/helper program at four school sites to provide peer help to 900 students. 1.3 Conduct four weekly educational substance abuse-related presentations in classrooms and in the community for 2,400 persons. 1.4 Provide 80 consultations with school staff and other providers working with at risk youth and families to identify problems and make referrals. 1.5 Conduct two office-based parent groups for 45 parents. Objective 2: Assess 195 youth and provide culturally competent school-based intervention services to 50 youth and office-based intervention services to 55 families in the first year. Objective 3: Assess 30 youth and provide culturally competent,office-based substance abuse treatment, aftercare and follow-up services to 10 youth and their families in the first year. 3. PAST EXPERIENCE New Connections provides substance abuse primary prevention, and outpatient intervention and treatment services throughout Contra Costa County. In 1994 alone, this agency reached nearly 12,000 individuals through prevention/education presentations, training, consultations, substance abuse assessment, crisis intervention and on-going counseling, and information and referral services. 4 t . We have a long history collaborating with school districts to provide substance abuse related services and link our clients with a variety of health, employment and supportive social services. Our Youth and Family Counseling and Intervention program provides prevention and counseling to youth ages 11-19 and their families at risk for substance abuse in 20 schools from five school districts throughout the county. Extensive community education and in-service training are also available.Our Juvenile Offenders Diversion Program provides transitional services, groups and counseling for 602 juvenile offenders with substance abuse and gang problems.The School Diversion Program works as an alternative to suspension or expulsion for Mt. Diablo Unified School District teens who are found using or in possession of alcohol or other drugs. Our counselors provide free on-site school assessments and family consultations. Our Gang Prevention Program is a collaborative effort with the Mt. Diablo USD and Concord Police Department to prevent and intervene in gang and substance abuse involvement by middle school youth. This project includes a full- service teen center,campus resource officer and community education.New Connections staff have served as founding members and continue as active participants on the Mt. Diablo USD Drug Free Schools Task Force. Our 4-month intensive teen outpatient treatment program, Pathways to Recovery, emphasizes developing relapse prevention skills, positive support systems and education. We also provide chemical dependency treatment for adults through our Matrix Program, an intensive 4-6 month outpatient program for adults. Our work with the school districts on substance abuse program planning and development has given us many opportunities to work with Bay Point and Pittsburg youth. Our diversion program for middle and high school students in the Mt. Diablo Unified School District provides direct services for Bay Point youth and families. Bay Point teens account for 27% of our Mt. Diablo High School counselor's caseload (45% of Mt. Diablo H.S. students live in Bay Point). We are currently collaborating with the Child Abuse Prevention Council and the Child and Family Therapy Center in a County Department of Social Services funded project designed to address sexual, child and substance abuse issues for youth attending Central Junior High in Pittsburg. We are proud of the success we have had with our youth and family programs. Recent evaluations found 81.6% of youth were able to maintain minimal levels or no-use of alcohol and other drugs, and/or significantly reduce their use. As leaders in developing new program models, we were the first to offer a district-wide aftercare support group for teens in recovery and piloted the first intensive outpatient treatment program for low income teens (Pathways to Recovery) in Contra Costa Our longstanding goal to provide outreach among the Latino population in the Concord area has been realized with a 1995-96 grant from the City of Concord and Lesher Foundation. This project will enable us to hire a bicultural and bilingual counselor to work.in Meadow Homes Elementary, Glenbrook Middle School, Mt. Diablo High School and the community to serve as a bridge to the Latino community.We intend to replicate many of these program models to Bay Point and Pittsburg. Individuals served by New Connections represent all walks of fife. One-third are people of color(16%Latino, 8% African American, 4%Asian/Pacific Islander, and 3%American Indian). Nearly 60%have annual family incomes below$20,000.About 10%of our total client caseload and 27%of our school-based programs are residents of Pittsburg.and:Bay Point. Of the Pittsburg/Bay Point population, 90% are youth and 70% are people of color including 43%Latino,20%African American, 4%Asian or Pacific Islander,and 2%American Indian. New Connections has considerable experience contracting with government agencies,including the Contra Costa County Health Department and Social Services Department, Office of Criminal Justice Planning, the Cities of Concord and Walnut Creek, County Criminal Justice Agency and numerous school districts. 4. AGENCY BACKGROUND New Connections is located at 1760 Clayton Road, Concord, CA 94520; telephone (510) 676-1601. Beth. Schecter, M.P.H. is the Executive Director and contact person. New Connections is a non-profit alcohol and 5 1 . drug prevention, counseling and treatment agency with experience providing comprehensive programs for youth, their families and other adults since 1972. Our stated mission is to prevent and eliminate substance abuse and addiction in a way that enhances the dignity of individuals and families within the community. New Connections service philosophy includes being community-focused, collaborative and family oriented. We believe that addiction is a treatable disease, and that recovery can best be achieved by nurturing and encouraging individual, family and community strengths. The agency administers an annual budget of about$600,000.Current funding sources include major support from Contra Costa County Health Services, Office of Criminal Justice Planning, and the City of Concord. Smaller project grants were obtained from Mt. Diablo, Acalanes, Martinez and John Swett Unified School Districts, Contra Costa Criminal Justice Agency, United Way, Concord Police Association, City of Walnut Creek, Tosco Refining Company, Bank of America, and Chevron Corporation, numerous foundations (i.e. McKesson, Target, Lesher and Bank of America), and client fees and donations. Key leadership includes a management team composed of the Executive Director and three MFCC licensed program directors,fiscal manager and operations/development director.Staff are supervised by the program directors.Administrative and bookkeeping staff report to designated personnel within the management team. The 15-member Board of Directors has an executive committee made up of the president, vice-president, treasurer and secretary. The management team and executive committee are responsible for the direction and leadership of the organization. New Connections is fully certified by the California Department of Alcohol and Drug Programs and is presently in the process of acquiring Drug MediCal provider certification. We anticipate achieving this by June 30, 1996 if not sooner. We have also identified a medical director. 5. TARGET POPULATION Our target population is youth(11-18) and families living in Bay Point and Pittsburg. From our current work with Bay Point and Pittsburg students at Concord and Mt.Diablo High Schools,we are aware of two relevant issues. First,AOD prevention,intervention and treatment services are fragmented and uncoordinated in Bay Point, making it a highly underserved community.Secondly, culturally appropriate services available to the Latino population are seriously inadequate or non-existent. We propose to significantly increase the level of substance abuse related services available to the Bay Point community and to provide culturally competent services that will appropriately address substance abuse prevention, intervention and treatment needs for Latino youth and their families. Bay Point. Nearly 18,000 people live in Bay Point, an unincorporated area.north of Pittsburg. According to the 1990 Census and Mt. Diablo Unified School District data, Bay Point is home to a high percentage of at risk youth. Bay Point is an economically depressed area with many unmet service needs. Property values are one-half that of the rest of the County. Per capita income in 1989 was$12,642 in contrast to $20,748 countywide. Fourteen percent of Bay Point residents live below poverty compared to 7% countywide: Twenty-three percent of households are headed by single women with annual incomes below$13,745. Bay Point's four public schools represent 8% of students in the Mt. Diablo School District, but account for 23% of AFDC students in the district. From 47%-70°/6'of students at the three Bay Point elementary school are eligible to receive free meals at school. Public school students attend three elementary schools and one middle school located in Bay Point. High school students travel ten miles to Concord-based Mt. Diablo High School where 45%of the student body lives in Bay Point. Elementary and middle schools include 24% Latino, 16% African American, 19% Asian/Pacific Islander, and 41% White students. From 27%to 44% of the elementary students and 33% of middle school students speak English as a second language. Mt. Diablo High School has an equally heterogeneous student body, including 26% Latino, 12°/c African American, 16%Asian/Pacific Islander and . 46% White. Twenty percent of students at Mt. Diablo High speak a primary language other than English. 6 ,7 According to the 1990 Census, 28% of Bay Point residents speak a language other than English at home in contrast to 18% in the County as a whole. Bay Point has a reputation as a high crime area Although Bay Point represents only 1%of County residents living in unincorporatedareas served by the Sheriff's Department, the area accounted for 6% of all calls received by that agency in 1992. This included 11% of felonies, 17% of violent crimes and 48% of alcohol and drug arrests made by the Sheriff. Many children come from families where a parent is incarcerated or on parole or probation. Bay Point children and youth represent 11% of Mt. Diablo School District students, however 20% of the District's drug-related suspensions and one-third of the cases involving excessive absenteeism when substance abuse was an underlying factor in 1991-92 involved Bay Point students. Gang-related colors are beginning to appear at the elementary schools.We're finding more children showing interest in gang activity and gangs becoming more ethnically organized. Not surprisingly, high risk students are attracted to both drug use and gang participation. Pittsburg.With a population approaching 51,000(per Department of Finance estimates for 1994), Pittsburg is made up of 17% African American, 11% Asian/Pacific Islander, 24% Latino, and 47% White residents. Pittsburg is the most economically impoverished city in East County and second-most countywide.The 1990 Census reports per capita income at$13,686,with 11%of Pittsburg's residents living below poverty in 1989 (vs. 7.3% countywide). One out of every seven residents received AFDC in 1991. Nearly three out of ten Pittsburg families are headed by a single parent. Over half the children enrolled in Pittsburg's public elementary schools are eligible to receive free meals, in contrast to an average 36% in all of East County elementary schools and 28% countywide. According to the State Department of Education, the primary language of nearly one-third of the students enrolled in Pittsburg's seven elementary schools is one other than English. Of these children, 71% speak Spanish; 1'4% Pilipino, 3% Vietnamese, 2% each speak Cambodian'and Korean, and less than 1% each speak Farsi, Cantonese, Korean and Punjabi. On a per capita basis, Pittsburg has the third highest incidence of AIDS cases among all cities in Contra Costa AIDS cases reported in Pittsburg (24.8/10,000 residents) well exceed the county rate(16.8/10,000). According to the County Health Department, about 30% of the AIDS cases reported among Pittsburg residents are related to IV drug use. Of ten pregnant women who tested HIV positive in 1988 and 1989, seven lived in Pittsburg. Since 1988, an average of 20 Pittsburg youth (under 18) have been annually arrested on felony drug charges, 800/6-900% of which involve narcotics. Narcotics arrests also account for the majority of Pittsburg adults arrested on felony drug violations. While the rest of East County experienced a 51%decline in felony narcotics arrests from 1989-93, narcotics arrests among Pittsburg juveniles actually increased by 53%from 1991-93. Juvenile arrests for violent crimes also increased by 1099/o from 1989-1993. 6. COMMUNITY SUPPORT New Connections has a long history of working collaboratively with police, schools and other agencies.We currently run a gang prevention program with the Concord Police Department, Leisure Services and Mt. Diablo Unified School District and are working with Ambrose Parks and Recreation District to help them establish a youth council and teen center as part of a gang prevention program in Bay Point. We have worked closely with Delta 2000 since 1990.We are represented on Delta 2000's substance abuse committee, serve on panels and attend their health fairs, etc. Our longstanding work with Bay Point youth and interest in seeing more effective service integration has led to our on-going involvement with the West Pittsburg School Linked Services Planning Coalition in the planning and implementation of the Healthy Start program. This process has involved bringing together a large group of residents, students, school staff and County social and health agency personnel, conducting extensive community surveys and holding numerous town 7 hallmeetings and focus groups.We have also collaborated with a variety of agencies to fund new youth and' family initiatives. Most recently, we worked in partnership with the Sheriff's Department and Ambrose Parks and Recreation to acquire funding for an Americorps program in Bay Point. Letters of support from relevant agencies are attached in the Appendices. 7. . AMERICANS WITH DISABILITIES ACT (ADA) New Connections services are generally available to persons with physical and/or mental impairments. Our office, school, and probation sites are accessible to physically disabled persons. Clients with hearing or speech impairments which significantly interfere with their ability to participate in New Connections services will be referred to one of the following programs: New Bridge (outpatient), CPC Walnut Creek (inpatient), and Regional Center of the East Bay in Concord). Our new office site in Pittsburg will be accessible and the Bay Point Ambrose Community Center is accessible to people with physical disabilities. Sign language interpretation services are available from Hands On in Fremont for a fee. 8. PROGRAM EVALUATION PLAN' Our evaluation plan will address local issues and concerns that our program was designed to alleviate in the following ways. First, we will continuously.monitor the services we provide to see how they'take hold' under the specific local conditions. Based on our findings,we will modify services as needed whenever our findings indicate that some part of our design is not working or not working as well as we had expected. Second, we will hold client focus groups periodically during the first year to get firsthand feedback about the services and how well they are meeting the needs of clients.At least one of those groups will be held in Spanish. Finally, our client satisfaction survey forms will be available in both Spanish and English. Objective 1: Provide primary prevention services to a minimum of 3,500 persons in Bay Point and Pittsburg in the first year. 1.1 Attendance logs and records will be kept of school-based support and peer help groups and educational presentation made in the schools and community, including the location, date, number of persons, and an estimate of ages, gender and race. 1.2 Records will be maintained showing the date, location, names and titles of persons receiving consultations by staff. 1.3 Group satisfaction surveys will be conducted by counselors and interns and sent to the Program Director. Survey instruments will be available in Spanish. 1.4 Evaluations of groups and presentations will be kept on file in the office, Objective 2: Assess 195 youth and provide culturally competent school-based intervention services to 50 youth and office-based intervention to 55 families in the first year. 2.1 Assessment forms, client logs, units of service provided and individual client files will be maintained by counselors and interns and periodically reviewed by the Program Director. 2.2 Youth and parent satisfaction surveys will be conducted by counselors and interns and sent to the Program Director. Client survey instruments will be available in Spanish. 2.3 Client focus groups will be held periodically for feedback and service improvement; at least one group will be conducted in Spanish. 8 2.4 The Program and Finance Directors will prepare quarterly statistical reports and an annual narrative report for the County. Objective 3: Assess 30 youth and provide culturally competent,office-based substance abuse treatment, aftercare and follow-up services to 10 youth and their families in the first year. 3.1 Assessment forms,CADDS forms,client logs, units of service provided and individual client files will be maintained by counselors and interns and periodically reviewed by the Program Director. 3.2 Youth, parent and group satisfaction surveys will be administered by the counselors and interns following discharge or graduation from treatment and aftercare. The counselor will also mail an evaluation form to clients who terminate treatment unexpectedly.These forms will be kept on file. 3.3 At least one client focus group will be held during the first year to obtain feedback about how well the program is meeting the needs of clients. The group will be conducted in English and/or Spanish, as appropriate. 3.4 A 60-day follow-up after discharge will be conducted by the counselors 3.5 The Program and Finance Directors will prepare quarterly statistical reports and an annual narrative report for the County. 9. SELF-MONITORING Utilization Review Committee. New Connections' URC is responsible for reviewing admissions, appropriate treatment procedures, appropriate level of care, length of stay, and discharge plans. The 5- person URC consists of the Program Director, Medical Director, a counselor,a staff member and a county liaison. The URC meets at least once a month to review the following information using Drug MediCal standards: admissions data; medical problems; appropriateness of treatment plans and goals; consistency of diagnosis with treatment plans;treatment progress or lack of progress; participation of family members and/or support persons; extension of treatment beyond standard 6-month stay; and appropriate discharge planning initiated in a timely manner. URC results are documented on UR Worksheets. The completed UR Worksheet is forwarded to the primary therapist in charge of the client's overall case management. The Medical Director is responsible for overseeing compliance of the URC recommendations. Client data collection begins during the evaluation when client demographics,treatment admission forms, problem severity index,family and associates drug history questionnaires, initial treatment plan and consent forms are completed. A State CADDS form is completed and placed in a binder for the appropriate contract. A Contact Record Sheet is started and all contacts are recorded. Each counselor is responsible to document client's attendance records, urinalysis reports, and treatment planning. All cases are reviewed in weekly case conference meetings by the treatment team and clinical supervisor. Records documenting primary prevention consultations, in-services and presentations, in-personoutreach contacts, and intervention and treatment units of service and time will be kept by counselors in individual folders and reviewed by the Program Director on a regular basis. Counselors record attendance at group counseling sessions by having all group members sign the Group Meeting Form which is kept in the appropriate file in the office.A'stat sheet'that collects demographic data is filled out for each assessment that is made and case that is opened. A copy of the stat sheet is included in the Appendices. A Units of Service form (attached in Appendices) is used to document service units for prevention, outreach, intervention and treatment activities and the information recorded in a database. 9 10. DESCRIPTION OF PATIENT FEE DETERMINATION SYSTEM (EXHIBIT '131 A sliding fee scale will be available. Charges for services will be based on each client's income and expenses which will be documented and kept in the client's file. It is New Connections policy not to turn anyone away due to lack of funds, as well as to re-evaluate charges if a client's financial situation changes. A copy of the sliding fee scale instrument is attached in the Appendices. 11. PROGRAM SUMMARY New Connections proposes to establish a program that will provide culturally competent primary prevention; intervention and treatment services to youth and their families living in Bay Point and the City of Pittsburg. The main program office will be conveniently located in downtown Pittsburg close to public transportation. An additional site will be co-located in Bay Point at the Ambrose Community Center. Program staff will be bicultural and bilingual to provide appropriate and effective services.We anticipate a short(21/2 month)start- up period, during which time we will acquire a facility, recruit, hire and train staff, and begin school and community-based outreach. Primary prevention activities will account for 50% of program funding. Outreach, educational and group activities targeting youth and families at risk of or affected by substance abuse will be conducted at three middle schools and one high school, as well as in the community. Prevention activities will include: 1) school-based support groups for at risk youth; 2) school-based peer helper programs; 3) school and community-based educational presentations;4) consultations with school staff and other providers working with at-risk youth and their families; and 5) an office-based on-going support and education group for parents of high risk children. Prevention activities will reach at least 3,500 persons in the first year. Intervention activities will involve culturally and linguistically competent school and office-based short-term counseling and group services for youth and their families, including assessment, referral, counseling and education classes. (Children under 11 are involved as siblings in family counseling.) At least 195 youth will be assessed. Fifty students and 55 families will receive intervention services during the first year. Finally, treatment services will be modeled after our highly successful Pathways to Recovery program.This will be a 4-month treatment and 4-month aftercare program designed to meet the cultural and language needs of the Latino and African American populations living in Bay Point and Pittsburg.We expect ten youth and their families to participate in the treatment component during the first year. (Children under 11 are involved as siblings in family counseling sessions.) We are confident that the experience we have already gained working in the schools with youth from Bay Point and Pittsburg, in addition to the relationships we enjoy with local service agencies from past and present collaborative activities will provide us with the realistic information and tools needed to develop and implement high quality,appropriate services and enable us to work effectively with underserved populations in East County. 10 7 . PROJECT BUDGET JUSTIFICATION Staff Salaries Pro ram Director-Program Director will oversee the project and spend 25-28 hours per week on direct service. His/her time will be charged 50% to prevention,35% to Intervention and 15% to treatment.He/she will be MFCC or LCSW licensed and will provide clinical and administrative supervision of counselors and interns. (1 FTE X 2,792/month). Counselor- Bi-lingual (Spanish) counselor will spend 12 hours per week at a school site, 20 hours per week seeing intervention and treatment cases and running parenting groups(at both the Pittsburg and Bay Point sites).The rest of his/her time will be spent providing outreach,in supervision,and attending meetings. (1 FTE X 2,334/month). Counselor- Counselor will spend 12 hours per week at a school site,will assist with coordination of the peer helper component, will spend 22 hours per week providing intervention and treatment services.The remaining time will be spent in supervision, outreach and,meetings. (1 FTE X 2,208/month). Secre -Secretary will provide all support services including reception,clerical work, units of service collection,insurance verification,office management,equipment purchasing. (.7 FTE X 1,342/month). Interns- Two graduate student interns,each working 20 hours per week for 10 months will spend 12 hours per week at a school site and the remaining time seeing intervention cases. Interns receive 60 hours of training and weekly individual and group supervision. (2 interns at 2,000 each). FICA - 7.65% X Salaries. Unemployment Insurance- 1.5% X Salaries. Worker's Compensation Insurance- 1.79% X Salaries. Benefits-Partial medical,dental and life at 5% of salary.Interns do not receive this benefit. Vacation/sick leave-Accrued at 3.3 daystmonth and 1 day/month respectively. Interns do not receive this benefit. Prorated for FTE. Operating Rent/Utilities/Janitor-Estimated at 1.00/square foot,inclusive of utilities and janitorial for 1,500 square feet. (see portion under start-up costs). Phone- Estimated phone charges based on$350/per month for 4 lines and fax machine. (see portion under start-up costs) Fax machine(see start-up costs) Copy lease- Estimated charges for copy machine based on $300/month for equipment and service contract. Computer lease/software- Estimated charges for two computers and software at $167/month. Office supplies-Estimated charges for office supplies based"on$150/month. Office supplies include copy paper,paper for flyers,pads,pencils, file folders, supplies for computers, etc. Insurance-Estimate for increase in general liability insurance based on an annual rate of $1,200. Printing -Estimated charges based on$100/month. Printing will include flyers, newsletters,program information for peer helpers and treatment clients, stationary, brochures, etc. Postage-Estimated charges based on$25/month. Bus passes- Actualcharges are$27 for 40 passes. Passes to be used for Bay Point residents traveling to Pittsburg for groups and treatment services. Medical services-Estimated charges for urine testing used as a monitoring tool for youth in treatment.Tests cost$11 each through Redwood Labs. ($11 X 120 tests) (we have tried less expensive labs but have not been satisfied with their service). Medical Director-Medical Director reviews treatment charts.Estimated charges based on $60 per hour. ($60 X 52 weeks). Transportation -Estimated charges based on.28 per mile. Approximately 178 miles per month (42 miles per week) will be driven by each of 3 people. Furniture(see start-up costs). Start-Up Costs Rent/Utilities/Janitor-Estimated charges include$1,000 for building deposit. Phone-Estimated charges based on line hook-up for five lines at$300. Fax machine-Estimated charges based on actual allowable purchase price. Furniture-Estimated charges based on actual allowable purchase price for desks,chairs, bookcases,computer tables, filing cabinets,etc.We will attempt to get as much donated as possible. Shared Administrative Costs Includes a portion of the Executive Director's time,a portion of the fiscal manager and bookkeepers time(may in fact be additional time for both),a portion of direct expenses for administrative staff such-as rent,office supplies,training and transportation,-a portion of the office managers time,a portion of the agency audit. Administrative costs are 13% for agency. Additional Program Income Client Fees- Estimated income based on a reasonable amount per client for intervention and treatment services. Donations- Estimated income based on realistic fundraising goals we feel we can accomplish for this program through events,grantwriting and local service clubs. 1 0P dP ee w+ aP 1 a<i N O O In 1 r-y N M .-•4 1 1 f �t 1 1 1 11. 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V U O o0.1 6�.1 W 1700 E !L E aC H V V Ll E BUDGET AND SERVICES SUMMARY for RFP Response EXHIBIT C f I I APPLICANT'S NAME: NEW CONNECTIONS TOTAL AMT 1 One—Time—Only Start—Up Budget Amount. (Attach line—item breakdown and justification] 2. Annualized 12—Month Operational Expenditure Budget Amounts: a. Primary-Prevention Services Program: 1,$84,240 b. Secondary Prevention Services Program: $46,73. c. Drug Free Outpatient Treatment Services Program: J$35,842 PROPOSED f2—MONTH TOTAL:, 66,821 3. Annualized 12—Month Operational Revenue Projection: Other Count C 771 Community CSAS 112—MONTH lient Fees s Funds Contract TOTAL a. Primary Prevention: J$1,00011$93,240 b. Secondary Prevention: J$2,500 $1,000 J J$43,239 J$ 46,739 J c. Drug Free Outpatient Trtmt: J$2,500___J J$2,150 J$31,192 r$MIKJ PROPOSED 12—MONTH TOTAL: 1$5.000--Il$4,150 J$157,671 $ 166,821 4. Annualized 12—Month Service Amounts: Available Number of Number of Staff Clients Client Hours Served Visits a. Primary Prevention (All): 1930 3506----- b. Secondary Prevention (All): 900 C 195. Early Intervention Counseling (only): 900 195 c. Drug Free Outpatient Trtmt (All): 575 30 445 Unduplicated Count A face—to—face contact regardless of duration in the clinic or other treatment locale which results in the recording of a therapeutic experience in the client's chart. Prepare by: Beth L. Schecter Title: Executive Director Date: 3-31-95 [print namel Note: We were unsure about 11nit of Service definition as compared with available staff hours. If total available staff hours were computed based on, total FTE,' the number under Column 1= "Available Staff Hours" would read, a. 4680, b. 2184; Early Int. Counseling 1470, c. 1456. Thisincludes all hours for 4 FTE. REQUIRED ATTACHMENTS: IRS Tax-Exempt Letter Job Descriptions Organizational Chart Licenses from Department of Alcohol and Drug Programs General and Professional Liability Statements Articles of Incorporation and Approval Letter Board of Directors List CPA Letter ATTACHMENT #6 Provision of (Outpatient) Substance Abuse Prevention, Intervention & Treatment Services . in the Pittsburg and Bay Point ,r Communities of East Contra Costa.County Released by: Contra.Costa County Community Substance Abuse Services Division Response Submitted by: CARE Center Community Advocacy,Resources and Education Center March 31, 1995 335.East Leland Road Pittsburg,CA 94565 (510) 439-8035 Fax (510)439-8055 CP4.p izo EW Community Advocacy,Resources and Education Center Telephone(510)439-8035/427-3120 Fax(510)439-8055 335 East Leland Road 85 Treatro Street Pittsburg,CA.94565 March .31, 1995 Mr. Chuck. Deut sch . man, Director . ,. °• Communxty _Substanee Ab use "Services ' 597 °Center" venue 'Sui to 320 Martinez;.: CA `94553 Dear Mr Deutschman This letter is in regards to the RFP for $161,495 .00 . The CARE CENTER, `.INC: is hereby enclosing a proposal for this contract in the' amount of $161.495 .00 to provide prevention, secondary prevention (intervention) and treatment services in1­1'Pittsburg 'and Bay Point :communities.. The, period of time we are °request-ing this funding is July 1, 1995 through. June 30, 1996 . The .CARE , CENTER, INC. would need an advance payment of $16, 727 .00 for start-up, costs immediately after July 1, 1995 CARE CENTER, INC. would provide. _20, 00-0 prevention <units. in 3, 163 staff hours; J, 000. secondary prevention , (intervention) units of , service in 1, 165 staff hours .and 2,000 treatment units of service in 1, 898, staff hours: CARE CENTER has received a tax exemption status from the State of California. ' A copy of this letter is enclosed. We have received our federal employee identification number (EIN) and we have submitted our application to the Federal Government ,for tax exempt. status. If you should have any questions, please contact me at (510) 439- 8035 . S 'WCeer i Tile, M.A. , M.F.C.C. C Executive Director CARE CENTER/ OUTPATIENT SUBSTANCE ABUSE SERVICES PROJECT NARRATIVE Community Advocacy,Resources and Education Center(dba CARE Center)is the result of the formal reorganization of the East County Boys and Girls Club,Drug and Alcohol Prevention Program (DAPP). This program has provided quality substance abuse services to Pittsburg and Bay Point(West Pittsburg) since 1987. After several organizational meetings and an assessment by an outside consultant,it was determined that the establishment of a new non-profit organization with an exclusive commitment to combating substance abuse would best facilitate the development of a comprehensive array of prevention and treatment services for.East Contra Costa residents. The consultant and staff agreed that to fully develop the program,to better access local, state, and federal funds,and to develop the infrastructure of advocacy and fund development needed to sustain a prevention/treatment program,DAPP would need to develop a Board of Directors Zxd--ficdl_y committed to seeking community support for substance abuse prevention and treatment. The East County Boys and Girls Club Board of Directors concurred with this assessment and in January, of 1995 voted their full support of the establishment of this new non- profit,to be called CARE Center. At the core of this new agency would be precisely the same staff,facilities,and structure of the Drug and Alcohol Prevention Program which would ensure program continuity should this bid for funding be approved. Presently,DAPP continues to provide substance abuse services until the end of the current contract year,June 30, 1995.The CARE Center has established a separate Board of Directors and has pursued and received all state and legal applications for non-profit status (refer to Attachment A), with final federal verification pending. CARE Center plans to maintain services at its present main office of 335 East Leland Road,Pittsburg with continuing satellite services offered at El Pueblo Housing Project,Ambrose Center,and all secondary schools in Pittsburg and Bay Point. The DAPP Program will officially close June 30, 1995, and CARE Center will work with all existing DAPP contracts to continue services. CARE Center is working collaboratively on several grants under its new name and non-profit status. CARE Center has the capaci , to respond without any gap in services to a new contract that would specifically be awarded from this RFP. Resumes of existing staff members who will work on this project are attached and referred to in Attachment B. The DAPP Program was recently certified by the State Department of Alcohol and Drug Programs with assurances that the CARE Center will be certified with little delay and with all policies and procedures remaining the same as DAPP's.The CARE Center anticipates approval by August 15, 1995.DAPP also had applied for Medical Certification but had to withdraw the application due to the change to CARE Center.The CARE Center is prepared to submit an application for Medical Certification as soon as current guidelines.will allow. As the CARE Center will continue to follow all federal, state, and local polices for a drug and alcohol program,Medical Certification is anticipated to be available within the 200-day limit following application. Goals. Objectives. and Work Plan During its seven years of service to this community,DAPP has been committed to addressing the special needs of the youth, adults,and families struggling with the issue of substance abuse. All services that DAPP has offered would continue without interruption through the CARE Center. The CARE Center's service goals for primary and secondary prevention (referred to in the RFP as intervention)and goal for treatment with funding from this grant are listed below: -1- Primary Prevention Goal: The CARE Center will offer alternatives to substance abuse by reaching out to youth and their families with education, support, and healthy community activities in Fiscal Year 1995-1996 (20,000 units of service). Secondary Prevention Goal: The CARE Center will work with youth, their families, and members of the family of a substance abuser to prevent the establishment of self-destructive patterns of behavior that could lead to substance abuse (a minimum of 1,000 units of service). Treatment Goal: The CARE Center will service Pittsburg and Bay Point youth, adults, special populations, homeless, and other disenfranchised groups with intake, referral, assessment, individual, i group, and family recovery counseling (2,000 units of service). The work plan below describes the objectives/activities for achieving each goal,and staff responsible those activities. Outreach objectives/activities conducted at community schools will begin September 1, 1995 and continue through June 30, 1995.Unless otherwise specified, all other,objectives/activities will begin July 1, 1995 and be conducted through June 30, 1995. Primary PreventilQ-1LI'�_- The Care Center will offer alternatives to substance abuse by reaching out to youth and their families with education, support, and healthy community activities in Fiscal Year 1995-96 (10,000 units of unduplicated service). b ective Activit Persons Res onsible Provide information,referral,and support services,includingClinical Director,Youth a minimum of 50 outreach,classroom presentations,20,eight- Prevention Counselors, and week education/support groups,and community networking Interns with participating agencies. Establish two model programs that reach out to Executive Director, Clinical disenfranchised youth and their families with alternative Director,Youth Prevention activities that educates,promotes self-esteem,develops Counselors, and Interns stronger family ties,and empowers the community in substance abuse prevention. Create prevention services that reflect the diverse economic, Clinical Director,Youth racial,ethnic, and language needs of the communities of Prevention Counselors Pittsburgand Bay Point. Stcondary. Prevention Goal (Interven • The CARE Center will work with youth, their families, and members of the family of a substance abuser to prevent the establishment of self-destructive patterns of behavior that could lead to substance abuse (a minimum of 1,000 units of service for 520 undu 'd clients). Objective/Activity Persons Responsible j Provide information,referral,individual and family Clinical Director, Youth assessments,and counseling to all youth and adult residents of Prevention Counselors, and Pittsburgand Bay Point. :Interns Conduct on-going weekly groups in co-dependency and Clinical Director,Youth substance abuse education. Prevention Counselors, and Interns Conduct quarterly workshops in anger management, Clinical Director, Youth parenting, stress management,or other classes as needed. Prevention Counselors, and Interns Conduct monthly HIV/AIDS and communicable disease Clinical Director, Youth educational workshops. Prevention Counselors -2- t+ Create prevention services that reflect the diverse economic, Clinical Director,Youth racial,ethnic, and language needs of the Pittsburg/Bay Point Prevention Counselors communities. Treatment Goal: The Care Center wilt' service Pittsburg Bay Point youth, adults, special populations, homeless, and other disenfranchised groups with intake, referral, assessment, individual, group, and family recovery counseling (2,000 units of service and 100 clients). Objective/Activity Persons Responsible Provide intake,referral,assessment,individual,group, and Clinical Director,Recovery family recovery counseling. Counselor,Physician Provide on-going referral services available to all residents of Recovery Counselor Pittsburg and Bay Point that would include referral to other . recovery services,vocational training,mental health services, and health screening. Conduct weekly support and educational groups for recovery Clinical Director,Recovery clients for up to six months. Counselor Provide individual counseling weekly as needed for up to six Clinical Director,Recovery months for early rec2=clients Counselor Develop and monitor individual treatment plans with clear Clinical Director,Recovery goals and evaluation at 30,60,and 90 days of treatment. Counselor Follow up survey and referrals administered 60 days after Clinical Director,Recovery duation or dismissal from program. Counselor Create Treatment services that reflect the diverse economic, Clinical Director,Recovery racial,ethnic, and language needs of the communities of Counselor Pittsburgand Bay Point. CARE Center will also continue to work with local government and community groups to recognize the importance of all issues and behaviors (i.e.,family violence, school failure,and child abuse)that are part of the cause and effect of substance abuse in our community. CARE Center will work to engage their active participation in changing community attitudes toward those at risk and the recovering addict and his/her family. These activities will be accomplished by actively networking and participating with agencies including the Partnership for a Drug Free Contra Costa Substance Abuse Action Committee,Pittsburg Healthy Cities, School Attendance Review Boards, I' Bay Point Integration Team,and Red Ribbon Week. Other community awareness activities will include making presentations at the Rotary,Chamber of Commerce and other area civic organizations. One of CARE Center's programs,Project Umoja,is a prevention program designed and implemented by CARE Center staff and provides culturally specific activities(refer to Attachment I). Although not included in RFP funded activities,with increased funding available from the RFP contract,in-house resources could be used to expand Project Umoja as a centerpiece for a more dynamic prevention strategy. With minimal funding,Project Umoja continues to reach out with culturally appropriate services to the most at risk youth through basketball, workshops, and homework hours to offer education,support,mentoring, and actual alternatives to the street, gangs, and substance abuse so prevalent in the Pittsburg/Bay Point communities. With the increased funding(formerly only 20%of the monies available was directed toward primary prevention)provided by this contract, CARE Center will implement the following strategies: i • Expand services by Fall, 1995 to all area youth and families with the addition of martial arts, ethnic dance,exercise, art, and parenting groups (with workshops similar to those offered to youth) that could draw more girls and others not usually attracted by basketball; -3- • Expand parent involvement with their children through the above activities while promoting community involvement in prevention services; and • Expand prevention groups throughout Pittsburg/Bay Point for elementary age youth called I am Special/Yo Soy Especial presently in place at the El Pueblo office under a Center for Substance Abuse Treatment contract. Agency Background and Experience The DAPP program has been offering the services outlined in the RFP for the past seven years, satisfying all county contract standards and building essential linkages throughout the community. As indicated in the first section of the project narrative,this DAPP program has been reorganized as the CARE Center and will maintain the same programs,program structure,protocols,staffing and linkages that have characterized DAPP's service to the community over the past seven years. There will be no interruption in either the quality or continuity of program should this proposal be funded.The CARE office will remain at 335 East Leland Road,Pittsburg, (510) 439-8035.Terry J.Basile, M.A., M.F.C.C.,is CARE Center's Executive Director(refer to resume in Attachment B). CARE Center's mission is to"improve the quality of life of the Pittsburg and Bay Point communities through the offering of counseling,educational,health,and-recreational services to youth and adults who are at the greatest risk for substance abuse,violence,and poverty."CARE Center will seek to remain innovative and collaborative in establishing and performing services. Over the years East Contra Costa County has increased in population but not in the above mentioned services.DAPP found no available counseling, health and activities that would supplement its prevention,intervention,and treatment services that were in the area and affordable to its clients.As DAPP has been serving thousands of individuals,it has experienced the burden of trying to ameliorate gaps in related services in the community.For example,there are limited services to women in recovery who are working on family reunification.While DAPP(CARE)can offer some support,it has seen clients set up to fail and relapse without a viable program tailored to their families needs. Fortunately,through resources such as grants from the Office of Criminal Justice Planning(for Violence Prevention) and from federally funded Family Maintenance programs,the future may hold additional funding for these services in East Contra Costa County, and the CARE Center anticipates representing the recovering family's special needs. One of the considerations in establishing the CARE Center was its recognized need to expand its ability to create and advocate for such services in our community. Over the years DAPP was funded to serve Pittsburg and Bay Point and has supplemented this funding with contracts with the City of Pittsburg,Mount Diablo Unified School District, Partnership for a Drug Free Contra Costa Substance Abuse Action Committee, Community Development Block Grant,Tobacco Prevention Project,miscellaneous grants,various fundraising events and donations (see budget). These contracts and relationships are but one of many indicators of the level of support for CARE/DAPP pro ming in East County. In recent years DAPP has received a dramatic rise in referrals and inclusion in community networking as it has become recognized for its outstanding commitment to quality services (as referenced in attached letters of support).DAPP has received special funding to develop a HIV/AIDS/Recovery group and has been working with Contra Costa Mental Health, Adult Division and Community Substance Abuse Services to establish a dual diagnosis group (mental health diagnosis and in recovery). -4- DAPP(CARE Center)has worked hard to establish a strong tie with local school districts and area secondary schools. Its counselors are presently at Pittsburg High School,Hillview Junior High,, Central Junior High,Riverside Alternative High in Pittsburg,and Riverview Nfiddl'e School and Gateway Alternative School in Bay Point. These linkages took years to establish and can be sustained if this proposal is funded. In addition to this program,DAPP has almost five years experience establishing El Pueblo Neighborhood Community Services at El Pueblo Housing Project in Pittsburg. While offering outpatient substance abuse treatment services at El Pueblo,DAPP has created a federally recognized(Center for Substance Abuse Treatment)prevention program for children at risk that involves weekday recreation, self-esteem groups(in Spanish and English),tutoring and homework help. The DAPP(CARE Center)program also has a bi-lingual Hispanic outreach counselor who offers in Spanish groups,referrals,information and translation services to area families.The federal funding for this project ends August 31, 1995,and RFP funds would be used to help sustain this j essential program. As a program demonstrating strong county and community commitment,the DAPP(CARE Center)program is well-integrated within the fabric of the Pittsburg and Bay Point communities, and with RFP funds will provide seamless continuity of programming,which specifically includes maintaining clients in current programs and preventing any disruption in programs and services with schools, clients,and providers. Should RFP funds not be awarded to CARE,50 clients currently in treatment would have that treatment disrupted and an entire community's relationship with its primary provider of prevention services. Although CARE would work closely with whoever received the award to try to minimize disruption, substance abuse prevention and treatment is about relationships and trust and these relationships and trust have been developed between CARE and its clients and between CARE and a host of community institutions throughout Pittsburg and Bay Point. We hope you agree that these relationships deserve to be reaffirmed and strengthened,not severed. Target Population Both Pittsburg(47,000 pop.) and Bay Point(20,000 pop.)are multi-cultural in their population breakdown. School district records show the following: African Hispanic Asian Caucasian Other School American Lunch Prog. Pittsburg 27% 25% 8% 34% 6% 42% Bay Point 17% 25% 15% 25% 18% 56% Pittsburg is an old East Contra Costa County city going through growing pains that has been effected negatively by substance abuse, poverty(10.8 %), unemployment(7.1%), racism, homelessness,violence, and crime. Key to this trend has been the high incidence of abuse of the drug crack cocaine and methamphetamines in Pittsburg. Minorities and youth are most attracted to these dangerous and highly addictive drugs. -5- Through networking with other services and maintaining a constant vigilance for additional funding support,CARE Center will provide the outreach and level of services that can come near meeting the prevention and treatment needs of Pittsburg. CARE Center's recent alignment with many programs,including Pittsburg Healthy Cities, Contra Costa County Violence Prevention, and Family Maintenance Organization will enable the community to improve coordination of services to provide more counseling,recreation, and family support services in the near future. CARE Center's bi-lingual services and respect for multi-cultural values are vital parts of service delivery to youth, adults and families in Pittsburg. CARE Center will continue its intensive prevention program in the schools and special programs outlined previously(i.e.Project Umoja and I Am Special groups), and with its intensive treatment program at its offices. Bay Point,while having 1%of the population served by the Sheriff's Department,has 6%of all calls to sheriff, 11% of felonies and 17%of all violent crimes.Bay Point's unincorporated status, geographic isolation,and areas of extreme poverty create a clear risk for substance abuse.With the anticipation of BART and affordable housing,Bay Point has grown into a community of haves and !` have nots.For many youth and families, substance abuse,violence, and poverty have been a way of life for generations. Services in central county are not used due in part to transportation problems and•a lack of trust of unknown territory.Traveling to Pittsburg,while more tenable,is i still a barrier to treatment for many..Youth have little opportunity to find healthy alternative activities and lack mobility to seek other opportunities in central or farther east county. CARE Center's continuing strategy in Bay Point will be its strong prevention program in the junior j high school and the alternative high school(the high school for Bay point is in Concord).DAPP (CARE Center)has conducted outreach to adults and families through its services at Ambrose Center in the offices of the Service Integration Team as Bay Point Services.DAPP's evening treatment support group is constantly expanding,and CARE Center will continue to do outreach in the community. Many residents are capable of coming to CARE Center's Pittsburg offices for i treatment counseling once an initial contact is made in Bay Point.DAPP has received funding from various sources at times to increase services to Bay Point, and CARE Center will continue to seek such funding in the future. j The CARE Center program has been a strongvoice for youth at risk and the recovering Y g community. Unlike other parts of the county,East Contra Costa County generally lacks the variety of support services necessary to the support of the recovering addict. Additionally,Pittsburg and Bay Point also have limited recreational and alternatives for youth trying to live a drug free lifestyle.Limited understanding among the general population and/or denial of substance abuse as a major community problem is a further perceived impediment toward reducing substance abuse. The number of youth surrounded by the serious consequences of their parents' substance abuse has led toa disjointed community life,out of home placements,school failure,and lost childhoods. Community Support Over the last seven years CARE Center as the Drug and Alcohol Prevention Program has worked with almost every agency in the.Pittsburg and Bay Point area.The letters of support in Attachment C are just a sample of the thousands of contacts made to make quality substance abuse services happen in our community. Further evidence of community support includes contracts/grants from I the following organizations: City of Pittsburg i -6- i • Mount Diablo Unified School District • Partnership for a Drug Free Contra Costa Substance Abuse Action Committee • Community Development Block Grant • The Tobacco Prevention Project • The Center for Substance Abuse Treatment; • C.D.B.GBay Point Services • Donations from local fundraising efforts (Holiday Party and community canvassing) CARE Center's experience,knowledge,commitment, and genuine concerns for the Pittsburg and Bay Point communities has begun to pay off with the agency's inclusion at community events , task forces,and funding opportunities.For example, CARE Center(DAPP) was recently asked by the Family Maintenance Organization to host a focus group and participate in the planning of services for Pittsburg in the near future. CARE Center has also been included in Pittsburg Healthy Cities,Alternative Living Project adjunct grant,and the Contra Costa County,Violence Prevention grant from the Office of Criminal Justice Planning. CARE Center's message at every opportunity is that it must work together to give youth REAL choices with strong community support for alternative activities and education. Also,CARE - Center acknowledges and honors the struggle of the recovering person not with just a hand out, but with a HAND UP! Every year CARE Center raises money from the community to support a Holiday Party in December(and also for Thanksgiving)to bring together adult clients and families to celebrate their strengths and bonds.Every year community support has grown, and this year a committee of clients canvassed the community and raised$500.00 to provide a celebration with small presents and dinner for all. CARE Center anticipates to build on this initial support and help empower the recovering person and involve the community in more collaborative efforts. ADA Compliance The facilities presently used by the Drug and Alcohol Prevention Program will continue as the offices of CARE Center.These facilities were examined by a representative of Community Substance Abuse Services and were found to be in compliance with the Americans with Disabilities Act. Since CARE Center's staffing will continue under the maximum of 15 individuals,no additional changes are required at this time. In the event of future staffing increases, CARE Center will take the necessary steps to remain in compliance. CARE Center will be reviewing its communication within the disabled community and will be looking to establish more responsive written and verbal sources of information (i.e.,TTY and special brochures). Program Evaluation All goals and objective that are quantifiable(units of service,number of groups or cases seen) are reviewed monthly with individual staff and quarterly with a group of staff working within each category of Primary Prevention, Secondary Prevention and Treatment.Each staff person receives a monthly record of goals and current status of achievement. The Executive Director and/or Clinical i -7- Director will review this information with staff and develop strategies for greater success at surpassing established contract goals. All educational groups will have a pre- and post-test to assess level of integration by the clients of information. Support groups will have quarterly feedback surveys to help staff be more responsive to client needs.These will be reviewed by the Clinical Director and Executive Director as needed. Focus groups will be held twice annually in the recovering and general Pittsburg and Bay Point communities.The goal will be to assess how CARE Center has been effective in responding to the recovering and prevention needs of these communities. Feedback as to additional issues and areas of concern will be addressed. All of this information will be used in revising goals and objectives as part of a plan for more responsive community services. CARE Center also encourages recovering individuals on its Board of Directors and Advisory Boards. A copy of CARE Center's (currently DAPP)fee schedule,intake,confidentiality forms, and operational plan can be referred to in Attachment J. Privacy and Confidentiality: All client records that identify a specific individual.in this evaluation will be confidential and may be disclosed and used only in adherence to federal,state and local laws and regulations regarding confidentiality.These federal, state, and local regulations will insure the privacy of all clients before,during,and after their treatment process,including any evaluation of that process. A number code will be assigned to each CARE Center participant at intake. (see Attachment J: Operational Plan) Self Monitoring Plan Agency protocols for ongoing,internal monitoring of contract standards and compliance include: • weekly individual and bi-monthly group clinical supervision with the CARE Center Clinical Supervisor, and • staff adherence to the CARE Center Operational Plan,Personnel Policy and Procedures,State Standards for Drug and Alcohol Abuse Treatment and Prevention Programs, and a proposed Utilization Review Committee(URC). The URC would include the Clinical Director,CARE Center Staff Counselor,Physician, and County Substance Abuse Services Staff.Treatment clients could be admitted to services without prior approval for 15 sessions only.The URC would meet at least monthly to review individual's compliance with admissions criteria, and the initial treatment plan before approving the sixteenth unit of service and ever 90 days or 15 units of service thereafter. A maximum of 15 cases would be reviewed at each meeting.The physician would have to sign all treatment plans within 15 days of development. Minutes of these meetings would be kept separate from case note and confidential. Patient Fee Determination System Following an intake assessment and admission to CARE Center services, a client is asked to fill out the Client Contribution Information Sheet listing income, number in household, and any extraordinary expenses. This is compared to the Fee for Service Schedule, and the staff person determines the corresponding fee.The client is then asked to sign a Contribution Agreement that -8- states conditions for payment. If at any time a client's ability to pay changes,he/she can fill out a Request for Fee Re-Evaluation that will be reviewed by the Clinical Director and/or Executive Director.All these forms are attached. Program Summary CARE Center will provide outpatient substance abuse prevention and treatment services to the communities of Pittsburg and Bay Point.This includes information,referral, support groups and counseling for the purposes of reaching out to high risk youth and families, while providing quality treatment services to those already suffering from addiction. Services will include but not be limited to education,crisis intervention and referral services in all secondary schools in Pittsburg and Bay Point; alternative recreational and cultural activities for j youth; support groups for family members(i.e.co-dependency, anger management,parenting classes);HIV/AIDS and communicable disease educational workshops; individual,family and groups treatment counseling, community outreach and advocacy with public policy makers and the community in general to support their active participation in decreasing the effects of alcohol and substance abuse in their community. i The CARE Center staff have been providing services in this community for seven years. They have worked diligently to earn the trust and cooperation of the recovery and prevention community.They are seen as partners with the community in finding the solutions to the crisis of substance abuse that is destroying families and futures. CARE Center has obtained an intimate knowledge of this community and can continue services without any delay. CARE Center looks forward to the challenge of this new contract and the newly-reorganized agency's continuing commitment to bringing much needed assistance to our children and families. i -9- CAP iew E40 Community Advocacy,Resources and Education Center Telephone(510)439-80351427-3120 Fax(510)439-8055 335 East Leland Road 85 Treatro Street Pittsburg,CA.94565 CONTRACT BUDGET JULY 1, 1995-JUNE 30, 1996 SECONDARY TOTAL PREVENTION TREATMENT PREVENTION 1000/0 50% 30% 20% Contract Revenue 161,495.00 80,747.50 48,448.50 32,299.00 Other Revenue Other grants 11,000.00 5,700.00 3,000.00 2,300.00 Fundraising events 10,000.00 51000.00 3,000.00 2,000.00 Donations , 8,000.00 4,000.00 2,400.00 1,600.00 Client fees and insurance 1,000.00 700.00 300.00 Total other revenue 30,000.00 14,700.00 9,100.00 6,200.00 Total revenue 191,495.00 95,447.50 57,548.50 38,499.00 Direct Contract Expenses Direct Service Salaries and Benefits Salaries 83,237.00 41,618.50 24,971.10 16,647.40 Benefits 17,652.00 8,826.00 5,295.60 3,530.40 Medical consultant 1,200.00 600.00 360.00 240.00 Subtotal 102,089.00 51,044.50 30,626.70 20,417.80 Administrative salaries and benefits 21,711.00 10,855.50 6,513.30 4,342.20 Total direct salaries and benefits 123,800.00 61,900.00 37,140.00 24,760.00 Other direct expenses Direct program supplies 2,300.00 1,150.00 690.00 460.00 Drug testing 800.00 800.00 Space 14,892.00 7,446.00 4,467.60 2,978.40 Utilities 2,805.00 1,402.50 841.50 561.00 Maintenance and repairs 1,530.00 765.00 459.00 306.00 Professional and liability insurance 3,000.00 1,500.00 900.00 600.00 Telephone 1,200.00 600.00 360.00 240.00 Office supplies 2,560.00 1,280.00 768.00 512.00 Travel 1,500.00 750.00 190.00 560.00 Training and.education 2,400.00 1,200.00 720.00 480.00 Printing 1,000.00 600.00 100.00 300.00 Postage 300.00 150,00 90.00 60.00 Bookkeeping 1,500.00 750.00 450.00 300.00 Audits 3,125.00 1,562.50 937.50 625.00 Total other direct expenses 38,912.00 19,156.00 11,773.60 7,982.40 Indirect expenses Indirect salares and benefits 15,989.00 7,994.50 4.796.70 3,197.80 Other indirect expenses 12,794.00 6,397.00 3,838.20 2,558.80 Total indirect expenses 28,783.00 14,391.50 8,634.90 5,756.60 Total expenses 191,495.00 95,447.50 57,548.50 38,499.00 COMMUNITY ADVOCACY, RESOURCE & EDUCATION CENTER (CARE CENTER) BUDGET JUSTIFICATION PITTSBURG, BAY POINT COMMUNITY CONTRACT F.Y. '95-'96 DIRECT STAFF' Position Salary Benefits Clinical Supervisor $28517 $6392 Adult Recovery Counselor 23000 5620 Youth Prevention Counselor 11500 2810 Youth Counselor (Schools) 16220 2270 2 Interns (Stipend M.F.C.C.) 4000 560 TOTAL 83237 17652 Christine Morris - Clinical Supervisor Christine Morris works 30 hours per week. 100% of her salary is chargeable to this grant since all counselors who provide services are paid directly under this grant. She provides clinical supervision to all counselors providing treatment, intervention and prevention services to clients. She makes sure all charts and records are in compliance with states standards. j She also provides some assessments to applicants to the program for treatment. Patricia Jarratt - Adult Recovery Counselor Patricia Jarratt is employed 40 hours per week. She provides early recovery, j individual, group and family counseling for adults in the Pittsburg and Bay Point communities. Dianna Stafford - Youth Prevention Counselor Dianna Stafford works 40 hours per week. 50% of her salary is charged to this grant. She will provide intervention and prevention education and activities to the Pittsburg and Bay Point communities. The other 50% of this counselor's time will be paid and supervised from other grants to provide treatment and intervention counseling. Claire Foster - Youth Counselor Claire Foster will provide prevention, intervention and treatment services in Gateway and Riverview Middle Schools in Bay Point; Hillview Junior High, j Central Junior High, Pittsburg High School and Riverside Alternative School in j Pittsburg. Claire is a contract employee who works during the school year (9 months) . 2 Interns (Stipend) These interns will work a total of 20 hours per week (10 hours each) providing adult and youth treatment and intervention counseling and some prevention activities. BENEFITS - $17652 Benefits are paid for full-time and part-time employees. Benefits include the following: Payroll taxes - FICA @ 7.650, State Unemployment Insurance @ 5.4%, Worker's Compensation @ 1.62% Cafeteria Plan for health insurance, child care, pension, etc. $200 per month is paid for full time employees and $100 per month is paid for part- time employees who work at least 20 hours per week. Benefits are chargeable to this grant at the same ratio that salaries are chargeable. The Cafeteria Plan is not provided for stipend interns or contract employees. MEDICAL CONSULTANT - $1200 iDr. Wilfred Eldred - Medical Doctor Dr. Eldred is a medical consultant. He is paid $40.00 per hour for his services. He is engaged to read and approve client charts and provide medical consultation at utilization review committee meetings. =2- Budget Justification (Continued) DIRECT ADMINISTRATIVE STAFF Position Salary Benefits Executive Director $7708 $2638 Business Manager 4529 1114 Administrative Assistant 4498 1223 TOTAL 16735 4975 Terry Basile - Executive Director Terry Basile as Executive Director works 40 hours per week. 20% of her salary is charged directly to this grant since this amount of her time is spent in direct supervision of contract personnel, contract administration, compliance monitoring, expenditure and time sheet approvals, etc. Helen Breeding - Business Manager Helen Breeding works 40 hours per week. 20% of her salary is charged directly to this grant since this amount of time is spent on client intakes, referrals, contract administration, billings, payroll, accounts payable, statistics, processing grant demands, etc. Irma Mask - Administrative Assistant Irma Mask works 20 hours per week. 50% of her salary is charged directly to this grant since she spends this amount of time on client intakes, referrals, client related correspondence, statistics for county and state reports. BENEFITS FOR ADMINISTRATIVE STAFF - $4975 Benefits are paid for full time and part-time administrative staff. The benefits paid for the administrative staff are as follows: Payroll taxes - FICA @ 7.65%, State Unemployment Insurance @ 5.40, Worker's Compensation at .79W. Cafeteria Plan for health insurance, child care, pension, etc. $200 per month is paid for full time employees and $100 per month is paid for part-time employees who work at least 20 hours per week. Benefits are chargeable to this grant at the same ratio that salaries are chargeable. SEE ATTACHMENT B (CCC-SAS - Outpatient Program - Allocation of Resources) OTHER DIRECT COSTS The following expenses are estimated at 100% of their actual cost to this program in the year ending June 30, 1995. PROGRAM SUPPLIES - (Based on prior year's actual cost) $2300 Purchase of books, pamphlets, literature, tapes, videos, recreation materials, stickers, posters and refreshments for client meetings and celebrations. DRUG TESTING - (Based on prior year's actual cost) $800 Outside laboratory urinalysis costs for all individuals in treatment. SPACE - $14892 - Rent at 335 East Leland Road, Pittsburg UTILITIES - $2805 - Utilities which include water, garbage electricity and gas. MAINTENANCE - $1530 - Janitorial, alarm system, office equipment, maintenance and repairs. The operations of this program occupy 850 of the square footage of CARE, Inc' s offices at 335 E. Leland Road. The office includes counseling offices, group meeting room, associated hallways, restrooms and waiting room. These costs for these items have been determined by using 850 of the costs. Costs are derived from the prior year's actual costs for rent, utilities and maintenance. -3- Budget Justification (Continued) The following costs were derived from the agency's prior year's experience and the assumption that direct expenses of this program will represent approximately 62% of what has been total agency program costs in these areas. LIABILITY INSURANCE - $3000 General and professional liability insurance. The liability policy covers fire, theft, malpractice, etc. The policy also covers autos owned and not owned. TELEPHONE - $1200 Phone services to 335 E. Leland Road. OFFICE SUPPLIES (Based on 1994-1995 projected actual costs) - $2560 Paper, pencils, copy paper, file folders, paper towels, tissue, computer supplies, bottled water, etc. TRAVEL - $1500 Travel expenses (Q .26 per mile) for travel to and from schools and community meetings, for prevention, intervention and treatment activities. Travel to and from off site training locations. TRAINING/EDUCATION - $2400 Materials and classes to keep professional staff current on developments in the field of prevention, intervention and treatment. COPYING PRINTING - (Based on prior year's actual cost) $1000 Informational flyers for school and community centers and mailings to clients. Copies of statistics and client correspondence, etc. POSTAGE - $300 Cost for mailing flyers announcing programs, miscellaneous correspondence regarding individual clients and reports. BOOKKEEPING - $1500 Cost for bookkeeping for revenue and expenses for this program. AUDIT - $3125 Cost for annual audit to meet contract requirements. INDIRECT COSTS $28783 (Total of Salaries & Benefits and Other Indirect Costs) SALARIES AND BENEFITS - $15989 i 20% of the Executive Director's and Business Manager's salaries and benefits charged to this grant are based on prior year's time cards of actual time spent., This is general and administrative time not directly allocable to this grant. OTHER INDIRECT EXPENSES - $12794 10% of other administration costs not directly chargeable to a specific program. of Telephone(510)439-80351 lep Community Advocacy,Resources and Education Center TeFax(510)439427-3120 -8055 335 East Leland Road 8.5 Treatro Street Pittsburg,CA.94565 AGENCY BUDGET JULY 1. 1995 — JUNE 30, 1996 Revenue Grants 295,495 Fundraising events 15,000 Donations 10,000 Client fees and insurance 1,200 Tofal revenue 321,695 Direct Service Delivery Salaries and Benefits Salaries 131,933 -Benefits 29,594 Medical consultant 2,160 Total direct service delivery salaries and benefits 163,687 Administrative salaries and benefits 80,955 Total salaries and benefits 244,642 Other costs Direct program supplies 4,800 Medical supplies 100 Drug testing 950 Space 21,992 Utilities 4,000 Maintenance and repairs 3,500 Professional and general liability insurance 4,850 Telephone 2,900 Office supplies 5,010 Travel 3,651 Van insurance 2,300 Training and education 4,350 Printing 2,600 Postage 650 Bookkeeping 2,400 Audits 5,000 Legal fees and outside consultants 6,000 Fundraising costs 2,000 Total other costs 77,053 Total costs 321,695 BUDGET AND,SERVICES SUMMARY for RFP Response EXHIBIT C Community Advocacy, Resources & Education Center APPLICANT'S NAME: CARE CENTER TOTAL AMT 1. One—Time—Only Start—Up Budget Amount: [Attach line—item breakdown and justification] $ .22r� 2. Annualized 12—Month Operational Expenditure Budget Amounts: a. Primary Prevention Services Program: 1$ 95.4487 b. Secondary Prevention Services Program: J$ 38,499_� c. Drug Free Outpatient Treatment Services Program: L$ 57 548 PROPOSED 12—MONTH TOTAL: $ 19.1 4951 3. Annualized 12—Month Operational Revenue Projection: Other County Community CSAS 12—MONTH rClient Fees Funds Contract TOTAL AMT a. Primary'Prevention: J$ 14,7001 J$ 80,7 J$ 95,4487] 0 -1 J$ 32,2-_-__11 99 n b. Secondary Prevention: J$ 300 J$ 5,9_0_ 1 9 c. Drug Free Outpatient Trtmt: 1$ 700 1$ ' 8,400 1$ 48,4 $ 57,548 PROPOSED 12—MONTH TOTAL: J$ 1,0001 1$ 29,00-011$ 161,495-11 4. Annualized 12—Month Service Amounts: Available Number of Number of Staff Clients Client Hours Served Visits a. Primary Prevention (All): 3,163 10,007 b. Secondary Prevention (All): 1,265_ 57 Early Intervention Counseling (only): 633 120 1,000 c. Drug Free Outpatient Trtmt (All): 1,898 1070 2,000 Unduplicated Count A face—to—face contact regardless of duration in the clinic or other treatment locale which results in the recording of a therapeutic experience in the client's chart. Prepare by: /4 e e all 'I C, Title: r Date: [print name] Community Advocacy,Resources and Education Center Telephone(510)439-8035/427-3120 Fax(510)439-8055 335 East Leland Road 85 Treatro Street Pittsburg,CA.94565 AGENCY BUDGET JULY 1, 1995 — JUNE 30, 1996 Revenue Grants 295,495.00 Fundraising events 15,000.00 Donations 10,000.00 Client fees and insurance 1,200.00 Total revenue 321,695.00 Direct Service Delivery Salaries and Benefits Salaries 131,933.00 Benefits 29,594.00 Medical consultant 2,160.00 Total direct service delivery salaries and benefits 163,687.00 Administrative salaries and benefits 80,955.00 Total salaries and benefits 244,642.00 Other costs Direct program supplies 4,800.00 Medical supplies 100.00 Drug testing 950.00 Space 21,992.00 Utilities 4,000.00 Maintenance and repairs 3,500.00 Professional and general liability insurance 4,850.00 Telephone 2,900.00 Office supplies 5,010.00 Travel 3,651.00 Van insurance 2,300.00 Training and education 4,350.00 Printing 2,600.00 Postage 650.00 Bookkeeping 2,400.00 Audits 5,000.00 Legal fees and outside consultants 6,000.00 Fundraising costs 2,000.00 Total other costs 77,053.00 Total costs 321,695.00 LIST OF ATTACHMENTS A. NON-PROFIT STATUS INFORMATION B. CARE CENTER.. RESUMES I JOB DESCRIPTIONS & ORGANIZATIONAL CHART C. LETTERS OF SUPPORT D. LICENSES & CERTIFICATIONS E. PROFESSIONAL LIABILITY INSURANCE INFORMATION F. ARTICLES OF INCORPORATION/STATE APPROVAL OF CORPORATE STATUS G. CARE CENTERBOARD OF DIRECTORS H. CERTIFIED PUBLIC ACCOUNTANT STATEMENT I. SPECIAL PROGRAM INFORMATION: PROJECT UMOJA/I AM SPECIAL J. PROTOCOLS: FEE STRUCTURE & FORMS/OPERATIONAL PLAN ATTACHMENT #7 E.- SEAL_,oma Health Services Department COMMUNITY SUBSTANCE ABUSE _ SERVICES DIVISION e% liillt = �� Administrative Offices 597 Center Avenue, Suite 320 Martinez, CA 94553-4639 (510) 313-6300 co REQUEST FOR PROPOSALS (RFP): PROVISION OF [OUTPATIENT] SUBSTANCE ABUSE PREVENTION, INTERVENTION & TREATMENT SERVICES IN PITTSBURG AND BAY POINT COMsWUNITIES OF EAST CONTRA COSTA COUNTY Proposals must be submitted to: Contra Costa County Health Services Department Community Substance Abuse Services Division 597 Center Avenue, Suite 320 Martinez, California 94553 by 12:00 pm (noon) Friday, March 31, 1995 PROPOSALS WILL NOT BE ACCEPTED AFTER THIS DATE AND TIlVIE. NO EXCEPTIONS. INTRODUCTION: This RFP is not a commitment or contract of any kind. Contra Costa County Community Substance Abuse Services Division reserves the right to reject all proposals. Costs for developing the proposals are entirely the responsibility of the applicant and shall not be reimbursed. Applicants are cautioned against incurring any cost in anticipation of award. Government Code Section 6250 et. seq., (the "Public Record Act") defines public records as any writing containing information relating to the conduct of public business. The Public Record Act provides that public records shall be disclosed upon request, and that any citizen has a right to inspect any public record, unless the document is exempted from the disclosure. Contra Costa County Community Substance Abuse Services Division cannot represent or guarantee that any information submitted in response to the Request For Proposal will be confidential. If the County receives a request for any document submitted in response to a Request For Proposals, it will not assert any privileges that may exist on behalf of the person or business submitting the proposal. It is the responsibility of the person or business submitting the proposal to assert any applicable privileges or reasons why the document should not be produced. A-371-A (5/94) Contra Costa County • 1 REQUEST FOR PROPOSALS (RFP): PROVISION OF (OUTPATIENT)SUBSTANCE ABUSE PREVENTION, INTERVENTION & TREATMENT SERVICES IN PITTSBURG AND BAY POINT COMMUNITIES OF EAST CONTRA COSTA COUNTY Released by: Contra Costa County Community Substance Abuse Services Division February 28, 1995 I. INTRODUCTION Contra Costa County, Health Services Department, Community Substance Abuse Services Division, is requesting proposals for the provision of [Outpatient] Substance Abuse Prevention, Intervention, and Treatment services to be provided in the Pittsburg and BayPoint communities of East Contra Costa County. II. BACKGROUND Contra Costa County's Community Substance Abuse Services Division seeks to continue [Outpatient] substance abuse services in East Contra Costa County. Pittsburg Boy's Club, Inc., [dba Boy's and Girl's Club of East County], for the past seven years has contracted with the County's Community Substance Abuse Services Division for the provision of prevention, intervention and treatment services to Pittsburg and Bay Point youth, adults, and family members. Boy's Club of East Contra Costa County intends to terminate its contractual agreement with the County, effective June 30, 1995. We are therefore releasing a Request For Proposals in an effort to avoid disruption of substance abuse outpatient counseling services which are critical to Fast County residents who are in recovery or who are seeking substance abuse treatment services. The goals of this Request For Proposals are as follows: 1. To provide the most effective alcohol and drug treatment services to youth, adults, and family members. 2. To meet the ever changing needs of the residents of Pittsburg and Bay Point for effective substance abuse prevention, intervention and treatment services. Page 2 Request For Proposals February 28, 1995 M. FUNDING PRIORITIES Interested agencies may submit proposals for [Outpatient] Substance Abuse Prevention, Intervention, and Treatment services. Community Substance Abuse Services strongly encourages proposals from a wide variety of agencies and organizations. Proposals from agencies that do not currently contract with Community Substance Abuse Services, as well as those from current contractors, will be evaluated on their quality of proposed services, proposed service delivery, and budget. Community Substance Abuse Services will give priority to agencies that exhibit expertise in administering alcohol and drug services in the proposed service area, which demonstrate considerable community linkages and support, and which demonstrate the ability to carry out the programs in a responsible and consistent and timely fashion. IV. FUNDING ALLOCATION Community Substance Abuse Services will provide a maximum of $161,495 for [Outpatient]Substance Abuse Prevention,Intervention, and Treatment services from July 1, 1995 through June 30, 1996. Community Substance Abuse Services will determine funding for the 1996-97 fiscal year based on service needs and on the effectiveness of the services delivered. Contract funds may be used for program staff salaries, program operations, and other direct expenses essential to the program. Contract funds may NOT be used to renovate facilities or to purchase capital equipment valued at $500.00 or more, without prior written approval from the County. Ownership of approved capital equipment purchases will remain vested with the County. Potential contractors will be required to submit annual fiscal[Year End Cost Reports and Annual Audit]reports to Community Substance Abuse Services Division for the express purpose of accounting for contract funds. In addition, no contract funds shall be spent for fundraising. Non-profit 501(c)(3) community based organizations are eligible for this funding. V. SERVICE DESCRIPTIONS/SPECIFICATIONS [Outpatient] Substance abuse services [Exhibit A], shall at a minimum include, but are not limited to, the following three modes of service: 1. Prevention Services a) Outreach activities for the propose of informing, encouraging and, engaging individuals in need of recovery from alcohol and drug abuse. Efforts shall target youth, adults and other disenfranchised individuals who Page 3 Request For Proposals February 28, 1995 are considered to be at increased risk of substance abuse (e.g., runaways, school drop-outs, homeless individuals). b) Network with community public and private groups [other substance abuse providers, private businesses, local CASA's, community Partnership organizations, local schools/school districts, youth and adult probation offices, Social Services, Mental Health agencies] regarding substance abuse issues. c) Give group presentations relating to substance abuse to youth and community groups. d) Make classroom educational presentations germane to substance abuse. e) Provide information and referral services 2. Intervention Services a) Provide intake, assessment, intervention planning, addiction education, short-term individual and group counseling, and referral for on-going recovery services. b) Provide weekly education classes and group counseling sessions C) Make available ancillary support services to include, but not be limited to, HIV/AIDS Education, Testing and Referrals, Tuberculosis (TB)Education Testing and, Referrals. 3. Treatment Services Target Groups: a) youth; b) special populations, e.g., African Americans, Hispanics, American Indians, Asian/Pacific Islanders, Women, Aged, Disabled individuals); (c) Homeless individuals, and (d) other disenfranchised groups. a) Provide intake,assessment, recovery planning, weekly addiction education groups, individual counseling ,and other recovery focused group counseling. b) Review all medical needs of program participants and make appropriate referrals and provide access to medical services as needed. c) Refer to local Alcoholics Anonymous, Narcotics Anonymous, and/or Page 4 Request For Proposals February 28, 1995 other self-help groups. d) Provide access to other recovery oriented group meetings. e) Make available ancillary support services to include, but not be limited to, HIV/AIDS Education, Testing and Referrals, Tuberculosis (TB) Education, Testing and Referrals. f) Provide Information and Referral for enhancement of educational/vocational skills (literacy assessment and training, vocational counseling and training). g) Maintain written records of all client services/contacts. h) Conduct bi-monthly Utilization Review activities. i) Provide After-Care services. j) Provide follow-up activities after treatment services [successful or unsuccessful] have been terminated. k) Agencies seeking to provide Substance Abuse Treatment Services are subject to all state and federal laws and regulations, including applicable requirements of the State Department of Alcohol and Drug Programs licensing and certification branch. Copies of California State Department of Alcohol and Drug Program's Standards for Drug and Alcohol Abuse Treatment and, Prevention Standards are available upon request. 1) The applicant must commit to becoming a State Certified Drug Medi Cal provider of Outpatient Substance Abuse services by June 30, 1996, [A copy of Drug/Alcohol Medi Cal Certification Application can be obtained from CSAS Administration]. V. REQUIRED SERVICE PARAMETERS 1. All Requests for Proposals (RFP) respondents must submit proposals that are consistent with the parameters established in the service areas indicated. Any proposal that exceeds the total funding available shall be deemed NON- RESPONSIVE. All NON-RESPONSIVE proposals will be excluded from the review committee meeting(s) and NOT CONSIDERED FOR FUNDING. The parameters of the service area are as follows: Page 5 Request For Proposals February 28, 1995 Total Net Funding Available: $ 161,495.00 from County for FY 1995-96. Length of Stay in Program: Not to exceed 6 months. Extended client stays must receive prior approval by Utilization Review Committee. 2. Total Funding Available: Total funding includes the collection of service fees from clients and other 3rd Party financial support. 3. Unit of Service: Applicant must specify the number of "available staff hours" (the unit of service) that will be provided in each of the three modes of service: Prevention, Intervention and Treatment. "Available Staff Hours" is defined as the actual number of work hours staff spend providing services. VII. PROPOSAL PROCESS The major steps in the proposal process include: A. Bidders Conference/Orientation Meeting The Bidders Conference/Orientation Meeting will be held to-assist prospective applicants to learn more about the purpose of Community Substance Abuse Services Request For Proposals (RFP)- Community Substance Abuse Service staff will be present to answer specific questions regarding the RFP process. This is not a mandatory meeting. The date, time and location of the Bidders Conference/Orientation Meeting are: Wednesday, March 15, 1995 9:00 am - 10:00 am 595 Center Avenue, Suite 200 Martinez, California Page 6 Request For Proposals February 28, 1995 B. Proposal Content The proposal is to contain the following information in the,Project Narrative and Budget Information components. Please DO NOT exceed ten (10) pages for the project Narrative and five (5) pages for the Budget Justification and Budget information. B.1 Cover Letter On agency letter head, address a cover letter to. Chuck Deutschman, Director, Community Substance Abuse Services, 597 Center Avenue, Suite 320, Martinez, California, 94553. The cover letter must clearly identify the name of the agency submitting the proposal, the main business office address and telephone number, and the name of the principal contact person. Furthermore, the cover letter must specifically state the total dollar amount being proposed, the proposed start-up costs, and the quantity of service (# of units of service) for each mode of service. The cover letter must also identify an applicant's parent corporation (if applicable) and be signed by the Chief Executive Officer. B.2 Project Narrative A SERVICE DELIVERY/WORD PLAN/TIME LINE section that is tied to program objectives and that explains the planned sequence of activities to be carried out under each objective. Include specifics on therapeutic services to be provided to youth, adults, family members and disenfranchised individuals. Also, please provide specific details of the aftercare program to be provided. Discuss location of project facility(ies) and project staffing and management levels. If acquisition of a facility is necessary, include an acquisition plan. Include estimated time- line for activities, and projected start-up date of services. As may be helpful, attach any resumes of existing staff members who will work on the project and any job descriptions of anticipated positions. If the agency is not certified by the State Department of Alcohol and Drug Programs as a certified substance abuse treatment facility, describe the agency's time-line for acquiring certification. Community Substance Abuse Services will give funding priority to agencies exhibiting ability to initiate the proposed services by the projected start date of July'l, 1995. (1ST PRIORITY). A PROGRAM GOALS AND OBJECTIVES section that demonstrate how the project/program will help resolve needs described in this RFP, address the service specifications described in this RFP, and help resolve the applicant's stated needs. Objectives must contain measurable and identifiable outcomes. (2ND PRIORITY),. Page 7 Request For Proposals February 28, 1995 A PAST EXPERIENCE section that describes the experience of your agency in providing[Outpatient]Substance Abuse Prevention,Intervention and,Treatment Services for which your agency is applying, services to culturally diverse populations, as well as any relevant experience contracting with government agencies. (3RD PRIORITY). AN AGENCY BACKGROUND section that gives the name of your organization, address, telephone number, executive director and contact person. Describe your agency's service philosophy,current funding sources, organizational capacity to use these contract funds, and ability to acquire State Department of Alcohol and Drug Programs certification, including ability to acquire Drug Medi Cal provider certification by June 30, 1996. (4TH PRIORITY). A TARGET POPULATION section that provides information about the target groups to be served. As an example, describeracial and/or ethnic characteristics, alcohol/drug use, environment and other special needs of the population. Priority will be given to providers who propose to introduce services into historically underserved communities and/or, to historically underserved groups. (5TH PRIORITY). A COMMUNITY SUPPORT section that demonstrates how the agency has or will gain community support and involvement for its treatment program. Community Substance Abuse Services will give funding priority to agencies demonstrating STRONG and POSITIVE ties to a diverse array of community agencies. (6TH PRIORITY) F An AMERICANS WITH DISABILITIES ACT (ADA) section that describes how the agency has or will comply with ADA regulations. A copy of these requirements is available upon request. (7TH PRIORITY). A PROGRAM EVALUATION PLAN that includes quantitative and qualitative measures of achievement of stated goals and_objectives. Describe how-your evaluation method will address local issues and concerns that this program was developed to alleviate. (8TH PRIORITY). A SELF MONITORING section that briefly describes the agency protocols and/or proposed protocols that will ensure ongoing, internal monitoring of contract standards and compliance, should the agency contract with the County. (9TH PRIORITY). A DESCRIPTION of the applicant's "Patient Fee Determination System" in accordance with "Exhibit B". (107H PRIORITY). A PROGRAM SUMMARY section that briefly describes the services you intend to provide, including how and where you intend to provide them, for each of the three modes of service. (11TH PRIORITY). Page 8 Request For Proposals February 28, 1995 B.3 Project Budget Justification and Budget. A BUDGET JUSTIFICATION section that explains why the budget is reasonable for the proposed services, the number of people to be served, and the amount of proposed services. A LINE ITEM BUDGET section for each service category [ e.g., Prevention, Intervention and, Treatment Services] that includes personnel salaries and fringe benefits, operating and other relevant cost categories, as well as revenue such as County funds, Grant funds, marching funds, client fees and, in-kind contributions. Community Substance Abuse Services will give funding priority to agencies proposing cost.effective services and to agencies demonstrating fiscal responsibility and, continued fiscal viability. A BUDGET AND SERVICES SUMMARY. Fill out "Exhibit C" which is attached. C. ATTACHN[ENTS * One copy of applicant's IRS tax-exempt status letter or other proof on non-profit status. * Resumes (if applicable) and job descriptions of proposed staff. Include copy of proposed organizational chart. * DO NOT INCLUDE support letters, brochures, newspaper articles or other items that are NOT directly related to the Project Narrative or Budget Information components. * Copies of all applicable licenses/certifications issued by the State Department of Alcohol and Drug Programs. * Certificate of Professional Liability Insurance and, a copy of General Liability Insurance or an attachment that clearly states when the certificate will be available. All successful respondents must produce Insurance Certificates by July 1, 1995. * One (1) copy of applicant's "Articles of Incorporation" which is on file with the Secretary of the State of California and one copy of the State's approval of applicant's corporation status. * A list containing names, addresses, and telephone numbers of applicant's Board of Director's members. * A written statement by a Certified Public Accountant which states that the applicant follows and complies with generally acceptable accounting principles. Page 9 Request For Proposals February 28, 1995 D. OTHER PROPOSAL REQUIREMENTS * Ten (10) copies of the proposal, one of which must have an original signature. * Each copy must be stapled in the upper left hand corner and SHOULD NOT be placed in binders or covers. E. SEND TO: Chuck Deutschman, Director Contra Costa County Health Services Department Community Substance Abuse Services Division 597 Center Avenue, Suite 320 Martinez, California 94553 Proposals must be submitted to Community Substance Abuse Services no later than 12:00 pm (noon) on Friday, March 31, 1995. VIII. PROPOSAL REVIEW AND SELECTION All proposals will be assessed by an RFP review committee based on the guidelines outlined above in the proposal Content section of this RFP. The committee will be selected by the Director of Community Substance Abuse Services, and may include members of the Substance Abuse Advisory Board and professionals with expertise in alcohol and drug recovery services and in services to culturally diverse communities. The committee assessment U=include oral interviews. The responsibility of the review committee is to make a recommendation to the Director of Community Substance Abuse Services or his designee, who will, in turn, make a recommendation to the County Board of Supervisors. The Board of Supervisors is the body with authority to decide whether any proposals will be selected and with which provider the County will contract for the services described in this RFP. The RFP committee will consider all of the factors described in the proposal, and will evaluate how well the proposal meets the needs outlined herein. Although the cost of services will be a factor in the committee's recommendation, the committee is not required to recommend the least expensive proposal. Page 10 Request For Proposals February 28, 1995 IX. APPEAL PROCESS After Community Substance Abuse Services has announced the recommendation of the RFP committee, an applicant may request that the Health Services Department Director, Mark Finucane, or his designee, reconsider the committee's recommendation. Within five (5) days of the announcement of the RFP review committee's recommendation, the applicant must submit a written request to the Director of Community Substance Abuse Services, who is the Health Services Department Director's designee for this purpose. The letter of appeal must specify,any concerns with the RFP review committee's procedures or recommendations. The Community Substance Abuse Services Director will review the letter, take whatever steps he deems necessary to address the concerns raised, and make a recommendation to the Health Services Department Director. X. EVALUATION FOR CONTINUED FUNDING Community Substance Abuse Services will evaluate completion of contract objectives and the impact of the services to determine the level of continued funding. Such evaluation data shall be gathered from service providing agencies and maintained in the Community Substance Abuse Services office. EXHIBIT "A" SERVICE CODE DEFINITIONS PRIMARY PREVENTION lFederal Definitions] .12 Information Dissemination: This strategy provides awareness and knowledge of the nature and extent of alcohol, tobacco and drug use, abuse and addiction and their effects on individuals, families and communities. It also provides knowledge and awareness of available prevention programs and services. Snformation dissemination is characterized by one-way communication from the source to the audience, with limited contact between the two. Examples of activities conducted and methods used for this strategy include, but are not limited to, the following: a. Clearinghouse/Information Resource Center(s) ; b. Resource Directories; c. Media Campaigns; d. Brochures; . e. Radio/TV Public Service Announcements; f. Speaking Engagements; g. Health Fairs/Health Promotion; and h. Information Lines. S3 ' Education: This strategy involves two-way communication and is distinguished from the Information Dissemination strategy by the fact that interaction between the educator/facilitator and the participants is the basis of its activities. Activities under -this strategy aim to affect critical life and social'skills, including decision-making, refusal -skills,, critical analysis (e.g. of media messages) and systematic judgment abilities. Examples of activities conducted and methods used for this strategy include (but are not limited to) the following: a. Classroom and/or Small Group Sessions (all ages) ; b. Parenting and Family Management Classes.; C. . Peer Leader/Helper Programs; d. Education Programs for Youth Groups; and e. Children of Substance Abusers Groups. 14. Alternatives: This strategy provides for the participation of target populations in activities that exclude alcohol, tobacco and other drug use. . The assumption is that constructive and healthy activities offset the attraction to, or otherwise meet the needs usually filled by alcohol, tobacco and other drugs and would, therefore, minimize or obviate resorting, to the latter. Examples of activities conducted and methods used for this '• strategy include (but are not limited to) the following: a. Drug Free Dances and Parties; b. Youth/Adult Leadership Activities; c. *Community Drop-In Centers; and d. Community Service Activities. 15 Problem Identification and Referral: This strategy aims at identification of those who have indulged in illegal/age-inappropriate use of tobacco or alcohol and those individuals who have indulged in the first use of illicit drugs in order to assess if their behavior can be reversed through education. It should be noted, however, that this strategy does not include any activity designed to determine if a person is in need of treatment. Examples of activities conducted and methods used for this strategy include, but are not limited to, the following: a. Employee Assistance Programs; b. Student Assistance Programs; and c. Driving While Under the Influence/Driving While Intoxicated Education Programs. i.- S6 Community-Based Process: - This strategy aims to enhance the ability of the community to more effectively provide prevention and treatment services for. alcohol, tobacco and drug abuse -disorders.; Activities in this strategy Include organising, planning, enhancing efficiency. and effectiveness of services implementation, inter-agency collaboration, coalition building and networking. Examples of activities conducted and methods used for this strategy include, but are not limited to, the following: a. Community and Volunteer Training, e.g. , Neighborhood Action Training, Training of Rey People in the System, Staff/Officials Training; b. Systematic Planning; C. Multi-Agency Coordination and Collaboration; d. Accessing Services and Funding; and e. Community Team-Building. 27 Environmental: This strategy establishes or changes written and unwritten community standards, codes and attitudes, thereby influencing incidence- and prevalence of the abuse of alcohol, tobacco, and other drugs used in the general population. This strategy can be divided into two subcategories to permit distinction between activities which center on legal and regulatory initiatives and those which relate to the service and action-oriented' initiatives. Examples of activities conducted and methods used for this -strategy shall include, but not be limited to, the following: a. Promoting the Establishment and Review of Alcohol, Tobacco and Drug Use Policies in Schools; b. Technical Assistance to Communities to Maximize Local Enforcement Procedures Governing Availability and Distribution of Alcohol, Tobacco and Other Drug Use; C* Modifying Alcohol and Tobacco Advertising Practices; and d. Product Pricing Strategies. SECONDARY PREVENTION g 18 Early Intervention: This strategy is designed to come between a substance user and his or her actions in order to modify behavior. It includes a wide spectrum of activities ranging from -user education to formal intervention and referral to appropriate treatment/recovery services. THIS STRATEGY DOES NOT COUNT TOWARD SHE 20% PRIMARY PREVENTION REQUIREMENT. 19 Outreach/intervention: Activities for the purpose of encouraging those individuals in need of treatment to undergo such treatment. See Section Z.F.G. for further information. . 20 IDU Outreach: Activities for the purpose of encouraging those individuals in need of treatment to undergo such treatment. See. Section I.F.G. for further information. 21 Referrals/Screening/intake: Activities involved in the assessment of a . client's needs regarding treatment to ensure the most appropriate treatment. This may include the -completion of record-keeping documents. 22 Perinatal Outreach: An element of service that identifies and encourages eligible pregnant and parenting women in need of treatment services to take advantage of these services. This activity is also a means to make members of the professional community aware of perinatal services so that they become referral sources for potential clients. W0HRE82DMffTIAL DRUG .FREE OUTPATIENT TREATMENT SERVICES 31 Rehabilitative/Ambulatory outpatient: Treatment/recovery or rehabilitation services provided where the client does not reside in a treatment facility. The client receives drug abuse or alcoholism treatment services with or without medication, including counseling and/or supportive services. This also is known as nonresidential services in the alcoholism field. [Federal Definition] 32 Aftercare: Structured services offered to an individual who has completed treatment, typically for a set period of time (e.g. six months) , to ensure successful recovery. EXHIBIT "B" Patient Fee Determination System 11941.5. Charges shall be made for services rendered to each person under a county drug program plan in accordance with this section. Charges for the care and treatment of each client receiving services under a county drug plan shall not exceed the actual cost thereof as determined by the director in accordance with standard accounting practices. The director is not prohibited from including the amount of expenditures for capital outlay or the interest thereon, or both, in his or determination of actual cost. The responsibility of a client, his or her estate, or his or her responsible relatives to pay the charges shall be determined in accordance with this section. Each county shall determine the liability of clients rendered services under a county drug program plan and of their estates or responsible relatives to pay the charges according to ability to pay. Each county shall collect the charges. The county shall establish and maintain policies and procedures or making the determinations of liability and collections by collecting third- party payrerts and from other sources to the maximum extent practicable. Fees collected shall be retained at the local level anr' be applied toward the purchase of additional drug services. Services shall not be denied because of a client's ability or inability to pay. County-operated and contract providers of treatment services shall set and collect fees using methods approvee by the county drug program administrator. All approved fPe systems must conform to all of the following guidelines and criteria: - The fee system used shall be equitable. - The fee charged shall not exceed actual cost. - Systems used shall consider the client's income and expenses,- - Each provider fee system shall be approved by the County Drug Program Administrator. A description of each approved system shall be on file in the county board office. - To ensure an audit trail, the county and or provider shall maintain all of the following records: - Fee assesgm. nt schedules and collection records. - Documents in each client's file showing client's inccme and expenses, and how each was considered in determining fees. , EXHIBIT "C" BUDGET AND SERVICES SUMMARY for RFP Response EXHIBIT C APPLICANT'S NAME: TOTAL AMT 1 One—Time—Only Start—Up Budget Amount: [Attach line—item breakdown and justification] 2. Annualized 12—Month Operational Expenditure Budget Amounts: a. Primary Prevention Services Program: $ b. Secondary Prevention Services Program: $ c. Drug I Free Outpatient Treatment Services Program: Is PROPOSED 12—MONTH TOTAL: 3. Annualized 12—Month Operational Revenue Projection: Other County Community CSAS 12—MONTH] k rClient Fees Fundl [Contract TOTAL AMT a. Primary Prevention: $ I$ b. Secondary Prevention: $ Is c. Drug Free Outpatient Trtmt: is is is PROPOSED 12—MONTH TOTAL: $ $ 71 is 4. Annualized 12—Month Service Amounts: Available Number of Number of Staff Clients Client Hours a urs Served]* Visits a. Primary Prevention (All): b. Secondary Prevention (All): Early Intervention Counseling (only): c. Drug Free Outpatient Trtmt(All): Unduplicated Count A face—to—face contact regardless of duration in the clinic or other treatment locale which results in the recording of a therapeutic experience in the client's chart. Prepare by: Title: Date: [print name] ***NOTICE*** Contra Costa County's Health Services Department, Community Substance Abuse Services Division is soliciting proposals from interested parties for provisions of substance abuse prevention, intervention and treatment services for residents residing in Pittsburg and Bay Point. Bidders Conference: March 15, 1995 Proposal Due Date: March 31, 1995 To request a copy of the RFP, contact our office at (510) 313-6300. Note: Advertise in CCC Times, Sunday, March 5, 1995 C L W 0 C) 0 7- t2 u OD 0-0 03 u ed. to, --r- -0 0 W O > u -v E cc r. V 04 E E Z .0 O C Z ol z C.0 0 w c < ECa. 0 ami E woo ba u < R r 0 an gn — 0 0 Z < zo: UC) I gx x r g.96 ZO 00 �5 Z -ca U �5, to z < 42 8 ca w U = cc �4 5 < &Z. U Z C4 C) ii. ;a CC* —co Z w < 0 0 c E U R :s= o r 0 -V 0 E S -00 S ­ — v CC 0 h00 0 Eap E d E 12 < z EC4 2 C4 z l 0 � 0 o tu o C4 U5 o '. 0 t — u 0 w 0 V) E < iz ri v r E - V 5a Ow a) cz (7, co a wC 0, ,z = 10 U -,z 10 co >a E—ci • % tc 0 u �E cr C Q Q r_ ro 0 15 40 E L) V 0 0 < 0 C> C) as '5 9 41 > 0 E - C6 r4 r ftr 01 L) ?o u E z 0 0 1E C6-0 E 0 E D pr rz Uc ° 0 0, co .0 0, ej C: 4) — r: 0 r- 0 .0 > sy cz tr R , W 4) T: C7, 5 u r- bo Lr c C; — 0 -�g T, O .S f5 ii s 1, 0 > > a -5i E co m<.!2 — D 0 c E to O 0 5 a F. o E 0. U co E cc Ix, 7E U. .0 S v .0 �E C, E ro w v S 'ro- Eq E -E w E 0 .5 L s C o 0 > E E U U t U C) E 'L o > Lo E < E U OD C4 > < u 0. < E C LJ w 't 0 L, BOYS &GIRLS CLUB OF EAST COUNTY January 25 , 1995 1001 Stoneman Avenue Pittsburg, GA 94565 (510)439-5933 Chuck Deutschman Contra Costa County Health Services Dept . Substance Abuse Services 597 Center Avenue, Suite 320 Martinez, CA 94553-4639 RE: Contract 24-473-8 (July 1, 1994 through June 30, 1995) Dear Mr. Deutschman: The Pittsburg Boys Club, Inc. dba East County Boys & Girls Club has maintained, a contractual relationship with Contra Costa County for the past eight years to provide a drug and alcohol prevention program (DAPP) . We believe this program has well served the residents of East County. During our process of establishing a Boys & Girls Club 1995 business plan, it became evident that a range of additional services, currently not available in the community, could be provided by DAPP if it became stand alone agency, separate, structurally from the Boys & Girls Club. Club resources would continue to serve East County youth, ages 8 to 18 years and these resources will remain available to DAPP for support of traditional programs . The DAPP program is in the process of applying for an incorporated non-profit status . The East County Boys & Girls Club will assist in this process as needed. This letter will serve notice that East County Boys & Girls Club will not seek renewal of Contract 24-473-8 at expiration, June 30 , 1995 . By providing subject notice at this early date we are hopeful that. an orderly transition is possible to the end that services provided residents of our community can continue uninterrupted. We remain at your disposal to assist with implementation of required changes . On behalf of the East County Boys & Girls Club, I would like to encourage you to continue funding to the DAPP Program, under its new non-profit agency, as it is providing a valuable, much needed service to our community. Sincerely, 11 /17 RECEIVED Federal G over President JAN 3 0 10 East County Boys & Girls Club SUBSTANCE ABUSE ADMIN It brings out the best in all of us.0 United Way ATTACHMENT #9 I(L� DAPP 5104398055 P. 01 A o� sa REPORT TO rp �= THE EAST COUNTY BOYS ,AND GIRLS CLUB AND THE DRUG ANALCOHOL PREVENTION PROGRAM � '� � a I? LL r � Plan For Separation h y July 1994 { Prepared by Mim Carlson, Affiliate Consultant z The Support Center for Nonprofit Management BACKGROUND INFORMATION �° s The following report presents a plan for the Drug and Alcohol Prevention Program (DAPP) to branch off from its parent organization, the East County Boys and Girls Club. This report was done because,of the interest of the Club's Board of Directors in a possible separation from DAPP, and because the DAPP Program Director felt the need for consultation on the legal and structural procedures and consequences of DAPP becoming its own organization. The review of the current status of the Boys and Girls Club and the DAPP program indicates that DAPP is already branching off from the Club. The Boys and Girls Club has created a successful, model program in Pittsburgh and provided it with the autonomy to become its own community organization. This is definitly to the Club's credit. DAPP has set up its own personnel and financial policies, maintains its own benefits package for personnel, holds its funds separately, and conducts its own audit. There is now minimal .communication between the parent organization and DAPP, resulting in the Director and Advisory Board making major decisions effecting the direction of the program... This.separation of policies and resources will enable the Club and DAPP to move apart in a smooth and timely fashion. However, there will be costs as well as benefits for both parties in finalizing the separation. They are outlined below. Both the Boys and Girls Club and DAPP will need to consider these benefits and costs as they proceed with DAPP becoming its own organization. It is apparent, though, that this is a good time to undertake the process described in this report. There is some agreement that the missions of both parties are different resulting in the potential for future conflicts which could be avoided through DAPP branching off. Also, the Boys and Girls Club is in the process of rebuilding its organization, hiring an Executive Director, and focusirig on fundraising for debt repayment and general operations. The Board of Directors is focused on these important issues and is unable to give major support to DAPP. At the same time, DAPP is facing some significant financial challenges and needs the DAPP 5104398055 P. O- Page 2 Report to DAPP support of a new fundraising Board to ensure the stability of this important community service. For instance. a federal grant ($200.000) for the El Pueblo project is ending in September 1995 and there is a need to raise community funds to support this project. Also there is a projected shortfall of $7.500 this year requiring DAPP to begin now to plan and implement some successful campaigns for funds. The remainder of this report outlines the costs and benefits of separation, gives recommendations to ensure a healthy move in this direction, and provides a detailed plan to proceed. COSTS AND BENEFITS TO SEPARATION East County Boys and Girls Club The primary benefit for DAPP branching off from the Club is that the Board of Directors and new Executive Director will be able to focus 100% on strengthening the organization. Planning and fundraising four new programs more compatible with the mission of the Club will be possible. If DAPP remained a program of the Boys and Girls Club, it would be necessary for the Board to begin a concentrated effort to, find funds for DAPP. An additional benefit for the Club is that DAPP personnel. policies are not within the guidelines set by the National Boys and Girls.Club. It would cost the organization time and require an outlay of funds to bring the Program into compliance with the national guidelines. The East County Boys and Girls Club would probably lose very little with a separation from DAPP. The van purchased with federal funds for DAPP would need to remain with the program. However, it is apparent that the Board of Directors is capable through its connections and fundraising expertise to find a replacement for this van. Drug and Alcohol Prevention Program The primary benefit for DAPP in branching off from the East County Boy and Girls Club is that the program will be able to secure funds based on its own history of financial management rather than being tied to the poor credit history of the Club. This will allow for a stronger fundraising,effort for OAPP. Another benefit is that DAPP will have a Board who can concentrate on raising funds for the projects. Because a Board of Directors is ultimately responsible for securing financial resources for it's organization's programs, it is important to have this group in place to ensure a stable future. DAPP 5104398055 P. 03 Page 3 Report to DAPP DAPP will also be able to move ahead to meet identified community needs that fit within the mission of the program. There are community gaps in services related to drug and alcohol prevention that can be met by DAPP if it develops into a multiservice organization. Unfortunately. DAPP. faces some big costs as it branches off. The financial costs of purchasing insurance policies for the program will be an added burden on current finances. DAPP will also lose the credibility of the good reputation of the Boys and Girls Club, and will need to take responsibility for building its own successful image in the community. Becoming its own organization could potentially affect current and future funding for a period of time until DAPP has proven its ability to maintain and build new programs. PROMOTING A HEALTHY SEPARATION To minimize the risks (costs) identified above. the following strategies are recommended: • DAPP will need some start-up funds for its new organization so that it begins services with a stable financial base. It is recommended that the East County Boys and Girls Club give $35,000 as a one-time grant. This amount is an appropriate starting amount for the organization. These funds could be paid in a lump sum or over time. This recommendation is based on the realization that the Club has benefitted financially by having DAPP as a program. Money has come in over the years because of the services provided by DAPP to the community. • The Board of Directors should assist the Advisory Board and Program Director in identifying and recruiting a strong Board for DAPP. All training and orientation would be the responsibility of DAPP. The Program Director of DAPP will have sole responsibility in working with this new Board. • Both parties should agree to making the separation ,a positive one and present a unified message of this to the community. The Club's Executive Committee should meet with DAPP`s primary funder, County Health Services, Substance Abuse Division to explain the separation. + Pro-bono legal assistance and payment for filing fees (approximately $500) should be sought by the Club's Board of Directors to help DAPP with obtaining nonprofit status. In addition, it is recommended that both parties agree to allow up to one year for the separation to become final. This will ensure the proper filing of papers and the obtaining of DAPP's 501 (c) (3). DAPP 5104398055 P . 04 Page 4 Report to DAPP During this year, DAPP should move itself into position to function fully independent of the Club. It Should evaluate current policies and procedures with the future in mind, train its new board members to govern and fundraise, and undertake a long range planning process. PLAN OF ACTION It is recommended that the Boys and Girls Club and DAPP follow the plan specified below in order to become fully separated. During the Mrst Quarter: 1) Obtain mutual agreement between the Board of Directors and DAPP advisors and staff that separation is desired. (Both parties) 2) Secure legal assistance for DAPP to file the state and federal papers for incorporating as a nonprofit. (Club Board of Directors) 3) Identify and recruit a working Board of Directors with fundraising expertise. (Both parties) 4) Meet with the County ealth Services Department Substance Abuse Division to explain the separation. (Executive Committee of the Boys and Girls Club) 5) File By-Laws. Articles of Incorporation. State and Federal legal papers for nonprofit status. (DAPP) During the Second quarter: 1) Orient and train the DAPP Board of Directors to begin governance responsibilities. (DAPP) 2) Research and identify an appropriate insurance package for DAPP. (DAPP Program Director and new DAPP Board) 3) Begin an intensive fundraising effort for DAPP. (Program Director and new DAPP Board) 4) Mail press releases to notify the community of the impending separation. (Club Board of Directors) During the Third quarter: This time will primarily be spent with the organization's functioning separately and awaiting the final notification by the IRS of nonprofit 501 (e) (3) status. DAPP 5104398055 P. 05 Page 5 Report to DAPP I During the Fourth Quarter (or earlier if nonprofit status is finalized): 1) An announcement of the separation is made through the media. (Both parties) 2) The $35,000 is released to DAPP. (Club Board of Directors) 3) Legal separation papers are signed and .Bled as necessary. (Both parties) Following this.plan will ensure an organized separation for the mutual benefit of the Boys and Girls Club and DAPP. it is important for the sake of the community that separation'occurs in a manner that enables no loss of services to clients. It is equally important that both parties separate in a manner that leaves them with stable organizations and a positive community image. • -Cor'itra Costa County ATTACHMENT #10 Number 24-806 Stan$ard Form 1/87 STANDARD CONTRACT— Fund/Org # 5936 (Purchase of Services) Account # 2320 1 1: Contract Identification. iDepartment: Health Services - Substance Abuse Division Subject: Drug Abuse Prevention, Intervention and Treatment Services in Pittsburg and the Bay Point Communities of East Contra Costa County 2. Parties. The County of Contra Costa, California (County) , for its Department named above, and the following named Contractor mutually agree and promise as follows: Contractor: NEW CONNECTIONS Capacity: Nonprofit California Corporation Taxpayer ID # Not Applicable Address: 1760 Clayton Road, Concord, California 94520 3. Term. The effective date of this Contract is August 1. 1995 and it terminates June 30. 1996 unless sooner terminated as provided herein. 4. Payment Limit. County's total payments to Contractor under this Contract shall not exceed $154.399. 5. County's Obligations. County shall make to the Contractor those payments described in the Payment Provisions attached hereto which are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. r 6. Contractor's Obligations. Contractor shall provide those services and carry out that work described in the Service Plan attached hereto which is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. 7. General and Special Conditions. This Contract is subject to the General Conditions and Special Conditions (if any) attached hereto, which are incorporated herein by reference. 8. Pro ect. This Contract implements in whole or in part the following described Project, the application and approval documents of which are incorporated herein by reference: County's Contract #29-488 (State #NNA07-94) with the State Department of Alcohol and Drug Programs and any modifications, revisions or renewals thereof, a copy of which is on file in the offices of County's Substance Abuse Division. 9. Legal Authority. This Contract is entered into under and subject to the following legal authorities: California Government Code Section 26227. 10. Signatures. These signatures attest the parties' agreement hereto: COUNTY OF CONTRA COSTA, CALIFORNIA ATTEST: Phil Batchelor, Clerk of the Board BOARD OF SUPERVISORS of Supervisors and County Administrator By By Chairman/Designee Deputy CONTRACTOR By By (Designate business capacity A) (Designate business capacity B) Note to Contractor. For corporations (profit or nonprofit), the contract must be signed by two officers. Signature A must be that of the president or vice-president and Signature B must be that of the secretary or assistant secretary (Civil Code Section 1190 and Corporations Code Section 313). All signatures must be acknowledged as set forth on page two. Contra Costa County Standard Form(Rev. 1/95) APPROVALS/ACKNOWLEDGMENT Number 24-806 APPROVALS RECOMMENDED BY DEPARTMENT FORM APPROVED COUNTY COUNSEL By By Designee Deputy APPROVED: COUNTY ADMINISTRATOR By: Designee ACKNOWLEDGMENT STATE OF CALIFORNIA ) ss. . COUNTY OF CONTRA COSTA ) On , before me, (insert name and title of the officer), personally appeared personally known to me (or proved to me on the basis of satisfactory evidence) to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s)on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS MY HAND AND OFFICIAL SEAL. (Seal) Signature ACKNOWLEDGMENT(by Corpomdoa PatmetsWp,or lodividual) (Civil Cade§I 189) • Contra Costa County Standard Form 6/90 PAYMENT PROVISIONS (Fee Basis Contracts) Number 24-806 1. Payment Amounts. Subject to the Payment Limit of this Contract and subject to the following Payment Provisions, County will pay Contractor the following fee as full compensation for all services, work, expenses or costs provided or incurred by Contractor: [Check one alternative only. ] ] a. $ monthly, or ] b. $ per unit, as defined in the Service Plan, or ] c. $ after completion of all obligations and conditions herein. [R] d. (1) $ 8.800.00 upon demand, on or after August 1, 1995, provided however that County will reduce the total amount of each subsequent monthly demand which Contractor submits for payment of the fee set forth below by 1/12 of the amount paid to Contractor on August 1, 1995; and (2) $ 31.51 for each unit of service as defined in the Service Plan for provision of not less than 4,900 ,units of service. 2. Payment Demands. Contractor shall submit written demands. Said demands shall be made on County Demand Form D-15 and in the manner and form prescribed by County. Contractor shall submit said demands for payment no later than 30 days from the end of the month in'which the contract services upon which such demand is based were actually rendered. Upon approval of said payment demands by the head of the County Department for which this Contract is made, or his designee, County will make payments as specified in Paragraph 1. (Payment Amounts) above. 3. Penalty for Late Submission. When Contractor fails to submit to County a timely demand for payment as specified in Paragraph 2. (Payment Demands) above, and as a result of Contractor's late submission the County is unable to obtain reimbursement from the State of California or otherwise; to the extent the County's recovery of funding is prejudiced, County shall, not pay, Contractor for such services, even though such services were fully provided. 4. Right to Withhold-. County has the right to withhold payment to the Contractor when, in the opinion of the County expressed in writing to the Contractor, (a) the Contractor's performance, in whole or in part, either has not been carried out or is insufficiently documented, (b) the Contractor has neglected, failed or refused to furnish information or to cooperate with any inspection, review or audit of its program, work or records, or (c) Contractor .has failed to sufficiently itemize or document its demand(s) for payment. 5. Audit Exceptions. Contractor agrees to accept responsibility for receiving, replying to, and/or complying with any audit exceptions by appropriate County, State or Federal audit agencies occurring as a result of its performance of this Contract. Contractor also agrees to pay to the County within 30 days of demand by County the full amount of Initials: Contractor County Dept. 1 Contra Costa County Standard Form 6/90 PAYMENT' PROVISIONS (Fee Basis Contracts) Number 24-806 the County's obligation, if any, to the State and/or Federal government resulting from any audit exceptions, to the extent such are attributable to the Contractor's failure to perform properly any of its obligations under this Contract. 6. Required Audit. If Contractor is funded by $25,000 or more in federal grant funds in any fiscal year from any source, Contractor shall provide to County at Contractor's expense an audit conforming to the requirements set forth in the most current version of Office of Management and Budget Circular A-133. If Contractor is funded by $25,000 to $100,000 in federal grant funds in any fiscal year from any source, Contractor shall arrange for conduct of the federally-required audit biennially and shall submit the audit to County in the time, form, and manner required by the most current version of Office of Management and Budget Circular A-133 and by County. If Contractor is funded by $100,000 or more in federal grant funds in any fiscal year from any source, Contractor shall arrange for conduct of the federally-required audit annually and shall submit the audit to County in the time, form, and manner required by the most current version of Office of Management and Budget Circular A-133 and by County. Contractor is solely responsible for arranging for the conduct of the audit, and for its cost, and County may withhold the estimated cost of the audit or 10 percent of the contract amount, whichever is larger, or the final payment, from Contractor until County receives the audit from Contractor. Initials: Contractor County Dept. 2 SERVICE PLAN Number 24-806 1. Scope of Services. During the term of this Contract, Contractor shall provide substance abuse prevention, intervention and treatment services to residents of Pittsburg and Bay Point communities of East Contra Costa County. Contractor shall provide services as in accordance with the Department's Work Plan for this Contract and County's Agreement #29-488 with the State Department of Alcohol and Drug Programs (and any modifications or renewals thereof) , which are on file in the County's Substance Abuse Division Office and which are incorporated herein by reference. No client shall be admitted to Contractor's substance abuse treatment program without the prior written approval of the County's Substance Abuse Division Director, or his designee. Contractor shall make its Service Delivery Policy, which is incorporated herein by reference, available to the public for inspection. 2. Charges for Services. Contractor's charges for services, if allowable, to clients, or to other persons responsible for clients, shall approximate estimated actual cost and shall be subject to the following legal authorities: Welfare and Institutions Code Sections 5717 and 5718; California Code of Regulations, Title 9, Section 524; , and Health and Safety Code, Chapter 4, Section 11991.5. Contractor shall utilize the guidelines and procedures established by the State and County for determining client fees and payment liability, including, but not limited to, the State's Audit Assistance Guide and Drug Program Fiscal System Manual. 3. Service Unit Definition. A unit of service, for payment purposes, shall be defined as the provision of services described above by one (1) paid member of Contractor's professional staff for one (1) full hour. 4. - Number of Service Units. Subject to sufficient referrals by the County and other authorized referral sources, Contractor shall provide not less than 4.900 service units. 5. Program Obiective and Performance Evaluation. Contractor shall provide the above program services so as to achieve the service program objectives set forth in the Department's Contract Performance Plan for this Contract which is on file in the Department's Substance Abuse Division and which is incorporated herein by reference. Contractor's performance under this Contract shall be evaluated by County on the basis of: a. The degree to which each specified service program objective was actually achieved, and b. The total number of service units that were actually provided by Contractor hereunder. 6. Performance Reports. Contractor shall prepare and submit to County such periodic performance progress reports as may be required by County's Health Services Department Director or his designee. No later than August 31, 1996, or 60 days following the termination of this Contract, whichever comes first, Contractor shall prepare and submit to County a Final Contract Performance Report, in the form and manner prescribed by County's Department Director, or his designee. 7. Clearance for Physicians and Clinical Psychologists. Prior to hiring as an employee (or otherwise procuring the services of or contracting with) any physician or licensed psychologist to provide services under this Contract, Contractor shall make a formal inquiry Initials: 1 Contractor County Dept. SERVICE PLAN; Number 24-806 to the California State Board of Medical Quality Assurance (BMQA) pursuant to Section 805.5 of the California Business and Professions Code in order to determine whether or not that person has been denied staff privileges, has been removed from a medical staff, or has had his or her staff privileges or license restricted, suspended, or revoked, as provided by Section 805 of the Business and Professions Code. Contractor shall make such inquiry regarding any physician or licensed psychologist who is currently employed by or under contract with Contractor, if Contractor has not yet made such inquiry. Should Contractor obtain an adverse report from BMQA regarding any physician or psychologist and should Contractor still desire to employ or contract with such person to provide services under this Contract, Contractor shall notify County's Substance Abuse Division Director within 15 working days subsequent to obtaining an adverse report on such a person and at least 15 working days prior to allowing such a person who is newly employed or retained to start work. 8. Quality Assurance and Utilization Review Requirements. Contractor shall comply with requirements and procedures established by the County, State, and Federal governments for quality assurance and utilization review, including but not limited to, submission of periodic quality assurance reports to County, staff assignments for utilization review and coordination duties, use of standardized case record and treatment planning forms, peer review and medication monitoring. 9. Complaint Process. Contractor shall comply with County's Drug Program Complaint Policy and Procedure (Complaint Process) , which is on file in the office of the County's Substance Abuse Division and which is incorporated herein by reference. Initials: 2 Contractor County Dept. SPECIAL CONDITIONS Number 24-806 1. Required Audit. Payment Provisions Paragraph 6. (Required Audit) is hereby deleted in its entirety and replaced with a new Paragraph 6 to read as follows: "6. Required Audit. If Contractor is funded by $250,000 or more in federal grant funds in any fiscal year from any source, Contractor shall provide to County at Contractor's expense an audit conforming to the requirements set forth in the most current version of Office of Management and Budget Circular A-133. Contractor is solely responsible for arranging for the conduct of the audit, and for its cost, and County may withhold the estimated cost of the audit or 10 percent of the contract amount, whichever is larger, or the final payment, from Contractor until County receives the audit from Contractor." 2. Budget of Estimated Program Expenditures. A budget of estimated program expenditures for the services described in this Contract shall be prepared and submitted by Contractor to County and shall be maintained on file -in the offices of the Substance Abuse Division. Any movement of funds 10% or more between modalities in the budget of estimated program expenditures must have the prior written approval of the County's Substance Abuse Director, or his designee. 3. Financial Statement. On an annual basis, Contractor shall prepare a financial statement, in a form and manner required by County, verifying the total number of service units actually provided and covering the costs that are actually incurred in the provision of services under this Contract for each fiscal year period ending June 30th. Contractor shall have said financial statement reviewed and verified by an independent Certified Public Accountant and shall submit said. financial statement together with the Certified Public Accountant's verification to County not later than August 31st following the end of each fiscal year period hereunder, or 60 days following the termination of this Contract, whichever comes first. The financial statement is required for information only and shall not be used by County to adjust payments made to Contractor during the term of this Contract. In accordance with Payment Provisions Paragraph 4. (Right to Withhold) , County may withhold up to 100% of any Contract payment which is due and payable to Contractor pending submission of the required financial statement. Upon receipt of said financial statement, County shall release to Contractor any payment amount which has been withheld by County. 4. Automatic Contract Extension. Notwithstanding Paragraph 3. (Term) of this Contract, unless this Contract is terminated by either party pursuant to Paragraph 5. (Termination) of the General Conditions prior to June 30, 1996, the term of this Contract shall be automatically extended a six-month period from July 1, 1996 through December 31, 1996. During its extended term, this contract is nevertheless subject to all the terms and conditions applicable during its initial term, including but not limited to General Conditions Paragraph 5. (Termination) , except as to payment for services rendered during the extended term. The purpose of this automatic six-month extension is to allow for continuation of services as specified in this Contract, to avoid interruption of payment to Contractor, and to allow County time in which to complete a novation or renewal contract for Contractor and County Board of Supervisors approval. As to any such six-month extension: a. The Contract Payment Limit, specified in Paragraph 4. (Payment Limit) of this Contract, is increased by $80,748 (the six-month Payment Limit) and County's total payments to Contractor for said six-month extension shall not exceed this six-month Payment Limit, subject, nevertheless, to the aforesaid novation or renewal contract. Initials: 1 Contractor County Dept. SPECIAL CONDITIONS Number 24-806 b. Contractor shall continue to provide services as set forth in the Service Plan, subject to any amendments thereto; all service units (set forth in the Service Plan and/or Special Conditions) shall be prorated for the six-month period. C. In addition to the financial statement of Contract operations specified in Paragraph 4. (Financial Statement) of these Special Conditions, Contractor shall also submit to County, no later than 60 days following termination of this Contract as extended, an extension period financial statement covering the period of this six-month extension. The content and Certified Public Accountant verification requirements for this statement shall be as specified above in Special Conditions Paragraph 3. This financial statement is for information only and shall not be used by County to adjust payments made to Contractor. 5. Ownership and Disposition of Property and Equipment. Equipment and capital expenditure items with a purchase price of 500 or more and a useful life of at least one year shall be defined as nonexpendable property. Items with a purchase price of less than 500 or a useful life of less than one year shall be defined as expendable property. Subject to these definitions, the acquisition, utilization, and disposition of expendable and nonexpendable property shall be determined in accordance with the principles and statements set forth in Federal Management Circular FMC 74-7 (Attachment N) , a Federal General Services Administration publication dated September 13, 1974; references contained therein to the federal government, federal agencies or "grantor" shall be construed to mean "County" and references to "grantee" shall be construed to mean "Contractor. " Upon termination of this Contract, or as otherwise may be prescribed by County, Contractor shall account for and transfer to County all remaining expendable and nonexpendable property (including supplies and equipment) loaned by County for use by Contractor or acquired with Contract funds (excluding items which are not fully depreciated or which are purchased with outside non- County revenues) in accordance with Federal or State regulations and/or guidelines prescribed by County, and County shall retain full ownership of all such property. 6. Protection of Property and Equipment. Throughout the term of this Contract, and any modification or extension thereof, Contractor shall: a. Cooperate with County in tagging. and appropriately identifying all program property and equipment loaned by County for use by Contractor or acquired with Contract funds. b. Establish a property management control system to ensure adequate safeguards to prevent loss, theft, or damage to property, and maintain all equipment in good working repair at all times. C. Investigate, fully document, and immediately report to appropriate police agencies and/or County any loss, theft, or damage to property and equipment. Contractor shall repair or replace all such items within 60 days with items of comparable quality and value. d. Maintain accurate records of all equipment and other such property loaned by County for use by Contractor or acquired with Contract funds, including property description, identification numbers, acquisition date and cost, source, location, use, condition and disposition. 7. Third-Party Pay hent Liability. Contractor shall be solely responsible for any payments due from Contractor to third parties or for any liabilities, obligations, or commitments of Contractor arising from Contractor-s performance of this Contract, including, but not limited Initials: 2 Contractor County Dept. SPECIAL CONDITIONS Number 24-806 to, any payments that Contractor may owe to contractors or other suppliers for goods and services received by Contractor in the operating, equipping, altering, remodeling, renovating, or repairing of Contractor's program and facilities established under this Contract. In no event shall County be responsible for any payments due from Contractor to third parties or for any liabilities, obligations, or commitments of Contractor arising from Contractor's performance of this Contract. 8. Professional Liability Insurance Requirements. The provision of professional liability insurance coverage by Contractor is optional at Contractor's sole discretion subject to General Conditions Paragraph 18. (Indemnification) . 9. Endorsements. Contractor shall not in its capacity as a contractor with Contra Costa County publicly endorse or oppose the use of any particular brand name or commercial product without the prior approval of the Board of Supervisors. In its County contractor capacity, Contractor shall not publicly attribute qualities or lack of qualities to a particular brand name or commercial product in the absence of a well-established and widely-accepted scientific basis for such claims or without the prior approval of the Board of Supervisors. In its County contractor capacity, Contractor shall not participate or appear in any commercially-produced advertisements designed to promote a particular brand name or commercial product, even if Contractor is not publicly endorsing a product, as long as the Contractor's presence in the advertisement can reasonably be interpreted as an endorsement of the product by or on behalf of Contra Costa County. Notwithstanding the foregoing, Contractor may express its views on products to other contractors, the Board of Supervisors, County officers, or others who may be authorized by the Board of Supervisors or by law to receive such views. Initials: 3 Contractor County Dept. Contra Costa County Standard Form 1187 GFNERAL CONDITIONS (Purchase of Services) 1. Compliance with Iaw. Contractor shall be subject to and comply with all Federal, State and local laws and regulations applicable with respect to its performance under this Contract, including but not limited to, licensing, employment and purchasing practices; and wages, hours and conditions of employment, including nondiscrimination. 2. Infection. Contractor's performance, place of business and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the County, the State of California, and the United States Government. 3. Records. Contractor shall keep and make available for inspection and copying by authorized representatives of the County, the State of California, and the United States Government, the Contractor's regular business records and such additional records pertaining to this Contract as may be required by the County. a. Retention of Records. The Contractor shall retain all documents pertaining to this Contract for five years from the date of submission of Contractor's final payment demand or final Cost Report; for any further period that is required by law; and until all Federal/State audits are complete and exceptions resolved for this contract's funding period. Upon request, Contractor shall make these records available to authorized representatives of the County, the State of California, and the United States Government. b. Access to Books and Records of Contractor. Subcontractor. Pursuant to Section 1861(v)(1) of the Social Security Act, and any regulations promulgated thereunder, Contractor shall, upon written request and until the expiration of four years after the furnishing of services pursuant to this Contract, make available to the Secretary of Health and Human Services or to the Comptroller General, or any of their duly authorized representatives, this Contract and books, documents, and records of Contractor that are necessary to certify the nature and extent of all costs and charges hereunder. Further, if Contractor carries out any of the duties of this Contract through a subcontract with a.value or cost of $10,000 or more over a twelve-month period, such subcontract shall contain a clause to the effect that upon written request and until the expiration of four years after the furnishing of services pursuant to such subcontract, the subcontractor shall make available, to the.County, to the Secretary or to the Comptroller General, or any of their duly authorized representatives, the subcontract and books, documents, and records of the subcontractor that are necessary to verify the nature and extent of all costs and charges thereunder. This special condition is in addition to any and all other tern-is regarding the maintenance or retention of records under this Contract and is binding on the heirs, successors, assigns and representatives of Contractor. 4. Reporting Requirements. Pursuant to Government Code Section 7550, Contractor shall include in all documents or written reports completed and submitted to County in accordance with this Contract, a separate section listing the numbers and dollar amounts of all contracts and subcontracts relating to the preparation of each such document or written report. This section shall apply only if the payment limit under this Contract exceeds $5,000. Contra Costa County Standard Form 1/87 GENERAL CONDITIONS (Purchase of Services) 5. Termination. a. Written Notice. This Contract may be terminated by either party, at their sole discretion, upon thirty-day advance written notice thereof to the other, and may be cancelled immediately by written mutual consent. b. Failure to Perform. The County, upon written notice to Contractor, may immediately terminate this Contract should the Contractor fail to perform properly any of its obligations hereunder. In the event of such termination, the County may proceed with the work in any reasonable manner it chooses. The cost to the County of completing Contractor's performance shall be deducted from any sum due the Contractor under this Contract, without prejudice to the County's rights otherwise to recover its damages. C. Cessation of Funding.' Notwithstanding Paragraph 5.a. above, in the event that Federal, State, or other non-County funding for this Contract ceases, this Contract is terminated without notice. 6. Entire Agreement. This Contract contains all the terms and conditions agreed upon by the parties. Except as expressly provided herein, no other understanding, oral or otherwise, regarding the subject matter of this Contract shall be deemed to exist or to bind any of the parties hereto. 7. Further Specifications for Operating Procedures. Detailed specifications of operating procedures and budgets required by this Contract, including but not limited to, monitoring, evaluating, auditing, billing, or regulatory changes, may be developed and set forth in a written Informal Agreement between the Contractor and the County. Such Informal Agreements shall be designated as such and shall not be amendments to this Contract except to the extent that they further detail or clarify that which is already required hereunder. Such Informal Agreements may not enlarge in any manner the scope of this Contract, including any sums of money to be paid the Contractor as provided herein. Informal Agreements may be approved and signed by the head of the County Department for which this Contract is made or his designee. 8. Modifications and Amendments. a. General Amendments. This Contract may be modified or amended by a written document executed by the Contractor and the Contra Costa County Board of Supervisors or, after Board approval, by its designee, subject to any required State or Federal approval. b. Administrative Amendments. Subject to the Payment Limit, the Payment Provisions and the Service Plan may be amended by a written administrative amendment executed by the Contractor and the County Administrator or his designee, subject to any required State or Federal approval, provided that such administrative amendments may not materially change the Payment Provisions or the Service Plan. 9. Disputes. Disagreements between the County and Contractor concerning the meaning, requirements, or performance of this Contract shall be subject to final determination in writing by the head of the County Department for which this Contract is made or his designee or in accordance with the applicable procedures (if any) required by the State or Federal Government. 2 Contra Costa County Standard Form L87 GENERAL CONDITIONS (Purchase of Services) 10. Choice of Law and Personal Jurisdiction. a. This Contract is made in Contra Costa County and shall be governed and construed in accordance with the laws of the State of California. b. Any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, State of California. 11. Conformance with Federal and State Regulations and Laws. Should Federal or State regulations or laws touching upon the subject of this Contract be adopted or revised during the term hereof, this Contract shall be deemed amended to assure conformance with such Federal or State requirements. 12. No Waiver by County. Subject to Paragraph 9. (Disputes) of these General Conditions, inspections or approvals, or statements by any officer, agent or employee of the County indicating the Contractor's performance or any part thereof complies with the requirements of this Contract, or acceptance of the whole or any part of said performance, or payments therefor, or any combination of these acts, shall not relieve the Contractor's obligation to fulfill this Contract as prescribed; nor shall the County be thereby estopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract. 13. Subcontract and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not. enter into subcontracts for any work contemplated under this Contract and shall not assign this Contract or monies due or to become due, without the prior written consent of the County Administrator or his designee, subject to any required State or Federal approval. 14. Independent Contractor Status. This Contract is by and between two independent contractors and is not intended to and shall not be construed to create the relationship between the parties of agent, servant, employee, partnership, joint venture or association. 15. Conflicts of Interest. Contractor, its officers, partners, associates, agents, and employees, shall not make, participate in making, or in any way attempt to use the position afforded them by this Contract to influence any governmental decision in which he or she knows or has reason to know that he or she has a financial interest under California Government Code Sections 87100, et seq., or otherwise. 16. Confidentiality. Contractor agrees to comply and to require its officers, partners, associates; agents and employees to comply with all applicable State or Federal statutes or regulations respecting confidentiality, including but not Iimited to, the identity of persons served under this Contract, their records, or services provided them, and assures that: a. All applications and records concerning any individual made or kept by Contractor or any public officer or agency in connection with the administration of or relating to services provided under this Contract will be confidential, and will not be open to examination for any purpose not directly connected with the administration of such service. 3 Contra Costa County Standard Form 1/87 GENERAL CONDITIONS (Purchase of Services) b. No person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service. Contractor agrees to inform all' employees, agents and partners of the above provisions, and that any person knowingly and intentionally disclosing such information other than as authorized by law may be guilty of a misdemeanor. 17. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract shall be available to all qualified persons regardless of age, sex, race, religion, color, national origin, or ethnic background, or handicap, and that none shall be used, in whole or in part, for religious worship or instruction. 18. Indemnification. The Contractor shall defend, indemnify,save, and hold harmless the County and its officers and employees from any and all claims, costs and liability for any damages, sickness, death, or injury to persons) or property, including without limitation all consequential damages, from any cause whatsoever arising directly or indirectly from or connected with the operations or services of the Contractor or its agents, servants, employees or subcontractors hereunder, save and except claims or litigation arising through the sole negligence or sole willful misconduct of the County or its officers or employees. Contractor will reimburse the County for any expenditures, including reasonable attorneys' fees, the County may make by reason of the matters that are the subject of this indemnification, and if requested by the County will defend any claims or litigation to which this indemnification provision applies at the sole cost and expense of the Contractor. 19. Insurance. During the entire term of this Contract and any extension or modification thereof, the Contractor shall keep in effect insurance policies meeting the following insurance requirements unless otherwise expressed in the Special Conditions: a. Liability Insurance. The Contractor shall provide comprehensive liability insurance, including coverage for owned and non-owned automobiles, with a minimum combined single limit coverage of$500,000 for all damages, including consequential damages, due to bodily injury, sickness or disease, or death to any person or damage to or destruction of property, including the loss of use thereof, . arising from each occurrence. Such insurance shall be endorsed to include the County and its officers and employees as additional insureds as to all services performed by Contractor under this agreement. Said policies shall constitute primary insurance as to the County, the State and Federal Governments, and their officers, agents, and employees, so that other insurance policies held by them or their self- insurance program(s) shall not be required to contribute to any loss covered under the Contractor's insurance policy or policies. b. Workers' Compensation. The Contractor shall provide workers' compensation insurance coverage for its employees. C. Certificate of Insurance. The Contractor shall provide the County with (a) certificate(s) of insurance evidencing liability and worker's compensation insurance as required herein no later than the effective date of this Contract. If the Contractor should renew the insurance policy(ies) or acquire either a new insurance policy(ies) or amend the coverage afforded through an endorsement to the policy at any time during the term of this Contract, then Contractor shall provide (a) current certificate(s) of insurance. 4 Contra Costa County Standard Form 1/87 GENERAL CONDITIONS (Purchase of Services) d. Additional Insurance Provisions. The insurance policies provided by the Contractor shall include a provision for thirty (30) days written notice to County before cancellation or material changes of the above specked coverage. 20. Notices. All notices provided for by this Contract shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to the County shall be addressed to the head of the County Department for which this Contract is made. Notices to the Contractor shall be addressed to the Contractor's address designated herein. The effective date of notice shall be the date of deposit in the mails or of other delivery, except that the effective date of notice to the County shall be the date of receipt by the head of the County Department for which this Contract is made. 21. Primacy of General Conditions. Except for Special Conditions which expressly supersede General Conditions, the Special Conditions (if any) and Service Plan do not limit any term of the General Conditions. 22. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or understanding that the services provided by Contractor under this Contract will be purchased by County under a new contract following expiration of termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure to continue purchase of all or any such services from Contractor. 23. Possessory Interest. If this Contract results in the Contractor having possession of, claim to or right to the possession of land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract results in the placement of taxable improvements on tax exempt land (Revenue & Taxation Code Section 107), such interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to the payment of property taxes levied on such interest. Contractor agrees that this provision complies with the notice requirements of Revenue & Taxation Code Section 107.6, and waives all rights to further notice or to damages under that or any comparable statute. 24. No Third-Party Beneficiaries. Notwithstanding mutual recognition that services under this Contract may provide some aid or assistance to members of the County's population, it is not the intention of either the County or Contractor that such individuals occupy the position of intended third- party beneficiaries of the obligations assumed by either party to this Contract. 25. Copprigbts and Rights in Data. Contractor shall not publish or transfer any materials produced or resulting from activities supported by this agreement without the express written consent of the County Administrator. If any material is subject to copyright, the County reserves the right to copyright such and the Contractor agrees not to copyright such material. If the material is copyrighted, the County reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, and use such materials, in whole or in part, and to authorize others to do so. 5