HomeMy WebLinkAboutMINUTES - 06141994 - 1.49 BOARD OF SUPERVISORS
FROM: Mark Finuc:ane, Health Services Directory Contra
*,sNy: Elizabeth A. Spooner, Contracts Administrat
Costa
DATE: June 2, 199+ County
SUBJECT: Approval of Agreement #28-555 with Regional Center
of the East Bay (RCEB)
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
Approve and authorize the Health Services Director or his designee
(Wendel Brunner, M.D. ) to execute on behalf of the County, Agreement
#28-555 with Regional Center of the East Bay for start-up funds in the
amount of $26,400 for new After School Programs which will be
implemented at the County's George Miller Centers in September 1994
for the 1994-95 school year.
II. FINANCIAL IMPACT:
The Regional Center of the East Bay/Department of Developmental
Services (RCEB/DDS) is awarding Contra Costa County, for its Health
Services Department, $26, 400 as start up funding for After School
Programs for the George Miller Centers. The Agreement must be
approved by the Board of Supervisors before June 30, 1994 in order for
this Program to be funded.
The Department has negotiated with RCEB, an ongoing hourly rate of
reimbursement per child, which will cover 100% of the operating costs
when the Programs actually begin in September 1994 . Reimbursement for
the on-going Programs will also begin in September.
There is no County cost for this Program; the funding is 100% from the
State Department of Developmental Services.
III. REASONS FOR RECOMMENDATIONS/BACKGROUND:
This Agreement is the initial phase of a new program component being
developed and implemented at the George Miller Centers, the After
School Program, for school age children with special needs.
Approval of this Agreement #28-555 will provide the County with the
start up funding to equip the Program and to hire and train staff
prior to the implementation of the Program next September.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMME AT NOF BOAR C MMITTEE
APPROVE OTHER
SIGNATURE(S)
ACTION OF BOARD ON AIRM IM APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
UNANIMOUS (ABSENT Z ) I HEREBY CERTIFY THAT THIS IS A.TRUE
AYES: _ NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVISORS ON THE DATE SHOWN.
Contact: Wendel Brunner, M.D. (313-6712) N 14 i9
Cc: Health Services (Contracts) ATTESTED _
Auditor-Controller (Claims)
Regional Center of the East Bay Phil Batchelor, Clerk of the Board of
SupeNi�ucs gad f�w+�aty Adnniniistraflor
M382/7.83 BY ,rX�l �,BA1ll��� DEPUTY
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Regional Center �U���-�9lresource agency for persons with developmental disabilities
of the East Bay ---------------------
PROGRAM DEVELOPMENT FUND
CYCLE XVH DRAF1
FISCAL YEAR 1993-94
AFTER SCHOOL PROGRAM START-UP CONTRACT
I. PARTIES
A. This agreement is between the Regional Center of the East Bay and Contra Costa
County for its' George Miller Centers.
1. The Regional Center of the East Bay is a private nonprofit corporation
which contracts with the Department of Developmental Services, State of
California, to provide services and supports to persons with developmental
disabilities who are residing in Alameda and Contra Costa Counties, or
who are residing in a State Developmental Center and who originally
resided in Alameda or Contra Costa County, as provided for in the
Welfare and Institutions Code, Division 4.5, Services for the
Developmentally Disabled(Lanterman Developmental Disabilities Services
Act) and the California Code of Regulations, Title 17, (Public Health),
Division 2. Health and Welfare Agency, Department of Developmental
Services Regulations.
a. The corporate address for the Regional Center of the East Bay is
1212 Broadway, Suite 200, Oakland, California, 94612.
b. The Regional Center of the East Bay is hereinafter referred to as
RCSB.
2. The George Miller Center is an agency of Contra Costa County, which
intends to develop and operate an After School Program located in Central
and West Contra Costa County.
a. The main address of George Miller Center is 3020 Grant Street,
Concord, CA 94520.
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North Alameda County • Administrative Office
1212 Broadway,.Suite 200 • Oakland,CA 94612 • (510)451-7232 • Fax: (510)465-0117 • TDD: (510)763-2910
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b. George Miller Center is hereinafter referred to as the service
provider or Contractor.
II. PURPOSE
A. The purpose of this contract is to develop an After School / Extended Day
Program, located at two separate sites, for adolescents, generally between the ages
of 12 - 22 years, currently residing in the community, as provided for in the
Regional Center of East Bay's Fiscal Year 1993-94 Program Development Fund,
approved by the Department of Developmental Services.
B. This program shall be designed such that it may provide services for consumers
who have a non-ambulatory status, defined herein as requiring the use of a
wheelchair for ambulation.
C. This shall be a Child Day Care Center, licensed by the Department of Social
,'services.
D. This facility shall meet requirements for vendorization as an After School Program
by the Regional Center of the East Bay pursuant to the requirements of Title 17,
California Code of Regulations, Division 2, Chapter 3, Subchapter 2.
E. This program shall provide services and supports necessary to meet the
requirements of an After School Program.
III. TERMS
A. This contract requires agreement by all parties as evidenced by the signatures of
authorized representatives of all contracting parties.
B. All terms and provisions of this contract shall comply with the requirements of
applicable Federal and State statues and regulations, including, but not limited to,
Welfare and Institutions Code, Division 4.5, Services for the Developmentally
Disabled (Lanterman Developmental Disabilities Services Act), and Title 17,
Division 2, Health and Welfare Agency, Department of Developmental Services
Regulations. The execution of any contract amendment or modification shall also
comply with the requirements of applicable statutes and regulations.
C. No term or provision of this contract shall be construed by the service provider
to excuse compliance with existing statues or regulations.
D. The service provider and the agents and employees of the service provider, in the
performance of the contract, shall act in an independent capacity, and not as
officers or employees or agents of the State of California or RCEB.
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E. Assignment of the contract for consumer services shall not be allowed.
F. The service provider shall not be permitted to subcontract for services and
supports provided for within this contract.
G. The service provider agrees to indemnify, defend, and save harmless the Regional
Center of the East Bay and the State of California, its officers, agents and
employees from any and all claims and losses accruing or resulting to any and all
contractors, subcontractors, materialmen, laborers, and any other person, firm or
corporation who may be injured or damaged by the service provider in the
performance of this contract.
H. By executing this contract, the service provider swears under penalty of perjury
that no more than one unappealable finding of contempt of court by a federal
court has been issued against the service provider within the two year period
immediately preceding the commencement date of this contract because of the
service provider's failure to comply with a federal court order ordering the service
provider to comply with an order of a Federal National Labor Relations Board.
The Regional Center of the East Bay may rescind any contract in which the
service provider falsely swears to the truth of the above statement.
I. Services to RCEB consumers will commence no sooner than June 30, 1994,
unless an extension is requested by the Contractor and approved by DDS.
J. The termination date of this contract is upon the commencement of services or
upon the reimbursement of the final billing, whichever comes last.
IV. CONTRACT DUTIES AND RESPONSIBILITIES
A. This contract requires that the service provider provide the level of service, at a
minimum, which is consistent with the provider's program service design and any
other program related documentation relied upon by the Department of
Developmental Services as a basis for establishing rates of payment.
B. The service provider's program design shall be made a part of this contract.
C. The service provider's program design shall include, but not be limited to the
items described in Attachment B of this Contract.
D. The service provider shall maintain books, records, documents and other evidence
pertaining to all income, expenses and services relating to and/or affecting the
performance of this Contract at all reasonable times during the Contract term and
for three years from the date of final payment under the contract to any duly
authorized state agency. .
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E. The service provider shall adopt and periodically review a written internal
procedure to resolve consumer grievances pursuant to Welfare and Institutions
Code Section 4705.
V. SERVICE PROVIDER APPLICATION RESPONSIBILITIES
A. The service provider has responded to a Request for Proposals issued by RCEB
to develop a program as described elsewhere in this contract (II.Purpose).
B. The service provider has submitted a proposal to RCEB, in a format specified by
RCEB, which includes a budget, financial statement of the service provider,
background information relating to the service provider and its principals and
employees, references, and a proposal for providing supports and services to
RCEB Consumers in the program. This proposal is incorporated herein by
reference and made a part hereof.
C. As required, Contractor will apply to the State of California, Department of
Social Services, for an appropriate license to establish the facility physical site so
that it will be available to serve RCEB Consumers by the end of the term of this
Agreement. RCEB shall be under no obligation to endorse or support any of
Contractor's applications to the State of California at any time. RCEB reserves
the right to inspect and monitor Contractor's progress in applying to the State of
California for appropriate certification, approvals and licensing for the
establishment of the facility.
VI. START-UP FUNDING AND GRANT ADMINISTRATION
A. Start-Up Funds.
I. It is understood that the amount of the start-up grant is insufficient to fully
implement the program described in this contract. It is also understood
that an agreement will be established betweeen both parties for an ongoing
rate of reimbursement which will be effective on the date of
implementation of the program. Any difference between the cost to start
up the program and the start-up funding, and between the ongoing
operational cost and the agreed upon rate of reimbursement, is the
responsibility of the service provider.
2. During the term of this Agreement, Contractor shall be entitled to receive
from RCEB $26,428 for the purpose of and to be applied to Contractor's
expenses in connection with the establishment of the program. Contractor
has prepared and submitted an itemized proposal and budget which details
the use of the funds. The funds will be disbursed by RCEB to Contractor
in installments as follows:
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a. The Regional Center of the East Bay may provide a one time
advance payment to the service provider upon the finalization of
this Contract, upon the request of the service provider. This
amount shall not exceed twenty-five (25) percent of the total
amount of the contract, or $6,607. This payment shall be
contingent upon RCEB's final approval of the service provider's
proposal and itemized budget detailing the service provider's use
of all funds to be paid by RCEB to the service provider hereunder.
b. Claims for reimbursement of additional funds may be submitted
monthly, but no less than quarterly, using the Program
Development Fund Monthly Report and Expenditure Claim form
(Attachment D). Upon receipt of the Monthly Report and
Expenditure Claim form substantiating how the initial installment
was expended, the remainder of the start-up monies will be paid in
arrears to the service provider as reimbursement for expenditures
claimed on the PDF Expenditure Claim and Report Form.
Detailed documentation (i.e. invoices, payroll reports, etc.) should
accompany each monthly claim substantiating all expenditures.
c. Final payment will be made upon submission of documentation of
all expenditures as outlined in the proposal budget. The
consideration described herein shall be the total compensation for
performance of the contract and its requirements.
d. If the service provider does not successfully complete the terms of
this contract, the service provider will return all funds received for
this purpose to the Regional Center of the East Bay.
e. Pavment for this contract is contingent upon the availability of
funding from the State of California.
3. The Regional Center of the East Bav will monitor the service provider to
assure that expenditures of Program Development Fund monies are
allowable and appropriate within the guidelines of this contract
(Attachment Q. Program Development Fund records maintained by RCEB
are subject to audit by the Department of Developmental Services and
must conform to applicable requirements of Title 17.
Page 5 of 19
B. Reporting Requirements
L The Contractor shall supply RCEB with Program Development Fund
Monthly Report and Expenditure Claim forms (Attachment D) with
detailed documentation supporting all expenditures.
a. These reports shall include, but not be limited to: whether the
project is on schedule, address issues related to project operations
and supervision, and afford occasions for airing difficulties on
special problems encountered so that remedies can be developed
quickly.
b. These Report forms should also include the progress and status of
the Program's applications to the State of California. The Program
shall make its books, records and personnel available to RCEB
personnel for purposes of determining and verifying the status of
Contractor's progress.
C. RCEB reserves the right to withhold payment on invoices
submitted until an acceptable report is received.
2. Submission of any other reports as may be requested from time to time by
RCEB.
3. The Contractor shall prepare and maintain financial records relating to the
project sufficient to permit RCEB to verify that sums paid.by RCEB to
Contractor were expended in accordance with the budget submitted with
the Application and the budget required in this Contract. Should RCEB or
the State of California, in their sole discretion, determine that any funds
paid by RCEB hereunder were not expended in accordance with the budget
submitted with the Application or the budget required by this Contract,
Contractor will repay such funds to RCEB.
C. Sole Consideration. The consideration to be paid by RCEB to Contractor as
provided herein, shall be the sole consideration to be paid by RCEB for all of
Contractor's expenses incurred in the performance hereof, unless otherwise
authorized by RCEB.
VIT. CONTRACT FISCAL AUDIT
A. The service provider's records pertaining to this service program and contract
performance shall be open for audit by the Department, regional center and any
authorized agency representative for a minimum of three years from the date of
the final payment for the State fiscal year.
Page 6 of 19
B. The service provider shall agree to utilize and be bound by Title 17, California
Code of Regulations, Sections 50700, et seq. should the service provider elect to
appeal any audit findings and/or recommendations.
C. The service provider shall accept financial liability for any audit findings and/or
recommendations disclosed by audit and promptly repay amounts owed unless
appealed and liquidation is stayed-pursuant to Title 17, California Code of
Regulations, Section 50705.
VIII. NONDISCRIMINATION PROVISIONS.
A. During the performance of this contract, the service provider; Contractor and its
subcontractors shall not deny the contract's benefits to any person on the basis of
religion, color, ethnic group identification, sex, age, physical or mental disability,
nor shall they discriminate unlawfully against any employee or applicant for
employment because of race, religion, color, national origin, ancestry, physical
handicap, mental disability, medical condition, marital status, age (over 40), or
sex. Contractor shall insure that the evaluation and treatment of employees and
applicants for employment are free of such discrimination.
B. Contractor shall comply with the provisions of the Fair Employment and Housing
Act (Government Code 12900 et. seq.), the regulations promulgated thereunder
(California Code of Regulations, Title 2, Section 7285.0 et seq.), the provisions
of the Government Code, Sections 11135-11139.5, and the regulations or
standards adopted by the awarding Regional Center to implement such article.
C. Contractor or recipient shall permit access by representatives of the Department
of Fair Employment and Housing and the Regional Center of the East Bay upon
reasonable notice at anv time during normal business hours, but in no case less
than 24-hour notice, to such of its books, records, accounts, other sources of
information and its facilities as said Department or regional center shall require
W ascertain compliance with this clause.
D. The Contractor shall include the nondiscrimination and compliance provisions of
this contract in all subcontracts to perform work under the contract.
IX. CONTRACT TERMINATION
A. This contract can be terminated by either party on thirty days written notice.
1. Termination by the Contractor shall result in the return of all funds
received to perform the conditions of this contract.
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2. Termination by the Regional Center, with cause, shall result in the return
of all funds received by the Contractor to perform the conditions of this
contract.
3. Termination of this Contract by the Regional Center, without good cause,
shall result in negotiation between the Parties regarding the disposition of
funds received by the Contractor for the performance of this Contract.
B. Conditions for cause of termination of this Contract by the Regional Center shall
include, but not be limited to:
1. The service provider has not complied with provisions of this Contract.
applicable Federal and State regulations, or statutes governing the service
program and/or the provision of services to persons with developmental
disabilities.
C. The Department, regional center, or any authorized representative shall determine
whether the conditions specified above exist to constitute possible grounds for
contract termination based upon cause. Such determination shall be:
1. Conveyed to the service provider 30 days in advance of payment and/or
contract termination, pursuant to Welfare and Institutions Code 4710.
2. In the form of a notice containing the provisions for contract termination
specified above.
X. NON`4VAIVER.
1. ]Vo waiver of a breach of any provision of this Agreement by RCEB shall
constitute a waiver of anv other breach of such provision. Failure of RCEB to
enforce at any time, or from time to time, any provision of this Agreement shall
not be construed as a waiver thereof. The remedies herein reserved shall be
cumulative and in addition to any other remedies in law or equity.
XI. ATTORNEYS' FEES AND COSTS.
A. In the event any legal action is commenced to enforce or interpret the.terms of
this Agreement, the prevailing party in any such action and any appeals there
from shall be entitled to recover from the non prevailing party all reasonable
attorneys' fees and costs incurred by the prevailing party.
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XII. ENTIRE AGREEMENT.
A. This Agreement constitutes the entire agreement between both Parties pertaining
to the subject matter contained herein and supersedes all prior agreements,
representations and understandings of the parties, either oral and written. No
supplement, modification or amendment of this Agreement shall be binding unless
executed in writing by all the parties.
XIII. SIGNATURES
As a party, or authorized representative of a party, to this agreement, I hereby state that I have
read and understand the conditions of this contract:
Linda J. (Tik) Thurston, Director Contra Costa County
Community Living Options Unit Board of Supervisors
By
Wendel Brunner, M.D.
Public Health Director
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Program Development Fund
FISCAL YEAR 1993-94
ATTACHMENT A
DEFINITIONS
Words shall have their usual meaning unless the context or a definition clearly indicates a
different meaning. Words used in their present tense include the future tense and words in the
singular form include the plural form. Use of the word 'shall" denotes mandatory conduct.
"Administrator" means the licensee, or the adult designated by the licensee to act in his/her
behalf who assumes responsibility for the facility operations.
"Applicant" means an individual or entity that desires to be a vendor.
"Auditing" means any examination of records and source documentation, pertaining to the
service program and/or the provision of services to persons with developmental disabilities of
any individual, group, or entity by the Department, regional center, or any authorized agency
representative. This examination is conducted for purposes of determining compliance with fiscal
or fiscally related program or service provisions of applicable statute, regulations, contracts, or
agreements governing the service program and/or the provision of services to persons with
developmental disabilities. -Such examination shall include any procedures as considered
necessary by the auditor under the circumstances to perform the examination.
"Authorized .Agency Representative" means a person authorized to act on behalf of the
Department or regional center by law, by court order, or by a written statement signed by the
Director of the! Department or the executive director of a regional center.
"Client" means an individual who has been determined by a regional center to meet the
eligibility criteria of the Welfare and Institutions Code Section 4512, and of Title 17, California
Code of Regulations, Sections 54(X)0, 54001 and 54010, and for whom the regional center has
accepted responsibility.
"Client Services" means those services which the residential service provider is responsible for
implementing .as a part of the service design and the client's Individual Program Plan.
"Contractor" means the service provider has applied to complete a Program Development Fund
resource development program, project or facility and has been approved for that purpose by the
Regional Center of the East Bay.
"Controlling Agency" means any agency, department, or commission that by statute requires
standards to be met for the issuance of a license,.credential, registration, certificate or permit
required for the operation or provision of service.
Page 10 of 19
"DDS" means the State Department of Developmental Services.
"Department" means the State Department of Developmental Services.
"Direct Care Staff" means program staff who personally provide direct supervision and special
services to clients. The term includes management or supervisory staff during that time when
they are providing direct services to clients or are involved in performing program preparation
functions.
"DSS" means the State Department of Social Services.
"Individual Program Plan (IPP)" means a written plan that is developed by a regional center
Interdisciplinary Team, in accordance with the provisions of Welfare and Institutions Code
Sections 4646 and 4646.5.
"Interdisciplinary Team (ID Team)" means the group of persons convened, in accordance with
Welfare and Institutions Code Section 4646 and 4646.5, for the purpose of preparing a client's
IPP.
"Noncompliance" means failure to comply with any of the requirements of Title 17, California
Code of Regulations, Division 2, Chapter 3, Subchapters 4 or 6.
"Program Design" means the description of client services offered by a facility, the functional
characteristics of the clients the facility will serve, and the resources available to meet individual
service needs consistent with the facility's service level, pursuant to Title 17, California Code
of Regulations, Division 2, Chapter 3, Subchapter 4.
"PDF" mean Program Development Fund.
"Program Preparation Functions" means ancillary activities performed by direct care staff or
administrators, including, but not limited to, data collection and analysis, development of training
plans, staff meetings, client meetings and parent conferences.
"Program Staff" means the administrator and direct care staff employed by the program who
provide direct supervision and special services to clients attending the program, and consultants
employed by the: program who provide support to direct care staff.
WEB" means Regional Center of the East Bay.
"Record" means any book or document evidencing operational, financial, and service activities
of a service provider or regional center pertaining to the service program and/or the provision
of services to persons with developmental disabilities. Examples include books of account,
general ledgers, subsidiary ledgers, check registers, canceled checks, contracts, correspondence,
financial statements, internal reports, bank statements, standard cost statements, client files,
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purchase of service authorizations, and documents evidencing client services. All client records
shall be treated as confidential.
"Regional Center" means a diagnostic, counseling and service coordination center for
developmentally disabled persons and their families which is established and operated pursuant
to Welfare and Institutions Code Sections 4620 through 4669, by a private nonprofit community
agency or corporation acting as a contracting agency. As used in these regulations, any reference
to the regional center shall, by reference, be applicable to those agencies or persons with which
the regional center contracts or employs to provide service coordination to clients under the
provisions of Welfare and Institutions Code Section 4647.
"Service Needs" means those client needs which require direct supervision and special services,
which are identified through the ID Team assessment process.
"Service Outcomes" means the results, for the client, of direct supervision and special services
provided by the facility's program.
"Service Provider" means a person, program, any other entity, or any other person connected
therewith, vendored to provide services to regional center clients. Service providers do not
include those applicants exempted from application process pursuant to Title 17, California Code
of Regulations, Section 54312.
"Special Services" means specialized training,treatment, and/or supervision required by the IPP
and provided by the facility in addition to direct supervision.
"Submit" means the postmarking or hand delivery of the item required no later than the last day
of the time line allowed.
"Vendor" means an applicant which has been given a vendor identification number and has
completed the vendorization process.
"Vendored" means the successful completion of the process used to determine whether an
applicant meets ail legal and regulatory requirements to provide service to regional center clients.
This process must be completed in order for a person, program or facility to receive payment
from a regional center for services rendered a regional center client.
"Vendorization" means the process used to:
(A) Verify that an applicant meets all of the requirements and standards pursuant to
Section 54320(a) of these regulations prior to the provision of services to clients;
and
(B) Assign vendor identification numbers, service codes and subcodes, for the purpose
of identifying vendor expenditures.
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Program Development Fund
FISCAL YEAR 1993-94
ATTACHMENT B
PROGRAM DESIGN
The service Provider's program design shall include, but not he limited to:
1. An organizational chart for the facility.
2. A written statement of the provider's purpose and goals.
3. A description of the services to be provided and expected service outcomes.
4. Facilitv entrance and exit criteria which identify the characteristics of the client
population the facility intends to serve, including age range, gender, ambulatory status,
medical conditions, self-help skills and behavioral characteristics.
5. A description of program preparation functions to be performed by facility staff which
is consistent with the requirements specified in Title 17, Section 56004(e)(1) through (6).
6. A description of staff qualifications and a duty statement for each staff position in the
facility.
7. A sample staff schedule.
8. A staff braining plan.
9. A description of services designed to enhance the capabilities of clients including those
with:
a. Severe deficits in self-help skills; and/or
b. Severe impairments in physical coordination and mobility; and/or
C. Severely disruptive or self-injurious behavior.
10. A description of consultant qualifications, hours and duties.
11. A specific description of instructional methods and techniques to be utilized to achieve
the desired service outcomes; and
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12. A methodology for measurement of client progress toward achievement of IPP objectives
which includes:
a. Types of data to be collected;
b. Data collection systems;
c. Frequency of data collection; and
d. 'Methods and intervals for summarizing data and reporting on progress made
toward achieving IPP objectives.
e. Hours and location of service.
Page 14 of 19
r,.
Program Development Fund
FISCAL YEAR 1993 - 94
ATTACHMENT C
PDF ACCEPTABLE START-UP ITEMS
The Regional Center of the East Bay will monitor the service provider to assure that expenditures
of Program Development Fund monies are allowable and appropriate within the guidelines of this
contract. Program Development Fund records maintained by RCEB are subject to audit by the
Department of Developmental Services and must conform to applicable requirements of Title 17.
I. Accounting Fees
11. Administrative Overhead
A. "'Administrative overhead allocations" means the division of administrative
overhead among the various affiliate or commonly-owned programs and/or
services.
B. Administrative overhead includes such expenses as salaries for management staff
and accountants, legal fees, office space and equipment, and utility cost.
C. Administrative overhead shall not exceed ten (10) percent of the grant allocation.
111. Communications
A. Telephone
B. Postage/Mail
C. Fax Machine Lease/Purchase
IV. Consultants
A. Consultant rates must conform to:
1. The Schedule of Maximum Allowances for positions covered by the
schedule;
2. Comparable state civil service positions; or
3. The going rate for similar work outside state service.
B. If option (3) is applicable, the amounts to be paid consultants depend;upon the
complexity and difficulty of the project, the ongoing rate for similar work, and
the qualifications and reputation of the individual(s) or firm being utilized.
C. The service provider must state the rate of compensation paid to consultants. Rates
paid under option (c) must have the prior written approval of the Regional Center
of the East Bay. The rate must be stated as an hourly rate with a ceiling.
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V. Equipment
A. Equipment is considered to be any item purchased by the service provider which
has a unit acquisition cost of at least on thousand dollars ($1000) or a normal
useful life of at least three (3) years.
B. The service provider will provide RCEB with a final project equipment inventory.
This inventory will accompany the project's final report and is due within forty-
five (45) days of the end of the Contract's term.
C. Prior authorization, in writing, is required from the Regional Center of the East
Bay for the purchase of any equipment exceeding one thousand dollars ($1000)
in cost. A justification, including the reasonableness of the cost, is required prior
to authorizing such purchases.
D. Equipment may be leased. However, it may not be leased with an option to
purchase. The service provider shall provide the Regional Center of the East Bay
with copies of leases of any equipment leased using Program Development Fund
monies.
E. Examples of equipment which may not be purchased or purchased only with prior
written approval include:
1. Motor vehicles may not be purchased. They may be leased for the duration
of the PDF project.
2. Computers may be purchased with prior written approval from RCSB.
3. VCR, camcorders may be purchased if it can be shown they are an
integral and necessary part of the clients' program.
4. Wail-to-wall carpeting may not be purchased. Area rugs may be
purchased.
5. Fax machines may be purchased with prior written approval of RCSB.
6. Xerox or copier machines may be purchased with prior written approval
of RCSB.
7. Any equipment that is attached to a facility or vehicle which cannot be
removed in usable condition if the facility or vehicle cease to serve persons
with developmental disabilities.
VI. Facility Rent (First and last months rent, plus security deposit)
A. Rent for a facility is a reimbursable expense. The rent should not exceed the
rental rates for an equivalent size facility in the area where the program will be
situated. Rental of a property may not include an option to purchase.
1. Rent may include payment for the first and last months, plus security
deposit).
VII. Furnishings
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k;
VIII. Insurance
IX. Legal Fees
X. License application and fingerprint reports.
XI. Personnel Services
A. Staff recruitment costs
B, Staff salaries (Monthly, weekly, or hourly rates, as appropriate, shall he specified,
together with the percentage of personnel time charged to the grant.
C. Staff training
XII. Real Property
B. Payments are not permitted for construction, renovation, alteration, improvement,
or repair of privately owned property which would enhance the value of said
property to the benefit of the owner.
C. Program Development Fund monies may be used to modify residential facilities
to meet fire and life safety requirements of the fire marshal] and/or the local
licensing authority. Proposals requesting facility modifications must include a hid
procedure approved by RCSB. The following are examples of fire and safety
modifications:
1. Wheelchair ramps;
2. Handrails;
3. Fire sprinkler systems;
4. Bathroom fixtures designed for non-ambulatory individuals;
5. Bedroom exit doors;
6. Widening of hallways;
7. Installing of fireproof doors;
8. Exit alarms; and,
9. Fencing around swimming pools.
D. Program Development Fund monies cannot be used for modifications that are
solely aesthetic in nature or are not necessary to meet fire and life safety
requirements.
G. If a site requires extensive modification, another location should be considered.
XIII. Supplies
A. Office
B. Program
Page 17 of 19
XIV. Travel and Per Diem Expenses.
A. Reimbursement for traveling and per diem shall be at rates not to exceed those
amounts paid to the state's represented employees under collective bargaining
agreements currently in effect.
B. No travel outside the state of California shall he reimbursed unless prior written
authorization is obtained from the Department of Developmental Services.
XV. Utilities.. including hookup and deposits, plus one month's payment.
XVI. Van Conversion
XVII. Van Lease Deposit
Start-up funds are intended to offset only a portion of the total cost of developing new
facilities/programs.
Page 18 of 19
Program Development Fund
FISCAL YEAR 1993-94
ATTACHMENT D
MONTHLY REPORT AND EXPENDITURE CLAIM
(Must be received by RCEB by the 1.5th of the month
following the month of service)
Contractor:_
Project Title:—
Month:
itle:_Month:
Project objectives: List each objective scheduled to be completed this month. Describe
successes and problems encountered in meeting the objective. Discuss objectives which were not
met and actions being taken to meet these objectives. Indicate any change in the time line which
will occur because of the delay in meeting an objective. Use additional space if needed to
complete this section.
Claim for Reimbursement: Itemize each item in accordance with the contract budget. Please
also give a listing of any equipment purchased at a cost of$500 or more. Please list each item
and its purchase price. Only approved budget items may be claimed. Receipts should
accompany all requests for reimbursement.
Page. 19 of 19
J,