HomeMy WebLinkAboutPR 20184: AMENDMENT 3 TO THE FY 2015-2016 CONTRACT WITH TEXAS DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES FOR THE NURSE-FAMILY PARTNERSHIP PROGRAM Cir'of w� ort www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 29, 2018 To: The Honorable Mayor and City Council Through: Harvey Robinson, Interim City Manager From: Judith A. Smith, RN, BSN, Director of Health Services RE: Authorization to approve the Contract between the Texas Department of Family and Protective Services amending the 2016-2020 contract to increase funds to cover more families. Introduction: The intent of this Agenda Item is to seek the City Council's approval for the City Manager to enter into amending the contract between the Texas Department of Family and Protective Services (DFPS) and the City of Port Arthur for the Nurse Family Partnership Program, P.R. No. 20184. The amendment includes increasing grant funds to allow more families to be served. Background: The Nurse Family Partnership Program provides educational, health, guidance, and other resources for low-income, Medicaid eligible, first-time pregnant women during pregnancy, and during the first two years of their infant's life through visits by highly trained registered nurses. This Program has served 100 families in the past but will now be able to serve 125 families with this increase in funding. The need comes because there has been a long waiting list for mothers to be admitted to the Port Arthur Nurse Family Partnership Program; therefore Texas Department of Family and Protective Services requested that the Port Arthur Health Department be one of the sites to expand so more families could be served. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 City of ort rthur www.Po rtArt h u rTx.gov Budget Impact: Total payments received from this contract will be $3,225,632.00 from September 1, 2015 through August 31, 2020 with $580,633.00 being allocated for FY 2016 and FY 17 and $688,122.00 being allocated for FY 2018, 2019 and 2020. This also requires the city to put a 10% match each year. The 10% match for 2016, 2017 and 2018 was $58,063 per year. There will be no additional city funds requested for the match for FY 2018. The 10% match for 2019 and 2020 is $68,812 per year. These funds will cover salaries, fringe, equipment, travel and supplies for one (1) full time Nurse Supervisor, five (5) full time Bachelor prepared Registered Nurses and one(1) full time Data Entry Operator. Recommendation: It is recommended that City Council approve P.R. 20184 authorizing the City Manager to enter into amending the contract with Texas Department of Family and Protective Services for the Nurse-Family Partnership Program as discussed and/or outline above. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 *409.983.8101 *FAX 409.982.6743 P.R. No. 20184 03/29/2018 RESOLUTION NO. A RESOLUTION APPROVING AMENDMENT NO. THREE (3) TO THE FY 2015-2016 CONTRACT BETWEEN THE TEXAS DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES AND THE CITY OF PORT ARTHUR FOR THE NURSE-FAMILY PARTNERSHIP PROGRAM BY INCREASING THE TOTAL FUNDING FROM$2,903,165.00 TO $3,225,632.00 WITH $688,122.00 BEING ALLOCATED FOR EACH YEAR THROUGH 2020 AND 10% MATCH OF $68,122.00 FOR YEARS 2019 AND 2020. WHEREAS, the State of Texas, by and through the Texas Department of Family and Protective Services (DFPS) awarded grant funds to eligible entities to support the establishment and operation of local Nurse-Family Partnership (NFP) programs to provide educational, health, guidance, and other resources for low-income, first-time pregnant women during pregnancy, and during the first two years of their infant's life through visits by highly trained registered nurses; and, WHEREAS, pursuant to Resolution No. 15-332, Council approved the FY2015- 2016 contract between DFPS and the City of Port Arthur for the NFP program with a contract period ending in August 31, 2016; and, WHEREAS, pursuant to Resolution No. 16-247, Council approved Amendment No. 1, extending the contract period to August 31, 2017; and, WHEREAS, pursuant to Resolution No. 17-204, council approved the amendment extending the contract period to August 31, 2020; and, WHEREAS, Texas Department of Family and Protective Services is now amending the contract to increase the total funds from $2,903,165.00 to $3,225,632.00 for the contract period September 1, 2015 through August 31, 2020. P.R. No. 20184 03/29/2018 WHEREAS, this Amendment increases the nursing staff and will now provide for one (1) Registered Nurse Supervisor, five (5) full-time Registered Nurse Home Visitors, one (1) full-time clerical support person, and will increase the caseload to include 125 families; and, WHEREAS, the Texas Department of Family and Protective Services (DFPS) will award grant funds for approximately 90% of the total annual base budget for the Nurse-Family Partnership grant and the City is expected to contribute the remaining 10% from local match funds. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That,the facts and opinions in the preamble are true and correct. Section 2. That, the City Council of the City of Port Arthur hereby authorizes increasing the award amount between Texas Department of Family and Protective Services (DFPS) and the City of Port Arthur for the Nurse-Family Partnership Program for the total amount of$3,225,632.00 as delineated in Exhibit "A," with $580,633 being allocated for each year from September 1, 2015 to August 31, 2017 and $688,122.00 for September 1, 2017 to August 31, 2020 with the understanding that the grant requires a yearly 10%local match. Section 3. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of April, 2018 A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following Vote: AYES: P.R. No. 20184 Page 3-03/29/2018 Mayor: Councilmembers: NOES: Derrick Freeman, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: r (64 ll Val Tizeno, City A orney APPROVED FOR ADMINISTRATION: gootatkwd} Harvey Robinson, Interim City Manager Ju ' h Smith, RN, BSN, Director of Health Services P.R. No. 20184 Page 4-03/29/2018 APPROVED FOR AVAILABILITY OF FUNDS: Andrew Vasquez, Director of Finance (10% Local Match Funds) EXHIBIT "A" DocuSign Envelope ID:F49278C4-4D3F-4660-9D91-26FC14982ADF DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES AMENDMENT No. 3 This Amendment No. 3 is entered into between The Texas Department of Family and Protective Services (DFPS) and The City of Port Arthur (Contractor) to modify Contract No. 529-16-0003- 00005. I. Purpose. The Parties desire to revise the most recent Performance Measures and Budget in order to comply with the Texas legislative mandate to expand The Nurse-Family Partnership Program (NFP)through the use of General Revenue funds in designated project areas. II. Amendments: A. Amendment No. 2 Section 4.01, which was previously amended by Amendment No.1, is hereby amended again by deleting Section 4.01 in Amendment No. 2 in its entirety and replacing it with the following 2 paragraphs: "DFPS will pay the Contractor up to a maximum amount over the life of this Contract of$3,225,632.00. This amount is broken down by fiscal year where each fiscal year has a maximum amount to be reimbursed as follows: FY 2016 not to exceed$580,633.00 (September 1, 2015 —August 31, 2016) FY 2017 not to exceed $580,633.00 (September 1, 2016—August 31, 2017) FY 2018 not to exceed $688,122.00 (September 1, 2017—August 31, 2018) FY 2019 not to exceed $688,122.00 (September 1, 2018—August 31, 2019) FY 2020 not to exceed $688,122.00 (September 1, 2019—August 31, 2020) B. Amendment No. 1 Section 4.02(a) shall be deleted in its entirety and replaced with the following: "Section 4.02(a)Payments to the Contractor will be made from available funds and according to the terms of this Contract for services rendered upon receipt of a proper verified statement and after deduction of any known previous overpayment made by DFPS, if applicable. Attachment B-1 "Budget" of this Amendment No. 3 contains the FY 2018 Budget. For this Contract, the City of Port Arthur is considered a recipient and is funded by the State of Texas." C. Delete Amendment No. 2 Attachment A-1 "Performance Measures" in its entirety and replace it with the attached Attachment A-1 "Performance Measures." System Agency Contract No.529-16000300005 Page 1 of 7 DocuSign Envelope ID:F49278C4-4D3F-4B60-9D91-26FC14982ADF F502-9077 November 2017 DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES AMENDMENT No. 3 D. Delete Amendment No. 2 Attachment B-1 "Budget" in its entirety and replace it with the attached Attachment B-1 "Budget." III. This Amendment No. 3 shall be effective as of the date of execution,based on the date of the last signature below. IV. Except as amended and modified by this Amendment, all terms and conditions of the Contract, as amended, shall remain in full force and effect. By signing this Amendment, the Parties certify that they have the requisite authority to bind their respective Party to this Amendment. DFPS City of Port Arthur By: By: Name: H.L. Whitman,Jr. Name: Harvey Robinson Title: DFPS Commissioner or Designee Title: Interim City Manager Date of Execution: Date of Execution: ARTICLE 1. THE FOLLOWING ATTACHMENTS ARE ATTACHED AND INCORPORATED AS PART OF THE CONTRACT: ATTACHMENT A-1-PERFORMANCE MEASURES ATTACHMENT B-1-BUDGET System Agency Contract No.529-16000300005 Page 2 of 7 DocuSign Envelope ID F49278C4-4D3F-4B60-9D91-26FC14982ADF F502-9077 November 2017 DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES AMENDMENT No. 3 Attachment A-1 PERFORMANCE MEASURES City of Port Arthur Texas Home Visiting (THV) Nurse-Family Partnership These performance measures assess operational components and indicate compliance with services required under the Texas Home Visiting Program.These measures were selected as critical elements in progress towards positive program outcomes. OUTPUT MEASURES CONTRACTOR shall meet all of the following outputs once program implementation has begun: Output#1: The expected number of families served annually. Indicator:The number of unduplicated families served in the 12-month budget period by all program models under which CONTRACTOR operates. Target: 125 Data Source: THV database and/or program model databases. Methodology: Count of the number of unduplicated mothers served by NFP or families served by other program models under which CONTRACTOR operates that received a minimum of one home visit during the 12-month budget period. OUTPUT#2: Staff members are trained to deliver the evidence-based model. Indicator:The percentage of staff that are trained in the evidence-based model within the timeframes required by the evidence-based models. Target: 100%. Data Source: Monthly reports. Methodology:Total number of staff who are trained according to model requirements and timelines divided by the total number of staff providing services under this Agreement.Multiply by 100 and state as a percentage. OUTPUT#3:Program will maintain family capacity throughout the contract term. Indicator:The number of families served at any given point compared to the number of funded slots (Output#1). Target: 100%with an allowable variance of 15%. System Agency Contract No.529-16000300005 Page 3 of 7 DocuSign Envelope ID F49278C4-4D3F-4B60-9D91-26FC14982ADF F502-9077 November 2017 DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES AMENDMENT No. 3 Data Source:THV database and/or program model databases. Methodology:Total number of families served at each point in time divided by the total number of families that are funded under the Agreement.Multiply by 100 and state as a percentage. OUTPUT#4:Families will remain engaged in the program for a minimum of one year. Indicator:The percentage of families that leave the program prior to receiving 10 or 12-months of services(as applicable),and have not completed the program or aged out. Target: 50% Data Source:THV database and/or program model databases. Methodology:Number of families who left the program prior to completing 10 or 12 months of services (as applicable based on program model)who have not completed the program,divided by the total number of families who have an enrollment date greater than 10 or 12 months in the past(as applicable based on model).Multiply by 100 and state as a percentage. OUTPUT#5: If applicable,CONTRACTOR will lead or participate in a local early childhood coalition. Indicator:The number of coalition activities that include appropriate cross-sector partners. Target: 8 Data Source: Quarterly reports. Methodology: Count of the number of coalition meetings or engagement activities that include appropriate cross-sector partners. Cross-sector partners will be established in partnership with THV. OUTPUT#6: If applicable,the Early Development Instrument(EDI)will be used to identify community needs. Indicator:The number of children by school in targeted neighborhoods that are assessed using the Early Development Instrument(EDI). Target:Number equal to 70%of children in two targeted neighborhoods assessed. Data Source: Reports prepared by the University of California Los Angeles. Methodology: Count of the number of children by school in each targeted neighborhood that are assessed using the EDI. OUTCOME MEASURES CONTRACTOR shall meet two or more of the following outcome measures once program implementation has begun: OUTCOME#1: Women will breastfeed for at least six months postpartum. Indicator: Children receiving any breast milk at six months postpartum. Target: 15% System Agency Contract No.529-16000300005 Page 4 of 7 DocuSign Envelope ID. F49278C4-4D3F-4860-9D91-26FC14982ADF F502-9077 November 2017 DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES AMENDMENT No. 3 Data Source:THV data collection system and/or program model databases. Methodology:Number of children receiving any breast milk at six months postpartum divided by the total number of children six months postpartum.Multiply by 100 and state as a percentage. OUTCOME#2: Children will attend recommended well-child visits. Indicator: Percentage of children enrolled in home visiting who received the last recommended well- child visit based on the American Academy of Pediatrics(AAP)schedule. Target: 80% Data Sources:THV data collection system and/or program model databases. Methodology:Number of children that received the last recommended well-child visit divided by the total number of children enrolled.Multiply by 100 and state as a percentage. OUTCOME#3: Babies will be born at full term. Indicator:Percentage of babies in the program that are born full term(after 37 weeks). Target: 87% Data Sources:THV data collection system and/or program model databases. Methodology:The number of babies in the program born full term(after 37 weeks)divided by the total number of babies born.Multiply by 100 and state as a percentage. OUTCOME#4: Primary caregiver(s)and/or family members will read,tell stories, or sing songs daily to or with their child(ren). Indicator:Percentage of primary caregivers and/or family members reading,telling stories,or singing to or with their child(ren)daily at six months post enrollment or post birth. Target: 80% Data Sources:THV data collection system and/or program model databases. Methodology:The number of primary caregivers and/or family members reading,telling stories,or singing to or with their child(ren)daily at six months post enrollment or post birth divided by the total number of primary caregivers who have been enrolled at least six months or post birth. Multiply by 100 and state as a percentage. OUTCOME#5:Parent-child interaction will improve. Indicator: Percentage of primary caregivers who show an increased parent-child interaction score on the Parenting Interactions with Children: Checklist of Observations Linked to Outcomes(PICCOLO)from enrollment to 12-months post enrollment,or the end of the program year for HIPPY. Target: 80% Data Sources:THV data collection system and/or program model databases. Methodology: Subtract the overall score at enrollment from the overall score taken at 12-months post enrollment(or at the end of the program year for HIPPY)for each individual to get the measure of improvement.Count any individual with a measure of improvement greater than zero and divide by the System Agency Contract No.529-16000300005 Page 5 of 7 DocuSign Envelope ID:F49278C4-4D3F-4660-9D91-26FC14982ADF F502-9077 November 2017 DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES AMENDMENT No. 3 total number of individuals assessed at 12-months post enrollment(or at the end of the program year for HIPPY). Multiply by 100 and state as a percentage. OUTCOME#6: Primary caregiver(s)will exit the program working and/or attending an educational program. Indicator: Percentage of primary caregivers exiting the program working and/or attending an educational program. Target: 60% Data Sources:THV data collection system and/or program model databases. Methodology:Number of primary caregivers who exit the program working and/or attending an educational program divided by the number of primary caregivers exiting the program. Multiply by 100 and state as a percentage. System Agency Contract No.529-16000300005 Page 6 of 7 DocuSign Envelope ID:F49278C4-4D3F-4660-9D91-26FC14982ADF F502-9077 November 2017 DEPARTMENT OF FAMILY AND PROTECTIVE SERVICES AMENDMENT No. 3 Attachment B-1 BUDGET City of Port Arthur Texas Home Visiting (THV) BUDGET SUMMARY FORM 12 Month Budget(09/01/2017 to 08/31/2018) Supported by Form 2030 PEI Budget Workbook Texas Department of Family and Protective Services Form 2030PEI Revised March 2017 Budget for Purchase of Service Contracts Contractor: City of Port Arthur Contract# 529-16000300005 2030 Funding Period: 9/01/2017 to 08/31/2018 SUMMARY DFPS PAC# 38500 PEI Program: THV Original Approved 2030 (A.) (B.) (C.) Reimbursable Other(Match) Program Total Cost Categories (1A)Personnel-Salaries $424,716.00 $0.00 $424,716.00 (1B)Personnel-Fringe Benefits-by Employee $0.00 $0.00 $0.00 (1C)Personnel-Fringe Benefits-by Type $206,261.85 $0.00 $206,261.85 (2) Travel $11,214.37 $32,725.00 $43,939.37 (3) Supplies and Controlled Assets $20,222.28 $4,609.00 $24,831.28 (4) Capital Equipment(greater than$5K) $0.00 $0.00 $0.00 (5) Other Costs $25,707.50 $29,984.00 $55,691.50 (6) Contractual $0.00 $0.00 $0.00 Direct Costs Total $688,122.00 $67,318.00 $755,440.00 Indirect Costs Total $0.00 $0.00 $0.00 TOTAL $688,122.00 $67,318.00 $755,440.00 System Agency Contract No.529-16000300005 Page 7 of 7 Docu5ifyv ■ SECURED Certificate Of Completion Envelope Id:F49278C44D3F4B609D9126FC14982ADF Status:Sent Subject:$3,225,632;529-16-0003-00005 City of Port Arthur A-3;DFPS/PEI Source Envelope: Document Pages: 14 Signatures:0 Envelope Originator: Certificate Pages:2 Initials:0 Texas Health and Human Services Commission AutoNav:Enabled 1860 Michael Faraday Dr Envelopeld Stamping:Enabled Reston,VA 20190 Time Zone:(UTC-06:00)Central Time(US&Canada) PCS_DocuSign@hhsc.state.tx.us IP Address: 167.137.1.16 Record Tracking Status:Original Holder:Texas Health and Human Services Location:DocuSign March 7,2018 Commission PCS_DocuSign@hhsc.state.tx.us Signer Events Signature Timestamp Harvey Robinson Sent:March 7,2018 harvey.robinson@portarthurtx.gov Resent:March 14,2018 Interim City Manager Resent:March 14,2018 Security Level:Email,Account Authentication Viewed:March 26,2018 (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign H.L.Whitman,Jr. HL.Whitman@dfps.state.tx.us Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Andrick Reese COPIED Sent:March 7,2018 andrick.reese@hhsc.state.tx.us Viewed:March 13,2018 Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Blaine Standiford COPIED Sent:March 7,2018 blaine.standiford@dfps.state.tx.us Viewed:March 7,2018 Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Carbon Copy Events Status Timestamp Trevor Woodruff TREVOR.WOODRUFF@dfps.state.tx.us Security Level:Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted March 14,2018 Payment Events Status Timestamps