HomeMy WebLinkAboutPR 23289: APPROVAL TO APPROVE THE CONTRACT BETWEEN THE HEALTH AND HUMAN SERVICES COMMISSION City of
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Texas
Date: August 07, 2023
To: Ron Burton, City Manager
From: Judith A. Smith,RN, BSN, Director of Health 91
RE: Approval To Approve the Contract Between The Health and Human Services Commission
and the City of Port Arthur. NO CASH MATCH
Nature of the Request: This is a request to approve the contract between The Health and
Human Services Commission and the City of Port Arthur. The total amount of this Contract will
not exceed $275,725 with $68,530 being allocated toward the contract period of September 1,
2023, through August 31, 2024. This Primary Health Care contract provides preventive health
services, including immunizations, diagnosis and treatment of acute illnesses, health education,
and diagnostic tests including lab and x-rays for eligible participants at or below 200% of the
current federal poverty guidelines.
Analysis, Considerations:
The contract period starts 09/01/2023 and ends 08/31/2024 and provides for salaries and fringe
benefits for one full-time eligibility/billing clerk, office supplies and travel expenses.
Recommendations: It is recommended that the City Council approve P.R.No. 23289 for the FY
2023-2024 contract between the Health and Human Services Primary Health Care Program and
the City of Port Arthur program to provide primary and preventive health care services.
Budget Considerations: The total budget is $275,725. The breakdown for this grant includes
$68,530 for FY 2024. This is to cover the cost of operating the Primary Health Care clinic for
the City of Port Arthur.
"REMEMBER WE ARE HERE TO SERVE THE CITIZENS OF PORT ARTHUR"
P.O.BOX 1089•PORT ARTHUR,TX 77641-1089.409/983-8101•FAX 409/982-6743
P.R.No.23289
08/07/2023 js
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE 6TH AMENDMENT TO THE
CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND THE
DEPARTMENT OF HEALTH AND HUMAN SERVICES PRIMARY
HEALTH CARE PROGRAM, FOR THE AMOUNT NOT TO EXCEED
$275,725, OF WHICH $68,530 IS ALLOCATED TOWARD THE
CONTRACT PERIOD SEPTEMBER 1, 2023, THROUGH AUGUST 31,
2024. NO CASH MATCH REQUIRED.
WHEREAS, this program provide preventive health services including immunizations,
diagnosis and treatment of acute illnesses, family planning, health education, and diagnostic tests
including lab and x-rays for eligible participants at or below 200% of the current federal poverty
guidelines: and,
WHEREAS, the total amount of the contract is not to exceed $275,725 with $68,530
being allocated for FY 2024. This budget covers the cost of the operations of the Primary Health
Care Clinic. This contract period is from September 1, 2023, through August 31, 2024.
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 approves the
contract amendment between the City of Port Arthur and the Department of Health and Human
Services Commission.
Section 3. That, the City Council deems it is in the best interest of the City to
approve and authorize the City Manager to execute the contract amendment between the
Department of Health and Human Services Commission and the City of Port Arthur for Primary
Health Care Services, as delineated in Exhibit"A."
P.R.No.23289
08/07/2023 js
Section 4. 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 August, 2023
A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the
following Vote:
AYES: Mayor:
Councilmembers:
NOES:
Thurman Bartie,Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
Ceal -U
Val Tize , ity Attorney
APPROVED FOR ADMINISTRATION:
9'actodvilv
Ron Burton, City Manager
Jutrith Smith, BSN,RN, Director of Health
P.R.No.23289
08/07/2023 js
APPROVED AS TO AVAILABILITY OF FUNDS:
Kandy Daniel, 'rector of Finance
EXHIBIT "A"
DocuSign Envelope ID:EFEDCFFA-8066-4105-B3D3-9AB3A1EFCFDF
FY24 PHC Renewal Amendment
TEXAS HEALTH AND HUMAN SERVICES COMMISSION
CITY OF PORT ARTHUR
(HHSC CONTRACT No.HHS000697900024)
AMENDMENT NO. 6
The Health and Human Services Commission("HHSC"or"System Agency") and City of Port
Arthur("Grantee"), collectively referred to as the "Parties"to that certain Primary Health Care
(PHC) Services Contract that was effective September 1, 2020, and denominated as HHSC
Contract No. HHS000697900024 (the"Contract"), as amended,now desire to further amend the
Contract.
Whereas, the Parties desire to revise the Budget and revise the Statement of Work; and
Whereas, the Parties have chosen to exercise their option to extend the term of and amend the
Contract in accordance with Section 9.1 of Attachment C to the Contract.
Now,therefore, the Parties amend and modify the Contract as follows:
1. Section IV,Duration,of the Contract is amended to show a revised termination date of
August 31, 2024,unless renewed, extended, or terminated earlier pursuant to the terms and
conditions of the Contract.
2. Section V, Payment for Services Provided,of the Contract is amended add funding to state
fiscal year 2024 in the amount of$68,530.00. The total not-to-exceed amount of this Contract
is increased to $275,725.00. All expenditures under the Contract must be in accordance with
Table 1,Budget Categories for Primary Health Care Services.
3. Section V, Budget,of the Contract is amended to add the following statement after the last
paragraph of Section V:
HHSC reserves the right to reduce the contract award to the amount expended
per fiscal year.
4. Attachments B-4,Budget,Revised Payment for Services Provided, are deleted in their
entirety and replaced as follows:
DocuSign Envelope ID:EFEDCFFA-8066-4105-B3D3-9AB3A1EFCFDF
FY24 PHC Renewal Amendment
Table 1 —Budget Categories for Primary Health Care Services
FY 2021 FY 2022 FY 2023 FY 2024
Number of
Clients to be 281 274 274 274
served
Average
cost per $250.00 $250.00 S250.00 $250.00
client,
Total$
Amount for
all services $70,135.00 $68,530.00 $68,530.00 $68,530.00
provided*
A. Grantee acknowledges and agrees that all funds allocated under this
Contract must be used in accordance with the budget categories.
B. HHSC, in its sole discretion, may approve fund transfers between budget categories
upon Grantee's written request that must include a detailed explanation that
supports the need for the fund transfer. Grantee must seek HHSC's written approval
prior to making any fund transfer.
5. Attachment A, Statement of Work, of the Contract is deleted in its entirety and replaced with
Attachment A-1 Revised Statement of Work.
6. This Amendment shall be effective as of September 1, 2023.
7. Except as modified by this Amendment, all terms and conditions of the Contract, as amended,
shall remain in full force and effect.
8. Each Party represents and warrants that the person executing this Amendment on its behalf has
full power and authority to enter into this Amendment.
9. Any further revisions to the Contract shall be by written agreement of the Parties.
Signature Page Follows
DocuSign Envelope ID: EFEDCFFA-8066-4105-B3D3-9AB3A1EFCFDF
FY24 PHC Renewal Amendment
HHSC CONTRACT No. HHS000697900024
SIGNATURE PAGE FOR AMENDMENT No.6
HEALTH AND HUMAN SERVICES CITY OF PORT ARTHUR
COMMISSION
By: By:
Name: Name:
Title: Title:
The following Attachment is attached and incorporated as part of the Contract:
Attachment A-1 Revised Statement of Work
DocuSign Envelope ID:EFEDCFFA-8066-4105-B3D3-9AB3A1EFCFDF
FY24 PHC Renewal Amendment
Attachment A-1
Revised Statement of Work
DocuSign Envelope ID: EFEDCFFA-8066-4105-B3D3-9AB3A1 EFCFDF
Attachment A-1
Revised Statement of Work
Primary Health Care
1. Program Purpose
The purpose of this Program is to provide preventive and Primary Health Care(PHC)for individuals
who reside in the state of Texas with a gross family income at or below 200 percent of the federal
poverty level (FPL). Grantee shall provide services regardless of race, color, national origin, sex,
age, religion, disability,political beliefs, sexual orientation, and family income.
2. Grantee Responsibilities
To participate as a provider under this Contract, the Grantee must:
2.1 Ensure compliance with this Contract, including these Grantee requirements;
2.2 Ensure compliance with all applicable federal and state laws, rules, regulations,
standards, guidelines, and policies in effect on the beginning date of this Contract
unless amended, including, but not limited to, Texas Health and Safety Code Chapter
31;
2.3 Ensure compliance with all state and federal statutes and regulations, HHSC rules,
policies, procedures, and guidelines governing the Program, included but not limited
to,Texas Administrative Code(TAC) Title 26, Part 1,Chapter 364, Subchapter A. The
foregoing rules in TAC Title 26 as they relate to the Program may be further modified
and revised-within their existing title- during the term of the Contract. In the event of
such modifications or revision, Grantee shall be required to comply with said rules;
2.4 Ensure compliance at all times with the current Program Policy Manual that is available
online and incorporated into this Contract as Attachment I.Program Policy Manual.
The provisions of the Program Policy Manual may be further modified and revised-
within their existing title- during the term of the Contract. In the event of such
modifications or revision, Grantee shall be required to comply with said rules;
2.5 Comply with all requirements under the Uniform Grant Management Standards
("UGMS"), currently available online at: Grant Management (texas.gov). The Texas
Comptroller of Public Accounts("CPA"), from time to time and in its sole discretion, may
revise the online link provided in this subsection. Grantee is responsible for contacting CPA at
any time that Grantee is not able to access the online materials to request the updated link.
Grantee is always responsible for complying with the UGMS, including any revisions to the
standards during the Contract term;
2.6 Ensure compliance with the HHSC Grant Technical Assistance Guide, currently
available online at: https://hhs.texas.gov/doing-business-hhs/grants. HHSC, from time
to time and in its sole discretion,may revise the online link provided in this subsection.
DocuSign Envelope ID: EFEDCFFA-8066-4105-B3D3-9AB3A1 EFGFDF
Grantee is responsible for contacting HHSC at any time that Grantee is not able to
access the online materials to request the updated link. Grantee is always responsible
for complying with the Grant Technical Assistance Guide, including any revisions to
the standards during the Contract term;
2.7 Maintain an appropriate contract administration system to ensure that all terms,
conditions, and specifications of this Contract are met;
2.8 Enroll eligible Texas residents in accordance TAC Title 26, Part 1, Chapter 364,
Subchapter A, §364.1 -§364.11 and the requirements established in the Program Policy
Manual.
3. PHC Services
To meet the mission and objectives of grant funds awarded under this Contract, Grantee must meet
the following requirements:
A Provide comprehensive preventive and primary health care(PHC)services
to Texas residents with a gross family income at or below 200 percent of
the federal poverty level (FPL). Grantee, at a minimum, shall provide the
following priority services: diagnosis and treatment; emergency medical
services; family planning services; preventive health services including
immunizations; health education; and laboratory, x-ray, nuclearmedicine,
or other appropriate diagnostic services. In addition to priority services,
Grantee may provide the following optional PHC services: nutrition
services, health screening, home health care, dental care, transportation,
prescription drugs, environmental health,podiatry, and social services.
B. Grantee will provide services meeting the service parameters described in
accordance with the Program rules and the requirements established in the
Program Policy Manual. Grantee will screen all individuals considered for
the PHC program to determine eligibility using a System Agency-
approved screening process in accordance with the Program Policy
Manual, as amended. Grantee may not alter System Agency eligibility
forms or use another eligibility form unless it is submitted to and approved
by System Agency. For an individual to receive PHC services, three (3)
criteria shall be met:
1. Texas resident;
2. Gross family income at or below 200% of the adopted Federal
Poverty Level (FPL); and
3. Not eligible for other non-HHSC programs/benefits providing the
same services.
3.1 Grantee will maintain documentation of all services provided in accordance with the
Program rules and the requirements established in the Program Policy Manual.
3.2 Grantee will administer treatment protocols in accordance with the Program rules and
the requirements established in the Program Policy Manual.
DocuSign Envelope ID: EFEDGFFA-8066-4105-B3D3-9AB3A1EFGFDF
3.3 Grantee will maintain client and family participation requirements in accordance with
the Program rules and the requirements established in the Program Policy Manual.
3.4 Grantee will assist HHSC in performing a client satisfaction survey in accordance with
the requirements established in the Program Policy Manual.
3.5 Grantee will comply with Texas Family Code§261.101,which requires reporting of all
suspected cases of child abuse to local law enforcement authorities and to the Texas
Department of Family and Protective Services. Grantee will ensure that all program
personnel and sub-contractors are properly trained and adhere to this Contract
requirement and compliance with Texas Family Code §261.101.
3.6 Grantee will cooperate fully with HHSC investigations of any complaint received from
families or other parties regarding Grantee's PHC services, and when applicable as
determined by HHSC and any other entity on behalf of HHSC, develop a corrective
action plan to address identified issues in accordance with Program Policy Manual.
3.7 Grantee shall maintain an emergency evacuation plan that complies with all applicable
local, state, and federal laws, rules and regulations governing provision of services
under this Contract.
4. Telehealth and Telemedicine Medical Services
4.1 Grantee may use telehealth services ("a health service, other than a telemedicine
medical service, delivered by a health professional licensed, certified, or otherwise
entitled to practice in the state of Texas and acting within the scope of the health
professional's license, certification, or entitlement to a patient at a different physical
location than the health professional using telecommunications or information
technology,") and telemedicine medical services ("a health care service delivered by a
physician licensed in the state of Texas, or a health professional acting under the
delegation and supervision of a physician licensed in the state of Texas, and acting
within the scope of the physician's or health professional's license to a patient at a
different physical location than the physician or health professional using
telecommunications or information technology")as defined in Texas Government Code
§531.001(7) (using the meaning assigned by Texas Occupations Code §111.001) as
provided through Texas Medicaid.
4.2 Grantee must comply with all of the following:
a. Families must give written consent that they agree to receive services via telehealth
and telemedicine;
b. Telehealth and telemedicine services must comply with all Texas Medicaid
requirements for telehealth, as well as the licensure/practice act requirements for
each provider; and
c. Technology used to provide telehealth services must be compliant with the Family
Educational Rights and Privacy Act of 1974 (FERPA) and the Health Insurance
Portability and Accountability Act(HIPAA).
5. Eligible Population
5.1 Program eligibility is determined by applicable law set forth in Program rules and the
requirements established in the Program Policy Manual.
DocuSign Envelope ID: EFEDCFFA-8066-4105-B3D3-9AB3A1EFCFDF
5.2 If during the Contract period it is foreseen that the Grantee might be unable to serve
the contracted number of clients,HHSC may reduce the Grantee's grant award amount.
6. Personnel Standards and Requirements
6.1 Grantee must maintain qualified staff in accordance with Program rules and the
requirements established in the Program Policy Manual.
6.2 Grantee must conduct a criminal background check in accordance with Program rules
and the requirements established in the Program Policy Manual.
6.3 Grantee must provide staff training and development in accordance with the
requirements established in the Program Policy Manual.
6.4 Grantee must notify HHSC of changes in CEO, CFO, program director, and key
personnel, of a vacancy funded under this contact in accordance with the requirements
established in the Program Policy Manual. Grantees contract award may be subject to
a decrease equal to the salary savings (salary and benefits) realized as a result of the
vacancy.
7. Cost Reimbursement. Client Co-Pays
7.1 Contract funds must be expended within the current Contract period. Rollover of
unexpended funds to the succeeding Contract periods will not be allowed.
7.2 Grantee will be reimbursed for expenditures submitted on their Monthly Voucher
Packet. The Monthly Voucher Packet must be submitted no later than the last business
day of the month following service.
7.3 Grantee may assess a Client Co-Pay in accordance with Program rules and the
requirements established in the Program Policy Manual. Grantee may not deny a
service due to inability to pay. The Grantee shall waive the fee if a client self-declares
inability to pay. Grantee shall submit the PHC client co-pay and fee schedules to the
PHC mailbox(hds.ads@hhs.texas.gov)for review and approval by September 30 of each
Contract year.
7.4 HHSC is "payer of last resort" in accordance with Program rule and the requirements
established in the Program Policy Manual. Grantee shall make reasonable efforts to
investigate and apply for all other sources of third-party funding available to, or
identified by, the patient before submitting claims for allowable costs.
7.5 HHSC, in its sole discretion, may approve fund transfers between categories upon
Grantee's written request that must include a detailed explanation that supports the need
for the fund transfer. Grantee must seek HHSC's written approval prior to making any
fund transfers.
DocuSign Envelope ID: EFEDCFFA-8066-4105-B3D3-9AB3A1EFCFDF
8. HHSC Reimbursement and Invoicing Processes
8.1 HHSC will reimburse Grantee for all charges determined and invoiced in accordance
with the terms and conditions of this Contract. All payments by HHSC under this
Contract will be made in accordance with the "Texas Prompt Payment Act," Chapter
2251 of the Texas Government Code.
8.2 Grantee must submit the Monthly Voucher Packet which includes, Form MR, Report
Form 225, and Form 4116 by the last business day of the month following service.
8.3 Grantee must submit Monthly Voucher Packet to HHSC for review and approval in a
secure, non-alterable electronic format emailed to: hds.ads@hhs.texas.gov with the
"Grantee's full name, month and year of invoice" in the subject line. Upon approval, HHSC
will submit the Monthly Voucher Packet r to Accounts Payable.
8.4 Monthly Voucher Packet Requirements.Each invoice submitted be in accordance with
be in accordance with TAC Title 34, Part 1, Chapter 20, Subchapter F, Division 1,
§20.487, Invoicing Standards, which should include, but is not limited to, as
applicable:
• Grantee's Legal Name;
• State of Texas vendor number or federal tax identification number;
• Grantee's Telephone number;
• HHSC Contract Number;
• Total amount of invoice
• The name and telephone number of a person designated by the
Contract to answer questions regarding the invoice.
8.5 All services shall be performed to the satisfaction of HHSC. HHSC shall not be liable
for any payment for services that HHSC deems unsatisfactory,that fail to adhere to the
terms of this Contract, or that have not been approved by HHSC.
8.6 Grantee must submit a final invoice at the end of each Contract period by October 15th.
8.7 Grantee must comply with HHSC's rules,policies,Contract provisions, and applicable
instruction manuals regarding the collection and timely submission of complete and
accurate data.
9. Reporting Requirements and Monitoring
9.1 Grantee shall report financial and programmatic information to hds.ads(cr�,hhs.texas.gov
as follows:
DocuSign Envelope ID: EFEDCFFA-8066-4105-B3D3-9AB3A1EFCFDF
Report Title Submission Frequency Due Date
Monthly Monthly The last business day of the month
Reporting following service.
Packet
Financial Status Quarterly
Report(FSR)
Q 1: September 1 —Nov 30 Q 1: December 31
Q2: December 1 —February Q2: March 31
28/29
Q3: June 30
Q3: March 1 —May 31 Q4: October 15
Q4: June 1 —August 31
PHC 325 Annual Annually -within sixty October 30
Report (60) days after the end of
the contract term
9.2 The Grantee and/or any subcontractors associated with this Contract agree to permit
on-site monitoring visits and desk reviews, as deemed necessary by HHSC to review
all financial or other records and management control systems relevant to the provision
of goods and services under this Contract. The Grantee will include this requirement
in any subcontract associated with this Contract.
10. Performance Measures
HHSC will actively monitor Grantee's performance under this Contract including, but not
limited to, the requirements as set forth in Attachment A to this Contract. All services and
deliverables under the Contract shall be provided at an acceptable quality level and in a
manner consistent with acceptable industry standard, custom, and practice.
10.1 Additionally, the following specific performance measure will be used to assess, in
part, Grantee's effectiveness in providing the services described in this Contract,
without waiving the enforceability of any of the other terms of this Contract:
• Grantee shall provide services to a number of unduplicated clients at an average cost per
client in the service area designated in this Contract.
10.2 System Agency will monitor Grantee's performance measure activity. If the number
of unduplicated clients served is less than that projected in Grantee's final approved
Application, Grantee's funding award may be subject to a decrease for the remainder
of the Contract year.
DocuSign
Certificate Of Completion
Envelope Id:EFEDCFFA80664105B3D39AB3A1 EFCFDF Status:Sent
Subject:Amending$319,335.00;HHS000697900024;City of Port Arthur A-6;HHSC/HDS/HDIS/FCS
Procurement Number:
Source Envelope:
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Certificate Pages:2 Initials:0 Texas Health and Human Services Commission
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Commission
Signer Events Signature Timestamp
Ron Burton Sent:7/26/2023 8:35:37 AM
ron.burton@portarthurtx.gov Viewed:7/26/2023 9:07:37 AM
City Manager
City of Port Arthur
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(None)
Electronic Record and Signature Disclosure:
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Faith Sandberg-Rodriguez
faith.sandberg-rodriguez@hhs.texas.gov
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(None)
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Veronica Euresti COPIED Sent:7/26/2023 8:35:36 AM
veronica.euresti0l @hhs.texas.gov
Contract Manager
HHSC
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Judith Smith COPIED Sent:7/26/2023 8:35:37 AM
judith.smith@portarthurtx.gov Viewed:7/26/2023 2:04:25 PM
Director of Health Services
City of Port Arthur
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Aparna Aavula
aparna.aavula@hhs.texas.gov
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