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Home My WebLink AboutPR 15753: TERMINATE CONTRACT FOR TITLE X FAMILY PLANNING FUNDS IN THE AMOUNT OF $145,348Memorandum City of Port Arthur, Texas Health Department TO: Stephen Fitzgibbons, City Manager FROM: Yoshi D. Alexander, MBA-HCM, Health Director DATE: February 16, 2010 SUBJECT: Proposed-Resolution No. 15753 Approval to Terminate Contract Fee for Service Title X Family Planning grant funds RECOMMENDATION It is recommended-that the City Council approve P.R. •No. 15753, terminating the contract between the City of Port Arthur and the Texas Department of State Health Services Community Health Services Division Fee for Service Title V family planning grant funds in the amount of $145,348. BACKGROUND The City of Port Arthur Health Department was awazded grant funds to provide Fee for Service. family planning services to eligible participants. In order to provide services under this contract, providers must have an active Medicaid and Texas Provider Identifier (TPI) number by the Texas Medicaid and. Healthcare Partnership (TMHP). The Health Department had both numbers on file, but was unawaze at the time of grant submission that the numbers had been inactivated for non-billing activity. The contract between the City of Port Arthur and the Texas Department of State Health Services is being terminated based on Section 16.05(1), Termination for Cause, which states "Any required license, certification, permit, registration or approval required to conduct Contractor's business or to perform services under- this Contract is revoked, is surrendered, expires, is not renewed, is inactivated or is suspended." The Health Department has almost completed the process to activate both the Medicaid and TPI numbers for the next round of funding and also to be able to provide other eligible, billable client services as they become available. BUDGETARY AND FISCAL EFFECT Of the $145,348 awarded, no expenses had been incurred. STAFFING EFFECT None. SUMMARY It is recommended that the City Council approve P.R. No. 15753, terminating the contract between the City of Port Arthur and the Texas Department of State Health Services Community Health Services Division Fee for Service Title V Family planning grant funds in the amount of $145,348. P. R. NO. 15753 2/16/2010-yda RESOLUTION NO. A RESOLUTION TERMINATING THE CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND THE TEXAS DEPARTMENT OF STATE HEALTH SERVICES FOR TITLE X FAMILY PLANNING FUNDS IN THE AMOUNT OF $145,348 WHEREAS, the Texas Department of State Health Services Family and Community Health Services and the City of Port Arthur entered in contract on November 17, 2009 per Resolution No. 09-536 for Title X Family Planning services; and, WHEREAS, the Department of State Health Services intends- to terminate the Family Planning contract, Attachments 2010-034301-001 in the amount of $145,348 due to inactivation of the assigned Medicaid provider number .and the Texas Provider Identifier (TPI) number by the Texas Medicaid and Healthcare Partnership (TMHP) in accordance with Section 16.05, Termination For Cause, of the contract. 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 terminates the contract between the City of Port Arthur the Texas Department of State Health Services Family and Community Health Services Division, Attachment 2010-034301- 001 in the amount of $145,348 attached hereto as Exhibit "A" Contract Closeout Form. Section 3. That, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. P. R. NO: 15753 2/16/2010-yda READ, ADOPTED, AND APPROVED, this day of February 2010 A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following Vote: AYES: Mayor: Council members: NOES: ATTEST: Terri Hanks, City Secretary AP1P~R~OVED AS TO FORM: V~ ~ - Val Tizeno, Acting ty Attorney APPROVED FOR ADMINISTRATION: Stephen Fitzgibbons, City Manager Mayor ,,(J oshi D. CAlexander, MBA-HCM irector of Health Services EXHIBIT "A" ~" ~" TEXAS Dcpa rhnent of r ~ ~ Stale Health Srn•ices CONTRACT CLOSE-OUT FORM Type: (DSHS.use only) - Contractor Name and Mailing Addre§s: Total Amount of Award: Port Arthur City Health Department $14 5,348. Non-Renewal ^ " " 449 Austin Avenue , . DSHS Document No.: . ; Port Arthur, ~TX 77640 • .: { . ®. •Termination " 2010=034301-001 Date,Contractor notified: • ., Exp~raton/Tenrination Date of Contract:. DSHS Program-ID: December 18,2009 ~' January 18, 2010 CH$/Title X . Instructions to Contractor: Complete the information requested below for the Contract Attachment being closed out. Submit the information in accordance with timelines indicated. DSHS use_gnly Client Transttton 1. By February 18. 2010, provide a written plan for directing all Date accepted:` Services and Client clients to other contractors in the area who provide family Records: _ .' planning services. The plan should address 1) a timeline for - making contact with other DSHS-funded providers in the area " to determine which providers can accept these clients and 2) the process to notify clients of new provider options. 2. By February 18, 2010, develop a written plan for retaining required records and for transferring client records to other providers with appropriate consent from the client. By February 18. 2010, submit written plans to the Contract Management Branch at cmbra~dshsstate.tx.us. If there are no clients or records, please provide statements to that effect by the dates listed. ~ ~.. . ~w". TEXAS Department .,. Stale Health Sen~ices CONTRACT CLOSE-OUT FORM Instructions to Contractor: Complete the information requested below for the Contract Attachment being closed out. Submit the information in accordance with timelines indicated. By February 18. 2010, please provide a statement indicating that no equipment was purchased with funds for this contract attachment due to the termination. Client Transition -- Y; 1. By February 18. 2010, provide a written plan for directing all Date accepted _ Services and Client =: clients to other contractors in the area who provide family -- Records ` 1 ~ planning services. The plan should address 1) a timeline for making contact with other DSHS-funded providers in the area ~'- ` to determine which providers can accept these clients and 2) ' the process to notify clients of new provider options. 2. By February 18, 2010, develop a written plan for retaining required records and for transferring client records to other _ providers with appropriate consent from the client. By February 18, 2010, submit written plans to the Contract Management Branch at cmbCo~dshsstate.tx.us. If there are no clients or records, please provide statements to that _ "effect by the dates listed. ar By March 18, 2010, please complete a Form 269a, using zeroes to r, indicate no funding received. Mail original signed FSR to the DSHS Accounting Section/Claims Processing Unit at: Claims Processing Unit, Mail Code 1940 Department of State Health Services PO Box 149347 Austin, Texas 78714-9347 Emaif a copy ofthe FSR to the Contract Mariagement Branch (CMB) at cmb(a~dshs.state.tx.us. 2 Date accep4ed~ - a i:' ~° TEXAS Department ~~f State Health Sen~ices CONTRACT CLOSE-OUT FORM Instructions to Contractor: Complete the information requested below for the Contract Attachment being closed out.: Submit the information in accordance with timelines indicated. By February 18. 2010. please provide a statement indicating that no equipment was purchased with funds for this contract attachment due to the termination. 1. By February 18. 2010, provide a written plan for directing all Da clients to other contractors in the area who provide family - planning services. The plan should address 1) a timeline for making contact with other DSHS-funded providers in the area to determine which providers can accept these clients and 2) the process to notify clients of new provider options. 2. By February 18. 2010, develop a written plan far retaining required records and for transferring client records to other providers with appropriate consent from the client. By February 18.2010, submit written plans to the Contract Management Branch at cmb ondshs.state tx us. If there are no clients or records, please provide statements to that .. effect 6y the dates listed. Email a copy of the FSR to the Contract Management Branch (CMB) at cmb~dshs.state.tx.us.