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HomeMy WebLinkAboutAddendum - 1AMENDMENT NO. 1 TO AGREEMENT FOR RENTON STUDENT HEALTH HUB (2024-2026) THIS AMENDMENT, datedfor reference purposes only as December 19, 2024, is byand between the City of Renton (the “City”), a Washington municipal corporation, and Health Commons Project (“Consultant”), a Washington nonprofit corporation. The City and the Consultant are referred to collectively in this Amendment as the “Parties.” Once fully executed by the Parties, this Amendment is effective as of the last date signed by both parties. Whereas, the City engaged the services of the Consultant under Agreement CAG-24-310, dated September 30, 2024, to provide necessary services for the support of the Renton Student Health Hub (referred to herein as the “Agreement”); Whereas, the Parties wish to amend the Agreement to update the Budget section in order to clarify allowance of administration costs for Consultant . NOW THEREFORE, It is mutually agreed upon that CAG-24-310 is amended as follows: 1. Scope of Work: Section 1, Scope of Work Exhibit A is replaced in its entirety with Exhibit A-1 which clarifies allowance of administrative fees for Tasks B & C, attached and incorporated herein. 2.All terms of the Agreement not explicitly modified herein shall remain in full force and effect and such terms shall apply to Work performed according to this Amendment as if fully set forth herein. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Amendment as of the date last signed by the Parties below. ** SIGNATURE PAGE TO FOLLOW ** CAG-24-310, Adden #1-25 PAGE 2 OF 10 CITY OF RENTON By:_____________________________ CONSULTANT By:____________________________ Maryjane Van Cleave Parks and Recreation Administrator Rob Arnold Executive Director Date _____________________________ Date Approved as to Legal Form By: __________________________ M. Patrice Kent Senior Assistant City Attorney Contract Template Updated 06/17/2021 (h/contract/2024/3098/Amend1 - Corrected) Approved by Patrice Kent via eamil 1/17/2025 PAGE 3 OF 10 EXHIBIT A -1 SCOPE OF WORK and BUDGET Consultant:Health Commons Project (HCP) Program:Renton Student Health Hub Support Effective Date November 1, 2024– December 31, 2026 2024 Funding (2 months) Task A – Hub Development & Operations $83,000 Task B – Social Workers/Case Managers for Behavioral Health, Homeless/Housing Related Services (NTE $50,000 total) Task C – Grants to Service Providers for Hub Support ($0) 2024 Total Funding $133,000 (Not to Exceed) 2025 Funding (12 months) Task A – Hub Development & Operations $498,000 Task B – Social Workers/Case Managers for Behavioral Health, Homeless/Housing Related Services (NTE $300,000 total) Task C – Grants to Service Providers for Hub Support (NTE $700,000 total) 2025 Total Funding $1,498,000 (Not to Exceed) 2026 Funding (12 months) Task A – Hub Development & Operations $498,000 Task B – Social Workers/Case Managers for Behavioral Health, Homeless/Housing Related Services (NTE $300,000 total) Task C – Grants to Service Providers for Hub Support (NTE $700,000 total) 2026 Total Funding $1,498,000 (Not to Exceed) Total (Not to Exceed) $3,129,000 (Not to Exceed) I. PURPOSE: The purpose of this agreement is to secure staffing and complement the development of the Renton Student Health Hub (“Hub”) by Health Commons Project for the Renton School District, which the City supported on a pilot basis under contract CAG 23-205. The Renton Student Health Hub is one portion of a whole-person and integrated behavioral health system infrastructure starting in the schools. The Renton Student Health Hub has identified and connected students with service providers to address crisis behavioral health needs. This Agreement is expected to provide information about the scope of supportive (rather than crisis based) behavioral health needs of Renton youth so the City may appropriately develop and tailor city-wide programs – in effect, a preventative component of the behavioral health system infrastructure. PAGE 4 OF 10 Programs and projects funded under this Agreement are intended to supplement, and not supplant, other aspects of the system infrastructure. In all instances, development and operations of the Renton Student Health Hub will be conducted according to best professional practices and in compliance with all applicable statutes, laws, and regulations. II. BACKGROUND: The City and Health Commons Project (HCP) partnered with the Renton School District to establish a School-Based Screening, Brief Intervention, and Referral to Treatment (SB-SBIRT) modeled system to connect Renton students and others effectively and efficiently to behavioral health providers, while maintaining information in compliance with relevant local, state, and federal regulations. After the initial pilot period, the City has decided to expand its support for staffing and further development of that behavioral health system. Support for this contract is limited to the operation, delivery, or evaluation of behavioral health treatment programs and services or housing-related services. For the purposes of this Agreement, “behavioral health” is predicated on the American Medical Association description, and “generally refers to mental health and substance use disorders, life stressors and crises, and stress-related physical symptoms. Behavioral health care refers to the prevention, diagnosis and treatment of those conditions.” (from https://www.ama- assn.org/delivering-care/public-health/what-behavioral-health last visited 08.02.2024). For the purposes of this Agreement, “housing-related services” are those covered under health related social needs service in Medicaid and the Children’s Health Insurance Program (“CHIP”) (source: https://www.medicaid.gov/sites/default/files/2023-11/hrsn-coverage-table.pdf and https://www.hudexchange.info/news/from-our-federal-partners-resources-to-support-housing- related-services-for-people-experiencing-homelessness/ each last visited 10.21.2024) These services include: Pre-tenancy & tenancy sustaining services – Services that assist people to prepare for housing entry, as well as to assist them to live independently in housing, understand tenant rights, uphold their lease obligations and avoid lease violations, and avoid and prevent eviction. Housing transition navigation services – Individualized case management services to help people find and navigate housing, including housing search, housing application assistance, and landlord interviews. One-time transition and moving costs – Including security deposit, first month’s rent, utilities activation fees, movers, payment in arrears, and application and inspection fees. Rent/temporary housing following allowable transitions, which include homelessness, and utility assistance (up to 6 months through section 1115 demonstrations). Medically necessary home accessibility modifications & remediation services – Including wheelchair accessible ramps, handrails, and grab bars. Medically necessary home environment modifications – Including air conditioning, ventilation improvements, refrigeration for medications, carpet replacement, mold and pest removal, and housing safety inspections. PAGE 5 OF 10 The McKinney-Vento Act (42 USC 11431-11435) supports educational stability for eligible students experiencing homelessness. Washington’s implementing statute for McKinney-Vento and the Washington Office of the Superintendent of Public Instruction’s policies (RCW 43.135C.340((6)(e)) encourages prevention-based programs. The life stressors these students face may be mediated in part through provision of support services and programs such as those contemplated under this Agreement. Based on early successes of the Renton Student Health Hub with identified populations, Health Commons Project staff, along with assistance with Renton School District staff and supporting agencies are coordinating to build-out a community-based, fully integrated managed care network that delivers ‘whole person care’ programs and services to kids and families in the Renton School District. III.SCOPE OF WORK: TASK A: RENTON STUDENT HEALTH HUB DEVELOPMENT AND OPERATION Health Commons shall develop and operate a Renton Student Health Hub (“Hub”) to support the Renton School District in serving students with behavioral health and/or homelessness needs. Eligible Clients for the Renton Student Health Hub are: Renton School District students including their families, regardless of insurance status. Those with an identified Behavioral Health need, and/or Housing-related service need, and/or a McKinney-Vento qualified student. Services to be provided by Health Commons Project include: a) Hub Leadership, Governance, and Oversight Establish corporate and financial leadership team for integrated vision, mission and programmatic goals to define “success” of program; Establish means to provide “whole person screening” Governance does not include marketing. Coordinate with Renton School District on referrals and other Hub needs. Health Commons Project staff including, Director of Community Partnerships and Medical Program Director, will provide approximately 195 hours annually during the contract period to support leadership, governance, and oversight activities. b) Hub Network Recruitment and Engagement Develop Education/outreach materials in conjunction with Renton School District to provide to residents in multiple languages (in accordance with best practices and according to demographic data provided by Renton School District) and multiple media (e.g., hard copy, social media, etc.) Develop and implement sub-grant process to extend care network that includes internal controls, contracting, payment, monitoring, and other oversight of service providers. PAGE 6 OF 10 Add and onboard service providers in a phased process to effectively manage growth and integrate lessons learned. Health Commons Project staff including, Associate Director, Principal Community Relationships, and Director of Provider Services, will provide approximately 665 hours annually during the contract period to support Hub network recruitment and engagement. c) Hub Operations Provide appropriate staffing for timely Hub referral process. Coordinate with service providers for efficient Hub operations. Review and update processes and workflows to enable an efficient, effective, and equitable referral and service delivery system. Develop reporting and analysis of Hub activities. Health Commons Project staff including Associate Director and Hub Manager will provide approximately 666 hours annually during the contract period to support Hub Operations. d) IT & Security for the Hub Maintain a cybersecurity and risk framework which keeps the Hub in regulatory compliance with applicable standards. Deploy IT tools to facilitate data sharing with Renton School District and Services Providers. Keep data secure. Health Commons Project staff including, Director of Community Success, Software Applications Manager, and Business Intelligence Sr. Program Manager will provide approximately 1,280 hours annually during the contract period to support Hub IT & Security. IV.SCOPE OF WORK: TASK B: SOCIAL WORKERS/CASE MANAGERS FOR BEHAVIORAL HEALTH, HOMELESS/HOUSING RELATED SERVICES Health Commons Project will provide administrative oversight and sub-grant funds to Renton School District so social workers/case managers can help students and families with behavioral health and homeless/housing related needs navigate services, provide mentorship and help build plans with students, and assist with development and operations of Hub on the school side. V.SCOPE OF WORK: TASK C: GRANTS TO SERVICE PROVIDERS (AGENCIES) FOR HUB SUPPORT Health Commons Project shall select local services providers (agencies) to participate in the Renton Student Health Hub. There are onboarding, start-up, training, and ongoing costs incurred by service providers in order to participate in the Hub. Health Commons will select and award grant funds to service providers to cover these Hub connections costs within the allowed budget. PAGE 7 OF 10 Eligible agencies (service providers) for grants include the following: Agencies providing behavioral health related services or homelessness/housing services to Renton School District students including their families. Agency must be registered and in good standing with the Washington Secretary of State. Agency must maintain adequate insurance. Agency must have a Renton Business License. Agency work must be done according to best professional practices and in compliance with all applicable statutes, laws, and regulations. Eligible items that agencies can use grant funds for: Agency staffing costs to support Renton Student Health Hub use. Training costs of agency staff to learn to use Hub. Software & Hardware purchases to support Hub. Outreach and technical assistance related to Hub operations. Direct behavioral health and homelessness/housing services to eligible Hub clients. Other eligible costs directly related to Hub support. Funding to agencies should not exceed $100,000 per agency. VI.BUDGET: Task A- Renton Student Health Hub Development and Operations. Task A will be payable as a monthly flat fee amount of $41,500 for providing Renton Student Health Hub (“Hub”) Development and Operation services for Task A services. Funding and estimated hours are as described below: Task A - Service Items 2024 (2 months) 2025 (12 months) 2026 (12 months) Totals a. Hub Leadership, Governance 32 hours x $250/hour = $8,000 195 hours x $250/hour = $48,750 195 hours x $250/hour = $48,750 $105,500 b. Hub Network Recruitment Engagement 111 hours x $150/hour = $16,650 665 hours x $150/hour = $99,750 665 hours x $150/hour = $99,750 $216,150 c. Hub Operations 111 hours x $150/hour = $16,650 666 hours x $150/hour = $99,900 666 hours x $150/hour = $99,900 $216,450 d. IT &Security 214 hours x $195/hour = $41,700 1280 hours x $195/hour = $249,600 1280 hours x $195/hour = $249,600 $540,900 Total Task A 468 hours $83,000 2,806 hours $498,000 2,806 hours $498,000 $1,079,000 PAGE 8 OF 10 Task B – Social Workers/Case Managers for Behavioral Health, Homeless/Housing Related Services (Not to Exceed Amount) Task B will be payable as a flat monthly fee of $25,000 per month, equivalent to approximately 2.5 FTE for social workers/case managers to directly support Renton School District students with behavioral health and homeless/housing related needs, and assist the Renton School District with Hub support, plus Health Commons administrative fee, not to exceed the amounts listed in the chart below.. Task B – Social Workers/Case Managers 2024 Amount (2 months) 2025 Amount 2026 Amount Totals (Not to Exceed) Task B – 2.5 FTE Social Workers/Case Managers salary/benefits (NTE totals) $46,154 $276,923 $276,923 $600,000 Health Commons Administrative Fee (Approx. 8.3%) $ 3,846 $ 23,077 $ 23,077 $ 50,000 Total Task B (NTE) $50,000 $300,000 $300,000 $650,000 Task C - Grants to Service Providers (Agencies) for HUB Support (Not to Exceed Amount) Task C will be payable on a reimbursement basis, based on amount invoiced by Service Providers (Agencies) showing eligible services provided, not to exceed the amounts listed in chart below. Copies of Agency invoices must be submitted with reimbursement requests. Health Commons Project may add an administrative fee of 10% to the Task C Service Providers invoiced amount as shown in the chart below. Task C – Grants to Service Providers (Agencies) 2024 Amount (2 months) 2025 Amount 2026 Amount Totals (Not to Exceed) Task C – Grants to Service Providers for Hub Support- (NTE totals) 0 $636,364 $636,364 $1,272,728 Health Commons Administrative Fee (10%) (NTE totals) $ 63,636 $ 63,636 $ 127,272 Total Task C (NTE) $700,000 $700,000 $1,400,000 CONTRACT TOTALS: Total Contract Amount (Tasks A, B and C I including administrative fees): Task 2024 Amount (2 months) 2025 Amount 2026 Amount Totals PAGE 9 OF 10 Task A – Hub Operations and Development $83,000 $498,000 $498,000 $1,079,000 Task B – 2.5 FTE Social Workers/Case Managers Salary/Benefits (NTE totals) $50,000 $300,000 $300,000 $650,000 Task C – Grants to Service Providers for Hub Support- (NTE total) 0 $700,000 $700,000 $1,400,000 Total Contract Amount (NTE) $133,000 $1,498,000 $1,498,000 $3,129,000 VII.PERFORMANCE MEASURES: Health Commons Project will strive to reach the following performance measurements related to the development and operation of the Renton Student Health Hub: Performance Measures for (Renton Student Health Hub) 2024 Estimates 2025 Estimates 2026 Estimates 1 Number of Renton Schools participating in Renton Student Health Hub(“Hub”) 8 -4 middle -2 elementary -1 High -1 K-12 13 -4 middle -5 elementary -3 High -1 K-12 26 -4 middle -16 elementary -4 High -1 K-12 -1 Preschool 2 Total # of Providers Participating in Renton Student Health Hub (Include list in reports) 11 15 19 3 # of Students Screened 425 655 1,010 4 # of Students needing a referral to Hub for: Behavioral health treatment and/or Housing/homelessness related services 35 65 100 5 # of Students successfully matched to services 30 55 85 6 Enrollment Rate (% of referred students who matched with a Hub provider who received services) 50-70% 50-70% 50-70% 7 Average Turnaround time to access care. (From referral to match) 8 days 8 days 8 days 8 Minimum Hours provided by Health Commons Project staff for Hub development and operations. (Monthly minimum: 233 hours) 468 2,806 2,806 VIII.REPORTING CRITERIA PAGE 10 OF 10 Consultant may invoice monthly but must include progress reports for tasks in Scope of Work to support the invoice. Consultant payroll/budget documentation may be requested by the City to support invoices. Invoices including reimbursements for Task B and Task C must include the agency invoice showing eligible agency items. Consultant shall provide a detailed Quarterly Report at the end of each quarter by the end of the month following the quarter end summarizing the Renton Student Health Hub (“Hub”) metrics agreed to by the parties, including reasons for referral. Consultant shall collect and retain demographic data from persons served through this contract. Data should be tracked in an ongoing manner and submitted in the Quarterly Report. Check-In meetings will be held with Health Commons and City staff to review the Renton Student Health Hub status. Such meetings will be held at least quarterly and/or as requested by the City. Health Commons Project shall provide an annual report each year summarizing performance measures related to Hub operations, numbers served, client demographics, referral information, participating schools and service providers, and other helpful information. Health Commons Project shall also provide information at least annually on non-crisis behavioral health needs to be used for program development within the City of Renton, such as hygiene, cultural integration, self-esteem, etc., including number of students per type. All reporting and invoice forms must be a format approved by the City.