HomeMy WebLinkAboutDSS-Probation RFA-CFT Interdepartmental Agreement.pdf 1 INTER-DEPARTMENTAL AGREEMENT
2 THIS INTER-DEPARTMENTAL AGREEMENT is made and entered into this 1st day of July, 2022, by
3 and between the COUNTY OF FRESNO, DEPARTMENT OF SOCIAL SERVICES, hereinafter
4 referred to as "DSS", and the COUNTY OF FRESNO, PROBATION DEPARTMENT, hereinafter
5 referred to as "PROBATION".
6 WITNESSETH:
7 WHEREAS, COUNTY, through its Probation Department, has a need to have comprehensive
8 Resource Family Approval assessments administered to all Probation specific Family Resource
9 Applicants and Child Family Teaming technical assistance; and
10 WHEREAS, the comprehensive Resource Family Approval assessment is mandated by
11 Welfare and Institutions Code (W&IC) section 16519.5 et seq.,(Continuum of Care Reform) beginning
12 January 1, 2017; and
13 WHEREAS, DSS maintains professional staff and support staff skilled in the provision of
14 comprehensive Resource Family approval assessments and Child Family Teaming technical
15 assistance services.
16 NOW, THEREFORE, in consideration of their mutual covenants and conditions, the parties
17 hereto agree as follows:
18 1. SERVICES
19 A. PROBATION shall perform all services and fulfill all responsibilities as identified
20 in Exhibit A, under the heading "Probation Responsibilities", incorporated herein by reference and
21 made part of this Agreement.
22 B. DSS shall provide all services and fulfill all responsibilities as identified in Exhibit
23 A under the heading "DSS Responsibilities"
24 2. TERM
25 A. This Inter-Departmental Agreement shall be effective as of the 1st day of July
26 2022 and shall terminate on the 301h day of June 2023.
27 B. This agreement shall automatically be extended for two (2) additional twelve
28 (12) months periods upon the same terms and conditions set forth, unless written notice of non-
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1 renewal is given by either party no later than thirty (30) days prior to the renewal period
2 3. TERMINATION
3 This Inter-Departmental Agreement may be terminated by either party upon the giving
4 of thirty (30) days advance written notice of an intention to terminate. However, termination of this
5 Inter-Departmental Agreement shall not affect any pending activities, which shall be handled to their
6 conclusion by either DSS an/or PROBATION.
7 4. COMPENSATION
8 PROBATION agrees to pay DSS and DSS agrees to receive compensation for actual
9 services provided pursuant to Paragraph One (1) of this Inter-Departmental Agreement and as
10 identified in said Exhibit B, "Budget" for each twelve (12) month period of this Inter-Departmental
11 Agreement. In no event shall actual services performed under this Inter-Departmental Agreement be in
12 excess of Two Hundred Twenty-Two Thousand Two Hundred Ninety-Five Dollars ($222,295)for each
13 twelve-month period of this agreement. It is understood that all expenses incidental to DSS's
14 performance of services under this Inter-Departmental Agreement shall be borne by DSS, including
15 but not limited to any and all equipment and supplies required in the performance of these services.
16 5. INVOICE AND SUPPORTING DOCUMENTATION
17 A. DSS shall request reimbursement from PROBATION based on actual
18 expenditures and submit an Invoice monthly via email to Probation Invoices(a_)fresnocountyca.gov by
19 the 15'h of each month for the prior month's expenditures. The Invoice cost will include prorated salary,
20 benefits and operational cost according to worker activities by time sheet coding as appropriated
21 and/or events as needed. The Invoice will reflect only the actual cost related to the time spent on RFA
22 activities incurred for the pay periods appropriated within a month. Prior to submission to Probation,
23 the Invoice shall be reviewed, approved, and signed by a DSS representative who is authorized to
24 certify actual services were performed and reimbursement requests represent actual costs. Requests
25 for payment shall include an Invoice and supporting financial documentation with information including
26 but not limited to, a year-to-date statement and back-up documentation for the period(s) during which
27 costs were incurred.
28 B. Reimbursement for services rendered under this Inter-Departmental Agreement
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1 shall be in arrears and shall not be made until said Invoice and supporting documentation, as identified
2 hereinabove, are received and reviewed by PROBATION. If the Invoice is incorrect or is otherwise not
3 in proper form or substance, PROBATION shall have the right to withhold payment as to only that
4 portion of the Invoice that is incorrect or improper. PROBATION agrees to reimburse DSS monthly in
5 arrears, within forty-five (45) days after receipt and verification of DSS's Invoice.
6 C. Once the Invoice and supporting documentation have been approved for
7 payment by PROBATION, PROBATION's staff shall inform DSS staff to proceed with the creation of a
8 Journal Voucher to finalize cost reimbursement to DSS. The Inter-Departmental Journal Vouchers
9 shall be subject to County, State, and Federal audits.
10 6. MODIFICATION
11 A. Any matters of this Inter-Departmental Agreement may be modified from time to
12 time by the written consent of PROBATION and DSS without, in any way, affecting the remainder.
13 B. PROBATION hereby agrees to any amendments in funding to reflect a reduction
14 from State and Federal sources. In addition, this Inter-Departmental Agreement is subject to any
15 restrictions, limitation, or enactments of all legislative bodies which affect the provisions, term or
16 funding of this Inter-Departmental Agreement in any manner.
17 7. AUDITS AND INSPECTIONS
18 DSS shall at any time during business hours, and as often as PROBATION may deem
19 necessary, make available to PROBATION for examination all of its records and data with respect to
20 the matters covered by this Inter-Departmental Agreement. DSS shall, upon request by PROBATION,
21 permit PROBATION to audit and inspect all such records and data necessary to ensure DSS
22 compliance with the terms of this Inter-Departmental Agreement.
23 8. NON-ASSIGNMENT
24 No party shall assign, transfer, or subcontract this Inter-Departmental Agreement nor
25 their rights or duties under this Inter-Departmental Agreement without the prior written consent of the
26 other party.
27 9. RECORDS
28 PROBATION and DSS shall assume responsibility for maintaining detailed records for
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I services provided under this Inter-Departmental Agreement. Furthermore, PROBATION and DSS shall
2 retain said records for a minimum of five (5) years following the expiration of this Inter-Departmental
3 Agreement. In the event of any outstanding State of California or Federal audits or exceptions,
4 PROBATION and DSS agrees to retain its records until such audits and exceptions are finalized.
5 10. RELATIONSHIP OF PARTIES
6 It is understood that this is an Inter-Departmental Agreement by and between two (2)
7 separate departments of the County of Fresno and is not intended to and shall not be construed to
8 create a relationship of agent, servant, employee, partnership,joint venture or association.
9 11. DATA SECURITY
10 For the purpose of preventing the potential loss, misappropriation or inadvertent
11 disclosure of PROBATION's data including sensitive or personal client information; abuse of County
12 resources; and/or disruption to County operations, DSS must employ adequate data security
13 measures to protect the confidential information provided to the DSS by PROBATION, for the purpose
14 of providing services under this Inter-Departmental Agreement as required by the County
15 Administrative Office Management Directives, Chapter 1300, Information Services.
16 12. GOVERNING LAW
17 The rights and obligations of the parties and all interpretation and performances of this
18 Inter-Departmental Agreement shall be governed in all respects by all Federal, State, and local
19 statutes and regulations.
20 13. ENTIRE AGREEMENT
21 This Inter-Departmental Agreement, including all Exhibits, constitutes the entire Inter-
22 Departmental Agreement between PROBATION and DSS with respect to the subject matter hereof,
23 and supersedes all previous agreements, negotiations, proposals, commitments, writings,
24 advertisements, publications, and understandings of any nature whatsoever unless expressly included
25 in this Inter-Departmental Agreement.
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1 IN WITNESS WHEREOF, the parties hereto have caused this Inter-Departmental Agreement to
2 be executed by their signatures below.
3
4 ATTEST:
5 COUNTY OF FRESNO COUNTY OF FRESNO
DEPARTMENT OF SOCIAL SERVICES PROBATION DEPARTMENT
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7
8 By. By.
Sanja B gay ect r I Kirk Haynes( hr�16 Probation Officer
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Date: �v Date: l0 2
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Fund/Subclass: 0001/10000
12 Organization: 56107001
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Account/Program: 5990/0
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Exhibit A
SUMMARY OF SERVICES
ORGANIZATIONS: Department of Social Services and Probation Department
SERVICE: Resource Family Approval Assessments
CONTRACT PERIOD: July 1,2022—June 30, 2025
ANNUAL CONTRACT AMOUNT: $222,295
PROJECT DESCRIPTION:
The County of Fresno Department of Social Services (DSS)shall provide to the County of Fresno Probation
Department (PROBATION) comprehensive Resource Family Approval (RFA)assessments to prospective
RFA applicants involved with Juvenile Probation youth and Child Family Teaming(CFT)technical
assistance (TA)to PROBATION staff.Through this Inter-Departmental Agreement, PROBATION shall
reimburse DSS for the salary and benefits costs of one Social Work Practitioner and one-half Social Work
Supervisor,for actual costs associated with PROBATION's assessments and/or TA provided to
PROBATION.
PROBATION RESPONSIBILITIES:
• Refer prospective Probation specific RFA families to DSS Child Welfare Services.
• Maintain open,on-going communication with RFA social workers regarding approval process for
Probation specific families.
• Provide input to the RFA process from the Probation perspective.
• Attend meetings with DSS staff as needed.
DSS RESPONSIBILITIES:
• Process Probation specific RFA applications as referred by PROBATION.
• Communicate with applicants on status of application and missing forms.
• Conduct Home Environment Assessments.
• Conduct face-to-face interviews with applicants and others in the home.
• Perform criminal exemption activities.
• Communicate with on-going PROBATION specific RFA families as to status of training hours.
• Provide training to on-going PROBATION specific RFA families.
• Communicate with PROBATION as to status of RFA applicants referred by PROBATION or where
Emergency Response approval was completed by PROBATION.
• Conduct Family Evaluation Assessments of applicants.
• Conduct complaint and/or incident investigations.
• Conduct Annual Updates.
• Provide CFT technical assistance to PROBATION staff as needed.
• Attend meetings with PROBATION staff as needed.
• Receive updates on new and/or changing legislation pertinent to RFA procedures/mandates.
Exhibit B
Classification FTE 6100 6350 6400 6500 6550 6600 Benefits Sub-Total Total Salaries
Salary Unemployment Retirement OASDI Workers Health Admin Benefits &Benefits
Compensation
Social Work 1.0 $70,876.49 $203.96 $36,437.60 $5,422.05 $945.79 $9,755.00 $125.12 $52,889.53 $123,766.02
Practitioner
Social Work 0.5 $41,314.02 $101.98 $21,239.54 $3,160.52 $472.90 $4,877.50 $62.56 $29,914.99 $71,229.01
Supervisor
Subtotal Salary and Benefits $194,995.03
CDSS Indirect Cost Rate 14%
Indirect Cost $27,299.30
Total Salary and Benefits $222,295.00