HomeMy WebLinkAboutAgreement A-19-319 with JBI.pdf1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
Agreement No . 19 -319
County Agreement with JBI . LTD . 20 19
AGREEMENT
THIS AGREEMENT , ("Agreement") is made and entered into this 9th day of July
2019 ("Effective Date "), by and between the COUNTY OF FRESNO , a political subdivision of the State of
California ("COUNTY"), and JBI , LTD , a Texas limited partnership , whose address is 1711 East Belt Line
Road , Coppell , Texas 75019 , {"CONlRACTOR" or "JBI ").
W I T N E S S E T H~
WHEREAS , COUNTY participates in the Federal Title IV -E program and receives funding for
its participation ; and
WHEREAS, CONTRACTOR is willing and able to provide professional services to ass ist
COUNTY in accurately claiming for Federal Title IV-E funds including , but not limited to , preparing the
requ ired claim , training , and quality assurance and auditing to ensure compliance with the program 's
requirements .
NOW, THEREFORE , the parties agree as follows :
1. OBLIGATIONS OF CONTRACTOR
JBI agrees to perform the following serv ices :
A JBI will provide all services identified in Exh ibit A -Scope of Serv ices .
B . JBI w ill continually monitor for new opportunities of funding . Whenever a new
federal reimbursement opportun ity arises , JBI may notify COUNTY of that opportun ity . JBI w ill strive to
identify and optimize all federal reimbursement opportunities for COUNTY .
2 . OBLIGATIONS OF COUNTY
COUNTY agrees to perform the following activities :
A. COUNTY 'S Probation Adm inistration Division Director shall :
1) Be the person responsible for monitori ng JBl 's performance under the
terms and conditions of this Agreement.
II
II
-1 -
County Agreement with JBI, LTD, 2019
1 2)Authorize payment for services rendered based upon properly submitted
2 invoices to the COUNTY in accordance with Section 4, "Compensation/Invoicing" of this Agreement.
3 B.Provide JBI with copies of or access to documents and/or databases that are
4 necessary for the suc cessful completion of work required by this Agreement.
5 C.JBI will prepare and compile retroactive Title IV-E Administrative Claims for the
6 County for the following four quarters: July through September, October through December, January
7 through March, and April through June."
8 3.TERM
9 This term of this Agreement shall be for a period of three (3) years, commencing on
1 O July 25, 2019, through and including July 24, 2022. This Agreement may be extended for two (2) additional
11 consecutive twelve (12) month periods upon written approval of both parties no later than thirty (30) days
12 prior to the first day of the next twelve (12) month extension period. The Chief Probation Officer or his or
13 her designee is authorized to execute such written approval on behalf of COUNTY based on
14 CONTRACTOR'S satisfactory performance.
15 TERMINATION
16 A.Non-Allocation of Funds -The terms of this Agreement, and the services to be
17 provided thereunder, are contingent on the approval of funds by the appropriating government agency.
18 Should sufficient funds not be allocated, the services provided may be modified, or this Agreement
19 terminated by COUNTY at any time without penalty by giving CONTRACTOR thirty (30) days advance
20 written notice.
21 B.Breach of Contract -COUNTY may immediately suspend or terminate this
22 Agreement in whole or in part, where in the determination of COUNTY there is:
23 1)An illegal or improper use of funds;
24 2)A failure to comply with any term of this Agreement;
25 3 )A substantially incorrect or incomplete report submitted to the COUNTY;
26 4)Improperly performed service.
27 In no event shall any payment by COUNTY constitute a waiver by COUNTY of any breach
28 of this Agreement or any default which may then exist on the part of CONTRACTOR. Neither shall such
-2-
County Agreement with JBI, LTD, 2019
1 payment impair or prejudice any remedy available to COUNTY with respect to the breach or default.
2 COUNTY shall have the right to demand of CONTRACTOR the repayment to COUNTY of any funds
3 disbursed to CONTRACTOR under this Agreement, which in the judgment of COUNTY were not expe nded
4 in accordance with the terms of this Ag reement. CONTRACTOR shall promptly refund any such funds
5 upon demand.
6 C.Without Cause -Under circumstances other than those set forth above, this
7 Agreement may be terminated by COUNTY by giving thirty (30) days' advance written notice of an intention
8 to terminate to CONTRACTOR.
9 4.COMPENSATION /INVOICING: COUNTY agrees to pay CONTRACTOR, and
10 CONTRACTOR agrees to receive compensation for CONTRACTOR's services as follows: Performance
11 Fees equal to ten percent (10%) of gross Title IV-E Juvenile Justice funds received by the COUNTY each
12 quarterly period relating to services provided by CONTRACTOR, provided that CONTRACTOR's
13 Perfonnance Fees for any given quarterly period of this Agreement not exceed $30,000 per quarter.
14 CONTRACTOR will be paid its fees within forty-five (45) days of COUNTY's receipt of such
15 funds, pursuant to CONTRACTOR's submission of quarterly invoices to: County of Fresno, Probation
16 Business Office, 3333 E. American Avenue, Suite B, Fresno, CA 93725 or by e-mail to
17 Probationl nvoices@co.fresno.ca.us. Unless otherwise directed by JBI in writing, the COUNTY shall make
18 payment to the order of JBI, at 1711 E. Beltline Road, Dallas, Texas 75019.
19 JBI agrees that in the unlikely event any funds recovered by the COUNTY as a result of this
20 Agreement are subsequently disallowed, and the disallowance is not directly related to JBl's performance,
21 that the related fees paid to JBI based on such disallowed reimbursements will be credited against future
22 payments to JBI, or be promptly repaid to the COUNTY should this Agreement be terminated.
23 JBI shall have the right to review COUNTY's claims, grant awards, and such books,
24 records, and other documents as may be required to ensure that the paym ent of JBl's Fees is in
25 accordance with this Agreement.
26 In no event shall the total fees paid for services performed under this Agreement for the
27 initial three-year term exceed $360,000.00. If this Agreement is extended for one (1) or two (2) additional
28 consecutive one year periods in accordance with Section 3, 'Term," COUNTY will pay CONTRACTOR a
-3-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
County Agreement with JBI, LTD, 2019
maximum of $120,000 for each such extension period.
In no event shall the maximum compensation under this Agreement exceed $600,000 for
the entire potential 5 year term. It is understood that all expenses incidental to CONTRACTOR's
performance of services under this Agreement shall be borne by CONTRACTOR
5.INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations
assumed by CONTRACTOR under this Agreement, it is mutually understood and agreed that
CONTRACTOR, including any and all of the CONTRACTOR's officers, agents, and employees will at all
times be acting and performing as an independent contractor, and shall act in an independent capacity and
not as an officer, agent, servant, employee, joint ven turer, partner, or associate of the COUNTY.
Furthermore, COUNTY shall have no right to control or supervise or direct the manner or method by which
CONTRACTOR shall perform its work and function. However, COUNTY shall retain the right to administer
this Agreement so as to verify that CONTRACTOR is performing its obligations in accordance with the
terms and conditions thereof.
CONTRACTOR and COUNTY shall comply with all applicable provisions of law and
the rules and regulations, if any, of governmental authorities having jurisdiction over matters the subject
thereof.
Because of its status as an independent contractor, CONTRACTOR shall have
absolutely no right to employment rights and benefits available to COUNTY employees. CONTRACTOR
shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required
employee benefits. In addition, CONTRACTOR shall be solely responsible and save COUNTY harmless
from all matters relating to payment of CONTRACTOR's employees, including compliance with Social
Security withholding and all other regulations governing such matters. It is acknowledged that during the
term of this Agreement, CONTRACTOR may be providing services to others unrelated to the COUNTY or
to this Agreement.
6.MODIFICATION: Any matters of this Agreement may be modified from time to time by
the written consent of all the parties without, in any way, affecting the remainder.
7.NON-A SSIGNMENT: Neither party shall assign, transfer or sub-contract this
Agreement nor their rights or duties under this Agreement without the prior written consent of the other
-4-
1
2
3
4
5
6
7
8
9
10
11
party.
County Agreement with JBI, LTD, 2019
8.HOLD HARMLESS: CONTRACTOR agrees to indemnify, save, hold harmless, and at
COUNTY's request, defend the COUNTY, its officers, agents, and employees from any and all costs and
expenses (including attorney's fees and costs), damages, liabilities, claims, and losses occurring or
resulting to COUNTY in connection with the performance, or failure to perform, by CONTRACTOR, its
officers, agents, or employees under this Agreement, and from any and all costs and expenses (including
attorney's fees and costs), damages, liabilities, claims, and losses occurring or resulting to any person, firm,
or corporation who may be injured or damaged by the performance, or failure to perform, of
CONTRACTOR, its officers, agents, or employees under this Agreement.
The provisions of this Section 8 shall survive termination of this Agreement.
9.INSURANCE
12 Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or
13 any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following
14 insurance policies or a program of self-insurance, including but not limited to, an insurance pooling
15 arrangement or Joint Powers Agreement (JPA) throughout the term of the Agreement:
16 A.Commercial General Liability
17 Commercial General Liability Insurance with limits of not less than Two Million
18 Dollars ($2,000,000) per occurrence and an annual aggregate of Four Million Dollars ($4,000,000). This
19 policy shall be issued on a per occurrence basis. COUNTY may require specific coverages including
20 completed operations, products liability, contractual liability, Explosion-Collapse-Unde rground, fire legal
21 liability or any other liability insurance deemed necessary because of the nature of this contract.
22 B.Automobile Liability
23 Comprehensive Automobile Liability Insurance with limits of not less that One
24 Million ($1,000,000.00) per accident and for property damages. Coverage should include any auto used in
25 connection with this Agreement.
26 C.Professional Liability
27 If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N.,
28 L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than One
-5-
County Agreement with JBI, LTD, 2019
1 Million Dollars ($1,000 ,000.00) per occurrence. Three Million Dollars ($3,000 ,0 00.00) annual aggregate.
2 D.Worker's Compensation
3 A policy of Worker's Compensation insurance as may be required by the California
4 Labor Code.
5 E.Cyber Liability
6 Cyber Liability Insurance, with limits not less than $2,0 00 ,000 per occurrence or
7 claim, $2,000 ,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations
8 as is undertaken by CONTRACTOR in this agreement and shall include, but not be limited to, claims
9 involving infringement of intellectual property, including but not limited to infringement of copyright,
1 O trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of
11 electronic information, release of private information, alteration of electronic information, extortion and
12 network security. The policy shall provide coverage for breach response costs as well as regulatory fines
13 and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.
14 Additional Requirements Relating to Insurance
15 CONTRACTOR shall obtain endorsements to the Commercial General Liability insurance naming
16 the County of Fresno, its officers, agents, and employees, individually and collectively, as additional
17 insured, but only insofar as the operations under this Agreement are concerned. Such coverage for
18 additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained
19 by COUNTY, its officers, agents and employees shall be excess only and not contributing with insurance
20 provided under CONTRACTOR's policies herein. This insurance shall not be cancelled or changed without
21 a minimum of thirty (3 0) days advance written notice given to COUNTY.
22 CONTRACTOR hereby waives its right to recover from COUNTY, its officers, agents, and
23 employees any amounts paid by the policy of worker's compensation insurance required by this
24 Agreement. CONTRACTOR is solely responsible to obtain any endorsement to such policy that may be
25 necessary to accomplish such waiver of subrogation, but CONTRACTOR's waiver of subrogation under
26 this paragraph is effective whether or not CONTRACTOR obtains such an endorsement.
27 Within Thirty (30) days from the date CONTRACTOR signs and executes this Agr eement,
28 CONTRACTOR shall provide certificates of insurance and endorsement as stated above for all of the
-6-
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
County Agreement with JBI. LTD. 2019
foregoing policies, as required herein, to the County of Fresno, Probation Business Manager Greg Reinke,
3333 E. American Avenue, Suite B, Fresno, CA 93725, stating that such insurance coverage have been
obtained and are in full force; that the County of Fresno, its officers, agents and employees will not be
responsible for any premiums on the policies; that for such worker's compensation insurance the
CONTRACTOR has waived its right to recover from the COUNTY, its officers, agents, and employees any
amounts paid under the insurance policy and that waiver does not invalidate the insurance policy; that such
Commercial General Liability insurance names the County of Fresno, its officers, agents and employees,
individually and colle ctively, as additional insured, but only insofar as the operations under this Agreement
are concerned; that such coverage for additional insured shall apply as primary insurance and any other
insurance, or self-insurance. maintained by COUNTY, its officers, agents and employees, shall be excess
only and not contributing with insurance provided under CONTRACTOR's policies herein; and that this
insurance shall not be cancelled or changed without a minimum of thirty (30) days advance, written notice
given to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein
provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate this
Agreement upon the occurrence of such event.
All policies shall be issued by admitted insurers licensed to do business in the State of California,
and such insurance shall be purchased from companies possessing a current A.M. Best, Inc. rating of A
FSC VII or better.
10.AUDITS AND INSPECTIONS: The CONTRACTOR shall at any time during business
hours, and as often as the COUNTY may deem necessary, make available to the COUNTY for examination
all of its records and data with respect to the matters covered by this Agreement. The CONTRACTOR
shall, upon request by the COUNTY, permit the COUNTY to audit and inspect all of such records and data
necessary to ensure CONTRACTOR's compliance with the terms of this Agreement.
If this Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR shall be
subject to the examination and audit of the Calif ornia State Auditor for a period of three (3) years after final
payment under contract (Government Code Section 8546.7).
11.NOTICE S: The persons and their addresses having authority to give and receive
-7-
1 notices under this Agreement include the following:
2
3
4
COUNTY
COUNTY OF FRESNO
Chief Probation Officer
3333 E. American Ave., Suite B Fresno, CA 93725
County Agreement with JBI, LTD, 2019
CONTRACTOR
JBI, LTD.
Senior Vice President -Gov. Affairs
1711 East Belt Line Road
Coppell, TX 75019
5 All notices between the COUNTY and the CONTRACTOR provided for or permitted
6 under this Agreement must be in writing and delivered either by personal service, by first-class United
7 States mail, by an overnight commercial courier service, or by telephonic facsimile transmission. A notice
8 delivered by personal service is effective upon service to the recipient. A notice delivered by first-class
9 United States mail is effective three COUNTY business days after deposit in the United States mail,
10 postage prepaid, addressed to the recipient. A notice delivered by an overnight commercial courier service
11 is effective one COUNTY business day after deposit with the overnight commercial courier service, delivery
12 fees prepaid, with delivery instructions given for next day delivery, addressed to the recipient. A no tice
13 delivered by telephonic facsimile is effective when transmission to the recipient is completed (but, if such
14 transmission is completed outside of COUNTY business hours, then such delivery shall be deemed to be
15 effective at the next beginning of a COUNTY business day), provided that the sender maintains a machine
16 record of the completed transmission. For all claims arising out of or related to this Agreement, nothing in
17 this section establishes, waives, or modifies any claims presentation requirements or procedures provided
18 by law, including but not limited to the Government Claims Act (Division 3.6 of Title 1 of the Government
19 Code, beginning with section 810) ..
20 12.GOVERNING LAW: Venue for any action arising out of or related to this Agreement
21 shall only be in Fresno County, California.
22 The rights and obligations of the parties and all interpretation and performance of thi s
23 Agreement shall be governed in all respects by the laws of the State of California.
24 13.DISCLOSURE OF SELF-DEALING TRANSACTIONS
25 This provision is only applicable if the CONTRACTOR is operating as a corporation
26 (a for-profit or non-profit corpora tion) or if during the term of the agreement, the CONTRACTOR
27 changes its status to operate as a corporation.
28 Members of the CONTRACTOR's Board of Directors shall disclose any self-dealing
-8-
County Agreement with JBI, LTD, 2019
1 transactions that they are a party to while CONTRACTOR is providing goods or performing services
2 under this agreement. A self-dealing transaction shall mean a transaction to which the CONTRACTOR
3 is a party and in which one or more of its directors has a material financial interest. Members of the
4 Board of Directors shall disclose any self-dealing transactions that they are a party to by completing and
5 signing a Self-Dealing Transaction Disclosure Form, attached hereto as Exhibit 8 and incorporated
6 herein by reference, and submitting it to the COUNTY prio r to commencing with the self-dealing
7 transaction or immediately thereafter.
8 14.ENTIRE AGREEMENT: This Agreement constitutes the entire agreement between
9 CONTRACTOR and COUNTY with respect to the subject matter hereof and supersedes all previous
10 Agreement negotiations, proposals, commitments, writings, advertisements, publications, and
11 understandings of any nature whatsoever unless expressly included in this Agreement.
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
-9-
County Ag reement with JBI . LTD , 2019
1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year
2 first hereinabove written .
3 CONTRACTOR
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
. 22
23
24
25
26
27
28
Megan Mi , Senior Vice President ,
Governm t Affairs
JBI , LTD .
1711 East Belt Line Road
Coppell , Texas 75077
FOR ACCOUNTING USE ONLY :
FUND: 0001
ORG : 3430
SUBCLASS : 10000
ACCOUNT: 4895
By :
COUNTY OF FRESNO
Nathan Magsig , Cha irman of the
Board of Supervisors of the County of
Fresno
ATTEST:
Bernice E . Seidel
Clerk of the Board of Supervisors
County of Fresno, State of California
~ ~~Cl-
Deputy p
·10-
EXHIBIT A-SCOPE OF SERVICES
JB l's Title IV-E Seo c of Services
JBI will assist Fresno County in accurately compiling the Title IV-E Administrative Claims. JBI will
assist the County by completing the following steps:
1.JBI will immediately implement a valid Web Based random moment time keeping system
(RMS);
2.JBI's staff will come on-site to train County Probation staff on how to accurately complete
the IV-E time study:
3.JBl's staff and proprietary software will compute the claims and submit them to County for
approval;
4.JBI will monitor to ensure County receives the appropriate Federal reimbursements:
5.JBI will provide periodic updates on what has been successfully claimed for each
opportunity/reimbursement and
6.JBI will work closely with California Depa11ment of Social Services (COSS) and County
personnel to update elaiming policies when needed.
Time Studv
JBI has developed a versatile Web Based RMS time study that has been approved by COSS. JBI will
implement the Web Based RMS. The time study is continuous and the results are compiled quarterly.
The sample universe is updated monthly due to turnover and unexpected staff changes. Updating the
sample universe monthly allows all potential reimbursable staff access to the time study. JBI will
ensure that County Time study participants are included based on daily activities, not solely based on
job description.
JBI will be responsible for the operation of the RMS system. This responsibility includes, but is not
limited to, the following:
•JBI will revise the existing County time codes to add probation specific examples;
•Each month, JBJ will modify the participant list to ensure only the correct staff members are
included in the time study;
•JBI's will train the County staff on how to accurately complete the IV-E time study;
•JBI will monitor to ensure the County accurately completes the web-based RMS on a daily
basis;
•JBI will provide periodic updates on the areas of needed improvement as it relates to the time
study codes;•JBI will compute the quarterly time study results and submit them tu tht: Chief Probation
Officer for approval;
•JBI will work with the COSS personnel to update the web-based RMS policies when needed;
•Analyzing, editing, and summarizing the sample results and making the necessary allocations;
•Ensuring that the sample universe is updated monthly to include new hires and exclude
termin ations and transfers;
•JBI will provide a detailed training manual to all eligible County staff that participate in the
quarterly time study;
•Provide a focal point where all RMS problems/questions can he submitted and resolved;
•RMS Training -JBI will provide on-site and web-based training on the Web Based RMS
system that is utilized for documenting time/ activities related to Title IV-E Claiming;
JOI Cuntr:tct 07.llOJ
EXHIBIT A-SCOPE OF SERVICES
•Code Training -JBI will provide on-site and web-based training on all Title IV-E Time Codes.
JBl will provide a complete understanding of all Title IV-E Codes for the state of California.
The JBI trainers will educate all participants so that they have a clear understanding on how to
code daily activities:
•JBI also has a team of time study analysts whose primary focus is to review all time study
moments received and confirm that they are coded conectly with the correct information within
the allotted time frame and
•JBrs Time Study Analysts will monitor the County"s RMS activity on a daily basis. Each
RMS Obst:rvation Moment that is answered by County Staff is reviewed by JBl's Time Study
Analyst to ensure accuracy and validity.
Quarters for the Web-Based Time Study
The time study will be generated quarterly based off the federal fiscal quarters. Federal Claiming
Periods for California:
•lQ-July, August, September•2Q-October, November. December•3Q-January, February. March•4Q-April, May, June
Random Moment Set Up-Monthly
JBI will work with the County to detem1ine what Juvenile Probation workers will participate in the
RMS web based time study. Once JBI determines who is going to participate in the time study, the
following data will need to be collected from the County:
•State holidays•Employee·s email address•Employee's work schedule•Employee·s phone number and location•Employee·s supervisor•Supervisor emai 1 address and phone number
Time Study Coordinator
JBl will act as the County's time study coordinator. On a monthly basis . .1B1 will be responsible for
running the time study and the quality assurance process. As the time study coordinator. JBI is
available via email correspondence and a toll free 800 number for the time study participants to contact
with any time study questions or technical issues they are experiencing.
Study Notification
Once the sampling is verified by the JBI time study coordinator, the system will send the observation
moment notification at the time of the actual observation moment. The participant will then fill out
their moment according to the activity they were performing at that specific time and electronically
submit the observation moment back to JBI for immediate quality assurance.
All original observation moments must be tilled out within 72 hours from the time of the moment
excluding days oft: weekends and holidays. If the time study participant has not responded by
midnight of the RMS moment, an email reminder will be generated and sent out through the .IBI email
JAi rontrac1073101 2
EXHIBIT A -SCOPE OF SERVICES
application to the participant and their time study observer. A time study observer is a person who acts
as a quality assurance person for time study purposes. They are trained on the time study process, as
well as, the importance of participants answering all RMS moments in a timely manner.
10% Quality Assurance Process
Every night if the observer has any quality assurance moments from the day, the JBI RMS automated
system will generate an email to the observer letting them know of any quality assurance moments
they need to complete. This email also includes any other .. to do ·s·' the observer needs to follow up
on, such as any RMS moments their participants have from the previous day or any profiles pending
that the observer has not approved.
RMS Reporting Features
JBI's Web Based RMS is capable of running various reports based off the RMS results. JI3I's web
based RMS will provide the County with several report features. JBI uses these reports to determ ine if
any one individual needs additional training, or if certain codes are getting used more than others.
JBI"s reports will aid in ensuring accuracy of coding as well as providing an at a glance view to ensure
participants are simply coding their moments. At any given time, the County can check the status of
each person in the study. This report summarizes each participant"s activities for a particular study and
then summarizes the entire study itself by code.
Quality Assurance Procedures
The JBI quality assurance process consists of two steps. JBl"s QI staff will review the electronic data
on a daily basis for the following information:
•Electronic Signature•Date and time (for 72 hour compliance)•Comment section includeJ detailed activity description of what the time study participant was
doing•Appropriate sections are all documented•Codes checked correctly correspond with activity description•If any of the above elements are not satisfied, the sample moment is sent back to the participant
for a correction or further clarification. If clarification cannot be made, the moment will be
consider ed invalid.•The information JBI requires for the time study are th\! names of eligible participants along
with their job titles, email addresses. phone numbers and core work hours.•After Qt decides the data is captured accurately. Q2 will then review the data for a second
quality assurance process.
J81 t' ontract 073 iOJ
3
EXHIBIT A-SCOPE OF SERVICES
Trainin
Time Study Training
JBI will train and educate the County staff on what is required to part1c1pate in Title IV-E
Administrative Claiming and JBrs RMS. Prior to the initial onset of the time study, all eligible
participants will receive onsite training regarding the time study process and codes. The JBI trainer
will focus on the following for the RMS training session:
•Time codes:
•Operation of the web system and
•Supervisor oversight with the RMS .
.181 will provide each participant with a training manual that includt!s the time study codes and process
for navigating the RMS website. In addition to JBI providing training manuals, JBI also has a link on
the RMS website whert! the participant can pull up th e time codes electronically.
Candidates for Foster Care/Case Plan Training
In order for the County to claim preventive case management services a child must be considered a
candidate for foster care. The County will not claim any reimbursable time under the RMS time study
until a youth is determined to be a candidate for foster care and a case plan is developed.
JBI will help ensure that the County uses the most accurate case plan in order to fully document
candidacy. JBI will review such documentation before any claims have been filed. .181 will help
ensure that all juveniles who are on probation in the County have case plans and case plan reviews
regardless of candidate status. JBI will assist with an assessment and case planning process that will
be conducted to determine who is a candidate and who is not.
JBJ will provide the County with the ··candidates for Foster Care'· trammg. .JBI will train all
appropriate County staff on completing a case plan and documenting candidacy as it relates to Title
IV-E. The detailed training covers how to detem1ine which ddinquent youth are considered a
candidate for foster care, the method of documenting candidacy and the frequency the federal
government requires this documentation.
General Training and Webinars
•JBl will immediately develop a training plan for the County;
•JBI trainings will be documented;
•JBI training material will be provided for each County participant:
•JBI trainings will include an agenda, handout and sign-in sheet that is kept on-hand in the
case of an audit and
•JBf will be able to answer Title IY-E questions regarding coding time, completing case
plans, deadlines, and all other guidelines on demand.
JBI will also perfonn on-site and web-based trainings with the County"s staff to ensure a thorough
understanding of Title IY-E. JBI is available for refresher training or training new county staff. As
Jill Cootracl 07J 10.l
4
EXHIBIT A-SCOPE OF SERVICES
new County employees are hired, or as JBI determines it is needed or the county requests, additional
routine training is provided. JBI also provides a toll free telephone number for support.
JBI also provides webinars as a supplemental method to onsite training. The Jill webinars are at no
additional cost to the County. JBI offers webinars to provide updates regarding policies and
procedures with IV-E claiming. This is a unique service which has proved beneficial for staff that may
be spread out in different buildings or in diflerent areas of the state.
IV-E Adm inistrative Claim Com ilation
Every quarter, JBI will compile a Title IV-E Administrative claim for reimbursement on behalf of the
County. The IV-E administrative claim is the compilation of data from several sources. Payroll,
expenditures, and capital asset infom1ation is provided by the client. JBI specializes in capturing all
direct and indirect costs allocable to the IV-E program for Federal Match. JBl will customize each
claim to the County's organizational structure and accounting systems.
JBI will work with the County's fin ancial staff to ensure that the best claiming practices arc being
utilized. JBI will assist the County with all claiming procedures from start to finish.
•JBI will analyze all expenditures for maximized reimbursability.•JBI will review all payroll data to ensure all reimbursement opportunities are included.•JBI will calculate Time Study results for the County's Title IV-E claim.•JBI provides con tinuous follow up with staff on any missing information or needed
documentation to ensure maxim ized reimbursability.•JBI will compile a completed claim for the County to approve.•.JBI will make certain all deadlines are met.
Once the administrative claiming quarter closes, JBI will request all the informution to wmpile the
County's Title IV-E Administrative Claim. JBI will mail or email request letters to the County fiscal
contacts with specific due dates and descriptions of the types of data being requested.
After the County data is received. JBI will complete the IV-E Administrative claim. JBl will capture
all direct and indirect costs allocable to the IV-E program for Federal Match. JBI will allocate costs
within the County Juvenile Probation Department of those participating in the Random Moment
Sampling.
Once the claim is complete JBL will submit the Title IV-E Administrative Claims to the County for
approval. If the County disapproves of the claim, JBI would then revise the claim and resubmit it to
the County. JBI will monitor for changes to Title IV-E claiming processes and will incorporate any
changes required into the Web Based RMS and/ or training materials.
JBJ Contract OHIOl 5
EXHIBIT A-SCOPE OF SERVICES
Quality Assurance
JBI will put in place auditing and quality assurance processes to ensure the County claims accurately.
JBI will provide the County with the following types of audits:
•Candidates for Foster Care
•Random Moment audit
•Probation File audit
At the conclusion of any JBI audit. J Bl will provide the County a written report of any inaccuracies in
hopes the same errors will not continue in future claiming. The County will review recommendations
provided by JBI on audit findings.
Audit Support •JBI will provide the County with additional trainings and support on any audit findings.•JBI will come on-site to assist the County through any State or Federal Audit that they may
undergo.•JBI attends and stays current on all state Title IV-E trainings to ensure that the most recent
in fonnation is being carried out at the County level.
County Partici ation
The County will assist JBJ in the quarterly IV-E claiming through the.following:
Financial Support -JBI will provide the County with financial support and assistance and will assist
the County with all claiming procetlures from start to finish. The County will provide .!Bl with the
claim submission deadline set by the local CDSS. The requested financial information shall be
provided to JBI in a timely manner so that JBI can adhere to the deatlline set forth by the local COSS.
•The County will provide J BI with initial reports and documentation in order for JBI to
determine the most efticient and accurate route to pursue for the County's Title IV-E
Administrative claims.
•The County will provide JBI with expenditure reports for analysis.
•The County will provide JBI with payroll data.
•The County will provide any additional financial reports/ information needed to complete claim
in order to ensure all reimbursement opportunities are included.
•The County will provide JBI with County specific financial information needed to complete
claim, i.e. Cost Allocation Plan and Eligibility Rate.
•The County will provide further information if requested by JBI on any missing information or
needed documentation to ensure maximized reimbursahility.
•The County will review the claim completed by JBI.
•The County will submit the Title IV-E claim to their local COSS for processing and payment.
JHJ t:onlrtH.1 U7J 10) 6
EXHIBIT A -SCOPE OF SERVICES
Probation Support
The County will determine and document Title IV-E Candidates for Foster Care in a manner consistent
with federal and state guidelines.
Trainine Support
JBI will perfom1 trainings with the County"s staff to provide a thorough understanding of Title IV-E.
Training dates will be set in advance and will accommodate county staff schedules.
•The County will participate in trainings provided by JBI.
•The County will participate in paiodic "refresher"' trainings provided by JBI either on-site or
via webinar.
Web Based Random Moment Time Study
JBI will implement a Web Based random moment time keeping system. This RMS system will take
the place of the current time study method being utilized by the County. A time study will be
generated quarterly and the results will be calculated and compiled by JBI into the quarterly IV-E
claim. Quarterly time frames for the state of California are below.
;,.-IQ-July, August. September
►2Q-October. November, December
►3Q-January, February, March
►4Q-April. May, June
•The County will ensure that selected staff can access to the JBI RMS website via a computer or
smartphone.
•The County will provide JBI with initial County information for the set-up of the Web Based
RMS System.
•The County Probation Officers will answer --observation Moments•· as they are received via
email to document what they were doing al the time of the random moment.
•The County Probation Otliccrs will have 72 hours. excluding weekends and holidays to answer
thdr --observation Moments."
•The County wi 11 continue to uti I ize Title IV -E codes set by the state of Cali fomia for the Web
Based time keeping system.
JBI C'oo1rac1 07310.l
7
EXHIBIT B
SELF-DEALING TRANSACTION DISCLOSURE FORM
In order to conduct business with the County of Fresno (hereinafter referred to as "County"),
members of a contractor's board of directors (hereinafter referred to as "County Contractor"), must
disclose any self-dealing transac tions that they are a party to while providing goods, performing
services, or both for the County. A self-dealing transaction is defined below:
"A self-dealing transaction means a transaction to which the corporation is a party and in which one
or more of its directors has a material financial interest"
The definition above will be utilized for purposes of completing this disclosure form.
INSTRUCTIONS
(1)Enter board member's name, job title (if applicable), and date this disclosure is being made.
(2)Enter the board member's company/agency name and address.
(3)Describe in detail the nature of the self-dealing transaction that is being disclosed to the
County. At a minimum, include a description of the following:
a.The name of the agency/company with which the corporation has the transaction; and
b.The nature of the material financial interest in the Corporation's transaction that the
board member has.
(4)Describe in detail why the self-dealing transaction is appropriate based on applicable
provisions of the Corporations Code.
(5)Form must be signed by the board member that is involved in the self-dealing transaction
described in Sections (3) and (4).
EXHIBIT B
(1)Company Board Member Information:
Name: Date:
Job Title:
(2)Company/Agency Name and Address:
(3)Disclosure (Please describe the nature of the self-dealing transaction you are a party to):
(4)Explain why this self-dealing transaction is consistent with the requirements of Corporations Code 5233 (a):
(5)Authorized Signature
Signature:I Date: I