Statement of Work – Non-Categorical SOW
NON-CATEGORICAL SOW
Government/Professional/Sole
Source Services
Adult Basic Services
–
1.0
INTRODUCTION
1.1 This
contract is to provide an array of Adult Basic Services to the Oklahoma
Forensic Center population.
2.0
WORK REQUIREMENTS
2.1 Contractor shall furnish the necessary
resources to provide the array of Adult Basic Services to
the Oklahoma Forensic Center population.
Adult Mobile Crisis
1.0
INTRODUCTION
1.1 This
contract is to provide mobile crisis services for adults.
2.0
DEFINITIONS
2.1
Adult –
defined as 18 years of age and older.
2.2 Telephone
Interventions – must include and are not limited to 24-hour triage, evaluation,
and stabilization; access to face-to-face counseling; access to inpatient
treatment; diagnosis and evaluation in external settings, i.e. jails and general
hospitals; and referral services.
2.3
Face-to-Face
Interventions – must include and is not limited to 24-hour triage, evaluation, and
stabilization; access to inpatient treatment; diagnosis and evaluation in
external settings, i.e. jails and general hospitals; and referral services.
3.0
WORK REQUIREMENTS
3.1 The Contractor shall furnish the
necessary resources to provide mobile
crisis services for adults.
3.2 Publish a telephone number accessible and
answered on a 24-hour basis, seven (7) days a week.
3.3 Perform
Triage/Evaluation/Stabilization:
3.3.1 Telephone Intervention: if the situation allows,
response team may resolve crisis by telephone.
3.3.2 Face-to-Face Intervention: availability
of a response team on a 24-hour basis, seven (7) days a week; and, when needed,
will provide a face-to-face intervention for crisis resolution and/or
evaluation.
3.4 Use strengths of the consumer to link
with in-home supports, based on consumer’s needs, to support the consumer
following initial acute crisis and develop an ongoing safety plan.
3.5 Hold non-emergency
appointments within 24-48 hours after intervention for quick support and
linkage to service. If an appointment is
set, it shall be at a location most helpful to the consumer
(clinic, family home, other location).
Flexible funds should never
be disbursed as cash to clients. Funds
must be disbursed as direct reimbursement for goods or services, with receipts
documenting purpose of the expense.
Flexible funds shall be used after all other sources of funding have
been exhausted.
FLEX FUNDS
Flex Funds are also designed to
secure adequate shelter for consumers who meet DMHSAS Eligibility Criteria (and
their families), as well as to access community-based activities and goods to
support independence and positive treatment outcomes. Contractors must assure Flex Funds
primarily benefit consumers who are also receiving Case Management services,
Home-based services, or approved Wraparound and Systems of Care services.
Allowable Services
·
Rent and Deposits – Documented rental deposits and
first month’s rent to assist in initial placement, or a single month’s rent to
avoid eviction. This may also include
apartment rent and deposits for adolescent consumers living independently. Monthly rental expenses are allowed on a
limited basis. These are designed to be
temporary in nature. Case manager should
assist the client in finding alternative financial resources such as work,
disability payments, etc., as soon as possible.
·
Utility Deposits – Deposits for utilities such
as: water/sewer/garbage; gas, electric. May not be used for phone, cable/satellite TV
or similar payments. Monthly utility
payments are allowed on a temporary basis, to include water/sewer/garbage; gas;
electric. May not be used for
cable/satellite TV or similar payments.
·
Repairs/Maintenance
– repairs,
building and yard maintenance for leased properties as required by lease
agreement. Home repairs, including
plumbing, painting, repair of broken windows or doors. Purchase of screens and door locks, and
insect fumigation are also permitted.
·
Insurance – Renter’s insurance as
required by lease agreement. Also
designed to be temporary in nature.
·
Food/Personal
Items – Needed
food/personal hygiene items provided to the client until such time as other
entitlement/income is received. Designed
to be temporary in nature. Expenses for
alcoholic beverages or tobacco products are not allowed.
·
Clothing – Season-suitable clothing and
shoes for consumers.
·
Transportation – Car repairs needed to assure
adequate medical or behavioral health care.
Other Transportation expenses necessary for consumers’ access to medical
or counseling appointments.
·
Other Goods – Durable goods such as furniture
and appliances. (Appliances previously
purchased with flex funds, such as stoves, refrigerators and air conditioners
cannot be replaced by use of additional flex funds within 18 months unless
there is documentation that the appliance is no longer working.)
·
Medication – Medication necessary to prevent
physical/psychiatric hospitalization or out-of-home placement.
·
Medical/Dental
Expenses –
Medical/Dental expenses necessary to prevent physical/psychiatric
hospitalization or out-of-home placement.
·
Other Services – Purchased services designed to
meet the consumers’ and families’ needs as part of the treatment plan. Examples include tutoring, mentoring, group
and family counseling, job placement, therapeutic or recreational services, and
educational or vocational advocacy.
·
Additional
Allowance for children in DMHSAS approved Homebased, Wraparound, or Systems of
Care Services – Expenses
for recreational activities.
Miscellaneous expenses as necessary to assist in normalizing a child’s
life. Examples include: karate, dance or music lessons, equipment for
sports, uniforms for boy or girl scouts, membership at a boys or girls club or
YMCA, swimming lessons, expenses for a field trip, uniforms for employment, pet
food, etc.
Note: Any purchases of $500 or more
on behalf of a child or family in the Wraparound and Systems of Care Services
must have prior approval by the ODMHSAS Director of Children’s Services or the
ODMHSAS Systems of Care Specialist.
Adults Prevention Needs Assessment (APNA)
1.0 INTRODUCTION
1.1 Contractor will provide services related
to completion of the 2020 statewide Oklahoma Adult Prevention Needs Assessment
(APNA) surveys.
2.0 DEFINITIONS
2.1
APNA - Adult Prevention Needs Assessment
2.2
OSU-CHS
– Oklahoma State University - Center for Health Sciences
2.3
ODMHSAS
– Oklahoma Department of Mental Health and Substance Abuse Services
3.0 WORK REQUIREMENTS:
3.1 Contractor
shall provide the services and resources to complete the 2020 statewide APNA
project. July –August, 2020.
3.2 Contractor
shall deploy field staff who are on ground collecting data and facilitate the
final analysis and reporting results.
3.3 Contractor
shall create a reporting template to be agreed upon by the ODMHSAS.
3.4 Contractor
shall analyze the statewide survey data at the state and county levels.
3.5 Contractor
shall build a Spanish version of the online APNA instrument.
3.6 Contractor
shall provide reports at the state and county levels. Contractor shall send
reports out via electronic methods (email, discs, etc.) to the ODMHSAS.
3.7 Contractor
shall provide technical assistance to the ODMHSAS, and contracted community
prevention services providers on interpreting reports.
4.0 PERFORMANCE
MONITORING
4.1 The
Department shall monitor the performance of the Contractor.
4.2 Contractor
shall provide a written report to the Department describing service activities
carried out pursuant to the Statement of Work during the contract period no
later than 30 days after the end of the contract period
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Figure 1. ODMHSAS Adult Needs Assessment Project |
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Logistical Preparation |
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Development of Data Collection Tools |
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Questionnaire |
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Literature Review |
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Measure Development |
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Piloting |
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Focus Groups / Interviews |
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Literature Review |
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Guide Development |
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Piloting |
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Regulatory Document Preparation |
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IRB |
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Refinement of Sampling Methodology |
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Stakeholder Engagement |
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Report Template Development |
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Data Collection |
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Surveying |
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Focus Groups / Interviews |
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Data Analysis |
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Report Development |
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Diffusion of Findings |
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5.0 COMPENSATION
5.1 Compensation is on a cost reimbursement basis, and shall not
exceed a total of $34,885 for FY21. Expenditures for services shall be
reimbursed upon documentation of expenditures pursuant to an ODMHSAS approved
project budget, according to procedures determined by the ODMHSAS.
5.2 A properly completed invoice must be submitted within 30
days of the end of each month in the project period and include the following
items:
5.2.1 Name,
address and FEI number of the contractor.
5.2.2 Invoice
date.
5.2.3 Period
covered by invoice.
5.2.4 Purchase
order number.
5.2.5 Other
data, reports, information or documentation required by other conditions of the
contract.
5.3 Allowable costs must be consistent with section
34 CFR Subtitle A §80.22.
5.3.1 Allowable Expenses:
5.3.1.1 Personnel: Salaries, wages, and actual fringe benefit costs.
5.3.1.2
Travel/Per
Diem: Travel and per diem expenses for project staff during the execution of
the project. All travel costs shall be in accordance with the Oklahoma State
Travel Reimbursement Act (OSTRA).
5.3.1.3
Training: Conference/seminar tuition fees necessary for
the project staff and/or volunteers; must be approved
5.3.1.4
Supplies:
Consumable supplies allowable when necessary to conduct the project
5.3.1.5
Contractual:
Essential consultant/program services which cannot be met by project or state
personnel. Contractor shall receive
prior approval from the ODMHSAS for subcontracts.
5.3.1.6
Other Direct
Service Expenses: Must be clearly defined in the budget justification.
Acquisitions of promotional or incentive items shall comply with the
established guidelines and limits established by the ODMHSAS.
5.3.1.7
Indirect costs
limited to 15% of total direct costs.
Indirect costs are costs incurred for common or joint objectives that
cannot be identified specifically with a particular project, program, or
organizational activity. Facilities operation and maintenance costs,
depreciation, and administrative expenses are examples of costs that usually
are treated as indirect costs. The organization is responsible for presenting
costs consistently and shall not include costs associated with its indirect
rate as direct costs.
5.3.2 Unallowable Expenses:
5.3.2.1
Any activity
that is not directly related to the coordination of the project.
5.3.2.2
Meals (except
when paid as per diem to staff).
5.3.2.3
Acquisition
costs of real property, as well as construction costs.
5.3.2.4
Entertainment
costs for amusement and diversion.
5.3.2.5
Ongoing,
non-project related expenses such as telephones, postage, and stationery, etc.
5.3.2.6
Fundraising
expenses incurred solely to raise capital or obtain contributions, including
staff time for the purpose of fund raising.
5.3.2.7
Equipment,
including items with a unit price of $500.00 or more and a usable shelf life of
one year or more.
5.4
A budget
revision request submitted by the contractor during the contract period shall
be submitted on the detailed budget form, and must include a narrative
explanation of the reasons for the revision request and the benefit to the
program resulting from the revision. No
budget revisions are to be submitted after June 1st of the contract
period. Contractor shall limit budget
revision requests to three (3) per fiscal year.
Budget revisions may not change the scope of work of the contract. (A
scope change occurs when a budget is revised in such a way that it does not
provide for the expenditures necessary to fulfill the contractor’s duties and
performance requirements as stated in the entire agreement). Budget revisions
must be requested in advance of incurring expenditures and are not effective
until approved in writing by the ODMHSAS. Expenditures incurred without prior
approval of a budget revision shall be the responsibility of the contractor and
will not be reimbursed by the ODMHSAS.
5.5
Detail of the services provided
shall be in accordance with the terms and conditions of this agreement. The
State of Oklahoma has 45 days from presentation of a proper invoice to issue
payment to the contractor. The ODMHSAS
may withhold or delay payment to any contractor failing to provide required
programmatic documentation and/or requested financial documentation. If the contractor is unable to support any
part of their claim to the ODMHSAS and it is determined that such inability is
attributed to misrepresentation of fact or fraud on the part of the contractor,
the contractor shall be liable to the ODMHSAS for an amount equal to such
unsupported part of the claim in addition to all costs, including legal,
attributable to the reviewing and discovery of said part of claim. Liability
under this section shall be determined within five years of the commission of
such misrepresentation of fact or fraud.
5.6
Contractor shall maintain required
records and supporting documentation, for validation of costs billed to the
ODMHSAS for six (6) years from the ending date of the contract.
5.7 Invoices
shall be sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma Department of Mental Health and Substance Abuse
Services
2000 N. Classen Blvd. 2-600
Oklahoma City, Oklahoma 73106
ALCOHOLEDU
1.0
INTRODUCTION
1.1 The purpose of the AlcoholEdu
project is to support the efforts of state and local jurisdictions to reduce
the number of alcohol-related fatal crashes through education and awareness by
increasing the number of school districts implementing the evidence-based
prevention program AlcoholEdu.
1.2
The goals of the
project are to:
1.2.1
Decrease 30-day
underage drinking prevalence among youth in Oklahoma.
1.2.2 Decrease drinking and driving during the past 30 days among
12th grade youth in Oklahoma.
1.2.3
Decrease youth
access to alcohol in Oklahoma.
1.2.4
Reduce the number of alcohol-related fatal crashes by 1% annually
1.3 Contract period is from October 1, 2019 through September
30, 2020.
2.0 WORK
REQUIREMENTS
2.1 Contractor shall participate in all
required subgrantee face-to-face meetings and project
conference calls/webinars that require subgrantee
staff participation.
2.2 Contractor shall participate in project
meetings as scheduled by the ODMHSAS Project Director.
2.3
Contractor
shall provide the resources necessary to conduct the following:
2.3.1 Contractor shall recruit thirty-one
(31) high schools. Fifteen (15) of those high schools shall be new high schools
who have not participated in the program during the 2018-2019 cycle, approved
by the Department of Mental Health and Substance Abuse Services and the
Oklahoma Department of Education to receive and implement the AlcoholEdu prevention program.
2.3.2 Contractor shall provide expertise and
consultation to all participating schools districts in Oklahoma during the
course of the contract.
2.3.3 Contractor shall work closely with
ODMHSAS Alcohol Prevention Manger to identify high-risk school districts that
have not been designated by ODMHSAS or the Oklahoma Department of Education to
receive and implement the AlcoholEdu prevention program.
2.4
Contractor
shall incorporate active Public Information and Educational programs, by
working with local schools, civic groups and various media outlets with prior
approval from ODMHSAS.
2.5
Many agencies
are being provided with other funding sources to address traffic issues within
their jurisdictions. Contractor shall carefully monitor subgrantee
funds to ensure compliance with fund specific requirements.
2.6
Contractor shall
ensure background checks on all staff and volunteers are conducted and shall
maintain documentation of such checks. At a minimum, background checks shall
search records from the Oklahoma State Bureau of Investigations. All staff and
volunteers working with minor children shall, at a minimum, meet the statutory
requirements proscribed by Oklahoma State law and demonstrate said personnel
has no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If
Contractor has staff or volunteers with felony convictions, crimes of moral
turpitude, or alcohol or drug-related offenses, Contractor shall have a policy
that provides for review of the consideration of the possible benefit of the
applicant, employee, or volunteer along with the possible risk as evidenced by
previous criminal activity.
2.7
Contractor shall adopt (if none presently
exists) and enforce a safety belt use policy requiring all employees and others
riding in Contractor vehicles and/or on Contractor business to use safety belts
in accordance with State law.
3.0 PERFORMANCE MONITORING
3.1 The Department shall monitor the performance of the
Contractor. At a minimum, this shall include
ongoing reviews of certain performance indicators including but not limited to
a site review conducted by the ODMHSAS staff.
3.2 Contractor shall submit a monthly
progress report on contract activities in a report format prescribed by the
ODMHSAS along with any signed Terms of Use Agreements by 5:00 pm on the 15th
of every month.
3.3 As part of the monthly progress report
the Contractor shall submit scheduling diaries, correspondence, meeting
minutes, media archives, reports and other materials that will help to document
the use of grant funding.
4.0 COMPENSATION
4.1 Compensation
is on a cost reimbursement basis.
Expenditures for services shall be reimbursed upon documentation of
allowable expenditures according to procedures determined by the ODMHSAS and
applicable federal guidelines and regulations.
4.2 Compensation
pursuant to this addendum shall not exceed $62,000.
4.2.1 AlcoholEdu
prevention program shall not exceed $2,000
per recruited high school and shall not exceed over 31 high schools.
Payments shall be made upon satisfactory completion of recruitment efforts and
proper report submission as defined in the Work Requirements.
4.3 Contractor shall submit a properly
completed and signed invoice no later than 5:00 pm on December 31, 2019, March
31, 2020, June 30, 2020, and September 30, 2020 and include the following
items:
4.3.1 Name, address and FEI number of the
contractor.
4.3.2 Invoice date.
4.3.3 Period covered by invoice.
4.3.4 Purchase order number.
4.3.5 Other data, reports, information or
documentation required by other conditions of the contract
4.3.6 Detail of the services provided and in
accordance with the terms and conditions of this agreement.
4.4 The State of Oklahoma has
45 days from presentation of a proper invoice to issue payment to the
contractor. The ODMHSAS may withhold or delay payment to any contractor failing
to provide required programmatic documentation and/or requested financial documentation.
If the contractor is unable to support any part of their claim to the ODMHSAS
and it is determined that such inability is attributed to misrepresentation of
fact or fraud on the part of the contractor, the contractor shall be liable to
the ODMHSAS for an amount equal to such unsupported part of the claim in
addition to all costs, including legal, attributable to the reviewing and
discovery of said part of claim. Liability under this section shall be
determined within five years of the commission of such misrepresentation of
fact or fraud.
4.5 Allowable
costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
4.5.1 Allowable expenses:
4.5.1.1 Personnel: Salaries, wages, and actual
FICA costs related to overtime hours.
4.5.2 Unallowable
Expenses:
4.4.2.1 Any
activity that is not directly related to the coordination of the project.
4.5.2.2 Meals
(except when paid as per diem to staff).
4.5.2.3 Acquisition
costs of real property, as well as construction costs.
4.5.2.4 Entertainment
costs for amusement and diversion.
4.5.2.5 Advocacy
by staff on contract time and/or advocacy efforts that involve hiring of
lobbyists or travel for the purpose of lobbying.
4.5.2.6 Ongoing, non-project related expenses such
as telephones, postage, and stationery, etc.
4.5.2.7 Fund
raising expenses incurred solely to raise capital or obtain contributions,
including staff time for the purpose of fund raising.
4.5.2.8 Highway
safety oppurtenances (guard rails, utility poles,
sign supports etc.).
4.5.2.9 Alcoholic
beverages including controlled training settings.
4.5.2.10 Police/emergency
communications.
4.5.2.11 Fines
and penalties.
4.5.2.12 Supplanting
(Meaning contract funds cannot be used to support existing activities).
4.5.2.13 Uniforms.
4.5.2.14 Interest
and other financial costs.
4.5.2.15 Tint
meters.
4.5.2.16 Maintenance
and repairs to existing/non-project funded equipment.
4.5.2.17 Furniture,
fixtures and equipment.
4.5.2.18 Traffic
signal preemption systems.
4.5.2.19 Contributions
and donations.
4.5.2.20 Incentives or prizes of cash, gift cards or
services.
4.5.2.21 Any purchase or expense made outside the
approved grant period.
4.5.2.22 Travel/per diem reimbursement.
4.6 Contractor shall maintain required records
and supporting documentation, for validation of costs billed to the ODMHSAS for
six years from the ending date of the contract.
4.7 Invoices
shall be electronically submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma Dept. of Mental Health and Substance Abuse
Services
2000 N. Classen Blvd., Suite
E600
Oklahoma City, Oklahoma 73106
2Much2Lose, Responsible Beverage Sales and Service
Training, & Synar Inspections
1.0
INTRODUCTION
1.1
The purpose of Oklahoma’s Too Much Too
Lose (2M2L) project is to prevent underage drinking through the enforcement of
youth access to alcohol laws and to prevent over-service through enforcement of
serving intoxicated persons law.
1.2
The purpose of Responsible Beverage Sales
and Service Training is to provide owners, managers, sellers, and servers of
establishments that serve/sell alcohol with the knowledge and skills to help
them serve/sell alcohol responsibly and fulfill the legal requirements of
alcohol service.
2.0
DEFINITIONS
2.1
2Much2Lose – To Much Too Lose underage
drinking prevention initiative; also referred to as 2M2L.
2.2
RBSS – Responsible Beverage Sales and
Service Training.
3.0
WORK REQUIREMENTS
3.1
2M2L State Coordination:
3.1.1
Contractor shall assist in the
coordination of efforts to reduce youth access to alcohol and adult
over-service as part of Oklahoma’s comprehensive prevention plan as presented
by the ODMHSAS.
3.2
Alcohol Enforcement and Education:
3.2.1
Contractor shall conduct underage alcohol
compliance checks or adult over-service compliance checks (bar checks) in
accordance with the ODMHSAS protocol. The 170 checks shall be conducted within
Alcohol Enforcement Plan identified hotspot locations. This will include 10
checks conducted in every identified region across the state. A list of alcohol
selling establishments within hotspot zones will be agreed upon by both ODMHSAS
and ABLE.
3.2.2 Contractor will conduct monthly reviews of alcohol server training
submissions in partnership with ODMHSAS.
3.2.3 Contractor shall create a recognition program
for participating law enforcement partners. Recognition program must be
in accordance with ODMHSAS guidelines and approved prior to
implementation by the ODMHSAS.
3.2.4 Contractor shall
conduct underage alcohol compliance checks or adult over-service compliance
checks (bar checks) in accordance with state protocol. To maximize enforcement
efforts (500) five hundred compliance checks shall be matched for each
compliance check conducted (i.e if (2) two of
compliance checks are conducted (1) one will be supported by the ODMHSAS).
3.2.4.1 10% of the above
500 (total of 50) alcohol compliance checks will be specifically for alcohol
sells that are conducted at an establishments curbside.
3.2.4.2
Contractor is required to help create and assist in writing a protocol
for curbside alcohol compliance checks. Protocols will be agreed upon by both
ODMHSAS and ABLE before implementation.
3.2.4.3 5% of the above
500 (total of 25) alcohol compliance checks for alcohol sells that are specific
to home delivery.
3.2.4.4
Contractor is required to help create and assist in writing a protocol
for home delivery alcohol compliance checks. Protocols will be agreed upon by
both ODMHSAS and ABLE before implementation.
3.2.5
Contractor shall be responsive to Responsible Beverage Sales and Service trainings needs across the
state. The ODMHSAS will compensate up to 24 trainings. Delivery must follow
ODMHSAS RBSS procedures (i.e. registration system, 2 hour training, survey
collection and training validation). Contractor is encouraged but not required
to utilize Regional Prevention Coordinator (RPC) as a co-presenter. Trainer
must have attended RBSS Train the Trainer hosted by the ODMHSAS prior to
delivery.
4.0
PERFORMANCE MONITORING
4.1
The Department shall monitor the
performance of the Contractor. At a minimum, this shall include ongoing reviews
of certain performance indicators including but not limited to a site review
conducted by the ODMHSAS staff.
4.2
Contractor shall submit a monthly progress
report on contract activities in a report format prescribed by the ODMHSAS no
later than 5:00 p.m. on the 15th of each month.
4.3
Contractor shall provide a final
expenditure report, in a format prescribed by the ODMHSAS, to be included with
an end of year report in a report format prescribed by the ODMHSAS due June 30, 2021.
5.0
COMPENSATION
5.1
Compensation is on a cost reimbursement
basis. Expenditures for services shall
be reimbursed upon documentation of allowable expenditures pursuant to an
ODMHSAS approved project budget, according to procedures determined by the
ODMHSAS.
5.2
Overall compensation shall not exceed $84,720.00.
5.2.1
Local Alcohol Enforcement Checks shall not exceed $120.00 per
completed underage alcohol compliance check or adult over-service compliance
check and shall not exceed over 170 compliance checks.
Payments shall be made upon satisfactory completion of compliance
checks and proper report submission as defined in the Work Requirements.
Contract funds shall not be used to pay for law enforcement time outside of the
compliance checks (i.e. time spent completing paperwork and/or court
appearances related to issued citations).
5.2.2
Statewide Alcohol Enforcement shall not exceed $120.00 per completed underage alcohol compliance check or adult
over-service compliance check (bar check) and shall not exceed over 500 compliance
checks. Payments shall be made upon satisfactory
completion of compliance checks and proper report submission as defined in the
Work Requirements. Contract funds shall not be used to pay for law enforcement
time outside of the compliance checks (i.e. time spent completing paperwork
and/or court appearances related to issued citations).
5.2.3
Statewide Responsible Beverage
Sales and Service Delivery shall not
exceed $180.00 per completed training.
The ODMHSAS will compensate up to 24 trainings total. Payments shall be made
upon satisfactory completion of training and use of ODMHSAS RBSS protocol.
Contract funds shall not be used to pay for law enforcement time outside of the
training.
University of Oklahoma, E-Team
Alcohol Purchase Survey
1.0 INTRODUCTION
1.0
Reducing retail access to alcohol is one of the most
important steps toward preventing underage drinking and impaired driving, and
Oklahoma continues to need valid data in order to make the best use of
strategies and resources to meet this goal, as well as to monitor the impact of
primary prevention efforts. An annual statewide alcohol purchase survey shall
be conducted by the ODMHSAS with a random sample of off-premise beer outlets.
The purpose of the survey is to determine the percentage of Oklahoma outlets
not requesting age verification before the sale of an alcoholic beverage to
persons under 21 years of age. The results of the survey will also provide
information concerning any variables that may lead to a greater likelihood of
sales of beer to persons under 21 years of age, such as the characteristics of
the outlet, time of day, etc.
1.1
The goals of the project aim to reduce youth access to
alcohol through off -premise retail sources:
1.1.1
Conduct an annual random survey of off-premise beer
retailers to determine youth access.
1.1.2
Update a state rate for age verification of young people
attempting to purchase alcohol by December
31st, 2019.
1.1.3
Increase monitoring of retail access rates for beer
statewide by December 31st,
2019.
1.1.4
Increase statewide monitoring of efforts to prevent youth
access to alcohol through retail sources by December 31st, 2019.
1.2
Contract begins July
1st, 2019 and ends June 30th,
2020. With a no-cost extension until granted August 31st, 2021.
2.0
DEFINITIONS
2.0
Department – Oklahoma Department of Mental Health
and Substance Abuse Services; also referred to as the ODMHSAS
2.1
Contractor – University of Oklahoma, E-Team
2.2
ABLE – Alcoholic Beverage Laws Enforcement
Commission
3.0
WORK
REQUIREMENTS
3.0
Contractor shall participate
in all required subgrantee face-to-face meetings and
project conference calls/webinars that require subgrantee
staff participation.
3.1
Contractor shall participate
in project meetings as scheduled by the ODMHSAS Project Manager and/or
Director.
3.2
Contractor shall provide the
resources necessary to conduct the following:
3.2.1
Contractor shall update the
Oklahoma Alcohol Purchase Survey protocol as needed. Implementation of the
project shall not commence prior to the approval of the protocol by the
Department.
3.2.2
Contractor shall obtain a
2019 list of all off-premise beer retailers in Oklahoma.
3.2.3
Contractor shall generate a
randomized sample of off-premise beer retail establishments.
3.2.4
Contractor shall train ABLE
Commission agents and at least four (4) persons under 21 years of age to
conduct the survey.
3.2.5
Contractor shall coordinate
the statewide Alcohol Purchase Survey using the IRB approved protocol and
trained underage surveyors and ABLE Commission agents.
3.2.6
Contractor shall recruit and
hire at least four (4) persons under 21 years of age to conduct the survey.
3.2.7
Contractor shall disseminate
survey results by the end of the contract year.
3.3
Contractor shall obtain
written consent from a parent or legal guardian prior to transporting minor
children for activities conducted under the contract. Contractor shall obtain written consent from
a parent or legal guardian prior to participation of minor children in
activities, including evaluation or research, conducted under the contract.
Contractor shall retain documentation of parental/legal guardian consent and
make available for review as requested by the ODMHSAS.
3.4
Background Checks:
Contractor shall ensure background checks on all staff and volunteers are
conducted and shall maintain documentation of such checks. At a minimum,
background checks shall search records from the Oklahoma State Bureau of
Investigations. All staff and volunteers working with minor children shall, at
a minimum, meet the statutory requirements proscribed by Oklahoma State law and
demonstrate said personnel has no felony convictions, crimes of moral
turpitude, or alcohol or drug-related offenses. If Contractor has staff or
volunteers with felony convictions, crimes of moral turpitude, or alcohol or
drug-related offenses, Contractor shall have a policy that provides for review
of the consideration of the possible benefit of the applicant, employee, or
volunteer along with the possible risk as evidenced by previous criminal
activity.
3.5
Contractor shall adopt (if
none presently exists) and enforce a safety belt use policy requiring all
employees and others riding in Contractor vehicles and/or on Contractor
business to use safety belts in accordance with State law.
4.0
PERFORMANCE
MONITORING
4.0
The Department shall monitor the performance of
the Contractor. At a minimum, this shall include ongoing reviews of certain
performance indicators including but not limited to a site review conducted by
the ODMHSAS staff.
4.1
Contractor shall submit a bi-weekly progress
report on contract activities in a report format prescribed by the ODMHSAS and
an itemized invoice no later than 5:00 p.m. on the 15th of every month for the
month prior.
4.2
As part of the bi-weekly progress report, the
Contractor shall submit scheduling diaries, correspondence, meeting minutes,
media archives, reports and other materials that will help to document the use
of grant funding. For enforcement, project surveys, copies of warnings and
citations (ex. occupant protection, DWI/DUI/APC, speed related, and all
others), and crash reports shall be submitted to the ODMHSAS.
5.0
COMPENSATION
5.0
Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed
upon documentation of allowable expenditures, pursuant to an ODMHSAS approved
project budget, according to procedures determined by the ODMHSAS.
5.1
Contractor shall submit a properly completed and signed
invoice within 30 days of the end of the month in which services were delivered
and include the following items:
5.1.1
Name, address and FEI number of the contractor.
5.1.2
Invoice date.
5.1.3
Period covered by invoice.
5.1.4
Purchase order number.
5.1.5
Other data, reports, information or documentation required
by other conditions of the contract
5.1.6
Detail of the services provided and in accordance with the
terms and conditions of this agreement.
5.1.7
Payroll report.
5.2
The following documentation shall be maintained by
Contractor and accessible for
review during the annual site review, and upon the request of the ODMHSAS:
5.2.1
Time sheets from each participant, detailing the number of
hours worked per operation, signed and dated by supervisor and officer.
5.2.2
Copies of receipts for supplies, trainings, other, etc.
that are being claimed for reimbursement.
5.2.3
Travel reimbursement documentation must include the
following: record of mileage which must include officer name and signature,
supervisor approval signature, destination to and from, date(s) of travel, time
entering and exiting travel status, reason for travel, per diem, lodging, and
total amount of travel claim. If travel
costs and related expenses are a part of the contract, they shall not exceed
those authorized by the State Travel Reimbursement Act, Title 74 0. S. 2001
§500.1 et seq. All out-of-state travel where reimbursement is requested must be
pre-approved in writing by the ODMHSAS.
5.3
The State of Oklahoma has 45 days from presentation of a
proper invoice to issue payment to the contractor. The ODMHSAS may withhold or delay payment to
any contractor failing to provide required programmatic documentation and/or
requested financial documentation. If
the contractor is unable to support any part of their claim to the ODMHSAS and
it is determined that such inability is attributed to misrepresentation of fact
or fraud on the part of the contractor, the contractor shall be liable to the
ODMHSAS for an amount equal to such unsupported part of the claim in addition
to all costs, including legal, attributable to the reviewing and discovery of
said part of claim. Liability under this section shall be determined within
five years of the commission of such misrepresentation of fact or fraud.
5.4
Allowable costs must be consistent with section 34 CFR
Subtitle A §80.22 Allowable costs.
5.4.1
Allowable expenses:
5.4.1.1
Personnel: Salaries, wages, and actual FICA costs.
5.4.1.2
Travel/Per Diem: Travel and per diem expenses for subgrantee staff during the execution of the project. All
travel costs shall be in accordance with the Oklahoma State Travel
Reimbursement Act (OSTRA)
5.4.1.3
Training:
Conference/seminar tuition fees necessary for the project staff and/or
volunteers; must be approved
5.4.1.4
Supplies: Consumable supplies allowable when necessary to
conduct the project
5.4.1.5
Contractual: Essential consultant/program services which
cannot be met by project personnel.
Contractor shall receive prior approval from the ODMHSAS for
subcontracts.
5.4.1.6
Other Direct Service Expenses: Must be clearly defined in
the budget justification. Acquisitions of promotional or incentive items shall
comply with the established guidelines and limits established by the ODMHSAS.
5.4.1.7
Indirect costs limited to 26% of total direct costs. Indirect costs are costs incurred for common
or joint objectives that cannot be identified specifically with a particular
project, program, or organizational activity. Facilities operation and
maintenance costs, depreciation, and administrative expenses are examples of
costs that usually are treated as indirect costs. The organization is
responsible for presenting costs consistently and shall not include costs
associated with its indirect rate as direct costs.
5.4.2
Unallowable Expenses:
5.4.2.1
Any activity that is not directly related to the
coordination of the project.
5.4.2.2
Meals (except when paid as per diem to staff).
5.4.2.3
Acquisition costs of real property, as well as construction
costs.
5.4.2.4
Entertainment costs for amusement and diversion.
5.4.2.5
Advocacy by staff on contract time and/or advocacy efforts
that involve hiring of lobbyists or travel for the purpose of lobbying.
5.4.2.6
Ongoing, non-project related expenses such as telephones,
postage, and stationery, etc.
5.4.2.7
Fund raising expenses incurred solely to raise capital or
obtain contributions, including staff time for the purpose of fund raising.
5.4.2.8
Highway safety appurtenances (guard rails, utility poles,
sign supports etc.).
5.4.2.9
Alcoholic beverages including controlled training settings.
5.4.2.10
Police/emergency communications.
5.4.2.11
Fines and penalties.
5.4.2.12
Supplanting (Meaning contract funds cannot be used to support
existing activities).
5.4.2.13
Uniforms.
5.4.2.14
Interest and other financial costs.
5.4.2.15
Tint meters.
5.4.2.16
Maintenance and repairs to existing/non-project funded
equipment.
5.4.2.17
Furniture, fixtures and equipment.
5.4.2.18
Traffic signal preemption systems.
5.4.2.19
Contributions and donations.
5.4.2.20
Incentives or prizes of cash, gift cards or services.
5.4.2.21
Any purchase or expense made outside the approved grant
period.
5.4.2.22
Out of state travel.
5.5 Invoices shall be sent
to:
Contracts
Oklahoma Dept. of Mental
Health and Substance Abuse Services
2000 N. Classen
Blvd,. Ste. 2-600
Oklahoma City, OK 73106
5.8 Contractor shall maintain required records
and supporting documentation, for validation of costs billed to the ODMHSAS for
six years from the ending date of the contract.
Assisted Outpatient Treatment
(AOT)
1.0
INTRODUCTION
1.1 Contractor will operate an Assisted Outpatient Treatment
program.
2.0 WORK
REQUIREMENTS
2.1 Contractor shall
provide the necessary resources and supports to implement Assisted Outpatient
Treatment, as determined by AOT Grant requirements and the ODMHSAS.
2.2 Contractor
shall build a team of local stakeholders to create a Community Outreach Team
(COT) that will work to create policies and procedures, create local contacts
and resources, attend trainings in EBPs to better intervene in the least
coercive, punitive approach, and provide outreach services to those ordered to
AOT.
2.3 Will collaborate with Regional
Coordinators, police department, and court system to maintain a schedule for
sharing police transport services.
2.4 Individuals fulfilling the terms of this
contract shall attend any applicable
meetings or trainings as determined necessary by the Department,
including monthly team calls.
3.0 PERFORMANCE MONITORING
3.1 The
Department will monitor the performance of the Contractor. At a minimum, this will include ongoing
reviews of certain performance indicators.
3.2 Contractor shall provide a monthly written
report of the activities carried out pursuant to this Statement of Work. Contractor will provide such detail as the
Department may require.
3.3 Contractor shall provide additional requested information and
reports per federal grant requirements and as requested by ODMHSAS.
4.0 COMPENSATION
4.1 Contractor
shall submit invoices for payment in accordance with procedures determined by
the Department, and based on a Department approved budget. Payment shall be
subject to Department approval.
4.2 Invoices
shall be electronically submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma
Department of Mental Health and Substance Abuse Services
2000
N. Classen Blvd. 2-600
Oklahoma
City, OK 73106
Screening Brief Intervention Referral Treatment (SBIRT)
– At-Risk In Primary Care
1.0
INTRODUCTION
1.1 Provide
implementation and fidelity assurance services, technical assistance for
implementation strategies for the Screening Brief Intervention Referral to
Treatment Grant - “At-Risk in Primary Care,” and “At-Risk in the Emergency Room
Department,” for statewide use for primary care and emergency department
professionals in Oklahoma.
1.2 Contract
period shall be from July 1, 2020- June 30, 2021.
2.0 WORK
REQUIREMENTS
2.1 Contractor
shall offer continuous support to assist the Oklahoma Department of Mental
Health and Substance Abuse Services (ODMHSAS) and End Users in use of the Kognito At-Risk in Primary Care and At-Risk in the
Emergency Department Services. Kognito will make its
personnel available by email or phone during regular business hours, Monday
through Friday, 9am-5pm EST for assistance.
2.2 Contractor
shall use reasonable efforts to provide continuous service seven (7) days a
week with an average of 98% uptime per month. The 2% down-time does not include
periodic unavailability due to maintenance of the server(s), the installation
or testing of software, the loading of additional Kognito
Services as they become available, and downtime related to the failure of equipment
or services outside the control of Contractor, including but not limited to
public or private telecommunications services or internet nodes or facilities.
Scheduled downtime will be performed at a time to minimize inconvenience to the
ODMHSAS.
2.3 Contractor
shall provide the ODMHSAS with a copy of its implementation manual. This manual
includes best practices for promoting the courses to end users.
2.4 Contractor
shall provide the ODMHSAS with the Courseware’s package of several marketing
tools such as PowerPoint slides about the courses, electronic copies of flyers
that can be printed or emailed to potential users about the courses, and
suggested language for announcing the courses’ availability via email or by
listserv or newsletter to stakeholder groups, such as primary care
professionals, hospitals, emergency room departments, and professional
associations.
2.5 Contractor
shall provide consultation and technical support for assistance with
stakeholder identification and analysis, communications planning, customization
of outreach materials, marketing support.
3.0 PERFORMANCE MONITORING
3.1 The Department shall monitor the performance of the
Contractor.
3.2 Contractor shall provide written reports,
in a format prescribed by the Department, of activities carried out pursuant to
the Statement of Work.
4.0 COMPENSATION
4.1 Contractor
shall submit a properly completed invoice and include the following items:
4.1.1 Name,
address and FEI number of the contractor.
4.1.2 Invoice
date.
4.1.3 Period
covered by invoice.
4.1.4 Purchase
order number.
4.1.5 Other data, reports, information or
documentation required by other
conditions of the contract
4.1.6 Detail of the services provided and is in
accordance with the terms and conditions of this agreement.
4.2 The
State of Oklahoma has 45 days from presentation of a proper invoice to issue
payment to the contractor. The ODMHSAS
may withhold or delay payment to any contractor failing to provide required
programmatic documentation and/or requested financial documentation. If the contractor is unable to support any
part of their claim to the ODMHSAS and it is determined that such inability is
attributed to misrepresentation of fact or fraud on the part of the contractor,
the contractor shall be liable to ODMHSAS for an amount equal to such
unsupported part of the claim in addition to all costs, including legal,
attributable to the reviewing and discovery of said part of claim. Liability
under this section shall be determined within five years of the commission of
such misrepresentation of fact or fraud.
4.3 Allowable
costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
4.3.1 Allowable
Expenses:
4.3.1.1
Personnel: Salaries, wages, and actual fringe benefit
costs.
4.3.1.2
Travel/Per Diem: Travel and per diem expenses for
project staff during the execution of the project. All travel costs shall be in
accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
4.3.1.3
Training:
Conference/seminar tuition fees necessary for the project staff and/or
volunteers; must be approved.
4.3.1.4
Supplies: Consumable supplies allowable when necessary
to conduct the project.
4.3.1.5
Consulting: Essential consultant/program services which
cannot be met by project or state personnel.
Contractor shall receive prior approval from ODMHSAS for subcontracts.
4.3.1.6
Other Direct Service Expenses: Must be clearly defined
in the budget justification. Acquisitions of promotional or incentive items
shall comply with the established guidelines and limits established by the
ODMHSAS.
4.3.1.7
Indirect costs limited to 15% of total direct
costs. Indirect costs are costs incurred
for common or joint objectives that cannot be identified specifically with a
particular project, program, or organizational activity. Facilities operation
and maintenance costs, depreciation, and administrative expenses are examples
of costs that usually are treated as indirect costs. The organization is
responsible for presenting costs consistently and shall not include costs
associated with its indirect rate as direct costs.
4.3.2 Unallowable
Expenses:
4.3.2.1
Any activity that is not directly related to the
coordination of the project.
4.4 A
budget revision request submitted by the contractor during the contract period
shall be submitted on the detailed budget form, and must include a narrative
explanation of the reasons for the revision request and the benefit to the
program resulting from the revision. No
budget revisions are to be submitted after June 1 of the contract period. Contractor shall limit budget revision
requests to three (3) per fiscal year.
Budget revisions may not change the scope of work of the contract. (A scope
change occurs when a budget is revised in such a way that it does not provide
for the expenditures necessary to fulfill the contractor’s duties and
performance requirements as stated in the entire agreement). Budget revisions
must be requested in advance of incurring expenditures and are not effective
until approved in writing by ODMHSAS. Expenditures incurred without prior
approval of a budget revision shall be the responsibility of the contractor and
will not be reimbursed by ODMHSAS.
4.5 Contractor shall obtain written consent
from a parent or legal guardian prior to transporting minor children for
activities conducted under the contract.
Contractor shall obtain written consent from a parent or legal guardian
prior to participation of minor children in activities, including evaluation or
research, conducted under the contract.
Contractor shall retain documentation of parental/legal guardian consent
and make available for review as requested by ODMHSAS.
4.6 Contractor
shall maintain required records and supporting documentation, for validation of
costs billed to the ODMHSAS for six years from the ending date of the contract.
4.7 Invoices shall be electronically
submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma Department
of Mental Health and Substance Abuse Services
2000 N. Classen Blvd. 2-600
Oklahoma City,
Oklahoma 73106
Behavioral Risk Factor Surveillance Survey
1.0
INTRODUCTION
1.1 Services
required by this contract are for addition of four sets of questions on the
Oklahoma State Department of Health administered annual Behavioral Risk Factor
Surveillance Survey. Questions are needed to aid in the comprehensive data collection and evaluation services for the
Oklahoma Strategic Prevention Framework for Prescription Drugs grant (SPF-Rx)
and the Substance Abuse Prevention Block Grant (SAPBG).
2.0 DEFINITIONS
2.1 SPF-Rx
– Strategic Prevention Framework for Prescription Drugs
2.2 SAPBG
– Substance Abuse Prevention Block Grant
3.0 WORK
REQUIREMENTS
3.1 Contractor shall add the following to the
Behavioral Risk Factor Surveillance Survey (BRFSS):
3.1.1 July
2020 – December 2020: Rx Drug – 2
questions, Sexual Orientation/Gender Identity Module – 2 questions, Marijuana
Vehicle – 1 question, Binge Drinking – 3 questions
3.2 Contractor shall analyze and make the results easily accessible for
ODMHSAS, prevention services providers, and community coalitions.
4.0 PERFORMANCE
MONITORING
4.1 The
Department shall monitor the performance of the Contractor.
5.0 COMPENSATION
5.1 Compensation is on a cost reimbursement basis. Expenditures for services shall be reimbursed
upon documentation of expenditures according to procedures determined by the
ODMHSAS.
5.1.1 Costs are
calculated as follows:
5.1.1.1 Rx Drug 2
questions for:
5.1.1.1.1 July
- December 2020 @ $2,280 per question (2), per tract (2), per year (0.5) =
$4,560 (SPF-Rx funded);
5.1.1.2 Sexual
Orientation/Gender Identity Module 2 questions for:
5.1.1.2.1 July
– December 2020 @ $2,280 per question (2), per tract (2), per year (0.5) =
$4,560 (SPF-Rx funded);
5.1.1.3 Marijuana and Driving 1 question for:
5.1.1.3.1 July
– December 2020 @ $2,280 per question (1), per tract (1), per year (0.5) =
$1,140 (SAPBG-funded)
5.1.1.4 Binge Drinking 3 questions for:
5.1.1.4.1 July
– December 2020 @ $2,280 per question (3), per tract (1), per year (0.5) =
$3,420
5.2 Contractor shall submit a properly completed
invoice no later than 30 days after the end of each month of the contract
period in a format prescribed by ODMHSAS.
5.2.1 The State
of
5.3 Allowable
costs must be consistent with section 34 CFR Subtitle A §80.22 Allowable costs.
5.3.1 Allowable
Expenses
5.3.1.1
Travel/Per Diem: Travel and per diem expenses for
project staff during the execution of the project. All travel costs shall be in
accordance with the Oklahoma State Travel Reimbursement Act (OSTRA).
5.3.1.2
Supplies: Consumable supplies allowable when necessary
to conduct the project.
5.3.1.3 Contractual:
Essential consultant/program services which cannot be met by project or state personnel. Contractor shall receive prior approval from
ODMHSAS for subcontracts.
5.3.1.4 Other
Direct Service Expenses: Must be clearly defined in the budget justification.
Acquisitions of promotional or incentive items shall comply with the
established guidelines and limits established by the ODMHSAS.
5.3.1.5 Indirect
costs: Indirect costs are costs incurred
for common or joint objectives that cannot be identified specifically with a
particular project, program, or organizational activity. Facilities operation
and maintenance costs, depreciation, and administrative expenses are examples
of costs that usually are treated as indirect costs. The organization is
responsible for presenting costs consistently and shall not include costs
associated with its indirect rate as direct costs.
5.3.2 Unallowable
Expenses
5.3.2.1
Any activity that is not directly related to the
coordination of the project.
5.3.2.2
Meals (except
when paid as per diem to staff).
5.3.2.3
Acquisition
costs of real property, as well as construction costs.
5.3.2.4
Entertainment
costs for amusement and diversion.
5.3.2.5 Advocacy
by staff on contract time and/or advocacy efforts that involve hiring of lobbyists or travel for
the purpose of lobbying.
5.3.2.6 Ongoing,
non-project related expenses such as telephones, postage, and stationery, etc.
5.3.2.7 Fund
raising expenses incurred solely to raise capital or obtain contributions,
including staff time for the purpose of fund raising.
5.4
A budget revision request submitted by the contractor
during the contract period shall be submitted on the detailed budget form, and
must include a narrative explanation of the reasons for the revision request
and the benefit to the program resulting from the revision. Contractor shall limit budget revision
requests to one (1) during the contract period. Budget revisions may not change
the scope of work of the contract. (A scope change occurs when a budget is
revised in such a way that it does not provide for the expenditures necessary to
fulfill the contractor’s duties and performance requirements as stated in the
entire agreement). Budget revisions must be requested in advance of incurring
expenditures and are not effective until approved in writing by ODMHSAS.
Expenditures incurred without prior approval of a budget revision shall be the
responsibility of the contractor and will not be reimbursed by ODMHSAS.
5.5
Contractor shall obtain written consent from a parent or
legal guardian prior to transporting minor children for activities conducted
under the contract. Contractor shall
obtain written consent from a parent or legal guardian prior to participation
of minor children in activities, including evaluation or research, conducted
under the contract. Contractor shall retain documentation of parental/legal
guardian consent and make available for review as requested by ODMHSAS.
5.6
Contractor shall maintain required records and
supporting documentation, for validation of costs billed to the ODMHSAS for six
years from the ending date of the contract.
5.7 Invoices shall be electronically
submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma Department of Mental Health
and Substance Abuse Services
2000 N. Classen
Blvd. 2-600
Oklahoma City, OK 73106
Budget
Analysis & Consultation
1.0 INTRODUCTION
1.1 For purposes of this agreement the scope
of work will include specific assistance requested by ODMHSAS related to budget
analysis and consultation.
2.0 WORK
REQUIREMENTS
2.1 Contractor will assist the ODMHSAS in
high level fiscal and budgetary calculations and analysis pertaining to
Medicaid and other revenue sources including, but not limited to, the
interpretation and development of policy, cost analysis, and programmatic
budgetary advisement.
2.2 Contractor may attend a national meeting related to this
contract.
3.0 PERFORMANCE
MONITORING
3.1 ODMHSAS shall at all times be the sole
owner of the following, without limitation: all data, analysis, reports or
technical assistance documents, or materials prepared by Contractor.
4.0 COMPENSATION
1.1
Contractor
shall submit invoices monthly based on the rate of $100.00 per hour.
1.2
Invoices
shall be submitted electronically via the eProviderInvoice
system or emailed to:
contracts@odmhsas.org
CCARC Severe Opioid Use Disorders Meds
1.0 INTRODUCTION
1.1
This contract is to provide funding to purchase and provide those
medications approved and appropriate to the level of certification, as
medications used in support of direct services in the treatment of significant opioid
use disorders (OUDs). These drugs are to
be used to support a full service array utilizing medication assisted treatment
(MAT) for consumers with significant OUDs including maintenance and long term
withdrawal management.
2.0 WORK
REQUIREMENTS
2.1 Contractor
shall allocate the funding necessary for the purchase of appropriate opioid
treatment medications and related laboratory costs allowed by the Department
for the Contractors level of certification.
2.1.1 Contractor
shall maintain documentation on the costs and prescription names of medications
supplied to consumers.
2.1.2 Contractor
shall provide or arrange for the dispensing and or prescribing of medications,
to include as needed: arranging for a physician, local laboratory, and local
pharmacy to ensure these medications are available to appropriate consumers.
2.1.3 Contractor
shall not restrict the dispensing and/or prescribing of opioid treatment
medications based on cost or availability of Department funding. Contractor
shall maximize the use of donated medications and other resources to complement
funding available from Department in order to ensure the availability of
medications to any consumer in need of such.
2.1.4 Contractor shall submit a list of
each consumer ID along with the medication administered to each respective
consumer.
2.1.5 Contractor shall provide all
consumers education on the medications available, providing opportunities for
the consumer input into the determination in selecting the medical
intervention.
3.0 PERFORMANCE
MONITORING
3.1 Department will monitor the performance of Contractor. At a
minimum, this will include the review and analysis of the documentation
submitted with monthly invoices.
4.0 COMPENSATION
4.1 Funding for medications
and related expenses for which no other reimbursement will be received, but are
provided pursuant to this statement of work, shall be reimbursed on a monthly
basis upon receipt of documentation of expenditures according to procedures
determined by the Department. Monthly payments may not exceed a cumulative
one-twelfth (1/12) of the contracted medications amount. The following are
allowable expenditures for which Contractor must maintain generally accepted
accounting records.
4.1.1 The
purchase of any medication approved as an adjunct in the treatment of OUDs if
prescribed by a physician for an ODMHSAS eligible consumer.
4.1.2 Laboratory
costs specifically related to the use of medications provided pursuant to this SOW.
4.1.3 Direct
expenses for which no other reimbursement is received to obtain medications on
behalf of eligible individuals through indigent or donated drug programs.
4.1.4 In the direct operation of a pharmacy,
indirect and other direct costs not to exceed 25% of the direct costs
identified in 5.1.1 through 5.1.3 above shall be permitted.
4.1.5 Expenditures
for medications on behalf of Medicaid recipients who exhaust “punches” for the
purchase of other medically necessary medications.
Chemical
Dependency Workforce Development
1.0
INTRODUCTION
1.1 Contractor shall furnish the necessary
resources to operate a comprehensive chemical dependency workforce development
education program and become a regional resource for clinical substance abuse programs
and providers.
2.0
WORK REQUIREMENTS
2.1 Contractor shall:
2.1.1
Contractor
shall provide continuing education training through seminars, clinical
consultation, and on-site clinical in-service programs for substance abuse
treatment professionals at Oklahoma Department of Mental Health and Substance
Abuse Services (ODMHSAS) funded settings and at the various levels of care
(e.g., detoxification, residential treatment, halfway house services, and
outpatient treatment);
2.1.2
Contractor
shall form health and mental health policy as it pertains to substance abuse
issues; and
2.1.3
Contractor
shall increase the knowledge level of substance use disorders among
community-based providers in a variety of sub-disciplines in medicine,
including University of Oklahoma Health Sciences Center psychiatry residents,
primary care physicians, and other medical providers.
2.2
Training:
2.2.1
Contractor
shall offer a weekly (a minimum of 30) 1-hour seminar on clinical issues
reflecting the latest knowledge of alcohol and drug use and treatment. A
variety of substance abuse professionals from various disciplines (e.g., Social
Work, Licensed Alcohol and Drug Counselors, Certified Alcohol and Drug
Counselors, and Psychologists) should be able to meet the continuing education
requirements for their licensure boards through attending this seminar;
2.2.2
Contractor
shall provide one presentations at ODMHSAS’s annual conference; and
2.2.3
Contractor
shall ensure equal access to training and services will be given regardless of
age, sex, ethnicity, disability, race, color, ancestry, political affiliation,
religion, or national origin.
3.0
PERFORMANCE MONITORING
3.1
ODMHSAS
will monitor the performance of Contractor.
3.2
Contractor
shall provide a quarterly written report of the activities carried out pursuant
to the Statement of Work which shall include:
3.2.1
Documentation
of continuing education training;
3.2.2
Documentation
of in-service trainings;
3.2.3
Copies
of training announcements;
3.2.4
Copies
of distribution lists used for announcements;
3.2.5
Copies
of sign-in sheets; and
3.2.6
Summary
of attendee evaluations for each training.
3.3
Contractor
shall provide such other detail as ODMHSAS may require. Contractor shall assess the progress and
effectiveness of the workforce development education program and submit written
reports of the findings to designated ODMHSAS contract monitor no later than
the 10th day of the month following the end of each quarter (i.e., the 10th of
October, January, April, and July).
4.0
COMPENSATION
4.1 Contractor shall be reimbursed for
services upon documentation of expenditures, according to procedures determined
by the Department, pursuant to a Department approved project budget.
4.1.1 Contractor represents all billings will be
based on actual costs incurred. All
costs billed will be supported by documentation maintained on file and
available for review, including copies of paid invoices, payroll records, time
reports, and approved methods for application of indirect costs. Travel will be reimbursed based on actual and
reasonable expenses.
4.1.2 Eligible program expense categories include
allocations for faculty compensation, staff support, associated fringe benefits
for all personnel program development, accreditation fees, necessary equipment
and supplies such as materials needed for on-site presentations, operational
costs, and applicable faculty travel.
4.2 Contractor shall submit a monthly invoice
to the Department, subject to approval by the Department.
4.3 Invoices shall be electronically
submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma
Department of Mental Health and Substance Abuse Services
2000
N. Classen Blvd. 2-600
Oklahoma
City, Oklahoma 73106
Child
Welfare SQE
Family Treatment Court Implementation – Kay County
1.0 INTRODUCTION
1.1 This
contract is to provide funding for necessary expanded and enriched services
provided pursuant to the Kay County Family Treatment Court contract held by the
Contractor. These services would provide participants with the comprehensive
care needed to rebuild their lives and support their families and provide
providers with the knowledge to better serve the treatment court participants
and their families.
1.2 Contractor shall furnish the necessary
resources to implement and run the Celebrating
Families (CF) and the Strengthening Families (SF) program for the Kay County
Family Treatment Court (KCFTC) participants, their children, and caregivers to
improve permanency, enhance safety, and increase the well-being of participants
and their families.
2.0 WORK REQUIREMENTS
2.1
Contractor shall:
2.1.1 Participate
fully as a Family Treatment Court Team Member, committing to program mission
and goals, and work as a partner to ensure success.
2.1.2 Designate a coordinator of CF and
SF. Designated CF and SF coordinator shall:
2.1.2.1
Assist in developing policy,
procedures, participant handbook, and training stakeholders/partners on
project;
2.1.2.2
Engage and enhance faith-based and
health care professionals;
2.1.2.3
Organize and schedule the CF and SF
program and ensure all materials are ordered and disbursed to program
staff;
2.1.2.4
Coordinate the utilization and
implementation of Evidence-Based Early Intervention Curriculum (CF and/or SF)
with identified families as written;
2.1.2.5
Participate in the implementation of
CF and/or SF programs; and
2.1.2.6
Ensure all program staff have the
materials and supplies necessary to implement CF and SF programs.
2.1.3
Support the participant’s right to
access Medication Assisted Treatment.
2.1.4
Identify one (1) Certified Peer Recovery Support Specialist,
that will be responsible for:
2.1.4.1
Assisting in community integration;
2.1.4.2
Becoming a member of the family team to assist in
the strengths assessment and care plan/recovery plan development; and
2.1.4.3
Mediating between the families and the treatment
staff.
2.1.5
Designate staff to participate in CF
and SF, trainings.
2.1.6
Submit an itemized budget to the
identified Project Manager at the beginning of the contract year for approval
which shall include local travel, supplies and contracts for transportation, snacks
for the programs, and additional service providers or treatment services not
able to be obtained through another means.
2.1.6.1
Utilize recovery funding to
provide transportation, travel vouchers, bus passes, or gas cards for
participants, foster parents, and/or family members as needed to help get to
and from appointments and the program. Recovery funds will also be utilized to pay for
FDA approved medications when the participant has no other way to pay. These
funds can also be used for any cost above and beyond the billable UA Code.
2.1.7
Utilize training cost funding to pay
for travel, registration fees, hotel, and/or per diem associated with in state
training and/or state conferences. This will allow treatment provider to send
staff to additional training opportunities not addressed in the grant
application such as - Motivational Interviewing, State Drug Court Conference,
State Children's Conference, State Prevention and Recovery Conference, Family
Drug Court Trainings, and additional Early Childhood Infant Mental Health
Trainings provided across the state of Oklahoma. Contractor will also utilize
funds to send the Family Treatment Court (FTC) Team to include the FTC Judge
and FTC Coordinator, Department of Human Services (DHS) representatives,
Assistant District Attorney, as well as other team members deemed necessary. This
will also include any national training required by the grant. To include
grantee meetings and the National Drug Court Conference.
2.1.8
Provide resources to increase case
management services to participants and their families as needed. These with
include assistance with the following:
2.1.8.1
Assist with housing deposits;
2.1.8.2
Application fees for housing; and
2.1.8.3
Moving expenses.
2.2 As a part
of the Kay County Implementation Federal Grant – Contractor shall:
2.2.1 Complete an annual
report due the 15th of July. This report is to be submitted to ODMHSAS designated Project Manager.
2.3
Contractor
shall provide the services, supports, and resources needed in conjunction with
services provided under the Kay County Implementation Federal Grant.
2.4
shall complete at least one cycle of SFP and
one cycle of CFP Contractor per calendar year. The program curriculum will be
will be based on the age of the children and the needs of the participants.
2.5
Contractor shall ensure that all providers who
are working with children have had the proper background checks.
3.0 PERFORMANCE MONITORING
3.1 ODMHSAS will monitor the performance of
Contractor. At a minimum, this will include ongoing reviews of federally
required documentation and submission of federally required data as indicated
once received by the federal government.
3.2
Contractor shall
complete an annual report and submit to ODMHSAS designated Project Director by
due dates established by ODMHSAS.
3.3
Contractor shall complete federally
required pre- and post- tests for Celebrating Families and Strengthening
Families programs and any other federally required documentation or data
gathering and submit according to federal guidelines.
3.4
Contractor shall
complete a needs assessment in the 4th quarter of the fiscal year
and include in the Year End Report.
3.5
Contractor shall develop
and make available a satisfaction survey to all individuals served by this
contract and record results in the Year End Report.
4.0 COMPENSATION
4.1 ODMHSAS
shall be the payer of last resort, with any reimbursement received from third
party or other sources for such services being deducted from program
expenditures, prior to determining the amount due from ODMHSAS.
4.1.1 Indirect costs will be allowed up to 10%.
4.2 Contractor
shall submit an invoice to the Department, subject to approval by an ODMHSAS
designee.
4.3 Invoices
shall be electronically submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma Department of Mental Health
and Substance Abuse Services
2000 N. Classen
Blvd. 2-600
Oklahoma City, Oklahoma 73106
Child
Welfare Service Quality Enhancement (SQE)
Family
Treatment Court – Oklahoma County
1.0 INTRODUCTION
1.1
This contract is to provide funding
for necessary expanded and enriched services, specifically Family Treatment
Court (FTC) services, to the Child Welfare service contract held by the Contractor;
that serves Oklahoma County families. The addition of FTC services shall
provide participants with the comprehensive care needed to rebuild their lives
and support their families.
2.0 WORK REQUIREMENTS
2.2
Contractor shall:
2.2.1
Participate fully as a FTC Team
Member, committing to program mission and goals, and work as a partner to
ensure success.
2.2.2
Be
a designated member of the OKFTC Team, sharing the common goal of decreasing
recidivism and increasing treatment utilization for participants of the program.
Contractor shall communicate with the OKFTC Team by:
2.2.2.1
Provide
the OKFTC team a completed assessment report and treatment needs within 4 weeks
of conducting assessment.
2.1.3
Attend
meetings with the OKFTC Team minimally two times per month to address the
following:
2.1.3.1
Provide
an update on any new children who have been assessed since the last court date.
2.1.3.2
Discuss
potential children in need of treatment services.
2.1.3.3
Provide
documentation regarding the progress of the child and/or family toward
individualized treatment plan goals.
2.1.3.4
Provide
assessment of a child/family’s continued needs to the OKFTC Team.
2.1.4
Designate
at minimum one (1) staff member involved with the FTC to attend ODMHSAS
designated trainings and conferences to enhance services to OKFTC families and children.
2.1.5
Complete
any assessments needed for the Comprehensive Approaches for Recovery
Enhancement (CARE) project as agreed upon between contractor and ODMHSAS.
2.1.6
Support the participant’s right to
access Medication Assisted Treatment.
2.1.7
Submit an itemized budget to the
identified Project Manager at the beginning of the contract year for approval
which shall include local travel, supplies, and contracts for transportation,
and additional service providers or treatment services not able to be obtained
through another means.
2.1.7.1
Utilize recovery funding to
provide transportation, travel vouchers, bus passes, or gas cards for
participants, foster parents, and/or family members as needed to help get to
and from appointments and the program. Recovery funds will also be utilized to pay for
FDA approved medications when the participant has no other way to pay. All
items in 2.1.7.1 and must be tracked and signed for by all recipients.
2.1.7.2
Utilize
testing funds assist in paying for HIV or viral testing if a participant is referred. Testing funds can also be used to help pay
for science based drug testing. Funds may
be used to assist to help cover the increased cost of conducting 6-panel
urinalysis (UA) drug testing as well as Ethyl glucuronide (EtG)
testing as deemed necessary for those experiencing alcohol use disorder as part
of treatment compliance and to determine appropriate therapeutic interventions
as consistent with the family treatment court model.
2.1.7.3
Utilize training cost funding to pay
for travel, registration fees, hotel, and/or per diem associated with in state
training and/or state conferences. This will allow treatment provider to send
staff to additional training opportunities not addressed in the grant
application such as - Motivational Interviewing, State Treatment Court
Conference, State Children's Conference, State Prevention and Recovery
Conference, Family Treatment Court Trainings, and additional Early Childhood
Infant Mental Health Trainings provided across the state of Oklahoma.
2.2
Contractor
shall participate in SAMHSA requires data collecting and reporting, to include
the Government Performance and Results Act (GPRA) reporting.
3.0 PERFORMANCE MONITORING
3.1 ODMHSAS will monitor the performance of
Contractor. At a minimum, this will include ongoing reviews of federally
required documentation and submission of federally required data as indicated
once received by the federal government, including
GPRA monitoring for the CARE Grant.
3.6
ODMHSAS will review
annual and biannual reports to ensure all deliverables have been met and review
monthly budgets and invoices to ensure billing procedures were adhered to.
4.0 COMPENSATION
4.1 ODMHSAS
shall be the payer of last resort, with any reimbursement received from third
party or other sources for such services being deducted from program
expenditures, prior to determining the amount due from ODMHSAS.
4.1.1 Indirect costs will be allowed up to 10%.
4.2 Contractor
shall submit an invoice to the Department, subject to approval by an ODMHSAS
designee.
4.3 A copy of
invoices shall also be sent to your designated Project Manager.
4.4 Invoices
shall be electronically submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma Department of Mental Health
and Substance Abuse Services
2000 N. Classen
Blvd. 2-600
Oklahoma City, Oklahoma 73106
Assisted
Outpatient Treatment and Diversion Support – Civil Commitments
1.0
INTRODUCTION
1.1
Under
the direction of the ODMHSAS Interim Commissioner, or designated
representative, the Oklahoma County District Attorney’s office will provide
support and staffing for Assisted Outpatient Treatment (AOT) and coordinate
with existing efforts and best practices for AOT implementation.
2.0 WORK REQUIREMENTS
2.1 Contractor
shall provide assistance, in collaboration with the ODMHSAS, with
implementation and continuation of Assisted Outpatient Treatment which
operationalizes central principles of court and clinical assisted care for
adults with severe and persistent mental illness (SPMI).
2.1.1 Will
provide one (1) full time staff person to attend the AOT dockets in Oklahoma
County and assist with the development of AOT orders for eligible adults.
2.1.2 Assist clinical service
providers with understanding and implementing AOT orders where appropriate for
SPMI individuals.
2.1.3 Name a designated person within the Oklahoma District Attorney’s
office for ODMHSAS staff, clinical providers, and persons placed on AOT orders
to communicate with about the program and to receive technical assistance from.
2.1.4 Collaborate
with consultants affiliated with the Substance Abuse and Mental Health Services
Administration (SAMHSA) to extend the reach of limited resources for planning
and sharing to:
2.1.4.1 Identify regional barriers to implementation
and champion successes.
2.1.4.2 Coordinate care and sharing of best
practices.
2.1.4.3 Foster local innovation.
2.1.5 Provide assistance with programmatic
monitoring and evaluation in collaboration with ODMHSAS. Monitoring and
evaluation parameters will be approved by ODMHSAS.
2.1.6 Travel expenses reimbursed for necessary
travel for TA with providers.
3.0 PERFORMANCE MONITORING
3.1 Contractor
shall provide an annual report of the activities carried out pursuant to the
Statement of Work in the form requested by the ODMHSAS.
4.0 COMPENSATION
4.1 Contractor shall be
reimbursed for services upon documentation of expenditures, according to
procedures determined by the Department, pursuant to a Department approved
project budget.
4.2 Contractor shall
submit a monthly invoice to the Department, subject to approval by the
Department.
4.3 Invoices shall be electronically
submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma
Department of Mental Health and Substance Abuse Services
2000
N. Classen Blvd. 2-600
Oklahoma
City, Oklahoma 73106
Training and Consultation
1.0
INTRODUCTION
1.1 This Contract is to provide the necessary
training and consultation services to help develop Oklahoma provider
competencies in the area of Cognitive Behavioral Therapy (CBT).
2.0
WORK REQUIREMENTS
2.1
Contractor
shall provide one (1) 3-day Foundational CBT training:
2.1.1
This
intensive 3-day training will provide the foundational knowledge for providing
CBT for core behavioral health issues- including Depression, Anxiety, Anger
& Substance Use Disorder Treatment, along with considerations for
co-occurring treatment.
2.2 Contractor
shall provide a 1-day Case Consultation for therapists who have already
completed a minimum of 3-Days Foundational CBT Training and who are currently
practicing CBT with clients. This opportunity shall focus on increasing
understanding of CBT and further develop proficiency in practice.
2.3
Contractor
shall provide 1-day specialty trainings to include:
2.3.1
A
1-day training on CBT for Groups and Couples; and
2.3.2
A
1-day training on CBT for Personality and Bi-polar Disorders.
2.4 Contractor shall provide hour-long
consultation call for therapists who have already completed a minimum of 3-Days
Foundational Training offered through the ODMHSAS. Calls with be offered
through Individual and/or group formats based on need. Number of calls to be
agreed upon between Contractor and the ODMHSAS.
2.5 Contractor shall provide consultation to
the ODMHSAS Clinical Support Manager on the creation of a cognitive behavioral
techniques training for public school counselors and teachers to assist school-age
children and youth. Dates of consultation to be agreed upon between Contractor
and the ODMHSAS.
3.0 PERFORMANCE MONITORING
3.1 ODMHSAS
will monitor the performance of the Contractor.
4.0
COMPENSATION
4.1 Contractor
shall be reimbursed for services upon documentation of expenditures, according
to procedures determined by the Department.
4.1.1 Full-day
training and consultation will be reimbursed at an all-inclusive rate of $4,200.00
per day; not to exceed a total of seven (7) training/consultation days.
4.1.2 Consultation
Calls for therapists will be reimbursed at $200 per call, $150 for each related
work sample review, and a one-time fee of $1,000 to cover the process for
upload and encryption of work samples.
4.1.3 Consultation
with the ODMHSAS on training development will be reimbursed at $200 per
hour.
4.2
Contractor
shall submit an invoice to the Department, subject to approval by an ODMHSAS
designee.
4.3 Invoices
shall be electronically submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma
Department of Mental Health and Substance Abuse Services
2000
N. Classen Blvd. 2-600
Oklahoma
City, Oklahoma 73106
Community
Outreach
State Opioid
Responses (SOR) & State Opioid Stimulant (SOS) Grant
1.0 INTRODUCTION
1.1 Contractor
shall mobilize to deliver training,
disseminate communication material, drive service referrals, and increase local
action on opioid prevention in the high need County identified by the Oklahoma
Department of Mental Health and Substance Abuse Services (ODMHSAS).
2.0
WORK REQUIREMENTS
2.1
Contractor
shall:
2.1.1 Provide
community outreach efforts by disseminating educational materials to inform
residents of facilities that provide opioid and stimulant substance abuse
services in and around the identified county.
2.1.2 Collect the number of referrals made
to the facilities that provide opioid and stimulant substance abuse services in
and around the identified county.
2.1.3 Provide community outreach efforts to
inform residents of facilities that provide the opioid reversing drug naloxone.
2.1.4 Collect the number of referrals made
to receive the opioid reversing drug Naloxone.
2.1.5 Provide and facilitate community
educational trainings to education residents around the opioid and stimulant
substance abuse issue.
2.1.6 Collect the number of facilitated
and/or referrals to education trainings.
2.1.7 Identify specific community outreach
efforts that target their previously identified disparate populations.
3.0 PERFORMANCE MONITORING
3.1
Oklahoma
Department of Mental Health and Substance Abuse Services will monitor the
performance of the Contractor.
3.2
Contractor
shall report quarterly on contract activities and submit to the Department no
later than October 15, 2020, January 15, 2021, April 15, 2021, and July 31,
2021.The July 31, 2021 report shall serve as the end of year report and shall:
(1) summarize activities/progress/barriers related to the Work Requirements;
(2) report process and outcomes measures for the project; and (3) identify key
project challenges and methods to address challenges.
3.3
Contractor
shall submit monthly billing documentation as outlined in the Compensation
section.
4.0 COMPENSATION
4.1 Contractor shall be reimbursed for service upon documentation
of expenditures, according to procedures determined by the Department, pursuant
to a Department approved project budget.
4.2 Contractor
may claim expenses for: personnel costs (i.e. training, technical assistance,
evaluation, research, program coordination), supplies, travel, and indirect
fees every 30 days.
4.3 A
properly completed invoice must be submitted within 30 days of the end of the
month in which services were delivered and include the following items:
4.3.1 Name, address and FEI number of the
contractor.
4.3.2 Invoice date.
4.3.3 Period covered by invoice.
4.3.4 Purchase order number.
4.4 Contractor shall invoice the Department
monthly. The State of Oklahoma has 45 days from presentation of a proper
invoice to issue payment to the contractor. The Department may withhold or
delay payment to any Contractor failing to provide required programmatic
documentation and/or requested financial documentation. If the Contractor is unable to support any
part of their claim to the Department and it is determined that such inability
is attributed to misrepresentation of fact or fraud on the part of the
contractor, the Contractor shall be liable to the Department for an amount
equal to such unsupported part of the claim in addition to all costs, including
legal, attributable to the reviewing and discovery of said part of claim.
Liability under this section shall be determined within five years of the
commission of such misrepresentation of fact or fraud.
4.4.1 Contractor is
not required to submit supporting documentation
of claimed expenses with monthly invoices but shall retain supporting
documentation of all expenditures for review during annual site visits and upon
request from the Department.
4.5 Allowable costs must be consistent
with section 34 CFR Subtitle A §80.22 Allowable costs.
4.5.1 Allowable Expenses:
4.5.1.1 Personnel: Salaries, wages, and actual
fringe benefit costs. Personnel costs must not include time for indirect
services. Personnel costs for the purpose program administration shall not
exceed 6% of the total contract amount.
4.5.1.2
Travel/Per
Diem: Travel and per diem expenses for project staff during the execution of
the project. All travel costs shall be in accordance with the Oklahoma State
Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff
must be pre-approved by the ODMHSAS.
4.5.1.3
Training: Conference/seminar tuition fees necessary for
the project staff and/or volunteers; must be approved by the Department.
4.5.1.4
Supplies:
Consumable supplies allowable when necessary to conduct the project
4.5.1.5
Contractual:
Essential consultant/program services which cannot be met by project or state
personnel. Contractor shall receive
prior approval from the Department for subcontracts.
4.5.1.6
Equipment:
Equipment, property or other capital purchases with a minimum cost of $500 per
item, not to exceed a total of $2,500 per contract period.
4.5.1.7
Other Direct
Service Expenses: Must be clearly defined in the budget justification.
Acquisitions of promotional or incentive items shall comply with the
established guidelines and limits established by the ODMHSAS.
4.5.1.8
Indirect costs
limited to 15% of total direct costs.
Indirect costs are costs incurred for common or joint objectives that
cannot be identified specifically with a particular project, program, or
organizational activity. Facilities operation and maintenance costs, depreciation,
and administrative expenses are examples of costs that usually are treated as
indirect costs. The organization is responsible for presenting costs
consistently and shall not include costs associated with its indirect rate as
direct costs.
4.5.2 Unallowable Expenses:
4.5.2.1 Any
activity that is not directly related to the coordination of
the
project.
4.5.2.2
Meals (except
when paid as per diem to consultants or conference/workshop leaders).
4.5.2.3
Acquisition
costs of real property, as well as construction costs.
4.5.2.4
Entertainment
costs for amusement and diversion, including activities/events provided as
program rewards and incentives.
4.5.2.5
Out of state
expenses for when comparable events/activities occur within the state.
4.5.2.6
Advocacy by
staff on contract time and/or advocacy efforts that involve hiring of lobbyists
or travel for the purpose of lobbying.
4.5.2.7
Ongoing,
non-project related expenses such as telephones, postage, and stationery, etc.
4.5.2.8
Fund raising
expenses incurred solely to raise capital or obtain contributions, including
staff time for the purpose of fund raising.
4.6 A budget
revision request submitted by the Contractor during the contract period must be
submitted on the detailed budget form and include a narrative explanation of
the reasons for the revision request and the benefit to the program resulting
from the revision. No budget revisions
are to be submitted after June 1 of the contract period. Contractor shall limit budget revision requests
to three (3) per fiscal year. Budget
revisions may not change the scope of work of the contract. (A scope change
occurs when a budget is revised in such a way that it does not provide for the
expenditures necessary to fulfill the contractor’s duties and performance
requirements as stated in the entire agreement). Budget revisions must be
requested in advance of incurring expenditures and are not effective until
approved in writing by the Department. Expenditures incurred without prior
approval of a budget revision shall be the responsibility of the Contractor and
will not be reimbursed by the Department.
4.7 Contractor shall maintain required records and supporting
documentation, for validation of costs billed to the Department for
six years from the ending date of the contract.
4.8 Invoices
shall be electronically submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma Department of Mental Health and Substance Abuse
Services
2000 N. Classen Blvd. 2-600
Oklahoma City, Oklahoma 73106
Regional Prevention Coordinator
1.0
INTRODUCTION
1.1
The Oklahoma Department of Mental
Health and Substance Abuse Services (ODMHSAS), an agency of the State of
Oklahoma, is continuing funding for Region
6 to implement alcohol and other drug prevention services commencing
July 1, 2020.This contract is the final year of the awarded grant and will
expire on June 30, 2021. The contract will support community-based planning and
implementation of evidence-based alcohol and other drug prevention strategies.
1.1.1
The purpose is aligned with the
vision, mission, and goals of the state’s strategic prevention plan to create
prevention-capable communities in order to:
1.1.1.1
Prevent the onset and reduce the
progression of substance abuse;
1.1.1.2
Reduce the problems/consequences related
to substance abuse; and
1.1.1.3
Increase prevention capacity and
prevention infrastructure at the community level.
1.1.2
The ODMHSAS intends to achieve this
purpose utilizing a public health approach termed hereafter as the Strategic
Prevention Framework (SPF). The SPF is a community-based approach to prevention
and a series of implementation principles intended to produce population-level
outcomes.
1.1.3
The state also funds 16 other
Regional Prevention Coordinators (RPCs) in order to plan and implement alcohol
and other drug prevention services.
1.1.4
Through a separate funding stream,
the state will fund high need communities for the Strategic Prevention
Framework Partnerships for Success (SPF-PFS) grant. RPCs shall coordinate with SPF-PFS recipients
to ensure collaboration, maximization of resources, and that there is no
duplication of effort.
1.2
Oklahoma’s Approach to Prevention:
1.2.1
To prevent the onset and prevent/reduce the
problems associated with the use of alcohol, tobacco, and other drugs, Oklahoma
will work from a theory of change that is supported through research. Research
has shown changing population behavior requires targeting resources to issues
influencing that behavior (intervening variables, or risk or causal factors).
Once these issues have been identified, a comprehensive set of state and
community evidence‐based strategies can be selected and employed.
1.2.2
Achieving significant, population‐based behavior change requires more than making a positive impact on
the underlying conditions (i.e., risk and protective factors); it requires
significant and measurable reductions in the causal factors related to
substance abuse. The idea of multiple influences affecting behavioral outcomes
is evident in the causal factor research conducted by the Pacific Institute for
Research and Evaluation (PIRE). PIRE has identified causal factors or areas of
intervention that can make drug using behaviors—and therefore the profusion of
health, social, and economic problems related to drug use—more or less likely
to occur.
1.2.3
Oklahoma’s commitment to the risk and
protective factor model is in alignment with the causal factor model, which
represents a public health approach to prevention and emphasizes prevention
effects at the community level.
Oklahoma appreciates that communities are complex systems with complicated and
shifting interactions among and between their parts, and recognizes that
preventing substance abuse requires a comprehensive, systematic approach based
on a clear understanding of each contributing causal factor and the
relationship between those factors. Knowing
how—and where—to effectively intervene is essential to achieving population
outcomes.
1.2.4
The SPF model employs a public health approach
that focuses on achieving population-level
outcomes. In instituting the SPF process, Oklahoma has transformed from a
focus on services to individuals or small groups of consumers to population‐based approaches that view community wellbeing as the unit of outcome
measurement, and from agency‐centered services to coordinated, multi-sector systems approaches that
use evidence‐based practices to achieve change.
1.2.5
RPCs are the backbone of Oklahoma’s substance
abuse prevention system and are therefore best suited to coordinate a
comprehensive prevention system at the local level.
1.3
The Problem:
1.3.1
Alcohol and other drug consumption
is a serious public health problem in Oklahoma, driving a multitude of
community problems and social consequences. According to the Oklahoma State
Epidemiological Outcomes Workgroup (SEOW), a group that compiles and reports on
state alcohol and other drug consumption and consequence data, Oklahoma is
above the national average in multiple indicators.
1.4
State Priority:
1.4.1
The State conducted a thorough review of
available alcohol and other drug consumption and consequence data and
identified the following priorities. It is the intention of the ODMHSAS to fund
prevention services that address these defined priorities at the community
level. It is the responsibility of the RPC to conduct a local-level needs
assessment to determine which of the following priorities will be addressed and
the priority populations/communities of focus to be served. RPCs are required
to select at least one priority from the state’s list of Regional Block
Grant/State Funded Priorities. The ODMHSAS may prescribe communities of focus and/or priorities. Regional Block Grant/State Funded Priorities
|
Construct |
Indicator/Measure |
|
Underage Drinking |
Current, 30-day alcohol use among
youth under age 21 |
|
Current, 30-day binge drinking
among youth under age 21 |
|
|
Current, 30-day drinking and
driving among youth under age 21 |
|
|
Adult Binge Drinking |
Current, 30-day binge drinking
among adults age 18 and older |
|
Current, 30-day drinking and
driving among adults age 18 and older |
|
|
Nonmedical Use of Prescription
Drugs |
Adults > 18 years old
use of prescription drugs without a prescription in their lifetime |
|
Adults > 18 years old
non-medical use of prescription drugs
in the past 30 days |
|
|
Current, 30-day use of
prescription drugs among 6, 8, 10, and 12 graders |
|
|
Methamphetamine Use |
Current, 30-day methamphetamine
use among 6, 8, 10 and 12 graders |
|
Marijuana Use |
Current 30-day marijuana use among
6, 8, 10 and 12 graders |
|
Current, 30-day marijuana use
among adults age 18‐25 and > 26 years old |
|
|
Alcohol
Use During Pregnancy |
Any alcoholic drinks during
last 3 months of pregnancy |
|
Alcohol use during pregnancy |
2.0 DEFINITIONS
2.1 RPC – Regional Prevention Coordinator
2.2 SPF-PFS
– Strategic Prevention Framework Partnership For
Success Grant
3.0 WORK
REQUIREMENTS
3.1 In order to
fulfill the purpose of this contract, the ODMHSAS expects RPCs to
systematically:
3.1.1 Assess their communities’ prevention needs based on epidemiological
data;
3.1.1
Build community prevention capacity;
3.1.2
Develop strategic plan(s) and work
plan(s);
3.1.3
Implement effective community
prevention policies, practices, program; and
3.1.4
Evaluate their efforts for outcomes.
3.2
Although the direct recipients of
funds from this contract are an RPC, the ODMHSAS expects prevention services to
be implemented in partnership between RPCs, coalitions, strategic partners, and
communities. The RPCs shall be accountable for demonstrating community
coalition and partner planning and implementation of the project. The ODMHSAS
expects the RPCs to have two explicit roles at the community-level:
3.2.1
Provide expertise and guidance via
training and technical assistance to communities and community coalitions to
build substance abuse prevention capacity; and
3.2.2
Strategically coordinate the
implementation of prevention services at the local-level in partnership with
community stakeholders.
3.3
Coalition Memorandums of
Understanding (MOU):
3.3.1
The provider should identify the
partner coalition(s) for the selected construct(s) and community indicator(s).
RPC and SPF-PFS Contractors should not use the same coalition to address the
same priority issue. The coalition must
be located in the priority community. The Contractor must maintain an MOU with
the coalition. The MOU will agree to (1) allow the RPC to provide capacity
building services for the coalition and the community; (2) plan, implement, and
evaluate prevention services related to the prioritized indicators identified
in the assessment; and (3) cover the entire contract period. If coalitions do
not exist in the priority community or are not the appropriate fit for the
prioritized indicator(s), a written plan to address this issue must be
submitted to the ODMHSAS for written approval.
3.4
Use of Evidence-Based Practices:
3.4.1
This contract is intended to fund
prevention strategies that have a demonstrated evidence base and that are
appropriate for targeted communities/populations. An evidence-based practice
(EBP) refers to approaches to prevention that are validated by documented
research evidence.
3.4.2
Contractor shall use the criteria
developed by the Oklahoma EBP Workgroup and the ODMHSAS when developing strategic
plan(s) and work plan(s). To achieve population-level outcomes, Contractor will
be required to implement evidence-based environmental prevention strategies
(all strategies are subject to approval by the ODMHSAS and the Oklahoma
Evidence-Based Practices Workgroup), which are those policies or practices that
create a community or cultural environment that supports healthy and safe
behavior. Other strategies that are not part of the community domain are
considered supplemental and may be considered with prior written
approval from the ODMHSAS.
3.4.3
When developing strategic plan(s)
and work plan(s), Contractors are expected to provide justification of the
evidence that shows the selected practices are effective. Contractors are also
expected to justify the population(s) for which the practice has been shown to
be effective/appropriate. Selection of evidence-based practices will be
reviewed and approved by the ODMHSAS prior to implementation. Implementation may not begin until the
Contractor’s work plan(s) are approved.
3.5
Moving
SAMHSA’s SPF from vision to practice is a strategic process that the Contractor
and community stakeholders must undertake in partnership. Contractor shall
provide the leadership, technical support and monitoring to ensure that the communities
of focus are successful in implementing the five steps of the framework listed
below. Contractor shall complete required activities for each step of the SPF
process at the community site levels. Contractor shall use the SPF to guide all
prevention activities throughout the focus community and coordinate and/or
leverage all prevention resources whether funded though the RPC or other
sources.
3.6
This
contract shall be executed consistent with the five steps of the SPF. Contractors complete and submit the RPC
community work plans according to deadlines prescribed by the ODMHSAS, before
commencing implementation of the strategies.
3.7
The
ODMHSAS will provide direct support to the Contractors to fulfill the
requirements of this contract. However, the Contractors are viewed as the
primary deliverer of guidance and expertise to the communities and coalitions.
The following requirements and guidelines lay out the five steps of the SPF as
they pertain to this contract.
3.7.1 Step 1: Profile population needs, resources,
and readiness to address the problems and gaps in service delivery.
3.7.2 Step 2: Mobilize and/or build
capacity to address needs.
3.7.3 Step 3: Develop a comprehensive
strategic/work plan.
3.7.4 Step 4: Implement evidence-based
prevention policies, programs and practices, and infrastructure development
activities.
3.7.5 Step 5: Monitor process, evaluate
effectiveness, sustain effective programs/activities, and improve or replace
those that fail.
3.8
Data Collection and Evaluation:
3.8.1 RPC evaluation activities shall include all ODMHSAS and SAMHSA
data collection and reporting requirements. These activities may include, but
are not limited to, participation in a rigorous evaluation, including process
and outcome assessments as specified in the final evaluation plan developed
between the Supplier and the State evaluation team; collection of National
Outcome Measures (NOMs); and participation in any other ODMHSAS or SAMHSA
required evaluations. Supplier shall report process and outcome data in a
manner prescribed by the ODMHSAS, including
but not limited to the Arena Reporting System.
3.8.2 Supplier shall have all approved work plans entered into the Arena
Reporting System (as prescribed by ODMHSAS) as Change Goals by July 31, 2020.
3.8.3 By the 5th of each month each provider shall enter the
following data from the previous month in the Arena Reporting System:
3.8.3.1 Any amendments to Change Goals (subject to approval by
Field Representative).
3.8.3.2 All reportable Changes.
3.8.3.3 All
reportable Activities.
3.8.4 At minimum the sum total of monthly entries
should include:
3.8.4.1 Fifteen changes that relate to intervening
variables/immediate outcomes. Of these fifteen:
3.8.4.1.1 At least 3 Change entries must have quantitative
measurements reported in How section.
3.8.4.1.2 The total number of people served with a Universal Direct
audience should be a minimum of .19% of the of priority population counties.
3.8.4.1.3 The total number of people served with a Universal Indirect
audience should be a minimum of 5% of the provider’s regional service area (See
Attachment A).
3.8.5 The ODMHSAS expects RPCs to ensure participation of all schools
within their service region. The ODMHSAS requires Contractors with an Oklahoma
Prevention Needs Assessment (OPNA) student survey response rate of less than
70% for schools within their community of focus to receive technical assistance
from the ODMHSAS to improve their response rate to 70% or more.
3.9
Contractor
shall provide the resources necessary to execute the work requirements detailed
in this statement of work. Contractor shall use the SPF process in the
provision of all services. The following work requirements are for state fiscal
year 2021.
3.10 General Requirements as set forth in the
contract.
3.11 Contractor Branding:
3.11.1 Contractor shall identify itself as a ‘Regional
Prevention Coordinator’ in all correspondence when business is conducted under
this award and shall be part of the Oklahoma Prevention Network.
3.11.2 Contractor shall cite the Oklahoma Department of
Mental Health and Substance Abuse Services as its funding source on all
prevention publications, news releases/interviews, marketing materials,
websites, and public reports.
3.12
Prevention Message and
Sponsorship:
3.12.1
Contractor shall ensure
the prevention message it provides in the delivery of all services aligns with
the philosophy that no illegal use of alcohol, tobacco, and other drugs (ATOD)
shall be allowed or encouraged. Any excessive or abusive use of legal drugs by
those of age will also be discouraged, including the abuse of pharmaceuticals.
Curricula, strategies, or messages used by Contractor shall not contain
messages such as “some illicit drugs may not be as dangerous as others”.
3.12.2
Contractor shall ensure
that no prevention messages, curricula, programs, strategies, materials,
speakers, presentations, sponsorships, and/or contracts with entities
associated with or receiving funds from tobacco or alcohol industries are used
in the delivery of prevention services. Contractor agrees not to receive funds
from said industries. In addition, Contractor agrees to obtain prior approval
from the ODMHSAS for any and all questionable situations.
3.13
Service location:
3.13.1
Contractor shall
maintain a physical presence during the contract in the service region that is
clearly visible to the public. A physical presence must minimally include
consistent staff availability in the service region with easy access for the
public and a local phone number. A physical presence may also include branded
office space, branded meeting space, branded linkages to existing public
service locations (i.e. United Way, municipal buildings), or other branded,
physical means of connecting the Contractor to the service region. The ODMHSAS
does not require the Contractor to maintain a designated office space.
3.13.2
Contractor shall
provide, schedule, or otherwise arrange all sites, facilities, facility
management, supplies, and other resources necessary to provide services or
scheduled activities or events. Contractor may utilize multiple sites and/or
locations within the service region(s). Program sites, facilities, and
locations for all service categories shall be readily accessible by all
participants and interested community members and shall be appropriate for the
activity conducted. All sites and facilities shall also be physically and
programmatically accessible to the disabled, pursuant to requirements of the
Americans with Disabilities Act (ADA).
3.14
Staff Requirements:
3.14.1
Level of Effort: Contractor shall
recruit, hire, and maintain a minimum of one full time equivalency (FTE) staff,
who must dedicate 100% of their time to this contract. All staff paid through
direct cost funds are expected to provide direct services under the contract.
Contractor shall identify an RPC Director.
3.14.2
Experience and Qualifications: Staff
shall have the knowledge and experience necessary in planning and implementing
alcohol, tobacco, and/or other drug prevention strategies. Contractor shall
demonstrate evidence of the minimum range of experience and skills within the
proposed program staffing. The staff shall demonstrate at least one year
prevention, behavioral health, or public health related experience to include
one or more environmental prevention strategies and obtain Certified Prevention
Specialist (CPS) for Bachelor level staff, or Associate Prevention Specialist
(APS) for non-degreed staff certification, through the Oklahoma Drug and
Alcohol Professional Counselor Association (ODAPCA) within 18 months of
employment start date or contract start, whichever is longer. Resumes shall be
submitted for all positions post award.
3.14.3
All positions shall require
knowledge of the underlying principles of the public health approach to
alcohol, tobacco, and/or other drug problems; knowledge of the underlying principles
and application of environmental strategies that advance policy-based
prevention approaches to reduce alcohol, tobacco, and/or other drug problems;
knowledge and competency in organizing, developing and sustaining
community-based collaborations aimed at achieving environmental change;
knowledge of the underlying principles of the use of media advocacy to reduce
alcohol, tobacco, or other drug problems; and knowledge of the purpose and
function of multi-system collaboration to affect organizational and systems
changes to reduce alcohol, tobacco, and other drug problems in communities.
3.14.4
Background Checks: Contractor shall
ensure background checks on all staff and volunteers are conducted and shall
maintain documentation of such checks. At a minimum, background checks shall
search records from the Oklahoma State Bureau of Investigations. All staff and
volunteers working with minor children shall, at a minimum, meet the statutory
requirements proscribed by Oklahoma State law and demonstrate said personnel has
no felony convictions, crimes of moral turpitude, or alcohol or drug-related offenses. If
Contractor has staff or volunteers with felony convictions, crimes of moral
turpitude, or alcohol or drug-related offenses, Contractor shall have a policy
that provides for review of the consideration of the possible benefit of the
applicant, employee, or volunteer along with the possible risk as evidenced by
previous criminal activity.
3.14.5
Professional Development for New
Staff: Contractor shall ensure that all staff complete Substance Abuse
Prevention Skills Training (SAPST) and other relevant new staff training within
12 months of employment.
3.14.6
Professional Development for Out of State
Travel: Contractor shall ensure that out of state travel for professional
development purposes shall be approved in writing by the ODMHSAS. Contractor
shall submit written justification to the ODMHSAS no later than 30 days prior
to the event. Exceptions may be reviewed and determined at the discretion of
the ODMHSAS with proper written justification. The ODMHSAS may identify out of
state training that necessitates/warrants attendance and, in that case, may
obviate this provision.
3.14.7
Staff Conduct: Contractor shall
ensure all staff adheres to the ODAPCA’s Preventionist
Code of Ethics and maintains professional conduct and presentation at all times
when executing the duties of the contract.
3.14.8 Job descriptions for all personnel should be maintained and
provided to the ODMHSAS upon hire. Personnel expenses are subject to approval
as part of the Contractor’s budget. Job descriptions should not exceed one page
each.
3.15
ODMHSAS
Trainings/Meetings:
3.15.1
Contractor shall attend all
mandatory ODMHSAS and RPC trainings.
There will be a minimum of two trainings.
3.15.2
Contractor shall attend
all required provider meetings offered by the ODMHSAS. There will be
approximately four provider meetings (face to face or remote).
3.16
Program Participant
Protection:
3.16.1
Contractor shall obtain
written consent from a parent or legal guardian prior to transporting minor
children for activities conducted under the contract.
3.16.2
Contractor shall obtain
written consent from a parent or legal guardian prior to participation of minor
children in activities, including evaluation or research, conducted under the
contract.
3.16.3
Contractor shall retain documentation of parental/legal guardian
consent and make available for review as requested by the ODMHSAS.
3.17
Revision and Change Requests:
3.17.1
Approved strategic plan(s) and work plan(s) serve as the Contractor’s
contractual requirements. Contractor shall
request written, prior approval from the ODMHSAS to revise the strategic
plan(s) and/or work plan(s). The ODMHSAS shall evaluate if the proposed change
is justified. Proposed revisions must be in accordance with project guidelines.
Contractor shall not proceed with the delivery
of new services or re-direction of resources until the revision has been
approved by the ODMHSAS in writing.
3.17.2
Contractor agrees that any changes required by the Department, or
reached by means of Contractor and Department
negotiations regarding the services, activities, and programs contained in the
program plan, shall be reflected in a revised strategic plan, work plan, budget,
and budget narrative.
3.18 Contractor shall provide the following services:
3.18.1 Needs Assessment:
3.18.1.1 Regional Epidemiological Outcomes Workgroup (REOW): Contractor
shall facilitate creation of a REOW to
collect, analyze, and report on substance incidence, prevalence, and related
data for the service region. Current, operational REOWs should be
utilized/consulted to avoid duplication of effort.
3.18.1.2
Contractor
shall complete a regional needs assessment. The needs assessment shall be
conducted in collaboration with the REOW and shall include:
3.18.1.2.1 Identification
of priority construct(s) and indicator(s) and communities of focus;
3.18.1.1.2
Identification of partner coalition(s)/constituents
and plan to advance readiness, capacity, and partnerships; and
3.18.1.1.3
Identification and justification of
causal factor/intermediate variables related to priority indicator(s) and
regional services (including alcohol enforcement hot spots).
3.18.1.2
Contractor
shall maintain and support the REOW in the development of a regional
epidemiological profile as part of the regional strategic plan and submit an annual
update ( FY 2021) by January 31, 2021in a format prescribed by the ODMHSAS.
3.18.1.3
Contractor
shall coordinate with SPF-PFS Community Data Workgroups (CDWs) as appropriate.
3.19
Capacity Building:
3.19.1
Contractor
shall be responsible for providing training and technical assistance to
strategic community coalitions and documenting coalition progress/participation
in a format prescribed by the ODMHSAS.
3.19.2 Contractor shall conduct a
baseline coalition capacity, baseline organizational capacity, and baseline
community readiness assessments to be included in the strategic plan, and
annually thereafter, during the contract period. Contractor shall document the coalition’s
capacity, organization’s capacity, and the community’s readiness on a
scale.
3.19.3 Contractor shall be responsible
for providing training and technical assistance to the partner community
coalition(s) and documenting coalition progress/participation in a format
prescribed by the ODMHSAS on a quarterly basis. Out of state travel for coalition members and/or strategic partners to
attend workshops, trainings or conferences shall require prior written approval
from the ODMHSAS. Contractor shall submit proper written justification in an
ODMHSAS prescribed format for the out of state travel that states how the
training will advance the community’s work on the priority indicator(s) and the
specific plans to transfer learned knowledge and skills to the coalition(s).
3.19.4 Contractor shall
provide technical assistance to the community coalition to develop partnerships
in each of the community sectors relevant to the priority indicator(s) and
selected evidence based strategy or strategies.
3.19.5 Contractor shall identify strategic community
constituents necessary to advance the regional strategic plan and work plan(s). Contractor shall establish
partnership/relationship benchmarks related to the prioritized indicators in
the regional strategic plan and document progress advancing the partnership.
The ODMHSAS may prescribe required sectors/partners.
3.19.6
Contractor may
participate on other community coalitions within the region to strategically
advance the priority indicators identified in the regional strategic plan.
Contractor shall justify the partnership and document progress of the
relationship with other community coalitions.
3.20
Planning:
3.20.1 Contractor shall have facilitated the development of a comprehensive
regional strategic plan with the partner coalition by a deadline prescribed by
the ODMHSAS; work plans shall be submitted a deadline prescribed by the
ODMHSAS. The strategic plan and work plans must be data-driven and utilize
environmental evidence-based approaches. The ODMHSAS expects the Contractor to engage coalition members and partners
in service planning and provision. Contractor will
be required to demonstrate active coalition/partner involvement.
3.20.2 Contractor shall choose a minimum of one indicator from the State’s
list of priority indicators to address in fiscal year 2019. Selection of indicators not listed on the
State’s list of priority indicators may be requested and shall require written,
data-driven justification for approval. Contractor shall
develop a detailed sustainability plan for the community work plan(s) and
document the planning process with the coalition in OKPROS. Written
sustainability plans shall be submitted to the ODMHSAS in year two of the RPC
contract. The ODMHSAS will require additional submissions of sustainability
plans as appropriate.
3.20.3 Implementation of services shall not commence until the
ODMHSAS approves the regional strategic plan and work plan(s).
3.20.4 The strategic plan shall be in a format prescribed by the
ODMHSAS and shall include:
3.20.4.1
Needs assessment;
3.20.4.2
Strategy selection;
3.20.4.3
Regional epidemiological profile;
3.20.4.4
Coalition, organizational, and
community readiness assessment description and results;
3.20.4.5
Logic models; and
3.20.4.6
Signature of coalition chair
verifying active coalition involvement in the creation of the strategic plan.
3.20.5 Work plans shall be in a format prescribed by the ODMHSAS
and shall include:
3.20.5.1
Goals, measureable objectives,
tasks, timelines related to priority indicators, and regional services;
3.20.5.2
Components to address capacity,
policy, enforcement, media, evaluation, cultural competency, and
sustainability; and
3.20.5.3
Signature of coalition chair
verifying active coalition involvement in the creation of the work plan.
3.21
Post Strategic Plan/Work Plan
Approval Services:
3.21.5 Contractor shall initiate work on the following requirements
upon ODMHSAS approval of the regional strategic plan and work plans.
3.22
Capacity Building
(community and coalition):
3.22.5
Contractor shall be responsible for providing
training and technical assistance to strategic community coalitions and
documenting coalition progress/participation in a format prescribed by the
ODMHSAS.
3.22.6 Contractor shall conduct annual community
readiness assessments during the contract period. Contractor shall document the community’s
progress on a readiness scale.
3.22.7 Contractor shall conduct regular annual
coalition capacity assessments during the contract period. Contractor shall document the coalitions’
progress on a capacity scale for supporting RPC strategic goals.
3.22.8 Contractor shall conduct a minimum of one SPF
or priority issue training to each partner community coalition annually.
3.22.9 Contractor shall document relationship
development with identified strategic partners/constituents and how the
relationship advances strategic goals in a format prescribed by the ODMHSAS.
3.22.10Contractor shall continue to engage the
coalitions in developing and/or strengthening their capacity (leadership,
membership, functions, bylaws, roles and responsibilities, etc.).
3.22.11
Contractor shall annually update the
established Memorandums of Understanding (MOUs) with a minimum of one community
coalition in the service region (not including the SPF-PFS coalition) and
submit to the ODMHSAS by March 31st of each contract year.
3.23
Implementation:
3.23.1 Contractor shall adhere to the regional strategic plan and work plans
approved by the ODMHSAS for the RPC project and shall utilize RPC funds to implement only the approved strategies.
3.23.2 Contractor shall ensure that the partner
coalition approves, with a written signature by coalition leadership, the
required documents including the data profile, strategic plan, work plan(s),
MOUs, evaluation plans, and other documents as may be requested by the ODMHSAS.
3.23.3 Contractor shall support the coalitions in their efforts to carry out
the implementation of evidence-based or effective strategies that address the
local priorities in a culturally competent and sustainable manner while
maintaining fidelity.
3.23.4 Contractor shall ensure that the coalitions
implement the approved strategies within the identified community of focus and
identified population of focus.
3.24 Evaluation:
3.24.1 Contractor shall participate in all required ODMHSAS
evaluation efforts. Contractor shall develop a
detailed evaluation plan by a date prescribed by the ODMHSAS and document
process and outcome measures. The evaluation plan shall also include baselines
and measures for regional core services. Contractor
shall submit an evaluation report in an
ODMHSAS prescribed format by June 30th of each RPC contract year.
3.24.2 Contractor shall report NOMs utilizing a data reporting system
prescribed by the ODMHSAS.
3.25.3 Contractor shall participate in face-to-face interviews, phone
interviews, site-visits, on-line surveys, paper/pencil surveys, and/or other
data collection activities conducted by the ODMHSAS.
3.25.4 Contractor shall collect all relevant process evaluation data as
prescribed by the ODMHSAS. Process data includes, but is not limited to,
sign-in sheets, proof of strategy implementation, satisfaction surveys,
training handouts, and certificates of participation.
3.25.5 Contractor shall maintain documentation related to the planning
(assessment or development of the regional strategic plan and work plans) and
delivery of services (e.g. coalition meeting minutes, agendas, coalition
rosters, etc.). This documentation is subject to random audits by the ODMHSAS
throughout the fiscal year.
3.26 Required Regional Services:
3.26.3 Contractor shall provide the following required prevention services
throughout the bid award regardless of the prioritized constructs and
indicators/measures and targeted communities. Required services shall be
delivered in a culturally competent manner and appropriate for the identified
populations. Contractor shall include a plan
to provide these required services in the regional strategic plan. Contractor shall develop separate work plans for
regional services in an ODMHSAS prescribed format and submit the plans annually
by March 31st.
3.26.4 Prevention Coordination Services:
3.26.4.1 Regional
Strategic Plan and Work Plans: Contractor shall
be responsible for coordinating the implementation of the regional strategic
plan and accompanying workplans. Coordination shall include providing and
organizing the resources, expertise, and training necessary to implement the
regional strategic plan/work plan(s) and document progress/outcomes.
3.26.4.2
Earned Media Outputs: Contractor shall produce a minimum of one
unduplicated earned media output per month (12 total outputs for the contract
year) that appear in broadcast or print media per contract year in the
region. Media outputs shall directly
relate to advancing the goals/ priorities of the regional strategic plan. At
least six media outputs should occur in non-priority counties; and should
address substance abuse prevention priorities as demonstrated through the needs
assessment. All media outputs should demonstrate an appropriate call to
action. In addition, all media outputs
should identify the ODMHSAS as the funding agency and mention the RPC’s efforts
in coordinating regional strategies to address the identified issue.
3.26.4.2.1 Social
media can be used for a maximum of two earned media outputs. The provider must
submit a plan to the ODMHSAS for approval demonstrating how social media will
be used to garner earned relationships. The plan must include an explanation of
the focus audience, message, and a viewership goal. In addition, the plan
should address issues related to content management (i.e. the person
responsible for generating and approving content and a response timeline).
3.26.4.3 Information
Dissemination: Contractor shall respond to
public requests for information related to substance abuse prevention in the
service region with priority given to those requests directly related to the
regional strategic plan. Allowable
information dissemination activities include evidence-based material
fulfillment, prevention service referral information, and evidence-based
presentations, training, or consultation. Contractor shall
document all information dissemination activities.
3.26.4.4
Contractor shall primarily utilize the ODMHSAS Prevention Resource
Center online clearinghouse for material fulfillment. Contractor
shall allow the ODMHSAS to locally brand the online clearinghouse with Contractor name and/or logo for public users within
the service region.
3.26.4.5
Contractor shall publish results of the OPNA survey in the service
region. Contractor shall publish release in
every county within their region. Resulting media outputs shall not count
toward the requirement of 12 unduplicated earned media outputs.
3.26.4.6
Alcohol Access:
3.26.4.6.1 Contractor
shall develop an
alcohol enforcement plan (which will be subject to ODMHSAS-approval) in
coordination with the ODMHSAS and the 2Much2Lose (2M2L) Coordinators by a date
prescribed by the ODMHSAS. At minimum, the plan will address youth access to
alcohol. The alcohol enforcement plan will define constructs, indicators,
intervening variables, measureable objectives, timelines, and responsible
parties for high-need location(s) within the service region. The ODMHSAS may
prescribe the minimum number of locations required for each region. MOUs shall be established in each high-need
location outlining the role of relevant parties (i.e. the RPC, 2M2L
Coordinators, and local law enforcement).
3.26.4.6.2
Strategies used in the alcohol
enforcement plan (i.e. compliance checks, social host patrols, saturation
patrols, etc.) shall follow an ODMHSAS-approved protocol and meet standards for
high visiblity and consistency. Contractor shall
be responsible for reporting enforcement outcomes into OKPROs within 30 days of
completion. Press releases addressing alcohol enforcement plan results shall
not count towards the requirement of
twelve (12) unduplicated earned media outputs.
3.26.4.6.3
Contractor shall provide regional participation in a maximum of two
coordinated statewide alcohol enforcement efforts.
3.26.4.6.4
Contractor shall be responsible for conducting Responsible Beverage
Sales and Service (RBSS) training in the service region. Contractor shall offer RBSS training to 100% of
alcohol retailers in the service region each contract year. Contractor shall respond to all requests for
training. Contractor shall secure a written
policy by a minimum of one retail outlet (per contract year) to conduct
mandatory RBSS training for employees. Contractor shall
document trainings and complete training evaluations.
3.26.4.6.5
Contractor shall ensure risk assessments are conducted in all retail
locations corresponding to an offense date appearing more than one time in a
six-month period on the Place of Last Drink (POLD) survey. Contractor shall ensure a risk assessment is
conducted at a minimum of two special events where alcohol is sold/served each
contract year. Contractor may subcontract for
these services with prior approval by ODMHSAS. Risk assessments shall be
conducted by trained individuals, adhere to the ODMHSAS-approved protocol, and
follow all safety guidelines.
3.26.4.6.6
2Much2Lose: Contractor
shall maintain active involvement with the 2M2L/SADD project to promote
and support regional training opportunities, the 2M2L Youth Leadership Academy
and Kickoff Event, law enforcement trainings, and law enforcement task forces. Contractor shall make direct contact with 100% of
all established 2M2L/SADD youth clubs in the service region each quarter and
shall assist in the development of new clubs within the contracted region. Contractor shall engage youth leaders beyond Alcohol
Compliance Checks to include them in the planning and implementation of
community prevention work plans (i.e. identified tasks for youth, youth leaders
formally approving the plans, youth as decision makers). Contractor shall collaborate with 2M2L Regional
Coordinator assigned to the service region.
3.26.4.7
Statewide Media Campaigns: Contractor shall participate in statewide media
campaigns when requested by the ODMHSAS.
3.26.4.8
Contractor shall brand prescription
drug misuse/abuse projects and initiatives with the “Take As
Prescribed” campaign materials. Contractor can
request exemption from this requirement in a written format to the ODMHSAS
which shall be approved on a case-by-case basis pending sufficient and
appropriate justification.
3.26.4.9
If Contractor
implements paid or earned media around the Oklahoma Social Host law, Contractor shall solely use the ODMHSAS generated
campaign materials and report process measures and outputs in a format
prescribed by the ODMHSAS.
3.26.4.10 Supplier shall provide any needed support to the Alcohol
Beverage Laws Enforcement (ABLE) Commission for the Annual Synar
Study. Using the ODMHSAS approved protocol, the supplier’s support may include
the following:
3.26.4.10.1 Assist and coordinate with the ABLE
Commissions in recruiting a minimum of one (1) minor between the ages of 15 and
17 years to participate in the Annual Synar Study as
a youth inspector,
3.26.4.10.2 Assist in conducting age perception tests
and report results in a format as prescribed by the ODMHSAS, and;
3.26.4.10.3 Participate with the ABLE Commission and
youth inspector in the Synar compliance inspections
by providing adult supervision to ensure safety of the youth.
3.27
Training and Technical Assistance Services:
3.27.1
Training and Technical Assistance:
3.27.1.1
Contractor shall provide training and technical assistance on the SPF
and evidence-based prevention strategies to community coalitions within the
service region (other than the SPF-PFS site coalition). Priority recipients
shall be those organizations, coalitions, constituents located in the priority
communities.
3.27.1.2
Contractor shall conduct a minimum of two trainings on evidence-based
prevention strategies per contract year within the service region. Training
shall align with the regional strategic plan. Trainings shall be in addition to
those hosted by the ODMHSAS and shall not be funded by SPF-PFS.
3.27.2
Youth Leadership Development:
3.27.2.1
Contractor shall enter into a written partnership agreement with a
minimum of two youth leadership coalitions within 10 months of contract
start. Partnership with the youth
leadership coalitions must align with the regional strategic plan and work plan(s).
3.27.2.2
Contractor shall provide training and technical assistance to a minimum
of two youth leadership coalitions in the region related to the principles of
the SPF and advancing priority indicators in the regional strategic plan and work plan(s).
3.28
Oklahoma Prevention Needs Assessment
(OPNA): Contractor shall have primary responsibility
for recruiting and securing necessary agreements with the school sites within
the service region selected by the ODMHSAS to participate in the OPNA Survey. Contractor shall be responsible for securing
necessary agreements with schools volunteering to participate. The ODMHSAS expects RPCs to ensure
participation of all schools within their service region. The ODMHSAS requires
Contractors with an OPNA student survey response rate of less than 70% for schools
within their community of focus to receive technical assistance from the
ODMHSAS to improve their response rate to 70% or more.
4.0
PERFORMANCE MONITORING
4.1 The ODMHSAS
shall monitor the performance of the Contractor.
At a minimum, this shall include ongoing reviews of certain performance
indicators including but not limited to an annual site review by ODMHSAS.
4.2 Progress on
each prioritized indicator/measure shall be reported quarterly in a format
prescribed by the ODMHSAS. Contractor shall
submit the quarterly report within 30 days of the end of the quarter.
4.3 Contractor shall maintain documentation of all
contract related activities. These documents are subject to review by the
ODMHSAS.
5.0 COMPENSATION
5.1 Payment is
dependent upon the effectiveness of project implementation, successful
evaluation participation, meeting the contract requirements, ODMHSAS need, and
the availability of state and/or federal funding.
5.2
Source of Funding:
5.2.1
Funding for this contract is
contingent upon availability of state and/or federal funding. This contract is
for one scope of service, which will be jointly funded by two different funding
sources.
5.2.2
Substance Abuse and Mental Health
Services Administration (SAMHSA), Substance Abuse Prevention and Treatment
Block Grant (CFDA Number 93.959) State appropriated prevention funds.
5.3
Funding Amounts:
5.3.1
The State reserves the right to
amend contract funding amounts. Funding for this contract is contingent upon
availability of state and/or federal funding.
5.4
Funding for RPC Services:
5.4.1
A base funding amount of $100,000 is
established for each region. Each region is eligible for additional funding as
determined by a formula. The formula is based on the region population
(weighted using a qualifier of 1.0) and the region square miles (weighted using
a qualifier of 2.0) to calculate the percentage of the total funds each region
is eligible to receive.
5.4.2
In addition to the regional funding
amount, an enhanced tier payment system may be employed during the project
period for contractors to earn additional funds for meeting or exceeding
defined performance measures as defined by the
ODMHSAS.
5.5
Project Budget:
5.5.1 The RPC must
complete a project budget for the RPC project each fiscal year and submit by a
date prescribed by the ODMHSAS.
5.5.2 All costs
identified in the project budgets must be in accordance with the
Allowable/Unallowable Costs. The proposed costs must be in accordance with
Section 34 CFR Subtitle A §80.22 Allowable costs.
5.5.3
A justification for each item in the
projected budgets must be provided.
5.5.4 Contractor organization must include budget for all
required meetings per project year in the Oklahoma City metro area for persons
on the RPC budget.
5.5.5
Contractor organization must include personnel expenses for the 1.0
full-time RPC staff.
5.6
Invoices shall be electronically submitted or
sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma Department of Mental Health and
Substance Abuse Services
2000 N. Classen
Blvd. 2-600
Oklahoma City, Oklahoma 73106
Crisis Counseling
Immediate Service
FEMA CCP Grant
1.0
Introduction
1.1 The
Department of Mental Health and Substance Abuse Services (ODMHSAS) has been
funded by the Federal Emergency Management Agency (FEMA) to implement the
Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in
developing services to assist individuals and communities in recovering from
the challenging effects of natural and human-caused disasters through the
provision of community-based outreach and psychoeducational services.
1.2 Persons served through the CCP will
experience a decrease in disaster-related traumatic reactions as evidenced by
better understanding of how disasters affect their behavior, more positive
outlook and satisfaction with the program as evidenced by positive program
satisfaction reported by 60 percent of person’s returning the CCP Participant
Feedback Survey.
1.3 The mission of the Crisis Counseling
Assistance and Training Program (CCP) is to assist individuals and communities
in recovering from the challenging effects of natural and human-caused
disasters through the provision of community-based outreach and
psychoeducational services.
1.3.1 The CCP is:
1.3.1.1 Strengths
Based: CCP services promote resilience, empowerment, and recovery;
1.3.1.2 Anonymous: Crisis counselors do not
classify, label, or diagnose people; no records or case files are kept;
1.3.1.3 Outreach Oriented: Crisis counselors
deliver services in the communities rather than wait for survivors to seek
their assistance;
1.3.1.4
Conducted in Nontraditional Settings:
Crisis counselors make contact in homes and communities, not in clinical or
office settings; and
1.3.1.5
Designed
To Strengthen Existing Community Support Systems: The CCP supplements, but does
not supplant or replace, existing community systems.
1.3.2 The CCP strives to:
1.3.2.1 Reach large numbers of people affected by
disasters through virtual and telephone outreach to shelters, homes, and other
locations;
1.3.2.2 Assess the emotional needs of survivors
and make referrals to traditional behavioral health services when necessary;
1.3.2.3 Identify
tangible needs and link survivors to community resources and disaster relief
services;
1.3.2.4 Provide emotional support, education,
basic crisis counseling, and connection to familial and community support
systems;
1.3.2.5 Train and educate CCP staff and other community partners about disaster
reactions, appropriate interventions, and CCP services;
1.3.2.6 Develop partnerships with local disaster
and other organizations;
1.3.2.7 Work with local stakeholders to promote
community resilience and recovery;
1.3.2.8 Collect and evaluate data to ensure
quality services and justify program efforts; and
1.3.2.9 Leave behind a permanent legacy of
improved coping skills, educational and resource materials, and enhanced
community linkages.
2.0
Definitions
2.1
Department:
Oklahoma Department of Mental Health and Substance Abuse Services; also
referred to as the ODMHSAS.
2.2
FEMA
Crisis Counseling Assistance and Training Program: A federally funded program
designed to provide temporary additional emotional support to person’s affected
by a disaster through outreach, education and community messaging.
2.3
FEMA:
Federal Emergency Management Agency
2.4
SAMHSA:
Substance Abuse and Mental Health Services Administration
3.0
Work
Requirements
3.1 The
Contractor shall meet the goals of the CCP through provision of the following
menu of services, as appropriate:
3.1.1
Individual
Crisis Counseling: Help survivors understand their reactions, improve coping
strategies, review their options, and connect with other individuals and
agencies that may assist them;
3.1.2
Basic
Supportive or Educational Contact: General support and information on resources
and services available to disaster survivors;
3.1.3
Group
Crisis Counseling: Group sessions led by trained crisis counselors who offer
skills to help group members cope with their situations and reactions;
3.1.4
Public
Education: Information and education about typical reactions, helpful coping
strategies, and available disaster related resources;
3.1.5
Community
Networking and Support: Relationship building with community resource
organizations, faith-based groups, and local agencies;
3.1.6
Assessment,
Referral, and Resource Linkage: Adult and child needs assessment and referral
to additional disaster relief services or mental health or substance abuse
treatment;
3.1.7
Development
and Distribution of Educational Materials: Flyers, brochures, tip sheets,
educational materials, and Web site information developed and distributed by
CCP staff; and
3.1.8
Media
and Public Service Announcements: Media activities and public messaging in
partnership with local media outlets, State and local governments, charitable
organizations, or other community brokers of information;
3.2
Contractor
shall report contracted services through the CCP Online Data Collection and
Evaluation System.
3.2.1
Data
on service delivery must be collected in accordance with the FEMA Crisis
Counseling Assistance and Training Program data toolkit as approved by the U.S.
Office of Management and Budget (OMB No. 0930-0270) with an expiration date of
07/31/2022. The Contractor must use the
Individual Crisis Counseling Services Encounter Log, Group Encounter Log,
Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral
Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback Survey
as appropriate. All forms are included
in the data toolkit and are required in the CCP.
3.2.2 Contractor
shall identify an individual to serve as the lead contact for management of all
data collection activities. All staff
involved in outreach and service delivery must be specifically trained in the
data collection requirements using the FEMA Crisis Counseling Assistance and
Training Program data toolkit and data must be entered via the CCP Online Data
Collection and Evaluation System http://www.ccpdata.org. For technical
assistance regarding CCP data forms or data entry via the online system, the
Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC)
at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
4.0
Performance
Monitoring
4.1
The
ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes
reports for achievement of desired objectives as outlined in Section 1.0 of
this document, and successful completion of activities listed in 3.0 of this
document.
4.2
The
Contractor shall meet all grant reporting requirements, which shall include the
following:
|
Report (Program/Fiscal/Data) |
Reporting Period |
Due Date |
|
First Quarter |
05/19/20
to 06/30/20 |
07/27/20 |
4.2.1
The
quarterly report must include an interim budget expenditure report showing (1)
an approved budget, (2) costs incurred and obligated expenditures, (3) approved
budget modifications, and (4) an unspent balance. The report should be
consistent with the cost categories and budget line items listed in the
approved budget.
4.2.2 Documentation of
financial expenditures and service delivery is part of the Quarterly
Report. The Quarterly and Final Report
Format, Template for Quarterly Financial Reporting, Template for Budget
Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting
Heartline, Inc.
FEMA CCP Grant
1.0
Introduction
1.1 The
Department of Mental Health and Substance Abuse Services (ODMHSAS) has been
funded by the Federal Emergency Management Agency (FEMA) to implement the
Crisis Counseling Assistance and Training Regular Services Program (CCP). The ODMHSAS will support Contractor in
developing services to assist individuals and communities in recovering from
the challenging effects of natural and human-caused disasters through the
provision of community-based outreach and psychoeducational services.
1.2 Persons served through the CCP will
experience a decrease in disaster-related traumatic reactions as evidenced by
better understanding of how disasters affect their behavior, more positive
outlook and satisfaction with the program as evidenced by positive program
satisfaction reported by 60 percent of person’s returning the CCP Participant
Feedback Survey.
1.3 The mission of the Crisis Counseling
Assistance and Training Program (CCP) is to assist individuals and communities
in recovering from the challenging effects of natural and human-caused
disasters through the provision of community-based outreach and
psychoeducational services.
1.3.1 The CCP is:
1.3.1.1 Strengths
Based: CCP services promote resilience, empowerment, and recovery;
1.3.1.2 Anonymous: Crisis
counselors do not classify, label, or diagnose people; no records or case files
are kept;
1.3.1.3 Outreach Oriented: Crisis counselors deliver
services in the communities rather than wait for survivors to seek their
assistance;
1.3.1.4 Conducted in
Nontraditional Settings: Crisis counselors make contact in homes and
communities, not in clinical or office settings; and
1.3.1.5 Designed To Strengthen Existing
Community Support Systems: The CCP supplements, but does not supplant or
replace, existing community systems.
1.3.2 The
CCP strives to:
1.3.2.1 Reach large numbers of people affected by
disasters through virtual and telephone outreach to shelters, homes, and other
locations;
1.3.2.2 Assess the emotional needs of survivors
and make referrals to traditional behavioral health services when necessary;
1.3.2.3 Identify tangible needs and link survivors
to community resources and disaster relief services;
1.3.2.4 Provide emotional support, education, basic
crisis counseling, and connection to familial and community support systems;
1.3.2.5 Train and educate CCP staff and other community partners about disaster
reactions, appropriate interventions, and CCP services;
1.3.2.6 Develop partnerships with local disaster
and other organizations;
1.3.2.7 Work with local stakeholders to promote
community resilience and recovery;
1.3.2.8 Collect and evaluate data to ensure
quality services and justify program efforts; and
1.3.2.9 Leave behind a permanent legacy of
improved coping skills, educational and resource materials, and enhanced
community linkages.
2.0
Definitions
2.1
Department:
Oklahoma Department of Mental Health and Substance Abuse Services; also
referred to as the ODMHSAS.
2.2
Contractor:
Heartline
2.3
FEMA
Crisis Counseling Assistance and Training Program: A federally funded program
designed to provide temporary additional emotional support to person’s affected
by a disaster through outreach, education and community messaging.
2.4
FEMA:
Federal Emergency Management Agency
2.5
SAMHSA:
Substance Abuse and Mental Health Services Administration
3.0
Work
Requirements
3.1 The
Contractor shall meet the goals of the CCP through provision of the following
menu of services, as appropriate:
3.1.1
Individual
Crisis Counseling: Help survivors understand their reactions, improve coping
strategies, review their options, and connect with other individuals and
agencies that may assist them;
3.1.2
Basic
Supportive or Educational Contact: General support and information on resources
and services available to disaster survivors;
3.1.3
Public
Education: Information and education about typical reactions, helpful coping
strategies, and available disaster related resources;
3.1.4
Community
Networking and Support: Relationship building with community resource
organizations, faith-based groups, and local agencies;
3.1.5
Assessment,
Referral, and Resource Linkage: Adult and child needs assessment and referral
to additional disaster relief services or mental health or substance abuse
treatment;
3.1.6
Development
and Distribution of Educational Materials: Flyers, brochures, tip sheets,
educational materials, and Web site information developed and distributed by
CCP staff; and
3.1.7
Media
and Public Service Announcements: Media activities and public messaging in
partnership with local media outlets, State and local governments, charitable
organizations, or other community brokers of information;
3.2
Contractor
shall report contracted services through the CCP Online Data Collection and
Evaluation System.
3.2.1
Data
on service delivery must be collected in accordance with the FEMA Crisis
Counseling Assistance and Training Program data toolkit as approved by the U.S.
Office of Management and Budget (OMB No. 0930-0270) with an expiration date of
08/31/2015. The Contractor must use the
Individual Crisis Counseling Services Encounter Log, Group Encounter Log,
Weekly Tally Sheet, Participant Feedback Survey, Adult Assessment and Referral
Tool, Child/Youth Assessment and Referral Tool, and Service Provider Feedback
Survey as appropriate. All forms are
included in the data toolkit and are required in the CCP.
3.2.2 Contractor
shall identify an individual to serve as the lead contact for management of all
data collection activities. All staff
involved in outreach and service delivery must be specifically trained in the
data collection requirements using the FEMA Crisis Counseling Assistance and
Training Program data toolkit and data must be entered via the CCP Online Data
Collection and Evaluation System http://www.ccpdata.org. For technical
assistance regarding CCP data forms or data entry via the online system, the
Contractor shall contact the SAMHSA Disaster Technical Assistance Center (DTAC)
at 1-800-308-3515 or DTAC@samhsa.hhs.gov.
4.0
Performance
Monitoring
4.1
The
ODMHSAS will monitor the performance of Contractor. This will include monitoring of outcomes
reports for achievement of desired objectives as outlined in Section 1.0 of
this document, and successful completion of activities listed in 3.0 of this
document.
4.2
The
Contractor shall meet all grant reporting requirements, which shall include the
following:
|
Report (Program/Fiscal/Data) |
Reporting Period |
Due Date |
|
First Quarter |
05/19/20
to 06/30/20 |
07/27/20 |
4.2.1
The
quarterly report must include an interim budget expenditure report showing (1)
an approved budget, (2) costs incurred and obligated expenditures, (3) approved
budget modifications, and (4) an unspent balance. The report should be
consistent with the cost categories and budget line items listed in the
approved budget.
4.2.2 Documentation of
financial expenditures and service delivery is part of the Quarterly
Report. The Quarterly and Final Report
Format, Template for Quarterly Financial Reporting, Template for Budget
Adjustment Request, and Data Collection can be downloaded at https://www.samhsa.gov/dtac/ccp-toolkit/ccp-reporting
Curriculum
Development and Consultation
1.0 INTRODUCTION
1.1 Contractor shall provide Systems of Care
(SOC) curriculum development and SOC curriculum updates.
2.0 WORK REQUIREMENTS
2.1 Develop a comprehensive curriculum for
Oklahoma Systems of Care staff and partners on essential of a systems of care,
to include context setting, systems building and community building, SOC Values
and Principles throughout agency and community, staff supervision, budget
management, resource management, ensuring family and youth voice and choice,
quality assurance, data and reporting, evaluation, and decision-making.
2.2
All
activities shall be coordinated and approved by Director of Children’s
Services.
2.3
Includes
material that can be utilized within Oklahoma Systems of Care.
3.0 PERFORMANCE MONITORING
3.1 The Department will monitor the
performance of the Contractor.
4.0 COMPENSATION
4.1 Funds shall be reimbursed upon
documentation of expenditure, according to procedures determined by the
Department. Documentation shall include
a brief narrative of activities performed.
4.2 Contractor shall submit an invoice to the
Department, subject to approval.
4.3 Invoices shall be electronically
submitted or sent to: contracts@odmhsas.org
Or
Contracts
Oklahoma
Dept. of Mental Health and Substance Abuse Services
2000
N. Classen Blvd. 2-600
Oklahoma
City, Oklahoma 73106
Pain
and Opioid Management Project
1.1
Contractor shall provide
the necessary resources to develop and coordinate
primary care quality improvement methods and deploy and supervise academic detailers and practice facilitators who will work with select
primary care/family practice providers. The purpose of the service is to
create, disseminate and implement evidence-based guidelines and best practices
for pain management and safer opioid prescribing in Oklahoma primary care practices.
2.1
Contractor shall:
2.1.1 Recruit and enroll a
minimum of 60 practices per project year to participate in the project based on
readiness and need (risk). In coordination with the ODMHSAS, determine
the number of sites and selection criteria.
2.1.2 Define best practices
and develop project materials based on evidence-based opioid and behavioral
health clinical guidelines.
2.1.3 Deploy academic
detailing, practice facilitation, dashboard monitoring, and other supports
to implement guidelines and evaluate defined
process and outcome measures.
2.1.4 Monitor patient
outcomes, resource coordination, and use of best practices.
2.1.5 Conduct a review of the
Do No Harm continuing medical education course and complete revisions by
January 2021. Maintain the course on the OU CME Cloud learning management
system; promote the course.
3.1
Oklahoma Department of Mental Health
and Substance Abuse
Services will monitor the
performance of the Contractor.
3.2
Contractor shall report quarterly on contract activities
and submit to the Department no later
than October 15th, January
15th, April 15th, and July31st.
The July 31st report
shall serve as the end of year report and shall: (1) summarize
activities/progress/barriers related to the Work Requirements; (2) report process and
outcomes measures for the project; and (3) identify key project challenges and
methods to address challenges.
3.3
Contractor shall submit monthly billing documentation as
outlined in the Compensation section.
4.1
Compensation is on a cost reimbursement basis. Contractor
shall be reimbursed for service upon documentation of expenditures, according
to procedures determined by the Department, pursuant to a Department approved
project budget.
4.2
Contractor may claim expenses for: personnel costs (i.e.
training, technical assistance,
evaluation, research, program coordination), supplies, travel, and indirect
fees every 30 days.
4.3
A properly completed invoice must be submitted within 30
days of the end of the month in which services were delivered and include the
following items:
4.3.1 Name, address and FEI
number of the contractor.
4.3.2 Invoice date.
4.3.3 Period covered by invoice.
4.3.4 Purchase order number.
4.4
Contractor shall invoice the Department monthly. The State
of Oklahoma has 45 days from presentation of a proper invoice to issue payment
to the contractor. The Department may withhold or delay payment to any
Contractor failing to provide required programmatic documentation and/or
requested financial documentation. If the Contractor is unable to support any
part of their claim to the Department and it is determined that such inability
is attributed to misrepresentation of fact or fraud on the part of the contractor, the Contractor shall be liable to the
Department for an amount equal to such unsupported part of the claim in addition to all costs,
including legal, attributable to the reviewing and discovery of said
part of claim. Liability under this section shall be determined within five
years of the commission of such misrepresentation of fact or fraud.
4.4.1 Contractor is not
required to submit supporting documentation of claimed expenses
with monthly invoices but shall retain supporting documentation of all expenditures
for review during annual site visits and upon request from the Department.
4.5
Allowable costs must be consistent with section 34 CFR
Subtitle A §80.22 Allowable costs.
4.5.1 Allowable Expenses:
4.5.1.1
Personnel:
Salaries, wages, and actual fringe benefit costs. Personnel costs must not
include time for indirect services. Personnel
costs for the purpose program
administration shall not
exceed 6% of the total contract amount.
4.5.1.2
Travel/Per
Diem: Travel and per diem expenses for project staff during the execution of
the project. All travel costs shall
be in accordance with the Oklahoma State Travel Reimbursement Act (OSTRA). All out of state travel/per diem for staff must be pre-approved by the ODMHSAS.
4.5.1.3
Training:
Conference/seminar tuition fees necessary for the project staff and/or
volunteers; must be approved by the Department.
4.5.1.4
Supplies:
Consumable supplies allowable when necessary to conduct the project
4.5.1.5
Contractual:
Essential consultant/program services which cannot be met by project or state personnel. Contractor shall
receive prior approval from the Department for subcontracts.
4.5.1.6
Equipment:
Equipment, property or other capital purchases with a minimum cost of $500 per
item, not to exceed a total of $2,500 per contract period.
4.5.1.7
Other
Direct Service Expenses: Must be clearly defined in the budget justification.
Acquisitions of promotional or incentive items shall comply with the
established guidelines and limits established by the ODMHSAS.
4.5.1.8
Indirect
costs limited to 12% of total direct costs. Indirect costs are costs incurred
for common or joint objectives that cannot be identified specifically with a
particular project, program, or organizational activity. Facilities operation
and maintenance costs, depreciation, and administrative expenses are examples
of costs that usually are treated as indirect costs. The organization is responsible for presenting costs consistently and shall not include costs associated with its indirect rate as direct costs.
4.5.2 Unallowable Expenses:
4.5.2.1
Any
activity that is not directly related to the coordination of the project.
4.5.2.2
Meals
(except when paid as per diem to consultants or conference/workshop leaders).
4.5.2.3
Acquisition
costs of real property, as well as construction costs.
4.5.2.4
Entertainment
costs for amusement and diversion, including
activities/events provided as program rewards and incentives.
4.5.2.5
Out of state expenses
for when comparable events/activities occur within the state.
4.5.2.6
Advocacy
by staff on contract time and/or advocacy efforts that involve hiring of
lobbyists or travel for the purpose of lobbying.
4.5.2.7
Ongoing,
non-project related expenses such as telephones, postage, and stationery, etc.
4.5.2.8
Fund
raising expenses incurred solely to raise capital or obtain contributions,
including staff time for the purpose of fund
raising.
4.6
A budget revision request submitted by the Contractor
during the contract period must be submitted on the detailed budget form and
include a narrative explanation of the reasons
for the revision
request and the benefit
to the program resulting from the revision. No budget revisions are to be
submitted after June 1 of the contract period. Contractor shall limit budget
revision requests to three (3) per fiscal year. Budget revisions may not change
the scope of work of the contract. (A scope change occurs when a budget is revised in such a way that it does not provide
for the expenditures necessary to fulfill
the contractor’s duties
and performance requirements as stated in the entire agreement). Budget revisions must be
requested in advance of incurring expenditures and are not effective until
approved in writing by the Department. Expenditures incurred without prior
approval of a budget revision
shall be the responsibility of the Contractor and will not be
reimbursed by the Department.
4.7
Contractor shall maintain required records and supporting
documentation, for validation of costs billed
to the Department for six years from the ending date of the contract.
4.8
Invoices shall be sent to:
contracts@odmhsas.org
Or
Contracts
Oklahoma Department of Mental Health and Substance Abuse
Services 2000 N. Classen Blvd. 2-600
Oklahoma City, Oklahoma 73106