HomeMy WebLinkAboutResolutions - 1998.09.03 - 255554'1 t .
September 3, 1998
REPORT (Misc. #98201)
BY: PERSONNEL COMMITTEE, THOMAS A. LAW, CHAIRPERSON
IN RE: CIRCUIT COURT/FRIEND OF THE COURT - 1998/1999 MEDICAL SUPPORT
ENFORCEMENT REIMBURSEMENT CONTRACT ACCEPTANCE
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
The Personnel Committee, having reviewed the above referenced resolution on
August 26, 1998, recommends that the resolution be adopted.
Chairperson, on behalf of the Personnel Committee, I move the acceptance of the
foregoing Report.
PERSONNEL COMMITTEE
Personnel Committee Vote:
Motion carried on unanimous roll call vote with Holbert absent.
? •
September 3, 1998
MISCELLANEOUS RESOLUTION #98201
BY: GENERAL GOVERNMENT COMMITTEE, NANCY DINGELDEY, CHAIRPERSON
IN RE: CIRCUIT COURT/FRIEND OF THE COURT - 1998/1999 MEDICAL SUPPORT
ENFORCEMENT REIMBURSEMENT CONTRACT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Michigan Family Independence Agency, Office of Child
Support, has awarded Oakland County Friend of the Court's 1998/1999
Medical Support Enforcement Reimbursement Contract; and
WHEREAS this 100-% funded reimbursement contract award covers the
period of October 1, 1998, through September 30, 1999; and
WHEREAS the award totals $324,642 and is to continue six (6) special
revenue funded positions including: four (41 FOC Support Specialists and
two (2) FOC Case Assistants; and
WHEREAS funding is available to create one (1) Clerk III position.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners accepts the 1998/1999 Medical Support Enforcement
Reimbursement Contract with the Michigan Family Independence Agency.
BE IT FURTHER RESOLVED that the Board also approves the creation of
one (1) special revenue funded Clerk III position, and continues the
remaining four (4) special revenue FOC Support Specialist positions and
two (2) special revenue FOC Case Assistant positions in the Friend of the
Court.
BE IT FURTHER RESOLVED that the Chairperson of the Board of
Commissioners is authorized to execute the reimbursement agreement and
to approve minor changes and extensions not to exceed fifteen (15)
percent variance from the original award.
BE IT FURTHER RESOLVED that the future level of service, including
personnel, be contingent upon the level of state funding for this
program.
Chairperson, on behalf of the General Government Committee, I move
the adoption of the foregoing resolution.
GENtR:AL GOVERNMBVT cOMMITTEE
General Government Committee Vote:
Motion carried on unanimous roll call vote with McPherson absent.
Contract No:
Contract Amount:
Index Code:
P.C.A. No:
Agency Object Code:
Commodity Code:
Federal I.D. #:
Mail Code:
Method of Payment:
CS/MED-99-63001
$324,642.00
93100
81135
6155
FTR 10 02
38-6004876
011
Actual Cost
AGREEMENT
between
FAMILY INDEPENDENCE AGENCY
and
THE COUNTY OF OAKLAND
This Agreement, effective the 1st day of October, 1998, and ending the 30th day of
September, 1999, is by and between the Family Independence Agency, having a mailing
address of 235 S. Grand Avenue, P.O. Box 30037, Lansing, Michigan 48909 (hereinafter
referred to as the "FIA"), the County of Oakland, a public organization, having a mailing
address of P.O. Box 436012, 230 Elizabeth Lake Rd., Pontiac, MI, 48343-6012, (hereinafter
referred to as the "Contractor), and the Chief Circuit Judge for the Court, (hereinafter
referred to as the "Court").
WHEREAS, the FIA is authorized to contract with state or local units of government and
private agencies under the provisions of MCLA 400.10; and,
WHEREAS, the F1A has the authority to enter into a Cooperative Agreement under and in
accordance with policies established by the F1A, as well as under and in accordance with
Title IV-D of the Social Security Act as amended and the provisions of part 304,
Chapter III, Title 45, Code of Federal Regulations; and
WHEREAS, the FIA is desirous of purchasing services, and the Contractor and Court desire
to provide services in accordance with the terms and conditions of this Agreement; and,
NOW, THEREFORE, in consideration of the above, and In consideration of the promises and
mutual covenants hereinafter contained, the parties hereto agree as follows:
I ;
I. GENERAL PROVISIONS
A. FIA's Source of Funds-Termination
The FIA's payment of funds for purposes of this Agreement is subject to and
conditional upon the availability of funds for such purposes, being federal and
state funds. No commitment is made by the FIA to continue or expand such
activities. The FIA may terminate this Agreement immediately upon written notice
to the Contractor and Court at any time prior to the completion of this Agreement
if, in the opinion of the FIA Director, funding becomes unavailable for this service
or such funds are restricted.
B. Fees and Other Sources of Funding
The Contractor and Court guarantee that any claims made to the FIA under this
Agreement shall not be financed by any source, including client fees, other than
the FIA under the terms of this Agreement. If funding is received through any
other source, the Contractor and Court agree to delete from Contractor and
Court billings, or to immediately refund to the FIA, the total amount representing
such duplication of funding.
C. Review and Monitoring Reports
The Contractor and Court shall comply with all program and fiscal review
reporting procedures at time intervals and on specified forms as established by
the FIA on the beginning date of this Agreement. Any additional reports which
the FIA proposes to be completed by the Contractor or Court shall be completed
pursuant to agreement by the parties to this Agreement.
D. Examination and Maintenance of Records
The Contractor and Court shall permit the FIA or any of its identified agents
access to the facilities being utilized at any reasonable time to observe the
operation of the program. Further, the Contractor and Court shall retain all
books, records or other documents relevant to this Agreement for five (5) years
after final payment, at their cost, and federal auditors and any persons duly
authorized by the F1A shall have full access to and the right to examine and audit
any of said material during said period. If an audit is initiated prior to the
expiration of the five-year period, and extends past that period, all documents
shall be maintained until the audit is completed. The FIA shall provide findings
and recommendations of audits to the Contractor and Court. The FIA shall adjust
future payments or final payment if the findings of an audit indicate over or under
payment to the Contractor in the period prior to the audit. If no payments are due
and owing the Contractor, the Contractor shall immediately refund all amounts
which may be due the FIA.
Page 2
E. l_n_a_u_im_ce_i .coverage
The Contractor and Court shall provide and maintain public liability insurance in
such amounts as necessary to cover all claims which may arise out of the
Contractor or Court's operations under the terms of the Agreement.
Unemployment compensation coverage, and worker's compensation insurance
shall be maintained in accordance with applicable federal and state law and
regulations.
F. Compliance with Civil Rights. Other Laws
The Contractor and Court shall not discriminate against any employee or
applicant for employment with respect to hire, tenure, terms, conditions, or
privileges of employment, because of race, color, religion, national origin, age,
sex, height, weight, or marital status pursuant to 1976 P.A. 453, Section 209.
The Contractor and Court shall also comply with the provisions of the Michigan
Handicappers Civil Rights Act, 1976, P.A., 220 and Section 504 of the Federal
Rehabilitation Act of 1973, P.L. 93-112, 87 Stat. 394, which states that no
employee or client or otherwise qualified handicapped individual shall, solely by
reason of handicap, be excluded from participation, be denied the benefits of, or
be subjected to discrimination under any program or activity receiving federal
financial assistance. The Contractor and Court shall comply with the Americans
with Disabilities Act of 1990 (ADA), P.L. 101-336, 104 Stat. 328, which prohibits
discrimination against individuals with disalbilities and provides enforcement
standards. Further, the Contractor and Court shall comply with all other federal,
state or local laws, regulations and standards, and any amendments thereto, as
they may apply to the performance of this Agreement.
G. Royalties and Copyright
The FIA reserves a royalty-free non-exclusive license to use and authorize
others to use all written or visual material or other work products developed in
connection with this Agreement, including all copyrightable or copyrighted
materials.
H. Confidentiality
The use or disclosure of information concernIng clients obtained in connection
with the performance of this Agreement shall be restricted to purposes directly
connected with the administration of the programs implemented by this
Agreement and as required by federal regulations and state statute.
Page 3
I. Property Thie
Title to all non-Child Support Enforcement Systems (CSES) property, real or
personal, used by the Contractor or Court in the performance of this Agreement
and which is funded in whole or part by the F IA shall remain in the F1A during the
term of this Agreement. Upon expiration of this Agreement or any extension
thereof, the Contractor and Court agree to return said property to the FIA or pay
the then current fair market value thereof to the FIA. However, in the event that
any such property is only partially funded by the FIA, the Contractor or Court
shall return said property to the FIA or pay the FIA that portion of the current fair
market value of such item which is in the same percentage as the FIA's
contribution to the original purchase price. Where property in which the FIA has
an interest is traded for other property, the Contractor and Court shall maintain
continuing records to account for the F1A's financial interest in such subsequent
acquisitions.
J. Subcontracts
The Contractor or Court shall not assign this Agreement or enter into
subcontracts which shall be paid in whole or part using money received through
this Agreement without obtaining prior written approval of the FIA. The FIA, as a
condition of granting such approval, shall require that such assignees or
subcontractors shall be subject to all conditions and provisions of this
Agreement. The Contractor and Court shall be responsible for the performance
of all assignees or subcontractors, and shall insure the subcontracted agents
comply with all provisions of this Agreement.
K. Cancellation of Agreement
FIA reserves the right to cancel this Agreement by giving thirty (30) calendar days written notice to the Contractor
or Court. The Contractor or Court may terminate this Agreement upon thirty (30) calendar days written notice to
the FIA at any time prior to the completion of the Agreement period.
Page 4
L. Closeout/Extension
When this Agreement is concluded or terminated, the Contractor and Court shall
provide the FIA, within sixty (60) calendar days after conclusion or termination,
with all financial, performance and other reports required as a condition of the
Agreement, unless written extension is granted by the FIA for extenuating
circumstances. The FIA shall make payments to the Contractor for allowable
reimbursable costs not covered by previous payments. The Contractor shall
immediately refund to the FIA any payments or funds advanced to the Contractor
in excess of allowable reimbursable expenditures.
M. Continuing Responsibilities
Termination, conclusion, or cancellation of this Agreement shall not be construed
so as to terminate the ongoing responsibilities or rights of the parties as provided
in Section I, the Examination and Maintenance of Records and Closeout
Extension clauses of this agreement.
N. Dispute Resolution
1. Local Resolution
All parties agree to make a good faith attempt to resolve disputes. Resolution
of any dispute shall first be attempted at the local level by County Contractor,
Prosecuting Attorney, Friend of the Court and the FIA's Office of Child
Support (OCS) District Managers, as appropriate.
2. Second Stage Resolution
If it appears a dispute cannot be resolved at the local level, the aggrieved
party shall notify the other parties and the Director of the Office of Child
Support, in writing, regarding the nature of the dispute and the efforts made
to resolve the dispute. Within sixty (60) calendar days of this notification, the
parties and the OCS Director or designees shall meet to attempt resolution of
the dispute.
3. Formal Notice of Intent
The Contractor and Court shall notify the HA in writing of their intent to
pursue a claim against the FIA for breach of any terms of this Agreement. No
suit may be commenced by the Contractor or Court for breach of this
Page 5
• AgrRement'prior to the expiration of ninety (90) calendar days:from the date
of such notification. Within this ninety (90) day period, the Contractor and
Court, at the request of the FIA, must meet with the Director of the FIA or
designee for the purpose of attempting resolution of the dispute. Formal
Notice of Intent action shall not be commenced until resolution has been
initiated as described in 1 and 2 above. However, these paragraphs do not
restrict the right to invoke and cancel under Section I, Cancellation of
Agreement clause of this agreement.
4. Continuation of Services and Payment
Prior to commencement and during the pendency of a dispute or a suit for
breach of this Agreement, services shall continue to be provided as set forth
in this Agreement and payment for such services by the FIA shall continue
without interruption, except as provided in Section III, the Payment clause of
this Agreement.
O. Amendment
This Agreement may be amended, at the request of any party, only by the
written consent of all the parties hereto. If the Contractor or Court refuses to sign
an amendment, the FIA may terminate this Agreement at the end of sixty (60)
calendar days from the date of request to amend. The Contractor and Court shall
suffer no liability to the FIA for refusing to agree to said amendment, and said
refusal shall not constitute a breach of this Agreement.
P. Termination - Unfair Labor Practice
The FIA may void this contract upon fifteen (15) calendar days notice if the name
of the Contractor or Court, or the name of a subcontractor, manufacturer, or
supplier of the Contractor or Court, subsequently appears in the register
compiled pursuant to Section 2 of Act 278, P.A. 1980. This Act prohibits the state
from entering into contracts with certain employers who engage in unfair labor
practices; to prohibit those employers from entering into certain contracts with
others; to provide for the compilation and distribution of a register of those
employers; and to provide for the voiding of certain contracts.
Q. Audit Requirements
For Subrecipients
Contractors who receive a total of $300,000 or more in federal funds from one or
more funding sources in its fiscal year as a subrecipient shall comply with the
requirements of the Federal Office of Management and Budget (OMB) Circular
A-133.
Page 6
CFDA#
93.563 Child Support Enforcement
PROGRAM TITLE %FFP
66%
As defined in OMB Circular A-133, the contractor shall submit two copies of:
• Data Collection Form
• Audit Report
The OMB Circular A-133 audit must be submitted to the address below in
accordance with the time frame established in this circular.
Contractors receiving less than $300,000 in federal funds must submit a letter to
the FIA advising that a circular audit was not required. The letter shall identify
the year, the name of the FIA federal programs, and the CFDA grant number(s).
This information and the audit reports shall be submitted to:
Family Independence Agency
Attn: Audit Liaison
Grand Tower, Suite 1112
Office of Internal Audit
235 S. Grand Avenue
P.O. Box 30037
Lansing, Michigan 48909
This Grant is funded in part throught the federal program(s) listed below. The
Catalog of Federal Domestic Assistance number (CFDA#) for each federal
program as well as the percentage of Federal Financial Participation (FFP) is
indicated also.
The FIA imposes no other audit requirements on subrecipient contractors. The
contractor shall not charge audit cost to FIA programs which are not in
accordance with the aforementioned requirements.
All contractors are subject to federally required monitoring which may include
limited scope reviews and other on-site monitoring. The cost of monitoring, both
financial and program, will be paid by the FIA.
For Vendors
Contractors not identified as subrecipient will be considered vendors for audit
reporting purposes. Vendors serving the following program areas are required to
submit annual/audited financial statements: Adoption, Children's Foster Care.
There are no other audit requirements for vendors, however, the FIA reserves the
right to request reports to conduct on site audits for review at anytime.
Page 7
R. Reporting of Retiree Employment
ALL OTHER CONTRACT PROVISIONS NOTVVITHSTANDING, the Contractor
shall provide written notification to the FIA of entering into a contractual
relationship with any employee who retired from the State of Michigan using the
early retirement program authorized by P.A. 487 of 1996. This notification shall
be submitted to the Office of Contracts and Rate Setting (OCRS) within fifteen
(15) days of signing this Agreement or of entering into a contractual relationship
with any retiree under P.A. 487 of 1996. The Contractor must report the retired
employee's name, social security number and work site. For purposes of this
Agreement, the Contractor is limited to an aggregate of 500 hours of services
provided by an early retiree under P.A. 487 of 1996. Exclusion and disallowance
of all payroll costs related to such employees shall occur under the following
circumstances:
1. Failure of the Contractor to notify OCRS within the allotted time period.
Exclusion and disallowance of costs shall be for the period from beginning of
services up to the time that proper notification is received by OCRS.
2. Failure of the Contractor to enforce the 500 hour limitation of service
provision by the early retiree.
S. Agreement Inclusiveness
This Agreement with the previously mutually approved Application incorporated
by reference and made a part hereof, is intended by the parties as the complete
and final expression of their agreement with respect to the terms included herein,
and may not be contradicted by evidence of any prior contemporaneous
agreement, oral or otherwise.
II. CONTRACTOR AND COURT DUTIES AND RESPONSIBILITIES
The Contractor through the Friend of the Court shall enforce all medical support
orders over which it has jurisdiction and seek modifications of orders to include
medical support in accordance with federal regulations, state statute and court rules.
The intent of this contract with enhanced funding is to:
• Enable Friends of the Court to identify the existing backlog of IV-D cases
requiring medical support enforcement efforts,
• Determine what enforcement action is needed on those backlogged cases, and
• Initiate needed enforcement action on all backlogged and new IV-D cases.
Page 8
For enfdrcing Medical child support orders in IV-D cases and as a ,subrecipient of
Federal Financial Assistance, the Contractor and the Friend of the Court shall
comply with the requirements of Title IV-D of the Social Security Act, implementing
applicable federal regulations and requirements and state statutes or by using the
Manual for Friend of the Court, Section 4000, Chapter 500 and 550 and Friend of
the Court Letters.
A. Services
The Friend of the Court shall:
1. Make medical support enforcement (MSE) services available to all eligible
individuals. Eligible individuals are those custodial parents (and their children)
who are past or present recipients of FIP, IV-E foster care or the Medicaid
programs or who have filed an application for IV-D services.
2. Maintain records and provide collection services.
3. Enforce medical support obligations using all appropriate procedures:
a) Identify cases requiring medical support enforcement through manual
review of cases or through approved computer tape match processes.
b) Obtain medical insurance information and convey it to DCH, Revenue and
Reimbursement Division through electronic submission to CSES; or,
submission of "Employer's Disclosure of Income and Health Insurance
Information" (FOC 22a) and "Friend of the Court Case Questionnaire"
(FOC 39C).
c) File petitions with the court to order the inclusion of health insurance in
new or modified orders.
d) Serve dependent health care coverage orders on employers and
insurance carriers.
e) Contact absent parents to obtain insurance information or to obtain
insurance coverage if available at reasonable cost though not ordered.
f) Contact employers or insurers to obtain policy coverage information or to
request notification of lapsed coverage.
Inform non-Medicaid clients of the availability of medical support
enforcement services.
h) Review and modify medical support orders.
g)
Page 9
• •
i) Inform non-Medicaid clients of insurance information obtained through
FOC enforcement efforts (Medicaid clients shall be notified by the FIA
when DCH receives the information).
4. Initiate locating action when necessary
5. Cooperate with other states for enforcement of medical support orders
6. Maintain administrative processes
a) Fiscal Policies and Accountability
b) Bonding of Employees
C) Separation of Cash Handling and Accounting Functions
d) Safeguarding of Information
B. Reports
The Contractor and Court shall prepare, complete and submit the following
reports in the cycles indicated, to the units named:
1. Form: FIA-286A - Title IV-D Medical Support Expenditure Report,
including appropriate time documentation. This expenditure report
shall not be complete and acceptable for payment unless the report
section of the form is completed listing the progress on achieving
the goals of the contract as set in the contract application.
Cycle: Due by the fifteenth (15) working day after month of service
To: Family Independence Agency
Office of Child Support
P.O. 30478
Lansing, MI 48909-7978
2. Form: FOC 22A or IV-D Approved Electronic Reporting-Employer's
Disclosure of Income and Health Insurance Information. This report
must contain the Family Independence Case Number before it is
submitted to the Michigan Department of Community Health (DCH),
Revenue and Reimbursment Division (formerly TPL). The form is
described in the Friend of the Court Manual, Section 4000, Chapter
500.
Cycle: Whenever the information becomes available.
Page 10
FOC 22A
To: Michigan Department of Community Health
Budget and Finance Administration
Bureau of Audit and Revenue Enhancement
Revenue and Reimbursement Division
P.O. Box 30479
Lansing, Michigan 48909
Approved Electronic Reporting
To: Child Support Enforcement System (CSES) for interfacing with the
Michigan's Title XIX Agency, DCH, Revenue and Reimbursement
Division.
3. Form: FOC 39C - Friend of the Court Case Questionnaire. Page 3 of
this questionnaire may include health care information. A copy of
page 3 of this form may be used to convey information to the
Michigan Department of Community Health (DCH), Revenue and
Reimbursment Division (formerly TPL). The FIA case number and
the names of the Payer and payee must be added to it before
submission. The form is described in the Friend of the Court
Manual, Section 4000, Chapter 500.
Cycle: Whenever the information becomes available.
To: Michigan Department of Community Health
Budget and Finance Administration
Bureau of Audit and Revenue Enhancement
Revenue and Reimbursement Division
P.O. Box 30479
Lansing, Michigan 48909
C. Client Grievance System
Each Court shall have a written office grievance system which provides the
opportunity to seek relief for those who believe they have not received services
required by the IV-D program, or believe the services they have received are not
in accordance with IV-D regulations. Information about the grievance system
shall be provided to clients or the FIA upon request.
Page 11
D. State%;vide Aiomated System
The Contractor and Court agree to cooperate and work towards meeting the federal requirement of a statewide
automated system using the Child Support Enforcement System or an approved CSES linked computer system which
processes intra- and inter-state data in accordance with IV-D regulations, statutes, policies and procedures for
establishing case records, locating non-custodial parents, establishing support orders, establishing paternity,
enforcing support orders and complies with all IV-D, CSES, OCS, or FIA reporting requirements.
Additionally, counties proposing to use a CSES Linked system shall submit, a system plan describing the design,
development, and implementation milestones and completion dates for approval by the FIA within a reasonable time
of when FIA provides necessary scalability information.
E. Applicable Costs. Maintenance of Effort on Cooperative Reimbursement
Contract
The Contractor and Court, as subrecipients of Federal Financial Assistance,
agree to abide by applicable provisions of the Cost Principals for State and Local
Governments issued in the Federal Office of Management and Budget Circular
No. A-87. This circular provides cost principles to be used in determining the
availability of Federal Financial Assistance for Child Support Enforcement
activities under Title IV-D of the Social Security Act. If any staff funded in part or
whole by IV-D funds do not work full time or medical support matters, detailed
time-records for such employees are required to document the amount of time
spent on reimbursable activities. If employees intermingle work effort on child
support enforcement and medical support enforcement, the FOC must document
the medical support enforcement effort through time study if a claim is to be
honored under this contract.
Medical support enforcement has been and shall continue to be funded under
the existing cooperative reimbursement contract already in effect between these
parties. This contract shall fund medical support enforcement work effort in
addition to that already funded under the cooperative reimbursement contract
(CRP). The funding in this contract shall be available only to the extent that the
Contractor and the Court maintain the same IV-D staffing levels already funded
under the 1995 cooperative reimbursement program (CRP) contract. The
Contractor and the Court shall not leave positions vacant under the CRP contract
while billing for services under the MSE contract.
F. Billing Method
The Actual Cost Reimbursement Method shall be used to claim reimbursement
under this Agreement. The Medical Support Enforcement Budget is attached
hereto and made a part of this Agreement. The Budget and Application detail the
amount and object of expenditures for which the Contractor and Court shall use
funds paid under this Agreement. The Contractor and Court shall follow and
adhere to the Budget. Only actual costs may be billed. However, expenditures
up to $3,000 above the direct cost line item budget categories are permissible
Page 12
provided the Sum of all expenditures does riot exceed the total :amount of the
Agreement. The Contractor and Court must obtain written approval from the FIA
to increase line items in the budget by more than $3,000. The Contractor and
Court's request for the FIA's approval must contain sufficient information to allow
the FIA to identify which budget line items are to be increased, which line items
are to be decreased, the reason for change, the programmatic impact of the
budget changes and must stay within the originally approved budget total. The
person authorized to approve budget revisions is the Director of the Office of
Child Support. Actual costs may include the cost of fringe benefits provided by
the Contractor for the Court and employees funded by this Agreement, in the
same proportion as that employee is employed in IV-D Medical Support
Enforcement reimbursable activities, as long as those fringe benefits are no
greater than benefits the Contractor provides to similar non-IV-D employees, and
are not contrary to any federal regulation. Fringe benefits may include longevity,
vacation, personal leave, holiday, sick leave, medical, dental, optical, life
insurance, disability insurance, retirement, social security, workers
compensation, and unemployment insurance.
G. Billing Procedure
The Contractor and Court shall complete a monthly "Title IV-D Cooperative
Reimbursement Expenditure Report," (Form FIA-286A) detailing program related
expenditures and the progress of the project with respect to the goals stated in
the contract application. The FIA-286A shall indicate actual costs by category of
expense in the performance of this Agreement for the period being billed. The
FIA-286A shall be submitted within fifteen (15) working days from the end of the
monthly billing period to the Contract Manager.
H. Bonding of Employees
The Contractor and Court agree to assure that every person who, as a regular
part of his or her employment, receives, disburses, handles, or has access to
support collections shall be covered by a bond or insurance, or be self-insured
with the approval of the FIA, in an amount sufficient to protect against loss
resulting from employee dishonesty.
III. flA DUTIES AND RESPONSIBILITIES
A. Program Administration
The FIA, as a recipient of Federal Financial Assistance, shall administer the
Title IV-D program in Michigan, and shall maintain the approved Title IV-D State
Plan consistent with federal requirements. The FIA shall distribute program
regulations, forms and instructions to the Contractor and Court through the
Manual for Friend of the Court, Section 4000 and Friend of the Court Letter
Series.
Page 13
B. Payment
The FIA shall complete its processing of payments to the Contractor within thirty
(30) calendar days after receipt of the Contractor's monthly FIA-286A, "Title IV-D
Medical Support Enforcement Expenditure Report," detailing program related
expenditures as set forth in the budget attached to and part of this Agreement.
For FIA-286A's submitted after the due date the FIA reserves the right to delay
processing and payment to the next available cycle.
The FIA reserves the right to defer or disallow payment of any claim submitted
by the Contractor and Court for failure to document and provide records,
statistics, and reports to the FIA as required by this Agreement or as are required
by applicable state statutes and federal regulations.
C. Program Compliance Monitoring and Evaluation
The FIA will monitor and evaluate Court performance for compliance with federal
Title IV-D Program regulations and the terms of this agreement. Performance
compliance shall be measured against federal program audit standards
established to ensure that program services are administered effectively and
efficiently. The FIA shall request corrective action when a program compliance
evaluation indicates areas of substantial noncompliance with the terms of this
agreement on the part of the Court.
D. Maximum Amount of Agreement ,
The maximum amount of this agreement as appropriated by the Contractor is
THREE HUNDRED TWENTY-FOUR THOUSAND SIX HUNDRED FORTY-TWO
AND 00/100 DOLLARS ($324,642.00). The maximum amount of costs to be
reimbursed by the FIA shall be the State share of actual expenditures during the
life of this agreement up to the maximum of the Title IV-D program net budget, a
copy of which is attached hereto and made a part hereof.
Page 14
•
IN WITNESS WHEREOF, the FIA and Contractor have caused this Agreement to be
executed by their respective officers duly authorized to do so.
The Undersigned has the lawful authority to bind the Contractor and Court to the terms
set forth in this agreement.
Dated at , Michigan CHIEF CIRCUIT JUDGE
(Court)
this day of ,19 By:
Print Name:
Witness:
Dated at , Michigan THE COUNTY OF OAKLAND
(Contractor)
this day of , 19 By:
Print Name:
Chairperson County Board of Commissioners
Witness:
Dated at , Michigan FAMILY INDEPENDENCE AGENCY
this day of , 19 By:
Print Name: Marva Livingston Hammons, Director
Witness:
Page 15
..;ounty Provider: Contract #:CS1MED 99 63001
Federal ID#:
Funding Year:
MS FTE PROJECTED BUDGET
4 Other Income(Describe)
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Comments -
1999
TITIrE IV70 MEDICAL SUPPORT APPLICATION PACKAGE
Medical Support Budget
Friond of the Court
A. CONTRACT DESCRIPTION: Complete items above.
B. BUDGET PROPOSAL (LINE ITEM COSTS)
1 Personnel
2 Other Direct
3 Total Budget
pilireisz000nelam
5 Net Budget
C. WORK PLAN-Explain how line item expenditures will contribute to medical support enforcement.
D. CONTRACT GOALS
Goal Set goals in terms of the wort< product expected to be produced by above described plan.)
. Reports to the DCH Third Party Liability of the following information items on existing, new or modified orders:
a. TitileIV-A (FIP), IV-E (foster care), or XIX (Medicaid) case number. **IF TPL COMPLETES
b. Absent parent's name, SS#, home address and employer's name and address. INTERFACE
c. Insurance policy name, number and names of persons covered by absent parent's insurance.
. Petitions filed with the court to order the inclusion of a health insurance provision in new or modified orders when the
custodial parent and children lack insurance other than Medicaid.
::i:::::0:i:Iliii;i:M 3. Dependent health care coverage orders served on employers and insurers.
2150!:i00:.!:i:::.: 4. Absent parents contacted to obtain insurance information or insurance coverage when ordered.
inal3:00tViii;iiigii;!.;i: 5. Employers or insurers contacted to obtain policy information or to request notification of lapses of coverage.
1600....,;;;.'::::::::;:;;;Iii:;;::!: 6. Show cause hearings to enforce medical support provisions of orders.
400.ORS:',1:::•?:•:::::::i: 7. Custodial parents provided with health insurance policy information.
.„..:.,:k:::i:0:::g::;::::::: 8. Absent parents contacted to request provision of insurance available at reasonable cost though not ordered.
.:•:::ii....6QOO... :,:iiiii;:i$::::: 9. Non-Medicaid clients informed of the availability of medical support enforcement services.
i.:iiii: 10. her goals (define): STAFF/JUDICIAL/FAMILY DIVISION MED IC4j.. SUPPORT_ AWARENES.S
MEDICAL PROVIDER/FRIEND OF THE COURT EDUCATIONAL PROGRAM
ASSIST HEALTH DEPT W/DISBURSEMENT OF MICHILD PROGRAM INFO
Exhibit A, Page 3 of 6
"Medical Support Budget" Page
99 MS Application Package
August 10, 1998
County Provider: OAKLAND
1999
TITLE IV-D MEDICAL SUPPORT APPLICATION PACKAGE
Personnel Cost Worksheet
Contract#: CS/MED-99- 63001
Federal ID#: 38-6004876
Funding Year: FY (10/1/98 - 9/30/99)
a.Subcontracted Staff B.Temp Staff c. County
Employees
Position # or Name Title SUPPORT SPECIALIST
107792 8 35918 Salary
MELISSA G. BRUSSEAU 16373 Fringe
Position # or Name Title SUPPORT SPECIALIST
107793 S 35918 Salary
MARY A. MARTIN 5 16373 Fringe
Position # or Name Title SUPPORT SPECIALIST
107947 S 29110 Salary
MICHELLE E. REEVERS 8 14664 Fringe
Position # or Name Title SUPPORT _SPECIALIST (PTE)
108094 $ 17267 Salary
KAREN A. MARCUS $ 10689 Fringe
Position # or Name Title CASE ASSISTANT
107794 5 26342 Salary
JANICE LINDSEY S 13970 Fringe
Position # or Name Title CASE ASSISTANT
107795 S 25261 Salary
GIOVANNA CATANZARITE $ 13130 Fringe
$ 52291
S 52291
S 43774
$27956
$ 40312
$38391
Position # or Name
VACANT
Title CLERK III
$23989 Salary
8 9355 Fringe $ 33344
Title OVERTIME FOR UNIT
$ 8500 Salary
S 1842 Fringe
Position # or Name
Title
Salary
Fringe
Position # or Name
CATEGORY TOTALS
SALARY $ 193805
FRINGE $ 92237
OVERTIME —$85.08--
PERSONNEL GRAND TOTAL s 294542.00
Total FTE Count (sum of FTE Count Columns a,b, and c)
IMaatie
Friond of the Court
County Provider:
1999
TITLE IV-15 MEDICAL SUPPORT APPLICATION PACKAGE
Other Direct Cost Worksheet
Contract #: CSIMED "013":n
Federal ID#: 38-6
Funding Year:
Description: Cost Est!mate
ev:.:for
Sub Total
Print
Sub Total
elegEMItleMilehaeriAIN
Monthly
Long Distance
Sub Total
Computer Tape Production
Equipment Depreciation (use Depreciation Sheet, Grand Total, Column E)
Sub Total
c RAND TOTAL
August 10, 1998 Exhibit A, Page 5 of 6
"Other Direct Worksheet" Page
99 MS Application Package
County Provider:
Friend of the Court
** PROPERTY/EQUIPMENT DEPRECIATED BY
INFORMATION TECHNOLOGY DEPT.
Contract #:
Federal 1D#:
Funding Year: OMA,
1999
TITL 13 E IV-D MEDICAL SUPPORT APPLICATION '.A 14.KAGE
Depreciation Worksheet
Other Equipment
Data Processing
GRAND TOTALS
D P Sub-Totals
Equipment
Items
Other Eq. Sub-
Totals
Date
Purchased
Useful
Life
Total In Years Yearly
Cost (Per IRS Amount
(less Pub. 946) (CID)
interest)
Allocation
Factor
Amount
Allocated
To IV-D
Budget
(E x F)
Billing
Month &
Year to
Begin End
August 10, 1998 Exhibit A, Page 6 of 6
"Depreciation Worksheet" Page
99 MS Application Package
FINANCE COMMITTEE
# b •11
• •# six
FISCAL NOTE (MiSC. #98201) September 3, 1998
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: CIRCUIT COURT/FRIEND OF THE COURT - 1998/1999 MEDICAL SUPPORT ENFORCEMENT
REIMBURSEMENT CONTRACT ACCEPTANCE
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-F of this Board, the Finance Committee has reviewed
the above referenced resolution and finds:
1. The Michigan Family Independence Agency has awarded the 1998/1999
Medical Support Enforcement Reimbursement contract to the Oakland
County Friend of the Court.
2. This contract is a 100% reimbursement contract for services provided
to establish and enforce medical support and insurance provisions in
domestic relations cases.
3. The award totals $324,642 and provides for the continuation of six
special revenue positions, the creation of one special revenue
funded Clerk III position and $30,900 for operations;
4. That the continuation of services and personnel are contingent on
continued funding for this program.
5. That the Chair of the Board is authorized to execute the agreement
and to approve minor changes and extensions not to exceed 15% of the
original award.
6. That the Circuit Court/Friend of the Court FY 1999 Special Revenue
Budget be amended as follows:
Revenue 31-4100-10001-
xxxx Medical Support Enforcement $324.642
Expenditures 31-4201-10004-
2001 Salaries $193,805
2002 Overtime 8,500
2075 Fringe Benefits 92.237
4100 Expendable Equipment Expense 1,500
3292 Personal Mileage 300
3324 Printing 2,500
3756 Travel and Conference 1,500
4252 Office Supplies 1,500
4284 Postage 4,500
6661 Leased Vehicles 200
6636 Computer Services - Operations 9,000
6105 Stationery Stock 1,500
6666 Print Shop 2,100
6675 Telephone Communications 5.500
$324.642
FINANCE COMMITTEE VOTE
Motion carried unanimously on a roll call vote.
# 4 •
Resolution #98201 September 3, 1998
0 RESOLU
Date
Moved by Dingeldey supported by Gregory the Personnel Committee Report be
accepted.
A sufficient majority having voted therefor, the report was accepted.
Moved by Dingeldey supported by Gregory the resolution be adopted.
AYES: Garfield, Gregory, Hoffman, Holbert, Huntoon, Jacobs, Jensen,
Johnson, Kaczmar, Kingzett, Law, McCulloch, McPherson, Millard, Moffitt, Obrecht,
Palmer, Schmid, Taub, Amos, Coleman, Dingeldey, Douglas. (23)
NAYS: None, (0)
A sufficient majority having voted therefor, the resolution was adopted.
I HEREBY A"
L Brooks P: :M mom County Exmecutive EL
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on September 3, 1998 with the original
record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the
County of Oakland at Pontiac, Michigan this 3rd day of September 1998.
Lynn/D. Allen, County Clerk