FY22 Family Caregiver award contractCAPE FEAR COUNCIL OF GOVERNMENTS
AREA AGENCY ON AGING
GRANT AGREEMENT FOR
FAMILY CAREGIVER SUPPORT GRANTS
July 1, 2021- June 30, 2022
I. PARTIES TO TI3E CONTRACT
This agreement is made and entered into this 7`h day of July, 2021 between the Cape Fear Council of
Governments (1480 Harbour Drive, Wilmington, NC, 28401), hereinafter referred to as the "Council of
Governments," and the New Hanover County Senior Resource Center (2222 South College Road, Wilmington,
NC 28403) hereinafter referred to as the "Grantee."
II. EFFECTIVE PERIOD OF CONTRACT
This contract shall be effective July 1, 2021 and shall tenninate on June 30, 2022.
III. GENERAL PROVISIONS
Subject to the terms and conditions hereinafter set forth, the Council of Govenuuents agrees to grant Family
Caregiver Support Program funds per the NC Division of Aging and Adult Services authorized through the
National Family Caregiver Support Act, (The Older Americans Act, as amended in 2000, Title II1, Part E). This
grant is intended to sustain the efforts of families and other informal caregivers of older adults by providing
supportive services. The objective is to give caregivers relief and provide assistance in finding services allowing
them to keep their older adult in the community for as long as possible and/or help support older adult relatives
raising children 18 years of age or below. The services covered under the grant are intended for caregiver not
receiving any other assistance.
IV. SCOPE OF WORK
Category 2 Assistance to Caregivers in Gaining Access to Services
Funds allocated under Category 2 will be used for Code (823) caregiver resource consultations which will be
provided by their case managers to caregivers.
Category 3 Caregiver Counseling, Support Groups, and Caregiver Training
Funds allocated under Category 3 will be used for code (833) support groups and code (835) trainings/educations.
The grantee facilities/host a caregiver support group at each of their centers and will provide at least one
educational event.
Category 4 Respite Services (Considered temporary, substitute supports or living arrangements
to provide a brief
period of relief to caregivers on an intermittent, occasional or emergency basis)
*Eligible caregivers must be caring.for an older adult 60+ with at least two ADL (Activities of•Daily Living i.e.
eating, dressing, bathing) impairments or individuals with Alzheimer's disease and related disorders with
neurological and organic brain dysfunction. No more than $2,000.00 may be used per eligible client during grant
period.
The funds allocated to Category 4 (Codes 842 In-home Respite and 843 Community Respite) will be provided for
functionally impaired individuals whose primary caregivers need relief from everyday caregiving responsibilities
in order for impaired individuals to remain at home for as long as possible. The Grantee will give the caregivers as
much choice and flexibility as possible by offering temporary respite through in-home aide (medical and non-
medical), adult day care/day health, group respite, and institutional respite in a licensed adult care/nursing facility.
Referral for these services will be made after assessments (including reviewing current services that are being
provided to care recipient by completing a comprehensive intake form) are completed and an appropriate care plan
has been developed by the Grantee.
Category 5 Supplemental Services The funds allocated in Category 5 (Codes: 857 Incontinence Supplies, 859
Liquid Nutritional Supplements, 861 Legal Assistance) are intended as a one-time assistance to caregivers that
compliments the care they are providing. Examples include: purchasing incontinence supplies, home
modifications, home safety intervention, consultation by legal professional to address legal need associated with
caregiving) *Eligible caregivers must be caring,/or an older adult 60+ with at least two ADL (Activities of Daily
Living i.e, eating, dressing, bathing) impairments.
These services are to provide temporary relief and will be a bridging mechanism u�:til consistent services are
available. The Family Caregiver Resource Specialist and other AAA staff will provide technical assistance for
duration of the grant. The terms set forth in this agreement for payment are contingent upon availability of
funding.
The Cape Fear Council of Governments Area Agency on Aging must approve any changes to the budget.
V. GRANT AMOUNT
The total payment under this contract shall not exceed $42,500.. The North Carolina Division of Aging and
Adult Services is providing the match for the Family Caregiver Support Program; therefore, no local match
is required.
Services
Grant
Unit Cost
Projected
Projected
County Served
Categories/
To be
Amount
If
Number of
# to be Served
Cocks
provided
applicable
Units
If
Applicable
2 (823)
Caregiver Resource
$20
$20/hour
1
1
New Hanover
Consultation
3(833)
Support Group
$1,000
N/A
N/A
30
New Hanover
4 (842)
In -Home Respite
$30,000
$22.00/hour
1364
34
New Hanover
4 (843)
Community Respite
$4,500
$41.00/day
110
11
New Hanover
5(857)
Incontinence
$2,000
N/A
N/A
40
New Hanover
Supplies
5 (859)
Liquid Nutritional
$980
N/A
N/A
32
New Hanover
Supplements
5 (861)
Legal Assistance
$4,000
$750
N/A
4
New Hanover
$42,500
The Cape Fear Council of Governments Area Agency on Aging must approve any changes to the budget.
V. GRANT AMOUNT
The total payment under this contract shall not exceed $42,500.. The North Carolina Division of Aging and
Adult Services is providing the match for the Family Caregiver Support Program; therefore, no local match
is required.
VI. DOCUMENTATION AND COMPENSATION
A. In order to qualify for funding, applicants must agree to comply with the following:
• All required assurances (which state the organization must comply with Section 504 of the Rehabilitation
Act of 1973, as amended (29 U.S.C. 794), the Americans with Disabilities Act of 1990, and the Department
of Health and Human Services Regulation under Title VI of the Civil Rights Act of 1964) must be signed
prior to receipt of funding under the FCSP.
• Aging Resource Management System (ARMS) Requirements: All program perfonnance and financial
reports must conform to the requirements of the Division of Aging and Adult Services' automated Aging
Resource Management System (ARMS). The Grantee will be required to participate in the automated ARMS
by supplying the necessary and required input data. The Grantee will also be required to participate in
appropriate training workshops by the Division of Aging and Adult Services and/or Area Agency on Aging.
Failure to comply with the reporting requirements may result in either withholding of funds or possible
suspension/termination of funding. Grantees are required to participate in the ARMS user's fee. The fee
shall apply to each of the categories as the reimbursements are requested through ARMS. It shall be based
on the following formula:
# of records X $.17 maintenance cost per service record in ARMS
B. Compensation: Grantees must meet the reporting requirements of tine NC Division. of Aging and Adult
Services and the Cape Fear Area Agency on Aging Family Caregiver Support Program. Payments will be
made monthly upon request for reimbursement through ARMS by Grantee. Reimbursement forms will be
due monthly to the Area Agency on Aging and must be received no later than the 7th of each month in
order to be considered for payment at the end of that month. These forms should reflect the amount of
funds requested through the ARMS each month.
Payment of funds will be based upon the Aging Resource Management System (ARMS) Provider
Reimbursement Report (ZGA370-12). The Cape Fear Council of Govemmnients will forward payment of the
approved budget expenditure at the end of each month.
C. Documentation of Expenses: Grazitee shall maintain full and complete documentation of all expenses
associated with performing the scope of work under this contract. Documentation in the form of tune
sheets or other verification (prior approval required) that services were rendered shall be kept in each client
file. Grantee shall maintain all financial and program records for a period of seven (7) years from the date
of final payment under this agreement. Grantee shall maintain records on each caregiver served
including: Family Caregiver In -take Form (DAAS 101), Caregiver Assessment, Provider Assurance
Form (signed and dated) and Client/Patient Rights form (signed and dated). The grantee should
include their individual privacy/confidentiality form and a comprehensive intake on the care
recipient for appropriate services (see page 2) in addition to above listed items.
D. Data Reporting: Grant recipients will keep client information updated in the ARMS system so the Council
of Governtnents can submit a bi-annual report that will capture required data on caregivers ARMS will
capture client information and report fund usage monthly. The NC Division of Aging and Adult Services
and the Cape Fear Area Agency on Aging will provide training and technical assistance as needed.
E. Consumer Contributions: Grantees must allow for "consumer contributions" (caregiver must be given
opportunity to contribute to defray the cost of the service but may not be denied service should he/she fail
to or choose not to contribute). The NC Division of Aging and Adult Services Home and Community
Care Block Grant Service Standards for Consumer Contributions will be followed, and a signed/dated
3
provider assurance form
must
be present in each client file. Please review the Consumer
Contributions
Policy and Procedures at:
http://www.ncdhhs.gov/document/consumer-contributions-polioprocedures
VII. REALLOCATION OF GRANT FUNDS
It is understood and agreed, that in the event that the Grantee's rate of progress on this contract is leading to
undenrtilization of the funds allocated, and if the Grantee cannot demonstrate how fiords will be fully utilized during
the contract period, then, upon notice to the Grantee, the Council of Governments may decrease the total
compensation to be paid hereunder in order to reallocate funds to other Grantees. Family Caregiver Support Grant
expenditures will be reviewed after six months to ensure it is on target. U results find that utilization of funds
is less than 50%, the AAA reserves the right to reduce the original grant amount.
VIII. AMENDMENTS AND REPROGRAMMING OF FUNDS
This contract may be modified by written amendment at any time. It is understood and agreed that, in the event
that the amount of funds received from the NC Division of Aging and Adult Services is reduced or increased from
the amount(s) quoted, the Council of Governments may, in turn, decrease or increase the total compensation and
reimbursement to be paid. Such changes, including any increase or decrease in the amount of the Grantee's
compensation shall be incorporated in written amendments to this contract and signed by both parties.
LX. MONITORING, AUDITING, AND REPORTING
The Grantee agrees to have an armual independent audit in accordance with North Carolina General Statutes, North
Carolina Local Government Commission requirements, Division of Aging and Adult Services Program Audit
Guide for Aging Services and Federal Office of Budget and Management (OMB) Uniform Guidance 2 CFR Part
200.
Grantees, who are not waits of local government or otherwise subject to the audit and other reporting requirements
of the Local Government Commission, are subject to audit and fiscal reporting requirements as stated in NC
General Statute 143C-6-22 and 23 and OMB Uniform Guidance CFR 2 Part 200, where applicable. Applicable
community service providers must send a copy of their year-end financial statements, and any required audit, to the
Area Agency on Aging. Home and Community Care Block Grant providers are not required to submit Activities
and Accomplishments Reports. For-profit corporations are not subject to the requirements of OMB Uniform
Guidance 2 CFR Part 200 but are subject to NC General Statute 143C-6-22 and 23 and Yellow Book audit
requirements, where applicable. Federal funds may not be used to pay for a Single or Yellow Book audit unless
it is a federal requirement. State funds will not be used to pay for a Single or Yellow Book audit if the provider
receives less than $500,000 in state funds. The Department of Health and Human Services will provide
confirmation of federal and state expenditures at the close of the state fiscal year. Information on audit and fiscal
reporting requirements can be found at https://www.iiegrants.gov/NCGrants/PublicRoortsRe>yulations.is
The following provides a summary of report
ing requirements under NCGS 143C-6-22 and 23 and OMB Uniform
Guidance Z CFR Part 200 based upon funding received and expended during the service provider's fiscal year.
Annual Expenditures Report Required to AAA Allowable Cost for Reportine
• Less than $25,000 in Certification form and State N/A
State or Federal funds Grants Complian
ce Re-
porting <$25,000 (item # 11,
Activities and Accomplishments
does not have to be completed)
OR
Audited Financial Statements in
• Greater than $25,000
and less than $500,000
in State Funds or
750,000 in Federal
Funds
• $500,000+in State funds
but Federal pass through
in an amount less than
$750,000
• $500,000+ in State funds
and $750,000+ in Federal
pass through funds
• Less than $500,000 in State
funds and $750,000+ in
Federal pass through funds
Compliance with GAO/GAS
(i.e. Yellow Book)
Certification form and Schedule of
Grantee Receipts >$25,000 and
Schedule of Receipts and
Expenditures
Audited Financial Statements in
Compliance with GAO/GAS
(i.e. Yellow Book)
Audited Financial Statement in
compliance with GAO/GAS (i.e.
Yellow Book)
Audited Financial Statement in
compliance with OMB Uniform
Guidance 2 CFR Part 200
(i.e. Single Audit)
Audited Fiiancial Statement in
compliance with OMB Uniforn
Guidance 2 CFR Part
(i.e. Single Audit)
N/A
May use State funds, but
not Federal Funds
May use State and Federal
funds
May use Federal funds,
but not State funds.
It is fiirther understood that the conununity service providers are responsible to the Area Agency for clarifying any
audit exceptions that may arise from any Area Agency assessment, county or community service provider single or
financial audit, or audits conducted by the State or Federal Govenunents. In the event that the Area Agency or the
Department of Health and Hunan Services disallows any expenditure made by the community service provider for
any reason, the County shall promptly repay such funds to the Area Agency once any final appeal is exhausted in
accordance with paragraph nine (9). The only exceptions are if the Area Agency on Aging is designated as a
community service provider through the County Funding Plan or, if as a part of a procurement process, the Area
Agency on Aging enters into a contractual agreement for service provision with a provider which is in addition to
the required County Funding Plan formats. In these exceptions, the Area Agency is responsible for any disallowed
costs. The County or Area Agency on Aging can recoup any required payback from the community service
provider in the event that payback is due to a community service provider's failure to meet OMB Uniform
Guidance CFR 2 Part 200, 45 CFR Part 1321 or state eligibility requirements as specified in policy.
Representatives of the Council of Governments
and. the NC Division of Aging and Adult Services may at any
reasonable times review and inspect the service activities and data collected.pursuant to this Agreement. All
reports and computations prepared by or for the Grantee shall be made available to authorized representatives of
the Council of Governments, and the NC Division of Aging and Adult Services for inspection and review at any
reasonable time in the Grantee's office. Approval and acceptance of such material shall not relieve the Grantee of
its professional obligation to discover and correct, at its expense, any errors found in the work.
To ensure adequate review and evaluation of the work and proper coordination among interested parties, the
Council of Govermnents shall be kept fully informed concerning the progress of the work and services to be
performed,
Council of Governments staff will conduct on-site assessments and may also make unannounced visits for the
purpose of evaluating the Grantee's work.
X. COMPLIANCE WITH TITLE VI &VIII OF CIVIL RIGHTS ACT, SECTION 504 OF THE
REHABILITATION ACT, AND AMERICANS WITH DISABILITIES ACT
Grantee shall comply with Title VI acid VIII of the Civil Rights Act of 1964, Section 504 of the Rehabilitarion Act
of 1973, and the Americans with Disabilities Act of 1990 (ADA) and all requirements imposed by Federal
regulations, rules and guidelines issued pursuant to these Titles and the ADA for both personnel employed and
clients served.
XI. CONFLICT OF INTEREST
Grantee shall comply with all applicable federal. and state conflict of interest laws. Grantee expressly states that
presently they have no interest and shall not acquire any interest, direct or indirect, which would conflict in any
manner or degree with the performance of services required to be performed under this contract. Grantee shall not
employ any person having such interest during the performance of this contract. Grantee further agrees to notify
the AAA in writing of any instance that might have the appearance of a conflict of interest.
XII. CONFIDENTIALITY
Any reports, recipient information, data, or other materials briven to or prepared or assembled by the Grantee under
this Agreement which the Council of Govenunents requests to be kept confidential shall not be made available to
any individual or organization by the Grantee without prior written approval of the Council of Governments.
XIII. INDEMNITY
Grantee shall indenu7ify and hold the Cape Fear Council of Govenunents, its agents and employees, harmless
against arty and all claims, demands, causes of action, or other liability, including attorney fees, on account of
personal injuries or death or an account of property damages arising out of or relating to the work to be performed
by the Grantee hereunder, resulting from the negligence of or the willful act of omission of the Grantee, their
agents, employees, and subcontractors.
XIV. ATTENDANCE AT REGION O AREA AGENCY ON AGIN
G MEETINGS
The Grantee, upon request of the AAA Adntinishator/Designee, will make efforts to attend any committee or
special meeting relating to the project. The Grantee will attend any scheduled regional Family Caregiver Support
Program meetings.
XV. TERMINATION OF AGREEMENT FOR CAUSE
If through any cause, the Grantee shall fail to fulfill in timely and proper manner its obligations under this
Agreement or if the Grantee shall violate any of the covenants, agreements or stipulations of this Agreement, the
Council of Governments shall thereupon have the right to terminate this Agreement by giving written notice to the
Grantee of such termination and specifying the effective date thereof. The date of notice shall be at least fifteen
(15) days before the effective date of such termination.
The Grantee shall have the right to terminate this Agreement by giving the Council of Governments written notice
of such termination at least fifteen (15) days prior to the effective date of the termination. In such event, all
finished documents and other materials collected or produced under this Agreement shall, at the option of the
Council of Goverrunents, become its property.
The Grantee shall be entitled to receive just and equitable compensation for any work satisfactorily performed
under this Agreement.
XVI. APPROVAL OF SIIBCONRACTOR OR ASSIGNABILITY
If the Grantee records show that they have negotiated/arranged for any of the service categories to be provided by a
government or not-for-profit organization, it must be with a clearly defined contract and/or agreement. If the Grantee
chooses to contract for any of the service categories with a for-profit agency, records must show that they have
followed the reference regulation regarding bidding and awarding of federal funds, if applicable. (Contracting for
the FCSP is allowed with private for-profit agencies without bidding out the contracts provided that the contract is
for $25,000 or less. The contractor may use local bidding procedures that are not in conflict with the referenced
federal guidelines. The price negotiated should be reasonable with fair market value. [DHHS regulations 45 CFR,
Part 92.36.])
XVII. TAX EXEMPT STATUS
If grantee has tax exempt status, they must submit a copy of the tax-exempt declaration letter with contract.
IN WITNESS THEREOF, T COUNCIL OF GOVERNMENTS AND THE GRANTEE HAVE
EXECUTED THIS ON THE day of 47.> 2021.
CAPE FEA#0FG0VER1VMENTSa6
z[
Executive Director
4 t
Agenc o Aging Administrator
b2
Dat
This instrument has been preaudited in the manner required by the local government budget and fiscal
contr
F' ance Officer
NEW HANOVER COUNTY SEMOR RESOURCE CENTER
-,A F ;11 ► t I
Date