2023-110 Ordinance - Laserfiche WebLink

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IV, PROGRAM RECORDS — VENDOR is subject to verification of finding by the COURT and shall maintain accurate internal records of the following: A. Name and case number of each YOUTH served; B. Date of first contact; C. Contact type (e.g., face to face, phone call, letter/mail notification, etc,); D. Specific diversion service(s) provided; and E. Total number of hours spent with diversion service(s). V. MONITORING AND OUALrfY ASSURANCE SITE VISITS — VENDOR shall assist the COURT in collecting relevant data regarding success and failure rates, utilization of various program services, the number of YOUTH served each month, the specific service each YOUTH received each month, as well as fiscal monitoring to ensure the CDP delivered services according to Section II(B). A. 2025 Unit Rates Audit — The COURT will be conducting programming and fiscal audits in 2023 and 2024 to evaluate quality of services and procedural aspects of the program for efficiency, including data on the YOUTH participants and on the types of services received to determine if the VENDOR performed the expected deliverables. The audit will be scheduled in advance and in collaboration with the VENDOR. Future contract reimbursement rates, including the 2025 unit rate, will be based on the quality of services provided in programming. VI. INVOICING — The VENDOR shall submit monthly invoices to the COURT's Fiscal Department. VENDOR shall utilize the attached invoice sheet. Failure to do so by the tenth (10th) of each month for the previous month's services may result in non-payment by the COURT and potential termination of this AGREEMENT. A. All invoices shall include the VENDOR's name, program name, address, phone, invoice number, federal tax ID number, VENDOR number, and month of services. All invoices must be signed and dated for verification by the VENDOR- B. ENDOR B. Additional or corrected invoicing for services beyond the previous month must be requested separately in writing and describing the reasons for the additional billing along with specific supporting documentation to substantiate the requested claim. C. Requests for credit towards carryover dollars for expenses related to improving programming (e.g., training specific to diversion best practices, trauma training, adolescent development training, training for effective practices in working with youth and families, and other programming needs to facilitate effective diversion) may be submitted to the COURT's Programmatic Contact below for pre -approval. If approved, such expenses may then be included in the next month's invoice for utilization of carryover dollars. Page 3 of 11