HomeMy WebLinkAbout20123269.tiff RESOLUTION
RE: APPROVE CHILD PROTECTION AGREEMENT FOR SERVICES AND OFFICE
LEASE AND AUTHORIZE CHAIR TO SIGN - PAID IN FULL, INC.
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Child Protection Agreement for
Services and Office Leases between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Department of Human
Services, and Paid in Full, Inc., commencing November 1, 2012, and ending October 31, 2013,
with further terms and conditions being as stated in said agreement and lease, and
WHEREAS, after review, the Board deems it advisable to approve said agreement and
lease, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Child Protection Agreement for Services and Office Leases
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Human Services, and Paid in
Full, Inc., be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said agreement and lease.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 19th day of November, A.D., 2012, nunc pro tunc November 1,
2012.
p BOARD OF COUNTY COMMISSIONERS
1
ATTES WELD COUNTY, COLORADO
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can P. Con ay, Chair
Weld County Clerk to the m 17,1r4,\,.,,,;\4,5
William F. Garcia, Pro-Te
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l.)-te 2012-3269
HR0083
t86t MEMORANDUM
DATE: November 15, 2012
113--c TO: Sean P. Conway, Chair, Board of County Commissioners
OUNT Y
FROM: Judy A. Griego, Director, Human Service Cie"241 psrtQnt �' L
RE: Child Protection Agreement for Services and Office
Lease between the Weld County Department of Human
Services and Paid in Full, Inc.
Enclosed for Board approval is a Child Protection Agreement for Services between the
Department and Paid in Full, Inc. This Agreement was reviewed under the Board's Pass-Around
Memorandum dated October 19, 2012, and approved for placement on the Board's Agenda.
The services will target youth, between the ages of eight and fourteen, who have: a) either lost or
been abandoned by their fathers; and 2) are currently clients of Multi-disciplinary Youth
Assessment Team (MYAT), Youth in Conflict, Child Welfare or Adoption.
Paid in Full, Inc., will develop a community-wide system to meet the needs of youth who have
lost or been abandoned by their father and in need of positive relationships. Each family referred
to the Role Model Mentor program will receive an orientation session, family assessment to
identify family strengths, individual family support plan, side-by-side case management with
Human Services, referrals to appropriate and culturally responsible community services in
connection with the family needs, and a Best Day Ever Development Plan.
Specific mentoring plans will incorporate the Role Model Mentor steps to include individualized
parenting support sessions, family alliance building, and "Best Day Ever!" events. Parenting
skills workshop may include topics such as effective communication skills, decision making,
goal setting, conflict resolution, accessing resources and support, strategies to enhance the
child/parent relationship; and, understanding adolescent development.
The Department will provide office space, as located at either the 315 N. 11`h Avenue, Greeley
site or in the Southwest Administration Building located in Longmont.
The Agreement provides for $24.40 per hour for a maximum reimbursement of$50,572.00. The
period of the Agreement is November 1, 2012 through October 31, 2013. Source of funding is
Child Welfare Administration.
If you have any questions, give me a call at extension 6510.
2012-3269
PY-12-13-CPS-0130
CHILD PROTECTION AGREEMENT FOR SERVICES AND OFFICE LEASE BETWEEN
THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES
AND PAID IN FULL,INC.
This Agreement,made and entered into the 31 day of October,2012,by and between the Board of Weld
County Commissioners, sitting as the Board of Human Services,on behalf of the Weld County Department of
Human Services,hereinafter referred to as the"Department" and Paid in Full, Inc., hereinafter referred to as the
"Contractor".
WITNESSETH
WHEREAS,required approval, clearance, and coordination have been accomplished from and with
appropriate agencies; and
WHEREAS,the Colorado Department of Human Services has provided Child Welfare Adminstration
funding to the Department for child abuse and neglect prevention
NOW THEREFORE, in consideration of the premises,the parties hereto covenant and agree as follows:
1. Term
This Agreement shall become effective on November 1,2012, upon proper execution of this Agreement
and shall expire October 31,2013, unless sooner terminated as provided herein.
2. Scope of Services
Services shall be provided by the CONTRACTOR to any person(s)eligible for child protection services in
compliance with Exhibit A"Scope of Services,"of which are attached hereto and incorporated herein by
reference
3. Referrals/Billing/Trackin"
CONTRACTOR understands and will comply with all aspects of the referral authorization,and billing
requirements as outlined.
4. Payment
Payment shall be made on the basis of Exhibit B "Payment Schedule,"of which are attached hereto and
incorporated herein by reference.
"Payment Schedule"shall establish the maximum reimbursement which will be paid from
Child Welfare Administration funding during the duration of this Agreement.
a. CONTRACTOR shall submit an itemized monthly bill to the Department for all costs incurred and
services provided pursuant to Exhibit A of this Agreement in accordance with criteria established by
the Department. CONTRACTOR shall submit all itemized monthly billings to the Department by the
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7th day of the month following the month the cost was incurred. Failure to submit by the
aforementioned deadline may result in forfeiture of payment.
b. Payment pursuant to this Agreement,whether in whole or in part, is subject to and contingent upon the
continuing availability of said funds for the purposes hereof
c. The Department shall not be billed for, and reimbursement shall not be made for time involved in
activities outside of those defined in Exhibit A and authorized by the Department. Work performed
prior to the execution of this Agreement and prior to an authorized referral shall not be reimbursed or
considered part of this Agreement.
5. Financial Management
At all times from the effective date of Agreement until completion of this Agreement, CONTRACTOR
shall comply with the administrative requirements,cost principles and other requirements set forth in the
Financial Management Manual adopted by the State of Colorado. The required annual audit of all funds
expended under this Agreement must conform to the Single Audit Act of 1984 and OMB Circular A-133.
6. Payment Method
Unless otherwise provided in Exhibit A and Exhibit B:
a. CONTRACTOR shall provide proper monthly invoices and itemization of services preformed for costs
incurred in the performance of this Agreement.
b. The Department may withhold any payment if CONTRACTOR has failed to comply with the
Financial Management Requirements, program objectives,contractual terms,or reporting
requirements. In the event of forfeiture of reimbursement, CONTRACTOR may appeal such
circumstance to the Director of Human Services. The decision of the Director of Human Services shall
be final.
7. Compliance with Applicable Laws
CONTRACTOR shall abide by all applicable laws and regulations, including, but not limited to the
following:
a. Compliance with Applicable Laws
At all times during the performance of this Agreement, CONTRACTOR shall strictly adhere to all
applicable Federal and State laws, orders, and all applicable standards,regulations, interpretations or
guidelines issued pursuant thereto. This includes the protection of the confidentiality of all
applicant/recipient records, papers, documents,tapes and any other materials have been or may
hereafter be established which relate to the Agreement. CONTRACTOR acknowledges that the
following laws are included:
• Title VI of the Civil Rights Act of 1964,42 U.S.C. Sections 2000d-1 et. seq. and its implementing
regulation,45 C.F.R. Part 80 et seq.; and
• All provisions of Civil Rights Act of 1986 so that no person shall, on the grounds of race, creed,
color, se, or national origin,be excluded from participation in, be denied the benefits of,or be
otherwise subjected to discrimination under the is approved Agreement.
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• Section 504 of the Rehabilitation Act of 1973,29 U.S.C. Section 794, and its implementing
regulations, 45 C.F.R. Part 84;and
• the Age Discrimination Act of 1975,42 U.S.C. Sections 6101 et seq. and its implementation
regulations,45 C.F.R. Part 91; and
• Title VII of the Civil Rights Act of 1964; and
• the Age Discrimination in Employment Act of 1967;and
• the Equal Pay Act of 1963; and
• the Education Amendments of 1972;and
• Immigration Reform and Control Act of 1986, P.L. 99-603
• 42 C.F.R. Part 2; and all regulations applicable to these laws prohibiting discrimination because of
race, color,National origin, and sex,religion and handicap, including Acquire Immune Deficiency
Syndrome(AIDS)or AIDS related conditions covered under Section 504 of the Rehabilitation Act
of 1973, as amended, cited above. If necessary, CONTRACTOR and Department will resist in
judicial proceedings any efforts to obtain access to client records except as permitted by 42 C.F.R.
Part 2. 45 C.F.R. Part 74,Appendix G 9, which requires that affirmative steps be taken to assure
that small and minority businesses are utilized,when possible, as sources of supplies, equipment,
construction and services. This assurance is given in consideration of and for the purpose of
obtaining any and all Federal and/or State financial assistance.
• Colorado Revised Statute(C.R.S.)26-6-104,requiring criminal background record checks for all
employees, CONTRACTORS,and sub-contractors.
CONTRACTOR is further charged with the knowledge that any person who feels that s/he has
been discriminated against has the right to file a complaint either with the Colorado Department of
Human Services or with the U.S. Department of Health and Human Services, Office for Civil
Rights.
b. CONTRACTOR assures that it will fully comply with all other applicable federal and state laws which
may govern the ability of the Department to comply with the relevant funding requirements.
CONTRACTOR understands that the source of funds to be used under this Agreement is
Child Welfare Adminstration funds.
c. CONTRACTOR assures and certifies that it and its principals:
i. Are not presently debarred, suspended,proposed for debarment,declared ineligible, or
voluntarily excluded from covered transaction by a federal department or agency.
ii. Have not, within a three-year period preceding this Agreement,been convicted of or had
a civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public(federal,state or
local)transaction or contract under a public transaction;violation of federal or state
antitrust statues or commission of embezzlement,theft, forgery,bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
iii. Are not presently indicted for other otherwise criminally or civilly charged by a
government entity(federal, state, or local)with commission of any of the offenses
enumerated in paragraph 12 of this certification; and
iv. Have not, within a three-year period preceding this Agreement,had one or more public
transactions(federal,state, and local)terminated for cause or default.
d. CONTRACTOR certifies that it shall comply with the provisions of Colorado Revised Statutes
(C.R.S.) 8-17.5-101, et. seq. CONTRACTOR shall not knowingly employ or contract with an
illegal alien to perform work under this Agreement or enter in to a contract with a subcontractor
that fails to certify to the CONTRACTOR that the subcontractor shall not knowingly employ or
contract with an illegal alien to perform work under this Agreement. CONTRACTOR represents,
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warrants,and agrees that is(a)has verified that it does not employ any illegal aliens,through
participation in the Basic Pilot Employment Verification Program administered by the Social
Security Administration and Department of Homeland Security, and(b)otherwise will comply
with the requirements of C.R.S. 8-17.5-102(2)(b). CONTRACTOR shall comply with all
reasonable requests made in the course of an investigation under C.R.S. 8-17.5-102 by the
Colorado Department of Labor and Employment. If CONTRACTOR fails to comply with any
requirements of this provision or C.R.S. 8-17.5-101,et. seq.,the Department may terminate this
Agreement for breach and CONTRACTOR shall be liable for actual and consequential damages to
the Department.
Except where exempted by federal law and except as provided in C.R.S. 24-76.5-103(3), if
CONTRACTOR receives federal or state funds under this Agreement, CONTRACTOR must
confirm that any individual natural person eighteen(18)years of age or older is lawfully present in
the United States pursuant to C.R.S.24-76.5-103(4)if such individual applies for public benefits
provided under this Agreement. If CONTRACTOR operates as a sole proprietor, it hereby sears
or affirms under penalty of perjury that is(a) is a citizen of the United State or is otherwise
lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of
identification required by C.R.S. 24-76.5-101,et seq., and(c)shall produce one of the forms of
identification required by C.R.S. 24-76.5-103 prior to the effective date of this Agreement.
8. Compliance with Child and Family Services Review
The Child and Family Services Review(CFSR)examines child welfare service outcomes in three areas;
Safety, Permanency and Well Being of families. For each outcome, data and performance indicators
measure each state's performance according to national standards and monitor progress over time.
Following the review, a Program Improvement Plan(PIP)will be implemented for the state to enhance
services to families.
Any CONTRACTOR providing services under this Agreement to families and children referred by the
Department will continually strive for positive outcomes in the areas of Safety, Permanency and Well
Being. Any CONTRACTOR providing services in the program area(s) identified by the Department is
required to comply with the standard assessment and reporting system set forth in Exhibit C which will
address the aforementioned three areas,unless otherwise determined by the Department.
9. Insurance
Weld County,the Board of County Commissioners of Weld County, its officers and employees,shall not
be held liable for injuries or damages caused by any negligent acts or omissions of CONTRACTOR, its
subcontractor, or their employees, volunteers, or agents while performing duties described in this
Agreement. CONTRACTOR shall indemnify, defend, and hold harmless Weld County,the Board of
County Commissioners of Weld County, its employees, volunteers and agents.
Therefore,CONTRACTOR shall provide adequate liability(including professional liability insurances
where necessary) and worker's compensation insurances for all its employees,volunteer,and agents
engaged in the performance of the Agreement. Upon request, CONTRACTOR shall provide the
Department with the acceptable evidence that such coverage is in effect.
At a minimum, CONTRACTOR, shall procure, either personally or through its employer as applicable to
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the CONTRACTOR'S business, at its own expense,and maintain for the duration of the work,the
following insurance coverage. Weld County, Colorado,by and through the Board of County
Commissioners of Weld County, its employees and agents, shall be named as additional named insured on
the insurance, where permissible by the insurance CONTRACTOR.
• Standard Workman's Compensation and Employer's Liability.
o As required by State statute including occupational disease, covering all employees at
work site.
• General Liability(PL and PD)(Minimum).
o Combined single limit- $500,000.00 written on an occurrence basis.
o Any aggregate limit will not be less than $1 million($1,000,000.00).
o CONTRACTOR must purchase additional insurance if claims reduce the annual
aggregate below$500,000.00
o State of Colorado to be named as additional insured on each comprehensive general
liability policy.
o Certificate of Insurance to be provided to Weld County.
o Insurance shall include provision preventing cancellation without 60 days prior notice by
certified mail to Weld County.
• Automobile Liability(Minimum) for any CONTRACTOR transporting children or any party to
whom Department services are being provided.
• Additional coverage may be required in specific program areas. For any insurances that are
required by this Agreement, a completed Standard Certificate of Insurance shall be provided to the
Department by the Contractor prior to the start of any Agreement.
10. Certification
CONTRACTOR certifies that, at the time of entering into this Agreement, it has currently in effect all
necessary licenses, approvals, insurance, etc., required to properly provide the services and/or supplies
covered by this Agreement. Copies of all necessary licenses shall be provided to the Department by the
Contractor prior to the start of any Agreement.
11. Training
CONTRACTOR may be required to attend training at the request of the Department specific to services
provided under this Agreement. The Department will not compensate CONTRACTOR for said training in
the form of registration fees,time spent traveling to and from training,attending the training or any other
associated costs unless otherwise agreed to by the Department.
12. Subpoenas
CONTRACTOR will, on behalf of its employees and/or officers,accept any subpoena for testimony from
the Weld County Attorney's Office by facsimile and will return a waiver of service within 72 business
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hours. If the Contractor receives a subpoena via facsimile but will only accept personal service,the
Contractor will contact the Weld County Attorney's Office immediately at 970-353-5215,x6503, and
advise that the subpoena must be personally served.
13. Monitoring and Evaluation
CONTRACTOR and the Department agree that monitoring and evaluation of the performance of this
Agreement shall be conducted by the Contractor and the Department. The results of the monitoring and
evaluation shall be provided to the Board of Weld County Commissioners,the Department and the
Contractor.
CONTRACTOR shall permit the Department, and any other duly authorized agent or governmental
agency,to monitor all activities conducted by Contractor pursuant to the terms of this Agreement. As the
monitoring agency may in its sole discretion deem necessary or appropriate, such program data, special
analyses,on-site checking, formal audit examinations, or any other reasonable procedures. All such
monitoring shall be performed in a manner that will not unduly interfere with work conducted under this
Agreement.
14. Modification of Agreement
All modifications to this Agreement shall be in writing and signed by both parties.
15. Remedies
The Director of Human Services or designee may exercise the following remedial actions should s/he find
Contractor substantially failed to satisfy the scope of work found in this Agreement. Substantial failure to
satisfy the scope of work shall be defined to mean incorrect or improper activities or inaction by
Contractor. These remedial actions are as follows:
a. Withhold payment to Contractor until the necessary services or corrections in performance are
satisfactorily completed.
b. Deny payment or recover reimbursement for those services or deliverables, which have not been
performed and which due to circumstances caused by the Contractor cannot be performed or if
performed would be of no value to the Department. Denial of the amount of payment shall be
reasonably related to the amount of work or deliverables lost to the Department.
c. Incorrect payment to Contractor due to omission,error, fraud,and/or defalcation shall be recovered
from Contractor by deduction from subsequent payments under this Agreement or other agreements
between the Department and Contractor, or by the Department as a debt due to the Department or
otherwise as provided by law.
16. Representatives
For the purpose of this Agreement,the individuals identified below are hereby designated representatives
of the respective parties. Either party may from time to time designate in writing a new or substitute
representative(s):
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For the Department:
Heather Walker Administrator
Name Title
For Contractor:
Jack McDonald Executive Director
Name Title
17. Notice
All notices required to be given by the parties hereunder shall be given by certified or registered mail to the
individuals at the addresses set forth below. Either party may from time to time designate in writing a
substitute person(s)or address to whom such notices shall be sent.
For Department: For Contractor:
Judy A. Griego, Director Paid In Full, Inc.
P.O. Box A PO Box 364
Greeley,CO 80632 Hygiene, CO 80503
(970)352-1551 (970)
18. Litigation
CONTRACTOR shall promptly notify the Department in the event that Contractor learns of any actual
litigation in which it is a party defendant in a case that involves services provided under this Agreement.
Contractor, within five(5)calendar days after being served with a summons,complaint, or other pleading
which has been filed in any Federal or State court or administrative agency, shall deliver copies of such
document(s)to the Director of Human Services. The term"litigation" includes an assignment for the
benefit of creditors, and filings of bankruptcy,reorganization and/or foreclosure.
19. Termination
This Agreement may be terminated at any time by either party giving thirty(30)days written notice to the
individuals identified in paragraph 18. No portion of this Agreement shall be deemed to create an
obligation on the part of the County of Weld, State of Colorado,to expend funds not otherwise
appropriated in each succeeding year, as this Agreement is subject to the availability of finding. Therefore,
the Department may terminate this Agreement at any time if the source of funding for the services made
available to the CONTRACTOR is not longer available to the Department. CONTRACTOR reserves the
right to suspend services to clients if funding is no longer available.
20. No Third Party Beneficiary Enforcement
It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement,
and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and
nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person
not included in this Agreement. It is the express intention of the undersigned parties that any entity other
than the undersigned parties receiving services or benefits under this Agreement shall be an incidental
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beneficiary only.
21. Governmental Immunity
No term or condition of this contract shall be construed or interpreted as a waiver, express or implied, of
any of the immunities,rights, benefits,protections or other provisions,of the Colorado Governmental
immunity Act §§24-10-101 et seq., as applicable now or hereafter amended.
22. Partial Invalidity of Agreement
If any section, subsection,paragraph, sentence, clause, or phrase of this Agreement is for any reason held
or decided to be unconstitutional, such decision shall not affect the validity of the remaining portions. The
parties hereto declare that they would have entered into this Agreement and each and every section,
subsection,paragraph,sentence, clause,and phrase thereof irrespective of the fact that any one or more
sections, subsections,paragraphs, sentences, clauses,or phrases might be declared to be unconstitutional or
invalid.
23. Improprieties
No officer,member or employee of Weld County and no member of their governing bodies shall have any
pecuniary interest,direct or indirect, in the approved Agreement or the proceeds thereof.
The Appearance of Conflict of Interest applies to the relationship of a CONTRACTOR with the Department
when the CONTRACTOR also maintains a relationship with a third party and the two relationships are in
opposition. In order to create the appearance of a conflict of interest, it is not necessary for the
CONTRACTOR to gain from knowledge of these opposing interests. It is only necessary that the
CONTRACTOR know that the two relationships are in opposition. During the term of the Agreement,
CONTRACTOR shall not enter any third party relationship that gives the appearance of creating a conflict
of interest. Upon learning of an existing appearance of a conflict of interest situation,CONTRACTOR shall
submit to the Department,a full disclosure statement setting forth the details that create the appearance of a
conflict of interest. Failure to promptly submit a disclosure statement required by this paragraph shall
constitute grounds for the Department's termination, for cause,of its Agreement with CONTRACTOR.
CONTRACTOR certifies that federal appropriated funds have not been paid or will be paid,by or on behalf
of CONTRACTOR, to any person for influencing or attempting to influence an officer or employee of an
agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of
Congress in connection with the awarding of any Federal contract,the making of any federal grant,the
making of any federal loan,the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract, loan, grant,or cooperative agreement.
24. Storage, Availability and Retention of Records
CONTRACTOR agrees that authorized local, federal, and state auditors and representatives shall,during
business hours, have access to inspect and copy records,and shall be allowed to monitor and review through
on-site visits, all activities related to this Agreement, supported with funds under this Agreement to ensure
compliance with the terms of this Agreement. Contracting parties agree that monitoring and evaluation of
the performance of the Agreement shall be conducted by appropriate funding sources. The results of the
monitoring and evaluation activities shall be provided to the appropriate and interested parties.
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All such records,documents, communications, and other materials created pursuant or related to this
Agreement shall be maintained by CONTRACTOR, in a central location and shall be made available to
Human Services upon its request, for a period of seven(7)years from the date of final payment under this
Agreement, or for such further period as may be necessary to resolve any matters which may be pending, or
until an audit has been completed with the following qualifications: If an audit by or on behalf of the federal
and/or state government has begun but is not completed at the end of the seven(7)year period, or if audit
findings have not been resolved after a seven(7)period,the materials shall be retained until the resolution of
the audit finding.
25. Confidentiality of Records
CONTRACTOR shall protect the confidentiality of all applicant records and other materials that are
maintained in accordance with this Agreement Except for purposes directly connected with the
administration of Child Protection, no information about or obtained from any applicant/recipient in
possession of CONTRACTOR shall be disclosed in a form identifiable with the applicant/recipient or a
minor's parent or guardian unless in accordance with CONTRACTOR's written policy governing access
to,duplication and dissemination of, all such information. CONTRACTOR shall advise its employees,
agents, and sub-contractor, if any,that they are subject to these confidentiality requirements.
CONTRACTOR shall provide its employees,agents, and sub-contractors, if any,with a copy or written
explanation of these confidentiality requirements before access to confidential data is permitted.
CONTRACTOR shall have its employees,agents, and subcontractors, if any,sign a written confidentiality
agreement and shall provide a copy of such agreement to the Department, if requested.
26. Proprietary Information
Proprietary information for the purposes of this Agreement is information relating to a party's research,
development,trade secrets, business affairs, internal operations and management procedures and those of
its customers, clients or affiliates,but does not include information(1) lawfully obtained from third parties,
(2)that which is in the public domain, or(3)that which is developed independently. Neither party shall use
or disclose directly or indirectly without prior written authorization any proprietary information concerning
the other party obtained as a result of this Agreement. Any proprietary information removed from the
Department's site by CONTRACTOR in the course of providing services under this Agreement will be
accorded at least the same precautions as are employed by CONTRACTOR for similar information in the
course of its own business.
27. Independence of CONTRACTOR: Not Employee of Weld County
CONTRACTOR agrees it is an independent contractor and that its officers and employees do not become
employees of Weld County, nor are they entitled to any employee benefits as Weld County employees, as
the result of the execution of this Agreement.
28. Entire Agreement
This Agreement,together with all attachments hereto, constitutes the entire understanding between the
parties with respect to the subject matter hereof, and may not be changed or modified except as stated in
Paragraph 14 herein. This Agreement shall be binding upon the parties hereto,their successors,heirs, legal
representatives, and assigns. CONTRACTOR or the Department may not assign any of its rights or
obligations hereunder without the prior consent of both parties.
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IN WITNESS WHEREOF,the parties hereto have duly executed the Agreement as of the day, month, and year first
above written.
ATTEST:
` y^ BOARD OF COUNTY COMMISSIONERS
-�1 `ar' WELD COUNTY,COLORADO
Weld Co my Clerk to the Board ?
,, e\an P. Conway, Chair
Deputy Clerk. the Board Abl
(-71 " �^Vd
APPRO FORS M: ,) IV
Co Attorney
WELD COUNTY DEPARTMENT CONTRACTOR:
OF HUMAN SERVICES I'
,
By: � By: /tiU'l It Pik klr(/
Judy A. Grie o, Dire for ', ontractor
C,i4o, aid
Title
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EXHIBIT A
SCOPE OF SERVICES
1. Target Population: Youth, between the ages of eight and fourteen, who have a)either lost or
been abandoned by their fathers and; 2) are currently clients of Multi-disciplinary Youth
Assessment Team (MYAT), Youth in Conflict,Child Welfare or Adoption.
2. Description of Services: CONTRACTOR and Human Services will collaboratively deliver and
refine Role Model Mentor services and evidence-informed practices and outcomes in the areas of:
a. A community-wide system to meet the needs of youth who have lost or been abandoned
by their father and in need of positive relationships.
b. Each family referred to the Role Model Mentor program will receive an orientation
session, family assessment to identify family strengths, individual family support plan,
side-by-side case management with Human Services, referrals to appropriate and
culturally responsible community services in connection with the family needs, and a
Best Day Ever Development Plan.
c. Specific mentoring plans will incorporate the Role Model Mentor steps to include
individualized parenting support sessions, family alliance building, and "Best Day Ever!"
events. Parenting skills workshop may include topics such as effective communication
skills, decision making, goal setting, conflict resolution, accessing resources and support,
strategies to enhance the child/parent relationship; and, understanding adolescent
development.
d. CONTRACTOR is responsible for all organization, implementation and staffing for Best
Day Ever events as outlined in the approved performance plan.
e. Case management services including interviewing, assessing, making appropriate side-
by-side home visits with existing case managers/workers, accepting the assignment of
specific cases for the purposes of delivering the Role Model Mentor program,
documenting progress of goals listed in individual family support plans and follow-up
contact as indicated in Item 3b, iv.
3. Scope of Services:
At a minimum, the Role Model Mentor program, through its collaboration between
CONTRACTOR and Human Services, will document if:
a. The project successfully focused resources within Human Services and CONTRACTOR to
continue the Role Model Mentor program.
b. The project successfully developed a better system design to meet the needs of youth and
families in regards and, at a minimum, to:
i. Better utilize strengths within the family to promote protective factors.
ii. Increase attendance rates of youth in school.
iii. 75% of youth who successfully discharge from the program will continue to
reside at home and have not entered the juvenile justice system at the time of
discharge.
iv. Document through 30-, 90- and 180-day follow-up contacts with parents that
youth have not entered new systems (i.e. child welfare or DYC) since
discharging from the program.
v. For parents and youth who are unresponsive to follow-up contacts, Human
Services will request from Human Services a request for tracking through the
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TRAILS system; as well as school district attendance liaisons, and the Colorado
Courts.
4. Referral Process:
a. Contractor will contact Department of Human Services (DHS)Case Managers/Workers
within 72 hours of receiving a referral for services. Contractor will meet with Case
Manager/Case Worker in order to develop a brief history of the case and clarify who the
participants are in the case. Contractor will describe to the Case Manager/Case Worker
what services Contractor believes would be the best fit for the client and what family
members should be included in the programming.
b. Contractor will access all referrals through an intake interview with the family and the
Case Manager/Case Worker in order to ensure that the case manager and family will
commit to the necessary time resources in order to support a successful intervention.
c. Contractor will meet with Case Manager Supervisor to review cases prior to final
acceptance into the program.
5. Role of Human Services:
a. Human Services will assign its Manager(s)to assist in the development and
implementation of program and assignment of clients for CONTRACTOR. This will
include screening referrals, client staffing and supervision, family support plan and
performance plan approvals.
b. Human services will be responsible for the identification and referral of youth and
families to the Role Model Mentor program.
c. Human services will manage bimonthly meetings to be held between the Contractor and
Human Services.
d. Human services case managers/workers will participate in Best Day Ever development
plans and events with their client.
e. Human Services, as the Lessor, will provide office space, as located at either the Weld
County Department of Human Services Building at 315 North 11`" Avenue, Greeley,
Colorado, hereinafter referred to as "the Premises"or located in the Weld County
Southwest Administration Building at 4209 WCR 24 1/2 , Longmont, Colorado,
hereinafter referred to as "the Southwest Premises,"as follows:
i. Human Services, as the Lessor, will provide one work space to CONTRACTOR,
as Lessee, which will be located at the Premises.
ii. In consideration of leasing of the aforesaid, the parties covenant and agree as
follows:
1. Human Services will charge no rent to CONTRACTOR for use of the
office space;
2. CONTRACTOR agrees to use ordinary care when using the office space;
3. CONTRACTOR may not sublet any part of the office space;
4. CONTRACTOR may not use the office space for any other purpose than
conducting business and duties under the CONTRACTOR agreement;
5. CONTRACTOR shall keep the office space clean and in sanitary
condition;
6. CONTRACTOR shall allow Human Services any reasonable hour of the
day to enter into and upon the office space.
7. CONTRACTOR shall be responsible for the loss or damage of
equipment. Any time a laptop computer is assigned to a
CONTRACTOR staff member, who is acting in his or her capacity as a
Role Model Mentor worker, is lost or damaged, the situation will be
assessed on a case-by-case basis with regard to whether the Role Model
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Mentor worker will be issued another laptop computer and/or whether
CONTRACTOR will be required to reimburse the County for the lost or
damaged equipment.
8. Human Services shall pay utilities and trash removal expenses.
iii. Furthermore,the parties hereto agree as follows:
1. That no assent, express or implied, to any breach of any one or more of
the covenants or agreements hereof shall be deemed or taken to be a
waiver or any succeeding or other breach;
2. That, to the extent permitted by law, CONTRACTOR agrees to
indemnify, save and hold harmless Human Services from any and all
loss, injury, or damage whatsoever, to all office equipment, furniture,
equipment, office supplies and other personal property owned by
CONTRACTOR or its employees as the result of fire, flood, inclement
weather, or other casualty, other than negligence of Human Services.
3. That Human Services shall own and maintain filing cabinet s and
computer systems including computers, modems, printers and associated
computer equipment, used in the office space, unless provided by
CONTRACTOR;
4. That CONTRACTOR employees shall escort all Role Model Mentor
clients to and from the office space and reception area;
5. Human Services shall pay for the use of the telephones and all
miscellaneous office supplies used by CONTRACTOR, including
photocopying for purposes of Role Model Mentor functions only.
iv. Human Services will provide training to the CONTRACTOR employee
regarding the operations manual, the database, case documentation,treatment
planning, community resources, team building and intervention skills.
f. Role of CONTRACTOR:
i. CONTRACTOR agrees to participate in the functions of the project as follows:
1. As a policy and program developer and planning partner for the project
by attending meetings and utilizing other forms of communication at
least bimonthly with the assigned Human Services Manager(s).
2. As a member of the Prevention Services Unit to enter into a
Memorandum of Understanding with Human Services outlining how its
employees will meet the expectations of the Prevention Services Unit
Operational Guidelines and to develop appropriate treatment plans for
youth and families through FTE commitment by CONTRACTOR.
CONTRACTOR agrees to comply with the Prevention Services Unit
Operational Guidelines and participation standards through a
Memorandum of Understanding through its assigned supervisor/manager
and employee(s).
3. As the case manager to provide intervention, connection skills for
program services and post-participation services, as appropriate and
recommended by Human Services. CONTRACTOR assigned
employees will assist clients through individualized parenting
workshops, family alliance building and"Best Day" Events.
g. CONTRACTOR agrees to commit a full-time employee who is familiar with the
Prevention Services Unit goals and the overall operational procedures of Weld County
Department of Human Services policies and procedures.
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h. CONTRACTOR agrees not to transport any of the youth or their families.
i. CONTRACTOR agrees to screen, train and complete criminal background checks on all
of their volunteer mentors who associate with youth in the Role Model Mentor program
who meet with youth outside the presence of the family, case worker or Role Model
Mentor program employee.
j. CONTRACTOR agrees to serve a minimum of 75 youth through contract, programming
and follow-up services on yearly basis unless CONTRACTOR does not provide a full
year of services. The number of eligible youth and families will be prorated based on the
time period that CONTRACTOR provided Role Model Mentor programming.
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EXHIBIT B
PAYMENT SCHEDULE
I. Funding and Method of Payment
The Department agrees to reimburse Contractor in consideration for the work and services performed
under this Agreement at the rate specified in Paragraph 2, below. The total amount to be paid to
Contractor during the term of this Agreement shall be reported by the Department in CFMS for
reimbursement, monthly.
Expenses incurred by Contractor prior to the term of this agreement are not eligible Department
expenditures and shall not be reimbursed by the Department.
Payment pursuant to this Agreement, whether in whole or in part, is subject to and contingent upon the
continuing availability of said funds for the purposes hereof. In the event that said funds, or any part
thereof,become unavailable as determined by the Department,the Department may immediately
terminate the Agreement or amend it accordingly.
2. Fees for Services
$24.40 per hour of program services and management; up to a maximum amount for the term of the
contract of no more than $50,572.
CONTRACTOR may not attempt to collect co-pays and/or fees for services for which a Department
client is responsible.
3. Submittal of Vouchers
CONTRACTOR shall prepare and submit monthly itemized voucher and certify that services
authorized were provide on the date(s)indicated and the charges made were pursuant to the terms and
conditions of Exhibit A.
CONTRACTOR shall submit all itemized monthly billings to the Department by the 7°i day of the
month following the month the cost was incurred. Failure to submit by the aforementioned deadline
may result in forfeiture of payment.
a. CONTRACTOR shall submit an itemized monthly bill to the Department for services provided
pursuant to Exhibit A of this Agreement in accordance with criteria established by the
Department.
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EXHIBIT C
PROCESS REFERENCE GUIDE FOR CONTRACTORS
Contracted Services
Referral/Tracking/Billing Procedures
The following procedures apply to all CONTRACTORS regardless of the service being provided,
unless otherwise directed by the Department. Failure to comply with these procedures may result
in delay of payment or denial of billed charges.
Referral:
1) Authorized referrals are forwarded to CONTRACTORS via through a face-to-face weekly
meeting with the Human Services Manager assigned to oversee the program.
2) Once received, carefully review the referral for service information, client contact
information and specific information regarding the start and end date of the referral.
a. Services provided prior to the start date or after the end date of an authorized referral will
be not be reimbursed. Services SHOULD NOT begin prior to having an authorized
referral.
b. A verbal or written authorization from a caseworker or supervisor does not constitute an
authorized referral.
Tracking:
1) CONTRACTOR will submit a monthly time sheet to track hours worked.
Billing:
1) All billing must be submitted by the 7ih of the month following the month of service in order
to be processed for payment that month. Billing received after the 7th of the month may result
in forfeiture of payment as noted in the Agreement.
2) All billings should be submitted to:
Kathi Brown
Prevention Services Manager
Department of Human Services/Child Welfare
315 N 11th Ave, P.O. Box A
Greeley, CO 80631
Final remittance will be provided by the Weld County Department of Human Services Fiscal Office.
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WELD COUNTY DEPARTMENT OF HUMAN SERVICES
AUTHORIZATION FOR CONTRACTUAL SERVICES
TO BE COMPLETED BY CONTRACTOR:
Date:
CONTRACTOR: Billing Contact:
Phone Number:
Address:
Description of Services (Program Area):
*Service Month/Year: Charges: $
*Month/Year services were provided.
I CERTIFY THE SERVICE AUTHORIZED WAS PROVIDED ON THE DATE(S) INDICATED AND THE
CHARGES ARE MADE PURSUANT TO A BONA FIDE CONTRACT BETWEEN ME AND THE WELD
COUNTY DEPARTMENT OF HUMAN SERVICES.
Sic I�- Mc O)t I L l/ ' ! ' �Ci� 44,
Printed Name of Signer CONTRACTOR Signature Date
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
FOR COUNTY USE ONLY:
AMOUNT AUTHORIZED FOR PAYMENT: $
Approval:
Date
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