HomeMy WebLinkAbout20090271.tiffRESOLUTION
RE: APPROVE CONTRACT AMENDMENT #1 FOR FAMILY PLANNING PROGRAM AND
AUTHORIZE CHAIR TO SIGN
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 Contract Amendment #1 for the Family
Planning Program between the County of Weld, State of Colorado, by and through the Board of
County Commissioners of Weld County, on behalf of the Weld County Department of Public Health
and Environment, and the Colorado Department of Public Health and Environment, commencing
February 1, 2009, and ending June 30, 2009, with further terms and conditions being as stated in
said contract amendment, and
WHEREAS, after review, the Board deems it advisable to approve said contract
amendment, 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 Contract Amendment #1 for the Family Planning Program between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Weld County Department of Public Health and Environment, and the
Colorado Department of Public Health and Environment be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said contract amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 2nd day of February, A.D., 2009, nunc pro tunc February 1, 2009.
ATTEST:
Weld County Clerk to the B
BYE �CIuJul (A/1
Depyfy Clerkio the Board
ounty Attorney
Date of signature. -/x1
BOARD OF COU Y COMMISSIONERS
ELD C!UN LORADO
Douglas
Sea p P. Conway
Barbara Kirkmeyer /
EXCUSED
David E. Long
2009-0271
HL0036
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0Orri
COLORADO
Memorandum
TO: William F. Garcia, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH, Director b
( TO
Department of Public Health and n ` g,
Environment
DATE: January 16, 2009
SUBJECT: Amendment #1 to Colorado Family
Planning Initiative Contract
Enclosed for Board review and approval is Amendment #1 to the previously approved Colorado
Family Planning Initiative Task Order Contract Waiver #154 between the Colorado Department
of Public Health and Environment (CDPHE) and Weld County for the family planning program.
The funding from the original waiver is to be used to provide a comprehensive family planning
program with an emphasis on increasing the total number of men and women accessing services
and increasing utilization of long acting reversible methods of contraception (LARC) among
existing clients.
The purpose of this amendment is to expand current Title X Family Planning services to reduce
unintended pregnancy. The Weld County Department of Public Health and Environment
(WCDPHE) may do this by the following activities: expanding capacity, outreach, media and
marketing, training and education, information technology and data management, and other
approved activities. The funding will be used to provide additional .20 nurse practitioner and .30
health communication specialist time.
For the above services, Weld County will be reimbursed an amount not to exceed $33,277 for the
time period February 1, 2009 through June 30, 2009. The funding is being provided entirely by a
private anonymous donor through the State of Colorado. I recommend your approval of this
amendment.
Enclosure
2009-0271
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
Colorado Family Planning Initiative
DEPARTMENT OR AGENCY NUMBER
FLA
CONTRACT ROUTING NUMBER
09 FLA 00869
CONTRACT AMENDMENT #1
THIS AMENDMENT, made this 15th day of December, 2008, by and between the State of Colorado for the use
and benefit of the DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT, whose address or principal
place of business is 4300 Cherry Creek Drive South, Denver, Colorado 80246 hereinafter referred to as "the
State"; and, BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY, for the use and benefit of the
WELD COUNTY DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT, (a political subdivision of
the state of Colorado), whose address or principal place of business is 1555 North 17`h Avenue, Greeley, CO
80631 hereinafter referred to as "the Contractor".
FACTUAL RECITALS
Authority exists in the Law and Funds have been budgeted, appropriated, and otherwise made available and a
sufficient unencumbered balance thereof remains available for payment; and
Required approval, clearance, and coordination has been accomplished from and with all appropriate agencies; and
The parties entered into a contract dated August 15, 2008, with contract encumbrance number PO FLA
FPP0900684 and contract routing number 09 FLA 00684, whereby the Contractor was to provide to the State the
following:
The contractor will provide a comprehensive family planning program with an emphasis on
increasing the total number of men and women accessing services and increasing utilization of long
acting reversible methods of contraception (LARC) among existing clients.
The purpose for this amendment is described below.
Funds shall be increased in order for the contractor to increase services through a revised Scope of
Work and Budget. Funds will be used to expand current Title X Family Planning services to reduce
unintended pregnancy. Contractors can increase services through six pre -approved activities: 1)
Expanding capacity; 2) Outreach; 3) Media and Marketing; 4) Training and Education; 5)
Information Technology and Data Management; and 6) Other approved activities.
NOW THEREFORE, it is hereby agreed that
I . Consideration for this amendment to the Original Task Order Contract 09 FLA 00684, PO FLA
FPP0900684 , dated August 15, 2008 consists of the payments which shall be made pursuant to this
amendment and the promises and agreements herein set forth.
2. It is expressly agreed to by the parties that this Amendment is supplemental to the Original Task Order
Contract, contract routing number 09 FLA 00684, referred to herein as the Original Task Order Contract,
Page I of 3
-Q 6'09 -<.)—l�
specifically modified herein, are to apply to this Amendment as though they were expressly rewritten,
incorporated, and included herein.
3. It is agreed the Original Task Order Contract is and shall be modified, altered, and changed in the following
respects only:
A. This Amendment is issued pursuant to paragraph 5. of the Original Task Order Contract identified
by contract routing number 09 FLA 00684. This Amendment is for the current term of February 1.
2009 through and including June 30, 2009. The maximum amount payable by the State for the work to be
performed by the Contractor during this current term is increased by Thirty -Three Thousand, Two
Hundred Seventy -Seven Dollars (533,277.001 for an amended total financial obligation of the State of
ONE HUNDRED FORTY-EIGHT THOUSAND, NINE HUNDRED SIXTY-NINE DOLLARS
($148,969.00). The revised specifications to the original Scope of Work and the revised Budget and
Budget Narrative, if any, are incorporated herein by this reference and identified as "Exhibit E" and
"Exhibit F". A revised Cost Reimbursement Form is incorporated herein by this reference and identified
as "Exhibit G". The Original Task Order Contract is modified accordingly. All other terms and
conditions of the Original Task Order Contract are reaffirmed.
4. The effective date of this amendment is upon approval of the State Controller or February 1, 2009,
whichever is later.
5. Except for the "Special Provisions", in the event of any conflict, inconsistency, variance, or contradiction
between the provisions of this amendment and any of the provisions of the Original Task Order Contract,
the provisions of this amendment shall in all respects supersede, govern, and control. The "Special
Provisions" shall always be controlling over other provisions in the contract or amendments. The
representations in the Special Provisions concerning the absence of bribery or corrupt influences and
personal interest of State employees are presently reaffirmed.
6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT FISCAL YEAR
ARE CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING APPROPRIATED, BUDGETED,
AND OTHERWISE MADE AVAILABLE.
Page 2 of 3
IN WITNESS WHEREOF, the parties hereto have executed this amendment on the day first above written.
* Persons signing for Contractor hereby swear and affirm that they are authorized to act on
Contractor's behalf and acknowledge that the State is relying on their representations to that effect
and accept personal responsibility for any and all damages the State may incur for any errors in
such representation.
CONTRACTOR:
BOARD OF COUNTY COMMISSIONERS OF
WELD COUNTY, for the use and benefit of the
WELD COUNTY DEPARTMENT OF PUBLIC
HEALTH AND ENVIRONMENT
(a political subdivision o state of Colorado)
By:
Name:
Title:
C/1 l —,
1
illiam F. Garcia
Chair
02/02/2009
STATE:
STATE OF COLORADO
Bill R;Hgr, Jr. Goverhor
By:
For the Executive Director
DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This limited amendment is not
valid until the State Controller, or such assistant as he may delegate, has signed it. The contractor is not
authorized to begin performance until the contract is signed and dated below. If performance begins prior to
the date below, the State of Colorado may not be obligated to pay for goods and/or services provided.
By:
❑Kevin Edwards ['Yvonne And son Robert Jaros / jDonald Rieck
7
Date:
Page 3 of 3
BY:
WELD COUNTY DEPARTMENT OF
PU IC HEALTH
A.- BE ^ ENVIRONMENT
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Mark E. Wallace, MD, MPH - Director
ato9- e2a 2
Agency Name: Weld County Department of Public Health & E
Reduce unintended pregnancies in Colorado.
To serve _108_ additional total family planning clients as stated by the delegate in the proposal for Year 1,
February 1 -June 30, 2009, over the total number of clients served by the same agency from January 1 -June 30,
2008.
Increased numbers verified through existing methods of agency data collection (IRIS).
Instructions: Complete only the yellow boxes. Describe each activity that will result in achieving the program goal and objective.
Evaluation of Activities
(For Progress Report) May
also be evaluated at family
planning medical and/or
administrative site visits.
Summary of activities
completed
Plan for Evaluating Activities
Number of additional clients
Dates
February -
June 30,
2009
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Activities
Expand an existing Nurse Practitioner 8
additional hours.
Expand an existing health educator 12 additional
hours to facilitate media campaign, educate
community, create awareness, and to promote
Weld's Family Planning Services
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Objective 1
Evaluation Plan of
Objective 1
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Agency Name: Weld County Department of Public Health & Env
Goal Reduce unintended pregnancies in Colorado.
To serve _108_ additional total family planning clients as stated by the delegate in the proposal for Year 1,
February 1 -June 30, 2009, over the total number of clients served by the same agency from January 1 -June 30,
2008.
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Instructions: Complete only the yellow boxes. Describe each activity that will result in achieving the program goal and objective.
Evaluation of Activities
(For Progress Report) May
also be evaluated at family
planning medical and/or
administrative site visits.
February - Summary of activities
June 30, completed
2009
Plan for Evaluating Activities
Number of additional clients
Dates
February -
June 30,
2009
Activities
Expand an existing Nurse Practitioner 8
additional hours.
Expand an existing health educator 12 additional
hours to facilitate media campaign, educate
community, create awareness, and to promote
Weld's Family Planning Services
Objective 1
Evaluation Plan of
Objective 1
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Exhibit F
COLORADO FAMILY PLANNING INITIATIVE
2009 Expansion Grant
• Application budget
Year 1
February 1, 2009 -June 30, 2009
Agency: Weld County Department of Public Health and Environment
Instructions: Refer to instructions for completion of this form in the Expansion Grant Application. Enter text and numbers in yellow
highlighted areas below.
DIRECT COSTS. ..
EXPENSE CATEGORIES ,-
_• :..,..>:.:::
Annual Salary Rate
Full Time Equivalent
Total Amount .,
Requested from -
CFPI
PERSONAL SERVICES (Titles & Names)'
Laurie Dunn; Nurse Practitioner
$78.855.60
0.20
$7,886.00
Kristin Dodge; Health Education Specialist
$51,866.52
0.30
$7,780.00
SUBTOTAL
--
$15,666.00
Fringe Benefits: Rate = 35.54%
N/A
N/A
$5,568.00
$21,234.00
TOTAL PERSONAL SERVICES ($ and FTE)
O.50
OPERATING EXPENSES
Project supplies/ educational materials
$1,000.00
Registration & travel expenses to attend a conference
$2,000.00
Media
$3.000.00
Printing brochures
$2,000.00
Local travel mileage
$1,018.00
$9,018.00
TOTAL OPERATING EXPENSES
CONTRACTUAL EXPENSES
$0.00
TOTAL CONTRACTUAL EXPENSES
$0.00
TOTAL DIRECT COSTS
$30,252.00
ADIMNISTRATIVE COST
$3,025.00
RATE (may not exceed 10% of Total Direct Costs) = 10%j
N/A
$3,025.00
TOTAL ADMINISTRATIVE COST
TOTAL DIRECT AND ADMINISTRATIVE COSTS (Total Direct + Administrative)
$33,277.00
ONE-TIME EXPENSES
I otal Amount
Requested from
CFPI
-
EXPENSE CATEGORIES
ONE-TIME EXPENSES
$0.o0
TOTAL ONE-TIME EXPENSES
$0.00
TOTAL PROJECT COST -
$33,277.00
Number or Aaaluonal Llients-
Year1
108
Cost per Additional Client -Year
2 (Should not exceed
$310/additional Client
308.120370
Page 1 of 3
Exhibit F
COLORADO FAMILY PLANNING INITIATIVE
2009 Expansion Grant
Budget Narrative
Year 1
February 1, 2009 — June 30, 2009
General Instructions: The purpose of the Budget Narrative is to explain how your agency will
use the Colorado Family Planning Initiative funds. Budget requests, staffing, and objectives
described in the Colorado Family Planning Initiative Work Plan need to be aligned and provide a
consistent, logical picture of what is to be accomplished, by whom, and the associated costs. In
the event that this alignment does not occur, applicants will be contacted with requests for
clarifications and modifications, receive lower scores or may be disqualified.
Please provide narrative for each cost category in the boxes below.
Personal Services: For each staff member that will be funded by this expansion grant, list the name, title, annual
salary and Full Time Equivalent (FTE) that the staff member will commit to the Colorado Family Planning
Initiative. Briefly describe the role of the staff member and identify the activity in the Work Plan that this person
will be responsible for completing. Special note should be taken of the fact that this is a request for only six months
of funding. Therefore, the maximum chargeable is .5 (50%) of an FTE.
Example: Registered Nurse, annual salary at $14,000/six months (Year -long, full time = 1.0 FTE with an annual
salary of $56,000; six month, full time = 0.5 FTE with a salary for this period of $28,000. This nurse is working
part time and would translate to 0.25 FTE) to implement contraceptive counseling and provide family planning
services to additional clients, Objective 1.
* Laurie Dunn, Nurse Practitioner with an annual salary of $ 7,886/ 6 months= 0.2 FTE. This Nurse
Practitioner will be able to provide family planning services to additional patients Objective 1
Fringe Rate is 35.54%: 1.45% Medicare, .09%unemployment, .08% workman's compensation, 11.9%
PERA, .39 % life insurance, 4.61% vacation, 4.23% holiday, 2.30% sick, 10.49% health insurance
* Kristin Dodge, Health Educator MPH, with an annual salary of $ 7,780/6 months= 0.3 FTE. This health
educator will facilitate the media campaign, collaborate with community agencies, and do presentations at
the local schools Objective 2
Fringe Rate is 35.54%: 1.45% Medicare, .09%unemployment, .08% workman's compensation, 11.9%
PERA, .39 % life insurance, 4.61% vacation, 4.23% holiday, 2.30% sick, 10.49% health insurance for a
total cost of $ 15,666
Operating Expenses: All supplies and activities directly related to providing family planning services as part of
this expansion grant. Include expenses that are not included in the administrative rate for your agency. Examples:
office supplies, copies, postage, telephone, computer network fees, project supplies and materials, professional
development, training registrations, travel, educational material and supplies, and medical supplies.
Provide a brief explanation to justify the need for each expense in relation to the Work Plan and identify the
objective in the Work Plan for any items over $1,000.
Example: $1,500 will cover the registration and travel expenses for two staff members, one Nurse Practitioner and
one Physician's Assistant, to attend the National Contraceptive Technology Update, Objective 1.
• $2,000 will cover the creation/print of brochures to target male and teens (15-19) to utilize Weld's Family
Planning facility. (0.80 per brochure divided by 2000= 2500 brochures). Objective 3
• $2,000 to record a PSA for Northern Colorado's Spanish station. 400 spots for 2 months. Objective 3
• $1,000 to place a 2x2 ad in the local English and Spanish newspaper for 6 weeks. Objective 3
• $1,000 will be used for project supplies and educational materials for presentations at Weld County high
schools and alternative schools. Objective 4
Page 2 of 3
Exhibit F
• $2,000 will be used to cover registration and travel expenses for two Nurse Practitioners to attend a
conference on long term contraceptive. Objective 4
• $509 is to cover travel expenses to community schools. (Reimbursement rate is 56.5/mile). Objective 4
• $509 of requested funds will be used for travel expenses (reimbursement rate is 56.5/mile) for the health
educator to perform a community assessment. Also, to travel to colleges and community agencies to
promote awareness of Weld's Family Planning clinic. Objective 5
Contractual: Any person(s) or company not employed by the agency paid to provide services related to Work Plan
activities that the agency may be currently unable to provide. Provide the name of the anticipated vendor, the
activity or service and the contractual rate.
Example: Nurse Practitioner from the local hospital will be contracted for IUD insertions at a rate of
$150/procedure.
N/A: Have Medical doctor on staff that performs these services.
Administrative Costs: Provide your administrative cost rate. An administrative cost rate cap will be applied. The
cap is 10% of total on -going expenses per confidential donor agreement. Administrative costs may not exceed this
cap.
Example: Your Total On -Going Expenses are $175,000; your maximum administrative cost would be $17,500.
($17,500 is 10% of $175,000)
$ 3,025 is 10% of $30,252
One -Time Expenses: Describe how you will spend the funds in the line item budgets included in this budget
section. Briefly describe expense and identify the objectives in the Work Plan related to this expense.
Example: Room partitions will be purchased and installed for a total of $2,000 in the existing clinic to create 3
additional exam rooms that will be used to serve additional family planning clients.
N/A
Page 3 of 3
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2009 CFPI EXPANSION GRANT -YEAR 1
CONTRACT/PO #:
INVOICE #:
AGENCY NAME:
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OPERATING EXPENSES:
Total Operating:
TOTAL DIRECT COSTS:
1TOTAL ADMINISTRATIVE COSTS: (Total Direct Costs times 10% or as approved on the budget)
Total Direct and Administrative Costs:
ZONE -TIME EXPENSE (IMPT: PLEASE ATTACH INVOICE)
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