HomeMy WebLinkAbout20090473.tiffRESOLUTION
RE: APPROVE GRANT CONTRACT FOR ACCESS TO HEALTH, EXPANDING CHILDREN'S
ACCESS, AND OUTREACH AND ENROLLMENT PROGRAM AND AUTHORIZE CHAIR
TO SIGN - THE COLORADO TRUST
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 Grant Contract for the Access to Health,
Expanding Children's Access, and Outreach and Enrollment 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 Trust,
commencing January 1, 2009, and ending December 31, 2011, with further terms and conditions
being as stated in said contract, and
WHEREAS, after review, the Board deems it advisable to approve said contract, 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 Grant Contract for Access to Health, Expanding Children's Access, and
Outreach and Enrollment 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 Trust be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said contract.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 23rd day of February, A.D., 2009, nunc pro tunc January 1, 2009.
BOARD OF COUNTY COMMISSIONERS
WEkD CiQUNTY, COLORADO
ATTEST:
Weld County Clerk to the
BY� suLel (07(Depyty Cle to the Board
J
APPROWD AS TO
Attorney
Date of signature. 3000x/
illiam F. Garcia, Chair
Sean P. Conway
ro-Tem
L Cs7-c-1=c
2009-0473
HL0036
IVIlle.
COLORADO
iet't
Memorandum
To: William F. Garcia, Chair
Board of County Commissioners
From: Mark E. Wallace, MD, MPH, Director
Department of Public Health & Environment
Date: February 20, 2009
Subject: Contract for Expanding Children's Access to Care
Enclosed for Board review and approval is a contract between the Colorado Trust and the Weld County
Department of Public Health and Environment on behalf of a collaborative of provider organizations to
expand access to health care for un- and underinsured children in the southwest part of Weld County.
This contract was discussed at the Board's Worksession of February 12, 2009. With approval of this
contract, the Department of Public Health and Environment will be reimbursed an amount not to exceed
$100,100 each year for the next three years to work with community agencies in the area to expand
children's access to health care. Each contract year runs from January 1 — December 31.
The Weld County Department of Public Health and Environment has a long and successful tradition of
working with community agencies to improve the health of residents of Weld County. The Colorado
Trust funds will be used to build community partnerships in the southwest portion of Weld County that
will expand and integrate health care programs for children who are not currently able to access care
because of their un- or underinsured status. The programming resulting from these efforts will include
public, preventive, medical, oral and mental health services for the population and will be built upon
efforts already underway at Weld County's Southwest Service Center. Community partners will build
integrated programming that by the end of year three of the grant will be totally self-supporting without
the need for ongoing grant or County funding. This initiative is consistent with public health and other
community efforts directed at promoting and supporting the opportunity for all children to get a healthy
start in life. The source of funding is private. I recommend your approval of this contract.
Enclosure
Ti1F COLORADO TRUST,
(irara:,r
'_' CoOk
ice: ?ref tlerogralns
i:,c:dre iohnsott
Ptogiam Officer
GRANT COrY :TP.4(n'
Grantor
THE COLORADO TRUST
1 600 Sherman Street
Denver, Co 80203-1604
Grant Number:
Title (Program):
• Program Director:
Phone Number:
Period:
Amour ref Grant:
'1'c•-^•n,i of Payments:
WELD COUNTY DEPARTMENT OF PUBLIC
HEALTH AND ENVIRONMENT
1553 North 17th Avenue
(;roc'•. 'y, CC) 80631
2008-205
Access to Health, Esspanding Childrer's Access and Outrrn:h Mud Fnrollment
1.)r. Mark E. Wallace, \t.!)., MPH
(970) 304 6410
January 1, 2(X)9 I)ccentber 31, 2011
$300,300.00
Payment will be made upon receipt of the sign• d Grant e.: mtt_ cl.
1.11:Y e :: z •r Contract (the "Cataract") includes: (i) this Title Farm; . ii) the r.;encr 1 c;ondirc+l u -r t are attached: (iii) the
; it;e;:-i: Conditions, if any, that are attached; (iv) the Proposal; (v) the Grantee Citiddclirte'P; .r,:.; (vi) all amendments,
str,,;'1:•,tie:;as and extensions to any of the forevitig when approved in writing by Tile C;Jle::T::.;'I'nst ("i'hc Trust) and
'.:ai)italixed terms used it this Contract me defined in the General Conditions.
;ii: ."i';ra: and conditions of this Cnntracr are hereby accepted ':'d a;'n cti to : y The '1 ri; t u: i , ,:anree to he elf( rmc
;-;,.C' I i:,u 'oel.:;..v by both parties.
'WITNESS WHEREOF, the parties have cxeeuuetl this Contract.
Weld County Commissioners on behalf of:
WELD COUNTY DEPARTMENT ENT OF PUBLIC
1'ECT1 V F. DX1'E: 'ttf21
(»arc c.:f signing by Grantor)
r\t.ath mints:
r •;er,:::al Conditions — pages 2 to 4
Special Conditions — page 4
Deliverables — Exhibit A and B
HEALTH AND ENVIRONMENT,
:\s Gr att:e
b` v
Authorized Officer William F. Garcia, Chair
Date of signing by Grantee:
. Febr_uary...2
WELD COUNTY DEPARTMENT OF
PUBLIC HEALTH ACID ENVIRONMENT
BY: 1fvCA,, le :'1,.. &Lt L ,d
Mark E. WaHace, MD, MPH - Director
Re ised Nov 24, 2008
, Ct'9-t /r
GENERAL CONDITIONS:
1. Definitions. When used in this Contract, the
following capitalized terms shall have the following
meanings:
"Code" means the Internal Revenue Code of 1986, as
amended from time to time, and the rules, regulations and
judicial decisions pertaining thereto.
"Grant" means the funds specified on the "Tide Page to
be disbursed under the terms of this Contract.
"Grantee" means the entity identified as Grantee on the
Tide Page.
"Grantee Guidelines" or "Guidelines" means the
written document by that name provided to Grantee,
which includes rules and regulations Grantee is obliged to
comply with during the course of this Contract.
"Period" means the Period specified on the Title Page.
"Proposal" means the written proposal submitted by
Grantee and accepted by The Trust as the basis for its
undertaking set forth in this Contract, including all
modifications accepted in writing by The Trust, all
representations therein made by Grantee, and all
supporting documentation, all of which matters are on file
with The Trust.
2. Purpose and Administration. The Grant will be
used exclusively for the purposes specified in the
Proposal. Grantee will directly administer the program
being supported by the Grant and agrees that Grant funds
will not be disbursed to any person or entity other than as
specifically set forth in the Proposal nor disbursed for any
purpose that is not specified in Section 170(c)(2)(B) of the
Code.
In carrying out this Contract, Grantee may represent itself
only as a grantee of The Trust and not as an "employee"
or "agent" of The Trust.
3. Unauthorized Use of Grant. No part of the Grant
will be used: (g to carry on propaganda or otherwise
influence legislation within the meaning of Section
4945(d)(1) of the Code; (ii) to attempt to influence the
outcome of any specific public election; (iii) to carry on,
directly or indirectly, any voter registration drive within
the meaning of Section 4945(d)(2) of the Code; (iv) for
any political expenditure within the meaning of Section
4955(d) of the Code; or (v) to make payment to an
individual, except for compensation or expense
reimbursement to employees of, or consultants to,
Grantee within the scope of their employment or
engagement.
4. Accounting and Audit. Grantee must: (i) keep an
accurate record on a fund accounting basis of the receipt
and disbursement of funds and expenditures incurred
under the terms of this Contract; (ii) retain all books and
records relating to this Contract (including bills, invoices,
canceled checks, receipts, etc.) for at least four (4) years
after expiration of the Period; and (iii) comply with all
requests by The Trust to inspect or receive copies of such
books and records.
At The Trust's expense, it may audit the books and
records of Grantee relating to this Contract, and Grantee
will provide assistance as requested in connection with the
audit.
5. Grantee Tax Status. Grantee represents that it has
furnished The Trust full and complete information
regarding its tax status. It is expressly agreed that if there is
a change or challenge in Grantee's tax status it is Grantee's
responsibility to immediately notify The Trust in writing.
6. Charitable Solicitations Act. Grantee represents
that it is aware of and in compliance with the Colorado
Charitable Solicitations Act governing fundraising in
Colorado.
7. Termination of The Trust's Obligations under
the Contract. The Trust, at its sole option, may terminate
its obligations under this Contract at any time if in The
Trust's judgment (i) Grantee becomes unable to carry out
the purposes of the grant, ceases to be an appropriate
means of accomplishing the purposes of the Grant, or
fails to comply with any of the terms or conditions of this
Contract; or (ii) performance of its obligations could
subject The Trust to taxes or other payments under
Chapter 42 of the Code or to penalties or fines of any
kind, or could jeopardize The Trust's tax exempt status or
benefits under federal or state law.
8. Return of Unexpended Funds. Any portion of the
Grant unexpended at the completion of the Period, or
upon the completion of the activities for which the Grant
was intended, or upon termination by The Trust of its
obligations under this Contract must be repaid to The
Trust by Grantee within 30 days of such completion or
termination and accompanied by a full and complete
accounting. If The T'rust's obligations under this Contract
have been terminated prior to the end of the Period, The
Trust, at its option, may require Grantee to pay interest at
6% on any unexpended Grant funds not returned within
30 days and return all equipment purchased with Grant
funds.
9. Ownership, Dissemination and
Acknowledgement. All matters created or discovered
through the performance of this Contract (the "Work")
2
Revised Nov 24, 2008
are created for The Trust and belong solely to The
Trust. Under copyright law, the Work is a "work made
for hire" and The Trust has the right to copyright the
Work. Grantee assigns all of Grantee's rights in the
Work (now owned or later acquired) completely to The
Trust, everywhere and forever. Grantee reserves no
rights to the Work, agrees to keep the Work completely
confidential and will not disclose or use any of the
Work except as expressly stated in the Special
Conditions to this Contract.
10. Confidentiality. In the course of carrying out this
Contract, The Trust may disclose information to
Grantee that it regards to be confidential, privileged, or
sensitive, and likewise, Grantee may disclose
information to The Trust that Grantee regards to be
confidential, privileged or sensitive. Grantee and The
Trust each share a confidence in the other that the
highest standard of care and the utmost discretion will
be exercised in disclosing to any other person such
confidential, privileged or sensitive information. If
Grantee or The Trust asks the other not to disclose
such information to third parties, the request will be
honored except that information may be disclosed if
required by law, including but not limited to the
Colorado Open Records Act.
11. Research, Evaluation and Monitoring. The Trust
may actively evaluate and monitor the Grant through
periodic reporting requirements and site visits. In
addition, from time to time, The Trust may engage
independent consultants or firms to conduct specific
evaluation, monitoring or research. Grantee agrees to
participate in any research activities requested by The
Trust.
12. No Obligation to Third Parties; No
Assignment. The Trust expressly disclaims any
obligation to employees or independent contractors
hired or engaged by Grantee to assist Grantee in
carrying out its obligations under this Contract.
Employment or engagement of such third parties is
referred to in this paragraph as "engagement."
If Grantee elects to engage third parties for such
purpose, Grantee will: (i) notify third parties that their
engagement is subject to the terms and conditions of
this Contract, particularly the right of The Trust to
terminate its obligations under this Contract and
discontinue funding; (ii) include the following language
in any written agreement between Grantee and any
third party
"[third party] hereby acknowledges that
[Grantee]'s rights under this agreement are
subject to all the terms and conditions of a
Grant Contract with The Colorado Trust ("The
Trust"). [Third party] particularly understands
that The Trust has the right to terminate its
obligations under the Grant Contract and
discontinue funding. [Third party' agrees that
The Trust has no obligation whatsoever to [third
party] for any monies payable to [Grantee]
under the Grant Contract and [third party]
agrees to look solely to [Grantee] for payment of
any claims [third party] may have.' ;
and (iii) hold The Trust harmless from any and all
claims of third parties arising from or relating to the
Grant, this Contract or Grantee's agreement with any
third party.
The Trust and Grantee agree that they are the sole
parties to this Contract and no third party shall become
a third party beneficiary of this Contract.
Grantee may not assign this Contract without the prior
written consent of The Trust.
13. Representatives of Grantee; Compliance with
Laws, Rules and Regulations; Insurance; Governing
Law. By signing this Contract, Grantee represents that
(a)
Grantee is in compliance with and, at all times will
continue to be in compliance with, all laws, rules, and
regulations of the United States and of the State of
Colorado that are applicable to Grantee, including
but not limited to: (t) the Code; (ii) Title VI of the
Civil Rights Act of 1964; (iii) Tide IX of the
Education Amendments Act of 1972; (iv) Section 504
of the Rehabilitation Act of 1973; (v) the Age
Discrimination Act of 1975; and (vi) the Americans
With Disabilities Act of 1990; [Grantee may
explain in a separate written document the
reason(s) it believes it is exempt from
compliance with any of these laws and the
written explanation will be included as a Special
Condition applicable to the Grant]
Grantee is knowledgeable about the Executive Order
13224 and the USA Patriot Act of 2001 and agrees
that no part of the Grant will be expended or re -
granted so as to benefit any person or organization
with ties to terrorists. In order to serve the due
diligence obligations of The Trust, Grantee shall
provide a list of proposed recipients of re -granted
funds for The Trust's prior approval. When
requested, Grantee will provide current information
concerning its activities and that of the recipients of
any re -granted funds; and
3 Revised Nov 24, 2008
(c) At all times, Grantee will maintain adequate liability
insurance covering all of its activities relating to the
Grant.
(d) Grantee's representations are true and may be relied
upon by The Trust. Grantee will immediately notify
The Trust in writing if Grantee fails to comply with
any provision of this Contract or if any
representation of Grantee is not longer true.
This Contract shall be construed and enforced according
to the laws of the State of Colorado.
SPECIAL CONDITIONS:
Grantee accepts and agrees to comply with the following
Special Conditions:
A. The payment and progress report schedule governing
this grant is as follows:
January 30, 2009
May 29, 2009
June 30, 2009
June 30, 2009
November 30, 2009
December 31, 2009
February 26, 2010
May 31, 2010
June 30, 2010
June 30, 2010
November 30, 2010
December 31, 2010
February 28, 2011
May 31, 2011
June 30, 2011
June 30, 2011
February 29, 2012
$50,050.00
Progress report
$50,050.00
2008 Audited financials,
Management letter and
Annual Report
Progress report
$50,050.00
Financial report
Progress report
$50,050.00
2009 Audited financials,
Management letter and
Annual Report
Progress report
$50,050.00
Financial report
Progress report
$50,050.00
2010 Audited financials,
Management letter and
Annual Report
Final report with financials
B. Grantee agrees to these additional requirements to
Paragraph 11 of the contract:
Expanding Care: The Trust will actively evaluate and
monitor grants through periodic reporting requirements
and site visits. Grantee, as a condition to accepting the
Grant, will also be expected to provide semi-annual
outcome data through the Colorado Health Institute's
Safety Net Indicator and Monitoring System, and to sign
the required data sharing agreement and addendum with
the Colorado Health Institute attached as Exhibit A.
C. This grant will play an integral role in supporting
Weld County Department of Public Health and
Environment in improving children's access to preventive,
primary, oral and behavioral health services for children in
Southwestern Weld County in 2009-2011. You will he
expected to report on your progress towards achieving the
results outlined in Exhibit B.
4 Revised Nov 24, 2008
Exhibit A
0
0
O
uHEALTH
1576 Sherman St., Ste. 300
Denver, CO
80203-1728
303.831.4200
303.831.4247 fax
www.coloradohealthinstitute.org
Data Sharing Agreements
All Colorado Trust Children's Access to Care grantees will participate in the Colorado Health
Institute's Safety Net Indicator and Monitoring System (SHIMS), including a supplemental data
report that will be created specifically for the grantees. To do so, your organization must sign
one or both of the attached forms:
1. Safety Net Data Sharing Agreement
2. The Colorado Trust Data Sharing Agreement Addendum.
The attached Safety Net Data Sharing Agreement clarifies the terms and conditions under
which clinics provide data. It also details how CHI analyzes these data and makes the results of
the analyses available. Those of you who already participate in the system and already have a
signed data sharing agreement with CHI do not need to sign and return the Safety Net Data
Sharing Agreement.
All grantees must sign and return The Colorado Trust Data Sharing Agreement Addendum,
which grants CHI permission to share the data collected through SHIMS with The Colorado
Trust, clarifies how The Trust will use that data, and sets forth the frequency of data reporting.
In January 2009, all grantees will participate in a webinar with CHI to discuss the 10-12 data
elements that they will report through the SHIMS system. Data that pertain to patients and
services are limited to aggregate counts; no patient -level data will be reported. Seven core data
elements will be collected across all grantees on either an annual or semi-annual basis. CHI will
specify up to five additional data elements, from which grantees will negotiate a set of three to
five elements to be reported every six months based on their project activities. These negotiated
data elements may include information such as number of children receiving immunizations,
dental exams, well child visits, referrals, etc. You will have an opportunity to choose the data
elements that best fit your proposed program goals and report these data, in addition to the data
already collected through SHIMS, through a user-friendly internet survey hosted on the CHI
Web site portal.
Grantees may consult with The Trust and CHI about any assistance you need to be able to collect
the data. This may include technical assistance or training to learn how to extract the data from
your current data system or to develop a data tracking form that can be entered into the SHIMS
via the CHI Web site. It may also include some financial support for staff time to enter data if
needed. We will contact you in early December with proposed dates for the January webinar. If
you have any questions about the data reporting requirements or the attached agreements, please
contact Senior Research Analyst Jeff Bontrager at 303-831-4200 x205.
Attachments:
Safety Net Data Sharing Agreement
The Colorado Trust Data Sharing Agreement Addendum
Colorado Health Institute
5 November 2008
Exhibit A
The Colorado Trust Data Sharing Agreement Addendum
Between
The Colorado Health Institute
and
Children's Access to Care grantees
This data sharing agreement is intended to serve as an addendum to the Safety Net Data Sharing
Agreement between Colorado Health Institute (CHI) and Colorado safety net clinics and their
representative organizations. It applies only to Colorado Trust Children's Access to Care grantees for the
duration of the grant period.
Background and Purpose
The Colorado Trust's Children's Access to Care grantees are required to participate in CHI's Safety Net
Indicators and Monitoring System (SNIMS). SNIMS allows CHI to collect and analyze data that estimate
the need for and availability of basic physical, oral and mental health services for vulnerable populations
in Colorado. In addition to the seven core data elements currently being collected in the SNIMS, The
Colorado Trust Children's Access to Care grantees will report on up to five additional data elements
specifically related to the services provided by the grantee to children ages 0-19 years. The final data
elements selected for each grantee will be agreed upon by CHI, The Colorado Trust and the grantee
organization. Service -specific data elements reported through the SNIMS will be limited to aggregated
counts of patients or visits; no patient -level data will be collected. This agreement specifies the terms
and conditions under which grantees will provide these data to CHI and under which CHI will, in turn,
provide clinic -specific aggregated data reports to The Colorado Trust.
General Agreements
• Specified data elements will be provided by grantees to the Colorado Health Institute via a
secured Web portal to the Safety Net Indicators and Monitoring System for the purposes of
evaluating and monitoring grantees' enrollment and process of care outcomes. This data reporting
activity is a condition of participation in The Colorado Trust's Children's Access to Care grant
program. Such data will be collected at the site of care 0.e., at the clinic or site receiving the
grant rather than aggregated data for a number of affiliated clinics) and reported according the
schedule outlined in Table 1.
le 1. Data element description and reporting schedule
Type of data
element
Data element description
Frequency of reporting
Ages reported
Data submission
(pertains to both new
and existing SNIMS
participants)
Core
(collected
across all
tu'antees)
Unduplicated counts of patients by:
1. Insurance status
2. Gender
3. Percent of federal poverty level
(HT)
4. ZIP code
Every 6 months
Children ages 0-19 and
adults age 20 and over
CHI Web Portal
Core
5. Services offered on -site
6. Staffing (PTE) by type of
provider
7. Sources and amounts by source
of revenue
Annual
Not applicable
Uniform Data System
(Community Health
Centers only)
CHI Web Portal (all
others)
Supplemental
(Negotiated)
A set of three to five data elements
to be negotiated between CI II and
the grantee (e.g., aggregate number
of children receiving
immunizations, dental exams, etc.)
Every 6 months
Children 0-19
CHI Web Portal
Note: If the grantee is not a direct provider of services, CHI will work with the grantee to identify those data
elements a grantee is able to report.
Colorado Health Institute
6
November 2008
Exhibit A
The data reporting schedule commences from the beginning of the grant period. Semi-annual
grant payments are contingent upon the timely submission of these data to CHI through its online
Web Portal along with a narrative progress report submitted to The Trust. The frequency of data
reporting and means by which the data are submitted (i.e., through CHI's Web Portal) outlined in
this Addendum supersede those described in any previous Safety Net Data Sharing Agreements
entered into between the grantee and CHI.
▪ CHI has the permission of the grantee organization to provide an aggregated patient report on all
data collected as part of this grant through the Safety Net Indicators and Monitoring System to
The Colorado Trust on a semi-annual basis. The Colorado Trust will consider these data to be
part of the grantee progress reports and has the grantee organization's permission to use these
aggregate data in publications and presentations.
▪ This agreement may be terminated upon the written notice by either The Colorado Health
Institute or the grantee organization. Termination of this agreement, or of the Safety Net Data
Sharing Agreement between a grantee and the Colorado Health Institute, will void the
organization's grant contract with The Colorado Trust.
Pam Hanes
President and CEO
The Colorado Health Institute
Date
Colorado Health Institute
Name:
Title
Organization:
Date:
7 November 2008
Exhibit B
This grant will play an integral role in supporting Weld County Department of Public Health and
Environment in improving access to access to preventive, primary, oral and behavioral health
services for children in Southwestern Weld County in 2009-2011. You will be expected to
report on your progress towards achieving the following results:
Access to Care Results
• Medical provider will care for a patient panel of 750 children in year one and 1,500
children per year in subsequent years
• 90% of children seen by medical provider will receive at least one dental exam per year
75% will have completed treatment plans during the grant period
• 90% of children will be up-to-date on their immunizations, receive annual well child
checks and appropriate health risk screening during the grant period such as lead
exposure, anemia, and hearing and vision loss
• Regular care conferences between medical, dental, behavioral, and public health staff will
ensure smooth referral process and a 90% referral completion rate during the grant period
• At least 500 patients per year will receive nutrition education, breast feeding support,
community referrals and vouchers for nutritional food purchases
• Number of unduplicated children receiving well child visits annually
• Number of unduplicated children receiving immunizations annually
• Number of unduplicated children receiving dental care annually
• Number of unduplicated children receiving preventive, developmental, oral, behavioral
and diagnostic services annually
• Number of unduplicated children referred for further diagnostic and/or therapeutic
services annually
Hello