HomeMy WebLinkAbout20063102.tiff RESOLUTION
RE: APPROVE COLORADO PREVENTION PARTNERS PURCHASE OF SERVICES
AGREEMENT AND AUTHORIZE CHAIR TO SIGN - ISLAND GROVE REGIONAL
TREATMENT CENTER
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 Colorado Prevention Partners Purchase
of Services Agreement 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 Social Services, and
Island Grove Regional Treatment Center, commencing September 30, 2006, and ending
September 29, 2007, with further terms and conditions being as stated in said agreement, and
WHEREAS,after review,the Board deems it advisable to approve said agreement, 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, ex-officio Board of Social Services, that the Colorado Prevention Partners
Purchase of Services Agreement 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 Social
Services, and Island Grove Regional Treatment Center be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said agreement.
The above and foregoing Resolution was,on motion duly made and seconded,adopted by
the following vote on the 8th day of November, A.D., 2006.
-�r'` BOARD OF ELD COU CO TY COMMISSIONERS
, COLORADO
ATTEST: �� "c�:f 6 z�' ,/C
M. ile, Chair
Weld unty Clerk to theme, 1
��r J .
David E. Long, ro-Tem
BY: _ Atif
Depu Cler o the Board Lli✓
Willis erke
APPRAS M: � �C� (\
Robert D. Masd
ty Attorney &'
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Glenn Vaaa
Date of signature:
2006-3102
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DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
GREELEY, CO. 80632
IDWebsite:www.co.weld.co.us
Administration and Public Assistance(970)352-1551
Child Support(970)352-6933
O Fax(970)346-7663
MEMORANDUM
•
COLORADO TO: M.J. Geile, Chair Date: November 2, 2006
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services p I ('t �,/ tiC
RE: Colorado Prevention Partners Purchase of Services
Agreement Between The Weld County Department of
Social Services and Island Grove Regional Treatment
Center
Enclosed for Board approved is a Colorado Prevention Partners Purchase of Services
Agreement between the Weld County Department of Social Services and Island Grove
Regional Treatment Center. This Agreement was reviewed at the Board's work session
of October 30, 2006.
Background. Previously,the Board entered into a FY 2007 Colorado Prevention
Partners Contract with the Colorado Department of Human Services. Funding was
awarded under a non-competitive "Colorado Prevention Partners" application,which was
submitted on behalf of Weld County's Interagency Oversight Group(HB04-1451,
"Collaborative Management of Multi-agency Services Provided to Children and
Families), and at the request of the Governor's Office. Island Grove Regional Treatment
Center was selected by the Interagency Oversight Group. The Department is the fiscal
agent under the Contract.
1. The Contract provides for funding at an amount not to exceed $147,732, as
outlined in a budget incorporated as part of the Agreement. Funding will pay for
a Project Coordinator employed by Island Grove Regional Treatment Center,
survey expenses, training, equipment purchases, and related operating expenses.
2. The period of the Agreement is September 30, 2006 through September 29, 2007.
3. The source of funding is through Federal Substance Abuse and Mental Health
Services Administration's five-year Strategic Prevention Framework State
Incentive Grant(SPF SIG), which was awarded to the State of Colorado.
4. The scope of work to be completed by Island Grove Regional Treatment Center
is as follows:
A. Goal#1: Initiate Strategic Prevention Framework Project. By March 30,
2007,complete Steps 1 —Conduct Needs Assessment; Step 2—Build State and
Local Capacity;and Step 3—Develop a Comprehensive Strategic Plan.
2006-3102
MEMORANDUM Page 2
Board of County Commissioners
November 2,2006
B. Goal#2: Initiate Step 4 Implementation. By April 30,2007, implementation
of evidence-based prevention programs,policies and practices based on the
approved strategic plan will begin.
C. Goal#3: Initiate Step 5 Evaluation of the Strategic Prevention Framework
Project.
D. Goal#4: Prepare for FY07-08 Colorado Prevention Partner(CPP)
Strategic Prevention Funding Year.
If you have any questions, please contact me.
Contract No: SFY06-07-CPP
COLORADO PREVENTION PARTNERS
PURCHASE OF SERVICES AGREEMENT BETWEEN THE WELD COUNTY DEPARTMENT
OF SOCIAL SERVICES AND ISLAND GROVE REGIONAL TREATMENT CENTER
TA,
This Agreement,made and entered into the aday of November 2006,by and between the Board
of Weld County Commissioners,sitting as the Board of Social Services, on behalf of the Weld County
Department of Social Services,hereinafter referred to as"Social Services,"and Island Grove Regional
Treatment Center,hereinafter referred to as"Island Grove."
WITNESSETH
WHEREAS,required approval,clearance,and coordination have been accomplished from and
with appropriate agencies; and
WHEREAS,the Weld County IOG,formed under HB04-1451,provides a focus for a
collaborative planning approach to the delivery of services to children and families that may lead to the
provision of more appropriate and effective delivery of services in Weld County;and
WHEREAS, Social Services,on behalf of the Weld County JOG and at the request of the State of
Colorado Governor's Office, submitted in July 2006 a non-completive application under"Colorado
Prevention Partners"grant, which had as its goal to increase community capacity to initiate implementation
of a Strategic Prevention Framework project;and
WHEREAS, the Colorado Department of Human Services,Alcohol and Drug Abuse Division has
contracted with and provided funding to Social Services in September 2006 to develop a community
planting project entitled the"Colorado Prevention Program",designed to reduce substance abuse related
problems;prevent onset and reduce progression of substance abuse,including childhood and underage
drinking of alcohol;build prevention capacity and infrastructure at state and community levels;and
develop a Strategic Prevention Framework model;and
WHEREAS,the Weld County IOG has accepted the planning and guidance of the Colorado
Prevention Program and has agreed to meet the guidelines and requirements set forth for the project by the
Colorado Department of Human Services; and
WHEREAS, Social Services, as the fiscal agent of the project,seeks services to develop the
Colorado Prevention Program; and
WHEREAS,the Weld County JOG,with the concurrence of Social Services,has selected Island
Grove to provide services to develop the Colorado Prevention Program;and
WHEREAS,Island Grove, a Colorado non-profit corporation organized for the purpose of
managing and coordinating high quality, cost efficient, integrated chemical dependency and related
behavioral health care services, is willing to provide services to develop the Colorado Prevention Program
and wishes to enter into an Agreement with Services to receive financial support for the project.
NOW THEREFORE,in consideration of the premises,the parties hereto covenant and agree as
follows:
1. TERM: The term of the MOU and Agreement is September 30,2006, and shall expire September
29,2007,unless sooner terminated as provided herein.
2. SERVICES PROVIDED BY ISLAND GROVE: Island Grove shall be in compliance with
Exhibit B,"Contract Between Colorado Department of Human Services and Weld County
Department of Social Services,Routing No. 07-IHM-00161",which outlines the direct services to
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Contract No: SFY06-07-CPP
be provided by Island Grove and the planning oversight requirements of the Weld County IOG,
and which is attached hereto and incorporated herein by reference.
3. COMPENSATION TO ISLAND GROVE: Social Services agrees to pay Island Grove for
services pursuant to this Agreement a sum of$147,732,according to the budget as follows:
Personnel
Project Director $40,0000
Fringe Benefits $ 11,200
(28%)
Eval Coordinator $ 7,500
Higher Educ Contract $ 3,000
IGC Consultant/Supr $ 2,077
Fringe Benefits $ 582
(28%)
Facilitator $ 7,875
Total Personnel $72,234
Travel
Local $ 876
Out of Area $ 3,242
Total Travel $ 4,118
Operating
PPB Stipends $ 9,000
CPP Office/Phone $ 7,800
Training/Conference $ 215
Copy/Print Supplies $ 1,422
Capital Expenditure $ 1,500
Food $ 2,700
Implementation $ 10,625
Indirect(20%) $24,618
Survey CHKS Materials $ 13,500
Total Operating $71,380
Grand Total $147,732
A. Island Grove shall submit an itemized monthly bill according to proper invoices to Social
Services for all costs incurred and services provided pursuant to Exhibit B of this
Agreement in accordance with criteria established by Social Services. Island Grove shall
submit all itemized monthly billings to Social Services no later than the twenty-fifth(25)
day of the month following the month the cost was incurred.
B. Payments of costs incurred pursuant to this Agreement are expressly contingent upon the
availability of the Alcohol and Drug Abuse Division-Colorado Prevention Partners
Grant to Social Services.
C. Social Services shall not be billed for, and reimbursement shall not be made for time
involved in activities outside of those defined in Exhibit B. Work performed prior to the
execution of this Contract shall not be reimbursed or considered part of this Agreement.
D. Social Services may withhold any payment if Island Grove has failed to comply with the
Financial Management Requirements,program objectives,contractual terms,or reporting
requirements. In the event of a forfeiture of reimbursements,Island Grove may appeal
such circumstance to the Director of Social Services. The decision of the Director of
Social Services shall be final.
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Contract No: SFY06-07-CPP
4. ASSURANCES: Island Grove shall abide by all assurances as set forth in the Exhibit A,
"Assurances,"which is attached hereto and incorporated herein by reference.
5. CERTIFICATION: Island Grove certifies that, at the time of entering into this Contract, it has
currently in effect all necessary licenses,approvals, insurance,etc.required to properly provide
the services and/or supplies covered by this contract.
6 TERMINATION: Either party may terminate this MOU or Agreement at any time by providing the
other party with a 30-day written notice thereof Furthermore,this MOU or Agreement may be
terminated at any time without notice upon a material breach of the terms of the MOU or Agreement.
7. TIME OF THE ESSENCE: Time is the essence in each and all of the provisions of this MOU and
Agreement.
8. ENTIRE MOU AND AGREEMENT/MODIFICATIONS: This MOU including Exhibit B and this
Agreement including Exhibit A and B constitutes the entire understanding between the parties with
the respect to the promises and covenants made therein. No modification of the terms of this MOU or
Agreement shall be valid unless made in writing and agreed to by all parties of the MOU and both
parties of the Agreement.
9. NON-APPROPRIATION: No portion of this Agreement shall be deemed to create an obligation on
the part of Social Services to expend funds not otherwise appropriated in each succeeding year.
10. WAIVER OF IMMUNITIES/THIRD PARTY LIABILITY: No portion of this Agreement shall be
deemed to constitute a waiver of any immunities of Social Services or its officers or employees may possess,
nor shall any portion of this Agreement be deemed to have created a duty of care with respect to any persons
other than Social Services and not a party of this Agreement.
IN WITNESS WHEREOF,the parties hereto have duly executed the Agreement as of the day,month,and year
first above written. �!
liaATTEST:
WELD COUNTY X % ARD OF COUNTY
CLERK TO THE BOARD ISSIONERS WELD
Y,COLORAD�
By: ('-{ / ( > V-4".-� :277
Dep Clerk "t . f �, M.J.Geile,Chair 11/08/2006
ec �d
�rI n
APPROV_ TO FO ISLAND GROVE REGIONAL TREATMENT
CENTER
oun omey eAxander,Executive Director
WELD COUNTY DEPARTMENT
OF SOCIAL SERVICES
By: •
y A.Gr ego,Three or
•
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, Coe, -(3/C,Q
Contract No: SFY06-07-CPP
EXHIBIT A
ASSURANCES
1. Island Grove 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.
2. 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 Island Grove-contracted providers or its employees,volunteers,or agents
while performing duties as described in this Agreement. Island Grove shall indemnify,
defend, and hold harmless Weld County, the Board of County Commissioners of Weld
County, its employees, volunteers, and agents. Island Grove shall provide adequate
liability and worker's compensation insurance for all its employees, volunteers, and
agents engaged in the performance of the Agreement upon request, Island Grove shall
provide Social Services with the acceptable evidence that such coverage is in effect.
3. No portion of this Contract shall be deemed to constitute a waiver of any immunities the
parties or their officers or employees may possess,nor shall any portion of this
Agreement be deemed to have treated a duty of care with respect to any persons not a
party of this Agreement.
4. No portion of this Contract 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.
5. If any section, subsections,paragraph, sentence,clause, or phrase of this Contract 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 Contract 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.
6. 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.
7. Island Grove assures that they will comply with the Title VI of the Civil Rights Act of
1986 and that no person shall, on the grounds of race,creed, color, sex,or national origin,
be excluded from participation in,be denied the benefits of, or be otherwise subjected to
discrimination under this approved Contract.
8. Island Grove assures that sufficient, auditable, and otherwise adequate records that will
provide accurate, current, separate, and complete disclosure of the status of the funds
received under the Contract are maintained for three(3)years or the completion and
resolution of an audit. Such records shall be sufficient to allow authorized local,Federal,
and State auditors, and representatives to audit and monitor Island Grove.
9. All such records, documents, communications,and other materials shall be the property
of Social Services and shall be maintained by Island Grove, in a central location and
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Contract No: SFY06-07-CPP
custodian, in behalf of Social Services, for a period of four(4)years from the date of
final payment under this Contract, 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 four(4)year period, or if
audit findings have not been resolved after a four(4)year period,the materials shall be
retained until the resolution of the audit finding.
10. Island Grove assures that authorized local, federal, and state auditors and representatives
shall, during business hours, have access to inspect any copy records, and shall be
allowed to monitor and review through on-site visits, all contract activities, supported
with funds under this Contract 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.
11. This Contract shall be binding upon the parties hereto,their successors, heirs, legal
representatives, and assigns. Island Grove or Social Services may not assign any of its
rights or obligations hereunder without the prior written consent of both parties.
12. Island Grove certifies that federal appropriated funds have not been paid or will be paid,
by or on behalf of Island Grove,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.
13. Island Grove assures that it will fully comply with all other applicable federal and state
laws. Island Grove understands that the source of funds to be used under this Contract is
Colorado Works or Temporary Assistance for Needy Families funds.
14. Island Grove assures and certifies that it and its principals:
a. Are not presently debarred, suspended,proposed for debarment, declared
ineligible, or voluntarily excluded from covered transaction by a federal
department of agency.
b. Have not, within a three-year period of 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 statutes or commission of
embezzlement, theft, forgery,bribery, falsification or destruction of records,
making false statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a
government entity(federal, state, or local)with commission of any of the
offenses enumerated in paragraph 11(b)of this certification; and
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Contract No: SFY06-07-CPP
d. Have not within a three-year period preceding this Contract,had one or more
public transactions(federal, state,and local)terminated for cause or default.
15. The Appearance of Conflict of Interest applies to the relationship of a contractor with
Social Services 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 Contract, Island Grove 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, Island Grove shall submit to
Social Services, 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 Social Services' termination, for
cause, of its contract with Island Grove.
16. Island Grove shall protect the confidentiality of all applicant records and other materials
that are maintained in accordance with this Contract. Except for purposes directly
connected with the administration of Child Protection,no information about or obtained
from any applicant/recipient in possession of Island Grove shall be disclosed in a form
identifiable with the applicant/recipient or a minor's parent or guardian unless in
accordance with Island Grove written policies governing access to, duplication and
dissemination of, all such information. Island Grove shall advise its employees, agents,
and subcontractor, if any,that they are subject to these confidentiality requirements.
Island Grove shall provide its employees, agents, and subcontractors, if any, with a copy
or written explanation of these confidentiality requirements before access to confidential
data is permitted.
17. Proprietary information for the purposes of this Contract 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 Contract. Any
proprietary information removed from the State's site by Island Grove in the course of
providing services under this Contract will be accorded at least the same precautions as
are employed by Island Grove for similar information in the course of its own business.
18. Island Grove certifies it will abide by Colorado Revised Statue(C.R.S.)26-6-104,
requiring criminal background record checks for all employees,contractors, and sub-
contractors.
19. Island Grove certifies that it shall comply with the provisions of Colorado Revised
Statutes (C.R.S.) 8-17.5-101, et seq. Island Grove shall not knowingly employ or
contract with an illegal alien to perform work under this Contract or enter into a contract
with a subcontractor that fails to certify to Island Grove that the subcontractor shall not
knowingly employ or contract with an illegal alien to perform work under this Contract.
Island Grove represents, warrants,and agrees that it(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
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Contract No: SFY06-07-CPP
of Homeland Security, and(b) otherwise will comply with the requirements of C.R.S. 8-
17.5-102(2)(b). Island Grove 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 Island Grove fails to comply with any requirement of this provision
or C.R.S. 8-17.5-101, et seq., Social Services may terminate this Contract for breach and
Island Grove shall be liable for actual and consequential damages to Social Services.
Except where exempted by federal law and except as provided in C.R.S. 24-76.5-103(3),
if Island Grove receives federal or state funds under this Contract, Island Grove 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 Contract. If Island Grove operates as a sole
proprietor, it hereby swears or affirms under penalty of perjury that it(a)is a citizen of
the United States 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 Contract.
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Contract No: SFY06-07-CPP
EXHIBIT B
CONTRACT BETWEEN COLORADO DEPARTMENT OF HUMAN SERVICES AND
WELD COUNTY DEPARTMENT OF SOCIAL SERVICES
ROUTING NO.07-MM-00161
Table of Contents
Section Description Page Nos.
1. Contract Page 1 of 11 Pages
2. Exhibit A—Additional Provisions Page 1 of 7 Pages
3. Exhibit B—Phase 2 Strategic Plan and Budget Page i through 41 Pages
4. Exhibit C—Contractor Response Page i through 14 Pages
5. Exhibit D—CPP General Guidelines Page i through 19 Pages
6. Exhibit E—CPP Budget Page Page lof 1
7. Exhibit F—Option Letter Page lof 1
8. Exhibit G—Sample Bilateral Change Order Letter Page 1 of 1
9. Exhibit H—Sample Funding Letter Page 1 of 1
Page 1 of 1
DEPARTMENT OF HUMAN SERVICES
ROUTING NO. 07 IHM 00161
CONTRACT
This contract is made and entered into by'and between the named parties. In accordance with the
purposes stated herein, it is hereby agreed as follos:
STATE +, CONTRACTOR:
State of Colorado for the-use&llenefit of the Weld County Dept of Social Services
Department of"Human Services PO Box A
Alcohol and Drug Abuse Division . Greeley,CO 80632
4055 S.Lowell Blvd.
Denver,CO 80236-3120
CONTRACT MADE DATE. CONTRACTOR ENTITY TYPE:
08/01/2006 Government
CONTRACTOR FEIN OR SOCIAL SECURITY NUMBER:
PO/SC ENCUMBERANCE NUMBER: 846000813 F
PO IHM ADA0701161 BILLING STATEMENTS RECEIVED:
TERM:
Monthly
This contract shall be effective upon approval STATUTORY AUTHORITY:
by the State Controller,or designee,or on Not Applicable
09/30/2006,whichever is later. The contract CONTRACT PRICE NOT TO EXCEED
shall end on 09/29/2007.
$147732
MAXIMUM AMOUNT AVAILABLE PER FISCAL YEAR
PROCUREMENT METHOD: FY 07: $113,174
Discretionary FY 08: $34,558
BID/RFP/LIST PRICE AGREEMENT NUMBER
Not Applicable
LAWSPECIFIED VENDOR STATUTE: PRICE STRUCTURE
Not Applicable Cost Reimbursement
FUND SOURCE-NAME OF FEDERAL PROGRAM/GRANT AND FUNDS ID#
6 U79 SP11181-02-2
STATE REPRESENTATIVE CONTRACTOR REPRESENTATIVE
Janet Wood, Director, Behay. Hlth. Sys. M.J. Geile, Chair
Alcohol and Drug Abuse Division Contractor Name Per Above
4055 S. Lowell Blvd. PO Box A
Denver, CO 80236-3120 Greeley, CO 80632
SCOPE OF WORK
In accordance with the provisions of this contract and its exhibits and attachments, the
Contractor shall: Within Colorado Communities, reduce substance abuse related problems;
prevent onset and reduce progression of substance abuse, including childhood and underage
drinking of alcohol; build prevention capacity and infrastructure at state and community levels;
and develop a SPF SIG model.
For Contract Wizard Version 3.3 Page 1 of 11 Revised 05/24/06
Colorado Department of Human Services
Contract Management
EXHIBITS:
The following exhibits are hereby incorporated:
Exhibit A- Additional Provisions
Exhibit B- Phase 2 Strategic Plan and Budget (when approved by State)
Exhibit C- Non-Compet. Applic. for Funding&Non-Compet. RFA , and
Contractor Response
Exhibit D- CPP General Guidelines
Exhibit E- Budget
Exhibit F- Sample Option Letter
Exhibit G- Sample Change Order Letter
Exhibit H- Sample Funding Letter
COORDINATION:
The State warrants that required approval, clearance and coordination has been accomplished from and
with appropriate agencies.
APPROVAL
In no event shall this contract be deemed valid until it shall have been approved by the State Controller or
his/her designee.
PROCUREMENT:
This contractor has been selected in accordance with the requirements of the Colorado
Procurement Code.
PRICE PROVISIONS:
Payments pursuant to this contract shall be made as earned, in whole or in part, from available funds,
encumbered for the purchase of the described services and/or deliverables. The liability of the State at
any time for such payments shall be limited to the encumbered amount remaining of such funds.
Authority exists in the laws and funds have been budgeted, appropriated and otherwise made available,
and a sufficient unencumbered balance thereof remains available for payment.
Financial obligations of the State of Colorado payable after the current fiscal year are contingent upon
funds for that purpose being appropriated, budgeted and otherwise made available.
The Contractor understands and agrees that the State shall not be liable for payment for work or
services or for costs or expenses incurred by the Contractor prior to the proper execution and State
Controller approval of this contract.
For Contract Wizard Version 3.3 Page 2 of 11 Revised 05/24/06
Colorado Department of Human Services
Contract Management
•
GENERAL PROVISIONS
The following clauses apply to this contract: otherwise stated, in the event of conflicts or
inconsistencies between this contract and its
A. Governmental Immunity/Limitation of Liability: exhibits or attachments, such conflicts shall be
Notwithstanding anything herein to the contrary, resolved by reference to the documents in the
no term or condition of this contract shall be following order of priority: 1) the Special
construed or interpreted as a waiver, express or Provisions of this contract shall always be
implied, of any of the immunities, rights, controlling over other provisions in the contract
benefits, protection, or other provisions of the or amendments;2)the contract"cover"pages; 3)
"Colorado Governmental Immunity Act", C.R.S. the exhibits to this contract 4) the General
§24-10-101, et seq., as now or hereinafter Provisions of this contract.
amended. The parties understand and agree that
the liability of the State for claims for injuries to E. Notice and Representatives: For the purposes of
persons or property arising out of negligence of this contract, the representative for each party is as
the State of Colorado, its departments, designated herein. Any notice required or
institutions, agencies, boards, officials and permitted may be delivered in person or sent by
employees is controlled and limited by the registered or certified mail, return receipt
provisions of C.R.S. §24-10-lot, et seq., as now requested,to the party at the address provided,and
or hereafter amended and the risk management if sent by mail it is effective when posted in a U.S.
statutes, C.R.S. §24-30-1501, et seq., as now or Mail Depository with sufficient postage attached
hereafter amended. Any liability of the State thereto. Notice of change of address or change or
created under any other provision of this representative shall be treated as any other notice.
contract, whether or not incorporated herein by
reference, shall be controlled by, limited to, and F. Contractor Representations- Qualifications/
otherwise modified so as to conform with, the Licenses/ Approvals/Insurance: The Contractor
above cited laws. certifies that, at the time of entering into this
contract, it and its agents have currently in effect
B. Federal Funds Contingency: Payment pursuant to all necessary licenses, certifications, approvals,
this contract, if in federal funds, whether in insurance, etc. required to properly provide the
whole or in part, is subject to and contingent services and/or supplies covered by this contract
upon the continuing availability of federal funds in the state of Colorado. Proof of such licenses,
for the purposes hereof In the event that said certifications, approvals, insurance, etc. shall be
funds, or any part thereof, become unavailable, provided upon the State's request. Any
as determined by the State, the State may revocation, withdrawal or nonrenewal of
immediately terminate this contract or amend it necessary license, certification, approval,
accordingly. insurance, etc. required for the Contractor to
properly perform this contract, shall be grounds
C. Billing Procedures:The State shall establish billing for termination of this contract by the State.
procedures and requirements for payment due the
Contractor in providing performance pursuant to Contractor certifies that it is qualified to perform
this contract. The Contractor shall comply with the such services or provide such deliverables as
established billing procedures and requirements for delineated in this contract.
submission of billing statements. The State shall
comply with CRS 24-30-202(24) when paying The Contractor certifies to the best of its
vendors upon receipt of a correct notice of the knowledge and belief that the Contractor, its
amount due for goods or services provided principals and authorized subcontractors are not
hereunder. presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily
D. Exhibits- Interpretation: Unless otherwise stated, excluded from participation in this transaction by
all referenced exhibits are incorporated herein and any federal department or agency. This paragraph
made a part of this contract. And, unless
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applies if payments to the Contractor under this 3. The State of Colorado shall be named as
contract in federal funds equal$100,000 or more. additional insured on the Commercial
General Liability and Automobile Liability
G. Legal Authority: The Contractor warrants that it Insurance policies (leases and construction
possesses the legal authority to enter into this contracts will require the additional insured
contract and that it has taken all actions required coverage for completed operations on
by its procedures, by-laws, and/or applicable law endorsements CG 2010 11/85, CG 2037, or
to exercise that authority,and to lawfully authorize equivalent). Coverage required of the
its undersigned signatory to execute this contract contract will be primary over any insurance
and bind the Contractor to its terms. The person(s) or self-insurance program carried by the
executing this contract on behalf of the Contractor State of Colorado.
warrant(s) that such person(s) have full 4. The Insurance shall include provisions
authorization to execute this contract. preventing cancellation or non-renewal
without at least 45 days prior notice to the
H. Insurance - Contractor: The contractor shall State by certified mail.
obtain, and maintain at all times during the term 5. The contractor will require all insurance
of this contract, insurance in the following kinds policies in any way related to the contract
and amounts: and secured and maintained by the
contractor to include clauses stating that
1. Workers' Compensation Insurance as each carrier will waive all rights of recovery,
required by state statute, and Employer's under subrogation or otherwise, against the
Liability Insurance covering all of State of Colorado, its agencies, institutions,
contractor's employees acting within the organizations, officers, agents, employees
course and scope of their employment. and volunteers.
2. Commercial General Liability Insurance 6. All policies evidencing the insurance
written on ISO occurrence form CG 00 01 coverages required hereunder shall be issued
10/93 or equivalent, covering premises by insurance companies satisfactory to the
operations, fire damage, independent State.
contractors, products and completed 7. The contractor shall provide certificates
operations, blanket contractual liability, showing insurance coverage required by this
personal injury, and advertising liability contract to the State within 7 business days
with minimum limits as follows: of the effective date of the contract, but in
a. $1,000,000 each occurrence; no event later than the commencement of
b. $1,000,000 general aggregate; the services or delivery of the goods under
c. $1,000,000 products and completed the contract. No later than 15 days prior to
operations aggregate;and the expiration date of any such coverage,the
d. $50,000 any one fire. contractor shall deliver the State certificates
of insurance evidencing renewals thereof.
If any aggregate limit is reduced below At any time during the term of this contract,
$1,000,000 because of claims made or paid, the State may request in writing, and the
the contractor shall immediately obtain contractor shall thereupon within 10 days
additional insurance to restore the full supply to the State, evidence satisfactory to
aggregate limit and furnish to the State a the State of compliance with the provisions
certificate or other document satisfactory to of this section.
the State showing compliance with this 8. Notwithstanding subsection A of this
provision. section, if the contractor is a "public entity"
within the meaning of the Colorado
e. Automobile Liability Insurance Governmental Immunity Act CRS 24-10-
covering any auto (including owned, 101, et seq., as amended ("Act'), the
hired and non-owned autos) with a contractor shall at all times during the term
minimum limit as follows: $1,000,000 of this contract maintain only such liability
each accident combined single limit. insurance, by commercial policy or self-
f. Professional liability insurance with insurance, as is necessary to meet its
minimum limits of liability of not less liabilities under the Act. Upon request by the
than$1,000,000.
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State, the contractor shall show proof of under this contract. Such files shall be sufficient
such insurance satisfactory to the State. to properly reflect all direct and indirect costs of
I. Rights in Data,Documents and Com uter labor, materials, equipment, supplies and
P services, and other costs of whatever nature for
Software or Other Intellectual Property: which a contract payment was made. These
All intellectual property including without records shall be maintained according to
limitation, databases, software, documents,
research, programs and codes, as well as all, shall
be y accepted accounting from other Contractor
and
reports, studies, data, photographs, negatives or easily separable Contractor
records.
other documents, drawings or materials prepared
by the contractor in the performance of its The Contractor shall protect the confidentiality
obligations under this contract shall be the
exclusive roe of all records and other materials containing
p p rty of the State. Unless personally identifying information that are
otherwise stated, all such materials shall be
delivered to the State by the contractor upon Emaintained in accordance with this contacn
completion, termination, or cancellation of this possession
as provided by law, t information in
contract. Contractor shall not use, willingly of the Contractor about any
allow or cause to have such materials used for individual ingstidenti shall be disclosed ionw in a
t
form including identifying information without
any purpose other than the performance of the the prior written consent of the person in interest,
contractor's obligations under this contract
without a prior written consent of the State. All a minor's o parent,have guardian, price State. ng
documentation, accompanying the intellectual acContractor shall written policies governing
property or otherwise, shall comply with the such chss to, duplication oad and dissemination itsgens, of, ,
P Y information and advise its agents, if any,
State requirements which include but is not
limited to all documentation being in a that they are subject to these confidentiality
a paper, requirements. The Contractor shall provide iality
its
human readable format which is useable by one agents, if any, with a copy or written explanation
who is reasonably proficient in the given subject of these confidentiality requirements before
area.
access to confidential data is permitted.
J. Proprietary Information: Proprietary information
for the purpose of The Contractor authorizes the State, the federal
this contract is information government or their designee, to perform audits
relating to a party's research, development, trade and/or inspections of its records, at any
secrets, business affairs, internal operations and reasonable time, to assure compliance with the
management procedures and those of its
customers,clients or affiliates,but does not include state or e federal government's terms and/or to
thirdparties, evaluate the Contractor's performance. Any
information lawfully obtained by amounts the State paid improperly shall be
which is in the public domain, or which is
immediately returned to the State or may be
developed independently.
recovered in accordance with other remedies.
Neither party shall use or disclose directly or All such records, documents, communications,
indirectly without prior written authorization any and other materials shall be the property
proprietary information concerning the other party State unless otherwise specified herein and shall
obtained as a result of this contract. Any be maintained by the Contractor, for a period of
proprietary information removed from the State's three(3 providing ( )years from the date l of p payment or
site by the Contractor in the course of
P g submission of the final federal expenditure report
services under this contract will be accorded at
least the same precautions as are employed b the the recordser sbe contract,retained unless the State on r s that
by the be for a longer period, or
Contractor for similar information in the course of
its own business. until an audit has been completed with the
following qualification. If an audit by or on
K. Records Maintenance, Performance Monitoring& behalf of the federal and/or state government has
Audits: The Contractor shall maintain a complete begun but is i not or if a nat the end have the been
en
file of all records, documents, communications, (3)resolved yver period, a audit findings yea not
and other materials that pertain to the operation materials
after be three (3) year resolution lu the
o
P thetaud t ndil retained until the of
of the program project or the delivery of services
the audit findings.
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The Contractor shall permit the State, any other Further, the Contractor shall maintain a written
governmental agency authorized by law, or an code of standards governing the performance of
authorized designee thereof, in its sole its agent(s) engaged in the award and
discretion, to monitor all activities conducted by administration of contracts. Neither the
the Contractor pursuant to the terms of this Contractor nor its agent(s) shall participate in the
contract. Monitoring may consist of internal selection, or in the award or administration of a
evaluation procedures,reexamination of program contract or subcontract supported by Federal
data, special analyses, on-site verification, funds if a conflict of interest, real or apparent,
formal audit examinations, or any other would be involved. Such a conflict would arise
procedures as deemed reasonable and relevant. when:
All such monitoring shall be performed in a I. The employee,officer or agent;
manner that will not unduly interfere with 2. Any member of the employee's immediate
contract work. family;
L. Taxes: The State, as purchaser, is exempt from 3. The employee's partner;or
all federal excise taxes under Chapter 32 of the 4. An organization which employees, or is
Internal Revenue Code [No. 84-730123K] and about to employ, any of the above,
from all state and local government use taxes has a fmancial or other interest in the firm
[C.R.S. §39- 26-114(a) and 203, as amended]. selected for award. Neither the Contractor nor
The contractor is hereby notified that when its agent(s) will solicit nor accept gratuities,
materials are purchased for the benefit of the favors, or anything of monetary value from
State, such exemptions apply except that in Contractor's potential contractors, or parties to
certain political subdivisions the vendor may be subagreements.
required to pay sales or use taxes even though
the ultimate product or service is provided to the N. Conformance with Law: The Contractor and its
State. These sales or use taxes will not be agent(s) shall at all times during the term of this
reimbursed by the State. contract strictly adhere to all applicable federal
laws, state laws, Executive Orders and
M. Conflict of Interest: During the term of this implementing regulations as they currently exist
contract, the Contractor shall not engage in any and may hereafter be amended. Without
business or personal activities or practices or limitation, these federal laws and regulations
maintain any relationships which conflict in any include:
way with the Contractor fully performing his/her • Age Discrimination Act of 1975, 42 U.S.C.
obligations under this contract. Section 6101 et seq. and its implementing
regulation,45 C.F.R.Part 91;
Additionally, the Contractor acknowledges that, • Age Discrimination in Employment Act of
in governmental contracting, even the 1967,29 U.S.C.621 et seq.;
appearance of a conflict of interest is harmful to • Americans with Disabilities Act of 1990
the interests of the State. Thus, the Contractor (ADA),42 U.S.C. 12101 et seq.;
agrees to refrain from any practices, activities or • The Drug Free Workplace Act of 1988, 41
relationships which could reasonably be U.S.C.701 et seq.;
considered to be in conflict with the Contractor's • Equal Pay Act of 1963,29 U.S.C.206;
fully performing his/her obligations to the State • Immigration Reform and Control Act of 1986,
under the terms of this contract, without the prior 8 U.S.C. 1324b;
written approval of the State. • Pro-Children Act of 1994, 20 U.S.C. 6081 et
In the event that the Contractor is uncertain seq.;
whether the appearance of a conflict of interest • Section 504 of the Rehabilitation Act of 1973,
29 U.S.C.794,as amended,and implementing
may reasonably exist, the Contractor shall
submit to the State a full disclosure statement regulation 45 C.F.R. Part 84;
setting forth the relevant details for the State's • Titles VI & VII of the Civil Rights Act of
consideration and direction. Failure to promptly 1964,42 U.S.C.2000(d)&(e);
submit a disclosure statement or to follow the • The Personal Responsbility and Work
State's direction in regard to the apparent conflict Opportunity Reconciliation Act of 1996, 42
shall be grounds for termination of the contract. USC 604a, PL 104-193. See also State
Executive Order D 015 00;
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• Title IX of the Education Amendments of 2. report any arrests,charges,or summonses
1972,20 U.S.C. 1681 et seq.; for any disqualifying offense as specified by
• The Uniform Administrative Requirements C.R.S. §27-1-110 to the State.
for Grants and Cooperative Agreements to Any Contractor or its agent(s), who does not
State and Local Governments (Common comply with C.R.S. §27-I-110 and DHS Policy
Rule),at 45 CFR,Part 92; VI-2.4,may,at the sole discretion of the State,
• The Uniform Administrative Requirements be suspended or terminated.
for Awards and Subawards to Institutions of
Higher Education, Hospitals, Other Non- Q. Litigation: The Contractor shall within five (5)
Profit Organizations, and Commercial calendar days after being served with a
Organizations(Common Rule),at 2 CFR 215; summons, complaint, or other pleading which
• Office of Management and Budget Circulars has been filed in any federal or state court or
A-87, A-21 or A-122, and A-102 or A-I10, administrative agency notify the State that it is a
whichever is applicable. party defendant in a case which involves services
• The Hatch Act (5 USC 1501-1508) and Civil provided under this contract. The Contractor
Service Reform Act, Public Law 95454 shall deliver copies of such document(s) to the
Section 4728. State's Executive Director. The term "litigation"
• Departments of Labor, Health and Human includes an assignment for the benefit of
Services,and Education and Related Agencies creditors, and filings in bankruptcy,
Appropriations Act, 1990, PL 101-166, reorganization and/or foreclosure.
Section 511.
• 45 CFR Subtitle A, Department of Health and R. Disputes: Except as herein specifically provided
otherwise, disputes concerning the performance Human Services regulations.
• The Single Audit Act Amendments of 1996, of this contract which cannot be resolved by the
designated contract representatives shall be 31 USC 7501, Public Law 104-156, OMB
Circular A-133,and 45 CAE 74.26. referred in writing to a senior departmental
management staff designated by the department
O. Discrimination: The Contractor during the and a senior manager designated by the
performance of this contract shall: Contractor. Failing resolution at that level,
1. not discriminate against any person on the disputes shall be presented in writing to the
basis of race, color, national origin, age, sex, Executive Director and the Contractor's chief
executive officer for resolution. This process is religion and handicap, including Acquired
not intended to supersede any other process for Immune Deficiency Syndrome (AIDS) or
AIDS related conditions. the resolution of controversies provided by law.
2. not exclude from participation in, or deny
benefits to any qualified individual with a S. Remedies: Acceptance is dependent upon
disability,by reason of such disability. completion of all applicable inspection
procedures. The State reserves the right to Any person who thinks he/she has been
inspect the goods and/or services provided under
discriminated against as related to the
this contract at all reasonable times and places.
performance of this contract has the right to
assert a claim, Colorado Civil Rights Division, The Executive Director of the State or her/his
designee may exercise the following remedial C.R.S. §24-34-302,et seq.
actions should s/he find the Contractor
substantially failed to satisfy the scope of work P. Criminal Background Check: Pursuant to C.R.S.
§27-I-110 and Department of Human Services found in this contract. Substantial failure to
Policy VI-2.4, any independent contractor, and satisfy the scope of work shall be defined to
its agent(s), who is designated by the Executive mean substantially insufficient incorrect or
improper activities or inaction by the Contractor.
Director or the Executive Director's designee to
Without limitation,the State has the right to:
be a contracting employee under C.R.S. §27-1-
110, who has direct contact with vulnerable
persons in a state-operated facility, or who I. withhold payment until performance is
provides state-funded services that involve direct cured,
contact with vulnerable persons in the vulnerable 2. require the vendor to take necessary action
person's home or residence,shall: to ensure that the future performance
I. submit to a criminal background check, and conforms to contract requirements,
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3. request removal of a Contractor's agent from 3. Immediate Termination: This contract is
contract work, subject to immediate termination by the
4. equitably reduce the payment due the vendor State in the event that the State determines
to reflect the reduced value of the services that the health, safety, or welfare of persons
performed, receiving services may be in jeopardy.
5. recover payment for work that due to the Additionally, the State may immediately
Contractor cannot be performed or would be terminate this contract upon verifying that
of no value to the State, the Contractor has engaged in or is about to
6. modify or recover payments(from payments participate in fraudulent or other illegal acts.
under this contract or other contracts 4. Termination for Financial Exigency: The
between the State and the vendor as a debt State shall have the right to terminate this
due to the State) to correct an error due to contract for financial exigency by giving the
omission,error, fraud and/or defalcation, Contractor at least thirty (30) days prior
7. terminate the contract. written notice. For the purposes of this
provision, a financial exigency shall be a
These remedies in no way limit the remedies determination made by the Colorado
available to the State in the termination provisions legislature or its Joint Budget Committee
of this contract, or remedies otherwise available at that the financial circumstances of the State
law. are such that it is in the best interest of the
State to terminate this contract. If notice of
T. Termination: such termination is so given, this contract
1. Termination for Default: The State may shall terminate on the expiration of the time
terminate the contract for cause. If the State period specified in the notice, and the
terminates the contract for cause, it will first liability of the parties hereunder for further
give ten (10)days prior written notice to the performance of the terms of this contract
Contractor, stating the reasons for shall thereupon cease, but the parties shall
cancellation,procedures to correct problems, not be released from the duty to perform
if any, and the date the contract will be their obligations up to the date of
terminated in the event problems have not termination.
been corrected. In the event this contract is
terminated for cause, the State will only In the event that the State terminates this
reimburse the Contractor for accepted work contract under the Termination for
or deliverables received up to the date of Convenience or Termination for Financial
termination. In the event this contract is Exigency provisions, the Contractor is
terminated for cause, final payment to the entitled to submit a termination claim within
Contractor may be withheld at the discretion ten (10) days of the effective date of
of the State until completion of final audit. termination. The termination claim shall
Notwithstanding the above, the Contractor address and the State shall consider paying
may be liable to the State for the State's the following costs:
damages. If it is determined that the a. the contract price for performance of
Contractor was not in default then such work, which is accepted by the State,up
termination shall be treated as a termination to the effective date of the termination.
for convenience as described herein. b. reasonable and necessary costs incurred
2. Termination for Convenience: The State in preparing to perform the terminated
shall have the right to terminate this contract portion of the contract
by giving the Contractor at least twenty(20) c. reasonable profit on the completed but
days prior written notice. If notice is so undelivered work up to the date of
given, this contract shall terminate on the termination
expiration of the specified time period, and d. the costs of settling claims arising out of
the liability of the parties hereunder for the termination of subcontracts or
further performance of the terms of this orders, not to exceed 30 days pay for
contract shall thereupon cease, but the each subcontractor
parties shall not be released from the duty to e. reasonable accounting, legal, clerical,
perform their obligations up to the date of and other costs arising out of the
termination. termination settlement.
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The State and the Contractor% obligations under
In no event shall reimbursement under this this contract shall survive following termination or
clause exceed the contract amount reduced expiration to the extent necessary to give effect to
by amounts previously paid by the State to the intent and understanding of the parties.
the Contractor.
Except as herein specifically provided otherwise,
U. Venue: The parties agree that venue for any action the duties and obligations of the Contractor
related to performance of this contract shall be in arising hereunder cannot be assigned, delegated,
the City and County of Denver,Colorado. subgranted or subcontracted except with the
express V. Understanding of the Parties: This contract is subgrants rtand subcontracts or written consent permitted f t State. The
intended as the complete integration of all u by ths
p !� State shall be subject to the requirements of this
understandings between the parties. No prior or contract. The Contractor is responsible for all
contemporaneous addition, deletion, or other subcontracting arrangements, delivery of
amendment hereto shall have any force or effect services, and performance of any subgrantor or
whatsoever, unless embodied herein in writing. subcontractor. The Contractor warrants and
No subsequent novation, renewal, addition, agrees that any subgrant or subcontract, resulting
deletion, or other amendment hereto shall have from its performance under the terms and
any force or effect unless embodied in a written conditions of this contract,shall include a
contract executed and approved pursuant to the provision that the said subgrantor or
State Fiscal Rules. Descriptive headings as used subcontractor shall abide by the terms and
herein are for convenience and shall not control conditions hereof. Also, the Contractor warrants
or affect the meaning or construction of any and agrees that all subgrants or subcontracts shall
provision of this contract. include a provision that the subgrantor or
subcontractor hold harmless
To the extent that this contract may be executed the Stat shall and
State. The subgrantors or subcontractors
and performance of the obligations of the parties must be certified to work on any equipment for
may be accomplished within the intent of the which their services are obtained.
contract, the terms of this contract are severable,
and should any term or provision hereof be W. Holdover: In the event that the State desires to
declared invalid or become inoperative for any continue the services provided for in this
reason, such invalidity or failure shall not affect Contract and a replacement contract has not been
the validity of any other term or provision fully executed by the expiration date of the
hereof. Contract, this Contract may be extended
Except specifically provided otherwise, unilaterally by the State for a period of up to two
as herein s
p y (2) months upon written notice to the Contractor
it is expressly understood and agreed that this under the same terms and conditions of the
contract shall inure to the benefit of and be original Contract including, but not limited to,
binding upon the parties hereto and their prices, rates, and service delivery requirements.
respective successors and assigns. All rights of However, this extension terminates when the
action relating to enforcement of the terms and replacement contract becomes effective when
conditions shall be strictly reserved to the State signed by the State Controller or an authorized
and the named Contractor. Nothing contained in delegate.
this agreement shall give or allow any claim or
right of action whatsoever by any other third
person. It is the express intention of the State
and the Contractor that any such person or entity,
other than the State or the Contractor, receiving
services or benefits under this agreement shall be
deemed an incidental beneficiary only.
The waiver of any breach of a term hereof shall
not be construed as a waiver of any other term,
or the same term upon subsequent breach.
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SPECIAL PROVISIONS
(For Use with Inter-Governmental Contracts)
1. CONTROLLERS APPROVAL. CRS 24-30-202(I)
This contract shall not be deemed valid until it has been approved by the Controller of the State of Colorado or such assistant as he may
designate.
2. FUND AVAILABILITY. CRS 24-30-202(5.5)
Financial obligations of the State of Colorado payable after the current fiscal year are contingent upon funds for that purpose being
appropriated, budgeted,and otherwise made available.
3. INDEMNIFICATION.
To the extent authorized by law, the Contractor shall indemnify, save, and hold harmless the State, its employees and agents, against any and
all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the
Contractor,or its employees,agents,subcontractors,or assignees pursuant to the terms of this contract.
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,
protection, or other provisions for the parties, of the Colorado Governmental Immunity Act, CRS 24-10-101 et seq. or the Federal Tort Claims
Act, 28 U.S.C. 2671 et seq.as applicable,as now or hereafter amended.
4. INDEPENDENT CONTRACTOR. 4 CCR 801-2
THE CONTRACTOR SHALL PERFORM ITS DUTIES HEREUNDER AS AN INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE. NEITHER THE
CONTRACTOR NOR ANY AGENT OR EMPLOYEE OF THE CONTRACTOR SHALL BE OR SHALL BE DEEMED TO BE AN AGENT OR EMPLOYEE OF THE
STATE. CONTRACTOR SHALL PAY WHEN DUE ALL REQUIRED EMPLOYMENT TAXES AND INCOME TAX AND LOCAL HEAD TAX ON ANY MONIES
PAID BY THE STATE PURSUANT TO THIS CONTRACT. CONTRACTOR ACKNOWLEDGES THAT THE CONTRACTOR AND ITS EMPLOYEES ARE NOT
ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS UNLESS THE CONTRACTOR OR THIRD PARTY PROVIDES SUCH COVERAGE AND THAT
THE STATE DOES NOT PAY FOR OR OTHERWISE PROVIDE SUCH COVERAGE, CONTRACTOR SHALL HAVE NO AUTHORIZATION, EXPRESS OR
IMPLIED, TO BIND THE STATE TO ANY AGREEMENTS, LIABILITY, OR UNDERSTANDING EXCEPT AS EXPRESSLY SET FORTH HEREIN.
CONTRACTOR SHALL PROVIDE AND KEEP IN FORCE WORKERS' COMPENSATION (AND PROVIDE PROOF OF SUCH INSURANCE WHEN
REQUESTED BY THE STATE)AND UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED BY LAW, AND SHALL BE SOLELY
RESPONSIBLE FOR THE ACTS OF THE CONTRACTOR,ITS EMPLOYEES AND AGENTS.
5. NON-DISCRIMINATION.
The contractor agrees to comply with the letter and the spirit of all applicable state and federal laws respecting discrimination and unfair
employment practices.
6. CHOICE OF LAW.
The laws of the State of Colorado and rules and regulations issued pursuant thereto shall be applied in the interpretation, execution, and
enforcement of this contract. Any provision of this contract, whether or not incorporated herein by reference, which provides for arbitration by
any extra-judicial body or person or which is otherwise in conflict with said laws, rules, and regulations shall be considered null and void.
Nothing contained in any provision incorporated herein by reference which purports to negate this or any other special provision in whole or in
part shall be valid or enforceable or available in any action at law whether by way of complaint,defense, or otherwise. Any provision rendered
null and void by the operation of this provision will not invalidate the remainder of this contract to the extent that the contract is capable of
execution.
At all times during the performance of this contract, the Contractor shall strictly adhere to all applicable federal and State laws, rules, and
regulations that have been or may hereafter be established.
7. SOFTWARE PIRACY PROHIBITION Governors Executive Order D 002 00
No State or other public funds payable under this Contract shall be used for the acquisition, operation,or maintenance of computer software in
violation of United States copyright laws or applicable licensing restrictions. The Contractor hereby certifies that, for the term of this Contract
and any extensions, the Contractor has in place appropriate systems and controls to prevent such improper use of public funds. If the State
determines that the Contractor is in violation of this paragraph, the State may exercise any remedy available at law or equity or under this
Contract, including, without limitation, immediate termination of the Contract and any remedy consistent with United States copyright laws or
applicable licensing restrictions.
8. EMPLOYEE FINANCIAL INTEREST. CRS 24-18-201 and CRS 24-50-507
The signatories aver that to their knowledge, no employee of the State of Colorado has any personal or beneficial interest whatsoever in the
service or property described herein.
9 ILLEGAL ALIENS-PUBLIC CONTRACTS FOR SERVICES. CRS 8-17.5-101 and 24-76.5-101
The Contractor certifies that the Contractor shall comply with the provisions of CRS 8-17.5-101 et seq. The Contractor shall not knowingly
employ or contract with an illegal alien to perform work under this contract or enter into 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 contract. The
Contractor represents, warrants, and agrees that it (i) 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 (ii)
otherwise will comply with the requirements of CRS 8-17.5-102(2)(b). The Contractor shall comply with all reasonable requests made in the
course of an investigation under CRS 8-17.5-102 by the Colorado Department of Labor and Employment. If the Contractor fails to comply with
any requirement of this provision or CRS 8-17.5-101 et seq., the State may terminate this contract for breach and the Contractor shall be liable
for actual and consequential damages to the State.
A Contractor that operates as a sole proprietor hereby swears or affirms under penalty of perjury that the Contractor(i)is a citizen of the United
States or otherwise lawfully present in the United States pursuant to federal law, (U) shall comply with the provisions of CRS 24-76.5-101 et
seq, and (iii) shall produce one of the forms of identification required by CRS 24-76.5-103 prior to the effective date of this Contract. Except
where exempted by federal law and except as provided in CR5 24-76.5-103(3), a Contractor that receives federal or state funds under this
contract must confirm that any individual natural person eighteen years of age or older is lawfully present in the United States pursuant to CR5
24-76.5-103(4)if such individual applies for public benefits provided under this contract.
Effective Date of Special Provisions: August 7, 2006
� qv� t of H
SPECIAL PROVISIONS
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
CONTRACTOR: STATE OF COLORADO:
BILL OWENS GOVERNOR
Weld County Department of Social
Services
By
Legal Name of Contracting Entity „eawExecutive Di ector
846000813 F
Department of Human Services
Social Security umber or FEIN
'� LEGAL REVIEW:
igna re of Authorized Officer Attorney General, John W. Suthers
08/23/2006
M.J. Geile, Chair By
Print Name&Title of Authorized Officer
CORPORATIONS: rILI
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(A corporate attestation is wre ,"a,ff (ç4 ' '
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WELD OUNTY CLERK TO THE BOARD �"
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DEP Y CLER 4 TO THE BOARD
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract 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
the goods and/or services provided.
STATE CONTROLLER:
Leslie M. Shenefelt
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Date ( ly' - r; 1.,
For Contract Wizard Version 3.3 Page11 of 11
Colorado Department of Human Services Revised 05/24/06
Contract Management
•
Exhibit A
Additional Provisions
1. The Contractor shall provide Phase 1 prevention services according to the
requirements in the Non-Competitive Application for Funding and Non-Competitive
Request for Applications, and the State approved plan submitted in the Contractor
Response, incorporated herein by this reference as Exhibit C, and in compliance with the
CPP (Colorado Prevention Partners) General Guidelines incorporated herein by this
reference as Exhibit D. In all cases, the descriptions, plans, timetables, tasks, duties, and
responsibilities of the Contractor as described in said Exhibits C and D shall be adhered to in
the performance of the requirements of this contract. Upon approval by the State of the
Phase 2 Strategic Plan and Budget, said plan and budget shall be Exhibit B to this contract
incorporated herein by this reference.
2. Order of Precedence: In the event of conflicts or inconsistencies between
this contract and its exhibits or attachments, such conflicts or inconsistencies shall be
resolved by reference to the documents in the following order of priority:
1. Colorado Special Provisions, pages 10 to 11
2. Contract,pages 1 to 2
3. Exhibit A, Additional Provisions
4. General Provisions, pages 3 to 9
5. Exhibit B, Phase 2 Strategic Plan and Budget(when approved by the
State)
6. Exhibit C, Non-Competitive Application for Funding and Non-
Competitive Request for Applications & State approved Contractor
Response.
7. Exhibit D, CPP General Guidelines
8. Exhibit E, Budget
9. Exhibit F, Sample Option Letter
10. Exhibit G, Sample Change Order Letter
11. Exhibit H, Sample Funding Letter
3. The Contractor shall be responsible for the achievement of goals and
objectives as submitted in compliance with Exhibit C of this contract unless written notice
of modifications thereto is furnished by the State to the Contractor allowing adequate time
for compliance during the term of this contract.
4. The Contractor shall prepare, and submit to the State, reports as defined in
Exhibits C and D of this contract according to timelines required therein.
Page 1 of 7 Pages
5. The Contractor and any of its subcontractors who receive more than One
Hundred Thousand Dollars ($100,000.00) in reimbursement from the Contractor for
services as part of the sub-state area network shall make a provision for an independent
financial audit to be performed annually. To the maximum practicable extent, the audit shall
identify, examine, and report the income and expenditures specific to operation of the
services described in this contract. The audit will be presented in the format specified in the
"Accounting and Auditing Guidelines" for the Colorado Department of Human Services.
One copy of each audit report, together with associated special reports and the management
letter, if any, shall be furnished by the Contractor to the Fiscal Unit of the State no later than
six months after the close of the Contractor's fiscal year.
If a subcontractor receives less than $100,000 from this contract, and has an independent
financial audit performed, the State requests that said audit be submitted to the fiscal unit, of
the State no later than six months after the close of the Contractor's fiscal year.
If formal audit reports are not required, or if formal audit reports are provided but do not
adequately identify both the costs of and associated revenues for alcohol and drug
prevention services described in this contract, the Contractor and any subcontractor shall
provide 990s and annual financial reports reflecting total cash and non-cash revenues and
costs of the prevention services described in this contract, in a format prescribed by the
State. The reports shall be based on Contractor's financial records and shall be in agreement
with the Contractor's internal financial statements, provided that adjustments may be made
to conform to requirements of the aforementioned format.
6. All state and local governments and non-profit organizations receiving more
than $500,000.00 from all funding sources, that is defined as federal financial assistance for
single audit purposes, shall comply with the audit requirements of O.M.B. Circular A-133,
Audits of State and Local Governments and Institutions of Higher Education and Other
Non-profit Institutions.
7. Paragraph K of the General Provisions of this contract is hereby amended to
change the period from three(3) to five (5)years in each place the period is referenced.
8. The State, in its sole discretion, shall provide various opportunities for
Contractors to participate in educational activities or programs designed to enhance the
Contractor's staff knowledge and ability to provide prevention/intervention services. The
Contractor shall be expected to provide its staff with the opportunity to participate in said
activities or programs whenever possible. Said activities or programs shall be paid for
through the Contractor's budget.
9. No full-time officer or employee of the State or any firm, organization,
corporation, or partnership which such officer or employee owns, controls or directs shall
receive funds from the Contractor, directly or indirectly, in payment of services provided in
connection with this contract.
Page 2 of 7 Pages
10. The Contractor shall provide to the State for its prior written approval, a
copy of any proposed subcontract between the Contractor and any potential provider of
services to fulfill any requirements of this contract.
11. The Contractor shall be responsible for participating in any reporting
systems on the management and evaluation of the program as may be required by the State
or by the Federal government.
12. The Contractor shall abide by any and all applicable federal or Colorado
state statutes which are currently or may become effective during the term of this contract.
13. In consideration of the provision of services and reporting as set forth herein,
the State will cause to be paid to the Contractor an amount not to exceed One Hundred
Forty-Seven Thousand Seven Hundred Thirty-Two Dollars ($147,732) in the following
manner, subject to verification by the State of full and satisfactory performance with the
terms of the contract:
a. For the period September 30, 2006 through September 29, 2007, an amount
not to exceed One Hundred Forty-Seven Thousand Seven Hundred Thirty
Two Dollars ($147,732) in accordance with the Budget, Exhibit E of this
contract,which by this reference is incorporated herein.
(1) Upon receipt by the State of a signed monthly statement in duplicate
from the Contractor requesting reimbursement in accordance with
the categories and line items of the budget set forth in Exhibit E of
this contract attached and incorporated herein. Monthly statements
shall be submitted by the Contractor in conformity with the format to
be supplied to the Contractor by the State. An initial supply of the
subject statement forms will be supplied to the Contractor. Said
statement shall also set forth date, name of payee, check numbers,
amount of payment, description of expenditure .
(2) Satisfactory compliance with all reporting requirements as set forth in
this contract.
14. The State may require continued performance for a period of four (4)
years for any services at the rates and terms specified in the contract. The State may
exercise the option by written notice to the Contractor within 30 days prior to the end of
the current contract term in a form substantially equivalent to Exhibit F .
Page 3 of 7 Pages
15. If the State exercises this option, the extended contract will be considered
to include this option provision. The total duration of this contract, including the exercise
of any options under this clause, shall not exceed September 29, 2011.
16. Bilateral changes within the general scope of the contract, as defined in
Paragraphs 1. and 3. of Exhibit A, may be executed using the change order letter process
described in this paragraph and a form substantially equivalent to the sample change
order letter attached as Exhibit G for any of the following reasons.
1. Where the agreed changes to the specifications result in an adjustment to the
price, delivery schedule, or time of performance.
2. Where the agreed changes result in no adjustment to the price, delivery schedule,
or time of performance. The change order shall contain a mutual release of
claims for adjustment of price, schedules, or time of performance.
3. Where the changes to the contract are priced equal to or less than established
catalog generally extended to the public or on prices or rates set by law or
regulation.
17. Other bilateral modifications not within the terms of paragraph 16. of this
contract must be executed by formal amendment to the contract, approved in accordance
with state law.
18. The state may allocate more or less funds available on this contract using a
Funding Letter substantially equivalent to Exhibit H and bearing the approval of the
State Controller or his designee. The funding letter shall not be deemed valid until it
shall have been approved by the State Controller or his designee.
19. Payments made to the Contractor under this contract will supplement and not
supplant state or local expenditures for prevention of alcohol abuse and drug abuse that
would have been made in the absence of such payments.
Page 4 of 7 Pages
20. The Contractor certifies,to the best of his or her knowledge and belief,that:
(1) No Federal appropriated funds have been paid or will be paid, by or
on behalf of the Contractor, to any person for influencing or
attempting to influence an officer or employee of any 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, grant, loan, or cooperative
agreement.
(2) If any funds other than Federal appropriated funds have been paid or
will be paid to any person for influencing or attempting to influence
an officer or employee of any agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of
Congress in connection with this Federal contract, grant, loan, or
cooperative agreement, the Contractor shall complete and submit
Standard Form-LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions.
(3) The Contractor shall require that the language of this
certification be included in the award documents for all subawards at
all tiers (including subcontract, subgrants, and contracts under grants,
loans, and cooperative agreements) and that all subrecipients shall
certify and disclose accordingly.
This certification is a material representation of fact upon which
reliance was placed when this transaction was made or entered into.
Submission of this certification is a prerequisite for making or
entering into this transaction imposed by section 1352, title 31, U.S.
Code. Any person who fails to file the required certification shall be
subject to a civil penalty of not less than $10,000 and not more than
$100,000 for each such failure.
Page 5 of 7 Pages
21. Public Law 103-227, also known as the Pro-Children Act of 1994 (Act),
requires that smoking not be permitted in any portion of any indoor facility owned or leased
or contracted for by an entity and used routinely or regularly for the provision of health, day
care, early childhood development services, education or library services to children under
the age of 18, if the services are funded by Federal programs either directly or through State
or local governments, by Federal grant, contract, loan, or loan guarantee. The law also
applies to children's services that are provided in indoor facilities that are constructed,
operated, or maintained with such federal funds. The law does not apply to children's
services provided in private residences; portions of facilities used for inpatient drug or
alcohol treatment; service providers whose sole source of applicable Federal funds is
Medicare or Medicaid; or facilities where WIC coupons are redeemed. Failure to comply
with the provisions of the law may result in the imposition of a civil monetary penalty of up
to $1,000 for each violation and/or the imposition of an administrative compliance order on
the responsible entity.
22. Any prevention activities carried out under this contract shall support
compliance with Colorado state statutes which prohibit sales of alcohol to persons under 21
years of age as well as sales of tobacco to persons under 18 years of age.
23. This contract is not assignable without prior written consent of the State.
24. Expenditures of funds by the Contractor shall be governed by the budget,
Exhibit E.
25. Any changes in the budget, Exhibit E of this contract, shall be made only
with the prior written approval of the State.
26. To the extent that OMNI Institute is referred to and has functions and duties
related to this contract, the parties understand and agree that OMNI is a contractor of the
State and that references to OMNI refer to OMNI Institute or another agency under
contract for provision of evaluation services.
Page 6 of 7 Pages
27. Notice and Representatives
Representatives
For the purposes of this Contract, 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):
For the State: For the Contractor:
Janet Wood, Director M. J. Geile, Chair
Name Title Name Title
Notice
All notice 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.
To the State: To the Contractor:
ADAD Weld County Department of Social Services
4055 South Lowell Blvd. PO Box A
Denver, Colorado 80236-3120 Greeley, CO 80632
28. Time is of the essence in the performance of this contract.
29. The parties to this contract agree that certain documents were submitted in
fulfillment of the requirements of Exhibits C and D of this contract which are not included
as part of this contract. The Contractor hereby certifies as to the authenticity and accuracy of
said documents.
Page 7 of 7 Pages
•
Exhibit B
Phase 2 Strategic Plan and Budget
(This page intentionally left blank until approval of Phase 2 Strategic Plan and Budget)
Exhibit C
Cp1O tits
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Colorado Department of Human $arrece5 * ;s.. y:.
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Prevention Leadership Council
Substance Abuse and Mental Health Services Administration
(SAMHSA) Center for Substance Abuse Prevention
Awarded To Office of the Governor of Colorado
Administered by the Alcohol and Drug Abuse Division, Colorado
Department of Human Services
Non-Competitive Application for Funding
For Strategic Prevention Framework State Incentive Grant
"Colorado Prevention Partners"
CPP Strategic Prevention
Framework Funds
2006-2007
INSTRUCTIONS & APPLICATION PACKET
x.c�
TABLE OF CONTENTS
SECTION PAGE
Strategic Prevention Framework Funds Instructions
A. General Information: Strategic Prevention Framework
Funds 2
B. Administrative Requirements 6
C. Evaluation Requirements 10
Appendix A: Administrative and Programmatic Planning Chart 12
Appendix B: Scope of Work Sample 14
Appendix C: Sample Job Description CPP Coordinator 17
Appendix D: Sample Job Description Evaluation Liaison 19
Appendix E: Glossary 20
Appendix F: Sample Memorandum of Agreement with Schools 23
Application Packet
1. Cover Page 24
2. Assurances 26
3. Terms and Conditions 27
4. Application for Funding 31
A. 2005-2006 CPP Progress Report 31
B. Organization/Agency Capability 31
C. Community-Wide Planning 33
D. Scope of Work 30
E. Participation Agreements/MOA 34
F. Budget Summary and Narrative 35
G. Budget Page 39
5. Application Checklist 40
Page 1
A. General Information: 2006-2007 CPP Strategic
Prevention Framework Funds *
• Requirements:
Communities can apply for Non-competitive CPP Strategic Prevention Framework
Funds (One Year Contract)for an amount specified below. Funding for the One Year
Contract will be provided in two phases: Phase I will include work on Steps One through
Three of the Strategic Prevention Framework; Phase II will fund Step 4: Implement
Programs. Evaluation efforts will be conducted throughout the funding year. Details are
provided below:
Phase 1:
• Begin SPF SIG work on September 30, 2006, entering the Strategic Prevention
Framework by focusing on Steps One through Three activities (Step One: Conduct
Needs Assessments; Step Two: Build State and Local Capacity; Step Three:
Develop a Comprehensive Strategic Plan).
• Proceed through those steps, integrating sustainability planning and cultural
responsiveness.
• Complete a Strategic Plan with a revised budget no later than March 30, 2007 and
submit it to the CPP Management Team for approval.
Phase 2:
• Once notified in writing that the Strategic Plan has been approved, move forward
with Step 4: Implement Programs, integrating sustainability planning and cultural
responsiveness. (Note: Billable expenses for implementation activities will be
reimbursed only after the Strategic Plan is approved.)
• Participate in all capacity building, evaluation and reporting requirements as
specified below.
• Apply for funding for Grant Year 2007-2008 by July 2007.
Within the guidelines listed below, applicants are encouraged to apply for the amount of
funding needed to carry out their identified goals and objectives. Decisions regarding
funding amounts will be based on the community's clear justification of need.
The following funding amounts for One Year Contracts are available to communities as
listed below (the budget will totals listed include funds for both Phase 1 and Phase 2):
Urban. $120,000 - $150,000
Rural' $85,000 - $110,000
Frontier. $65,000 - $84, 000
Tribal Community $65,000 - $84,000
*U.S. Census definitions
Page 2
Funding Phases: The 2006-2007 contract will be issued for the total amount listed
above. There will only be one contract and one budget but it will include funding for Phase 1
& Phase 2. Expenditure of Phase 2 funds only will be permitted following CPP
Management Team approval of your implementation plan and revised budget.
Phase 1 Funds:
In Phase 1, communities should plan for the necessary budget amount to carry out Steps One
through Three, noting that the resulting implementation plan is due in six months (no later
than March 30, 2007.) (To do this, calculate how much funding is needed to cover expenses
for a maximum of six months, plus an extra month to allow for review and approval of your
implementation plan and budget. If you take the entire six months to develop your plan, you
should budget for seven months.)
If less time is needed to complete Phase 1, budget accordingly, for example three or four
months to complete Steps One through Three, plus one month for plan & budget approval.
Do not budget any funds for program implementation.
Phase 2 Funds
Phase 2 is when the remainder of the award will become available to communities. The total
award amount should not be exceeded. This phase will support initial implementation of the
local prevention plan.
Phase 2 begins after a community has completed its Strategic Plan, submitted that plan and a
revised budget, and approval has been given. CPP will send instructions on how to complete
a budget revision to accurately reflect Phase 1 expenses and provide a detailed description of
program expenses for the implementation phase. If a community has unspent funds from
Phase 1, these may be budgeted in the Phase 2 budget revision.
Additional Funds:
At the end of the 2005-2006 budget period, CPP communities can request permission to
carry over the balance of 2005-2006 funds if necessary. Such funds are likely to be available
to communities at approximately the same time that Strategic Plans are approved. Therefore,
at mid-year communities should see an influx of additional funds to support their
implementation expenses.
Timeline for Submitting Applications:
Counties/Tribal Communities that apply for 06-07 funds must submit their applications by
deadlines listed below.
The Offices of the Colorado Attorney General and State Controller must approve each One Year
Contract. Therefore, a minimum of two months is budgeted between application approval and
contracting period.
Page 3
One Year Contract for CPP Strategic Prevention Fratnervark Funds
1. Submit Application for July 14, 2006
Funding
2. Application Review by July 17, 2006
CPP Management Team
(estimated/week of)
3. Conference Calls July 19 —July 31, 2006
Between CPP and
Communities;
Communities Submit
Clarifications/Revisions
4. Approved Application is August 1, 2006
Submitted to ADAD
Fiscal for Processing of
Contract
5. Contract Sent to CDHS August 30, 2006
Contracts Management
6. Contract Finalized September 29, 2006 //
7. Contract Period September 30, 2006— September
29, 2007
Other: Designated school Between August 1, 2006 Remainder of funding period.
CDE district submits and September 29, 2006
Funds application for CPP
funds from CDE to
support out-of-contract
time & related costs for
school involvement
Fiscal Guidelines:
Communities should budget for 12 months, breaking down all expenses into Phase 1 and Phase II
expenditures.
Allowable costs include:
o Staff time for:
• the minimum of a half time Project Director/Coordinator(.5 FTE)
• the minimum of a quarter time Evaluation Liaison (.25 FTE)
• a Higher education representative (time allocation is flexible)
• administrative support;
o Consultant expenses (Funds can be used to hire consultants to provide additional
facilitation, training and technical assistance services to build community capacity.
Please coordinate with your Regional Prevention Consultant in budgeting these
Page 4
•
expenses. If any CPP staff are paid hourly, funds also can be built into the
consultant line to meet such staffing expectations;
o Travel expenses (mileage, lodging, per diem), to cover required out-of-area travel
for the Project Director/Coordinator and Evaluation Liaison to attend three 2-day
annual Community Infrastructure Workgroup & CPPAC Advisory Council
meetings per year in Denver, a minimum of one regional CPP meeting and for
additional meetings, in-area or out-of-area, for training and other activities;
o Operating:
• Training/conference expenses
• Copying, printing
• Meeting Expenses (planning, food, facilitation services, meeting room rental
costs)
• Postage
• Data collection costs (software, surveys @ $1.50 - $2.00/student, etc.)
• Stipends/honoraria
• Telephone fees (cell phone/service is an acceptable operating expense)
• Implementation Expenses Phase 2 only (Under Phase 2 column, include
lump sum estimate of costs related to implementation of programs, policies
& practices; these funds cannot be used until the Strategic Plan is approved.
• Other justifiable operating expenses.
• Indirect costs for fiscal agent (20% maximum)
o Equipment:
• Computer and printer if justifiable (only one purchase allowed per contract
per grant) NOTE: Must meet ADAD equipment/software requirements — see
the section in the application regarding computer equipment & software in
"Terms and Conditions."
Non-allowable costs in the budget include:
o Equipment over $2,500 per item
o Car leasing
Non-allowable costs in the Phase 1 budget:
o Costs for direct prevention programming. A line item for "Implementation" should
be included in the Phase 2 budget column only. (As stated above, when the
Strategic Prevention Plan is submitted, CPP will request that communities turn in a
budget revision to accurately reflect what Phase 1 expenses actually were and to
provide a detailed description of program expenses for the implementation phase. If
a community has unspent funds from Phase 1, these may be budgeted in the budget
revision for Phase 2.
*Please review the accompanying CPP Guidelines document for grant background and details
of the Colorado initiative.
Page 5
B. ADMINISTRATIVE REQUIREMENTS
Administrative Structure:
Communities are funded to establish an administrative structure that supports successful
implementation of the framework at the local level. This community administration must consist of
the following:
• Fiscal Agent
CPP continues to require an intergovernmental agreement between the State and a Unit of
Local Government. Each targeted County and/or Tribal Government is required to select a
government entity for the role of fiscal agent. Examples of allowable Units of Local
Government include Department of Health and Human Services, School District, Sheriff's
Office, Public Library, Extension Agent or any other local government entity.
It is acceptable for the Unit of Local Government to manage fiscal aspects of the grant only,
and to subcontract with another non-profit or governmental organization that is responsible for
coordination, planning and implementation services. Potential subcontractors may include:
community-based organizations, coalitions/consortia, and other public and private non-profit
entities(including tribal entities, schools, local government, etc.).
Subcontracts should be submitted with this application, using the same budget format required
of the fiscal agent. The subcontract will need to assure that all ADAD requirements of the
fiscal agent are also required of the subcontractor. Therefore, as the grant administrator
ADAD will need to review all copies of subcontracts and approve them during the application
process.
Finally, the fiscal agent identified in last year's application does not have to be the fiscal agent
listed for 2006-2007. If there is a change, an explanation should be provided.
• Project Director/Coordinator
CPP 2006-07 applications require designation of a Project Director/Coordinator to manage all
project activities and to serve as a liaison with the following entities: the Community Coalition
and/or PPB, the local Evaluation Liaison, and other local CPP staff (see Appendix C,
"Sample Job Description"). This individual will be the contact person for all CPP grant-
related activities, and as such, will work with ADAD's Prevention Liaison on fiscal issues,
OMNI's Regional Prevention Consultant for technical assistance issues, the Local Evaluation
Liaison and OMNI evaluation team contact on evaluation requirements.
Furthermore, the Project Director/Coordinator will serve as a liaison and representative on the
CPP Community Infrastructure Workgroup and CPP Advisory Council, and is encouraged to
participate, or assign other staff, to other possible workgroups that advance the work of the
statewide project (e.g. Underage Drinking Prevention & Reduction Workgroup, Evaluation
Workgroup etc.).
A budget should be submitted for a minimum of a half time employee (.5 FTE). The
individual can be someone currently employed in the community who fulfills the requirements
Page 6
•
for the position as long as SPF-SIG grant funds do not supplant current funding for the
position. (See Appendix E, "Glossary" for a definition of supplanting.)
• Local Evaluation Liaison
The Local Evaluation Liaison will serve as a liaison between the OMNI evaluation team,
the CPP Project Director/Coordinator and the Coalition/PPB to ensure that I) the purpose
of evaluation activities are understood; 2) evaluation activities are tailored to meet the
conditions of the local community in terms of timing, logistics and content; 3) evaluation
activities are coordinated with the OMNI evaluation team; and 4) evaluation data are
reviewed for quality (see Appendix D, "Sample Job Description"). This individual needs a
background in basic evaluation concepts, accurate typing and 10-key or experience
supervising data entry staff; excellent documentation and monitoring skills; and strong
communication, interpersonal, and organizational skills. A budget should be submitted for
a minimum of a quarter time employee (.25 FTE).
Note: The CPP Community Project Director/Coordinator and the Evaluation Liaison can
be one and the same individual, if that individual's skills match the needs for the two
positions. However, it is acceptable and encouraged for a community to hire different staff
people for the two positions, as this process will allow the community to develop additional
capacity.
Collaboration:
The CPP grant brings together state funding streams from multiple sources to implement a
comprehensive approach to prevention that cuts across existing programs and systems. Funded
Counties and Tribal Governments will be expected to model this approach at the community level,
using the Colorado Prevention Leadership Council membership as a model for local agency
involvement.
Target Community:
It is expected that communities will be using ASPIRE to facilitate their needs assessment process
and to help define the target area for implementation. A goal of the strategic planning process
should be to define this target area clearly in terms of geographic area, population characteristics,
such as school district, age range, issue or other affiliating characteristic.
For the purposes of this application, you will be asked to describe how the needs assessment will
assist with identifying your target population.
Community Coalition:
CPP 2006-07 applicants are required to have a community-based coalition that will work in
conjunction with or include policy makers as members that serve as a Prevention Policy Board (PPB)
to plan, manage, and implement the CPP project. Because many of Colorado's communities already
have one or more functioning coalitions, CPP communities have been encouraged to build on these
existing groups as considered appropriate, particularly if the community has a coalition funded by a
federal Drug Free Community Grant.
Page 7
CPP communities are expected to have progressed considerably in the development of their coalitions
and to have obtained participation agreements (e.g. Memoranda of Understanding, letters of support,
declaration of support) that will be submitted with this application(see below). However, the process
of building a coalition is developmental and will continue throughout the CPP project.
Coalitions are defined as organized groups with multiple partners that have in place a process that
includes a needs assessment; vision, mission, and goals; an action plan; and benchmarks for specific
outcomes addressing reductions in alcohol, tobacco, or other drug use or related problems. Coalitions
need not be separate legal entities or have non-profit status.
For Colorado Physical Activity and Nutrition (COPAN) Communities Only
(Alamosa &Prowers)
The applicant must describe how the CPP community-based coalition is related to the workgroup
that has developed and will implement a community strategic plan for healthy eating and active
living, funded through COPAN.
Community Prevention Policy Board (PPB):
CPP communities are required to continue efforts to engage key decision-makers from across
disciplines to comprise a Prevention Policy Board that will work in conjunction with, or be part of,
a Community Coalition to plan, mobilize and implement the project. Key decision-makers are
defined as those individuals that hold policy-level positions in the county (e.g. school district
superintendents, sheriffs, county commissioners, city officials and other governmental
representatives, school board presidents etc.) and that have the authority to institute changes in the
local infrastructure.
CPP communities are expected to have progressed considerably in the development of their PPBs and
to have obtained participation agreements (e.g. Memoranda of Understanding, letters of support,
declaration of support)that will be submitted with this application. However, the process of building a
PPB is developmental and will continue throughout the CPP project.
During CPP funding years 2006 - 2009, key responsibilities of the Coalition and/or Prevention
Policy Board will be to:
• Support development and approve a community strategic plan;
• Monitor and oversee the implementation of the community strategic plan;
• Actively support the sustainability of the local CPP effort and its related programs, policies
and practices;
• Integrate the CPP activities into the larger prevention infrastructure;
• Coordinate and promote increased integration of prevention efforts across relevant
institutions including education, health, social services, non-profits, local government, etc.;
• Leverage additional funding to promote prevention objectives; and
• Address the above responsibilities in an effort to reach positive outcomes in the target area
regarding the key goals of the SPF SIG grant:
o Reduce substance-abuse related problems;
o Prevent the onset and reduce the progression of substance abuse, including childhood
and underage drinking of alcohol;
o Build prevention capacity and infrastructure.
Page A
CPP 2006-07 applicants must define the organizational structure and membership of the PPB, and
explain how it is related to the Coalition structure.
For Colorado Physical Activity and Nutrition (COPAN) Communities Only
(Alamosa &Prowers)
During Grant Years 3-5, key responsibilities will be to coordinate with community efforts to
promote healthy eating and active living outlined in the strategic plan developed with funding from
the Colorado Physical Activity and Nutrition (COPAN) Program.
Suggested membership guidelines for the PPB and/or Coalition:
Both the PPB and/or Coalition membership should represent a balance of business and industry,
public agencies, and private nonprofit organizations serving children, youth, families, and individuals
across the lifespan. Participants may represent the fields of education, health, substance abuse and
mental health, juvenile justice, early childhood development and education, child welfare,
employment, parent, family and youth associations, adult and senior service providers, family and
community resource centers, law enforcement, religion, recreation, child protective services, public
defenders, prosecutors, media and private manufacturing and service sections.
The applicant should also assure that the PPB and/or Coalition, to the extent possible, includes one or
more youth representatives, one or more parents and guardians with children who have had problems
or are at risk of substance abuse and related problems, and an overall membership that generally
reflects the racial, ethnic, and cultural composition of the community's population.
Agency Commitment:
Non-school Agency or Entity
In this application, CPP communities should submit a participation document or documents (e.g.
Memorandum of Understanding, letter of support or other) that details the commitment of all
participating non-school agencies or entities, including PPB representatives.
School Participation
Each participating school district must sign a Memorandum of Agreement. (See Appendix G for
a MOA template form.) Those communities that have obtained an MOA from the school
district(s) by the AFF deadline should submit it with the application. If communities have not yet
obtained a MOA they will be asked in the application to explain their process and plan for
obtaining school commitment to this project by September 29, 2006.
Youth Involvement:
During funding year 06-07, all communities should continue to move forward with a youth
involvement plan. This plan must be included in the funding application.
K-12 Involvement:
School participation is expected for PPB and/or Coalition membership, project planning,
implementation, and survey administration. The broadest representation of schools within the
targeted community is preferred. During funding year 2005-2006, CPP communities were to begin
negotiations with participating school districts regarding administration of the Healthy Kids
Colorado Survey, which is a requirement of CPP funding. If such agreements have not been met
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by the application deadline, communities must include a plan for obtaining those agreements by
September 29, 2006.
During FY 2006-2007, the Colorado Department of Education will continue to provide one of the
county school districts with additional SPF SIG funds for out-of-contract time stipends for teachers
and administrators, travel costs and other supports (supplies, materials for meetings with other
school personnel) to involve all K-12 representatives in each target area to help ensure school
participation on the coalition and/or PBB. FY 06-07 applications for this funding will be provided
to the designated school district by August 1 and due September 29, 2006 for the 2006-2007
funding cycle.
Higher Education Involvement:
The existence of a Higher Education residential entity in the county was a key criterion for
selection of many target communities in Colorado. In 06-07, higher education officials from such
institutions are expected to actively participate in the CPP grant process. Budgets must include
funds for at least one higher education representative to participate in coalition/PPB activities and
can be reflected in either personnel, consulting or operating funds for stipends.
In the 2007-2008 funding year, administration of a higher education survey of students will be
required at participating higher education institutions (further information will be provided
regarding this requirement at a later date).
C. Evaluation Requirements
Overview
Evaluation and monitoring is one of the five steps of the Strategic Prevention Framework.
Colorado is utilizing CPP funding to develop and implement evaluation systems that can be used
statewide. OMNI Institute (also OMNI Research and Training, Inc.) will work closely with CPP-
funded communities to implement these evaluation systems so that information is available at the
federal, state and local levels to monitor and refine Strategic Prevention Framework
implementation and outcomes.
Evaluation Expectations for 2006-2007
Counties receiving CPP funds will be required to:
• Participate in an annual regional evaluation training, hosted by OMNI;
• Utilize the assigned OMNI evaluation team contact to address evaluation and technical
needs assessment questions;
• Utilize CPP evaluation systems and tools, and work with OMNI to ensure data quality;
and
• Participate in formative evaluation activities such as coalition and PPB note taking,
stakeholder interviews, and site visits.
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2006-2007 CPP Evaluation
Communities will:
• Identify a minimum .25 FTE Evaluation Liaison to coordinate with the OMNI evaluation
team and to notify the OMNI evaluation team contact of any changes to contact
information;
• Work with the Project Coordinator, OMNI Regional Prevention Consultant and OMNI
evaluation team contact to continue the community needs assessment process.
Communities will store information in Assessment of Prevention Indicators and Resources
(ASPIRE) so it is available for state monitoring and reporting purposes. Local evaluation
liaisons will work with the Project Coordinator to develop methods for sharing this
information with the coalition and PPB (e.g., a report to be disseminated to the coalition
and PPB and meetings dedicated to reviewing and discussing the report and beginning the
strategic planning process, etc.);
• Submit and maintain information in CO KIT (training will occur during the 2006-2007
regional training) on a monthly basis and utilize state provided TA and support to ensure
data quality;
• Assist with coordination of at least one OMNI evaluation site visit (primarily
observational to learn from your process) and supplemental stakeholder interviews;
• Assist with coordination and participate in baseline readiness assessment;
• Coordinate with the Project Coordinator and OMNI to complete the web-based
Community Level Instrument for the national cross-site evaluation every 6 months, and
any other supplemental evaluation instruments required;
• Annually submit signatures of appropriate school district representatives needed to
administer the Healthy Kids Colorado Survey in target community schools and utilization
of the school data to be shared with the Community Coalition, Prevention Policy Board
and OMNI; and
• The Evaluation Liaison will oversee the administration of the school survey with OMNI
evaluation TA and coordinate the ordering of needed survey supplies (including answer
sheets forms) from OMNI evaluation team contact.
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Appendix A
Administrative and Programmatic Planning Chart
CPP Strategic Prevention Framework Funds 2006-2007
Please use this chart to develop your Scope of Work. Also feel free to use it as a planning guide to
track your progress throughout this project.
Funding Years Grant year 2 Grant Year 3 Grant Year 4
(2005-2006) (2006-2007) (2007-2008)
Options Option Option
1 2
Administrative Requirements
Administrative Structure
1. Contact Person X
2. Fiscal Agent X(can be
X X different from X
Year 2)
3. Project Director/Coordinator(can be the X X X X
same as contact person)
4. Evaluation Liaison X X X X
Collaboration
1. Cross-disciplinary collaboration of agency X X X X
representatives
2. Cross-disciplinary coordination of
X X X
services
Community Definition
a) Broad definition required at time of X
application
b) Target community boundaries define X
Community Coalition
1. Coalition defined X X
2. Coalition complete and functioning X X Ongoing
3. Coalition participation agreements written
X
and submitted
Prevention Policy Board (PPB)
I. Planning only X
2. Skeleton membership defined and X
engaged
3. PPB complete and functioning X X Ongoing
4. PPB participation agreements written and X
submitted
Training
1. Participation in annual regional trainings X X X X
Youth Involvement _
1. Youth involvement strategy planning X -_ X X
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2. Youth involvement strategy report
completed X X
3. Strategy implemented X Ongoing
K-12 Involvement
1. Involved in PPB and/or Coalition X X X X
2. Signed MOA re Survey Administration
including data use X X
3. Survey administered in the Fall of 2006,
2007, 2008 and any additional years X X
funded by CPP
Higher Ed Involvement
1. Involved in planning in PPB and/or
Coalition X X X X
2. Funds allocated in budget X X
3. Higher Ed student survey administered X
Implementation Requirements
PHASE 1
• Needs Assessment X X X
• Capacity Development X X X X
• Strategic Plan Completed X
PHASE 2
• Implement programs, policies and
practices X
Monitor and evaluate
1. Formative evaluation X X X X
2. School Survey X X
3. Colorado KIT X X
4. Web based Community Level Instrument
(CLI) X X
Address cultural responsiveness X X X X
Address sustainability X X X X
•
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Appendix B
Scope of Work Sample
CPP Strategic Prevention Framework Funds 2006-2007
Title of Project: (Write the Name of your Project Here)
Timeline: Write "September 30, 2006 to September 29, 2007"
Goals and Objectives:
Write clearly defined and measurable goals, objectives, milestones, and timelines that describe the
intended outcomes of activities to be conducted during funding year 2006-2007.
Milestones should reflect activities as listed in Appendix A for Grant Year 3. Milestone examples
are provided below for your use. Be sure to adapt the milestones for your community and add
others that are appropriate.
Goal#l: Initiate Strategic Prevention Framework Project.
Objective 1.1: By March 30, 2007, complete SPF SIG work on Steps One — Three (1.Conduct
needs assessments; 2. Build state and local capacity; 3. Develop a comprehensive strategic
plan) and submit the Strategic Plan & revised budget to the CPP Management Team for
approval.
Milestones:
Conduct Needs Assessment
• Complete the indicators part of the Needs Assessment section in ASPIRE
• Subcommittee use cause-consumption pattern-consequence model to see what more can
be learned about underage drinking and related issues in the community
• Subcommittee identifies additional steps for the collection of local data and entry into
ASPIRE
• Subcommittee reports findings from Step 1 activities to PPB/coalition
• Develop a plan of action for working with school officials to administer the Healthy
Kids Colorado Survey in targeted schools
• Review results of the Healthy Kids Colorado Survey and share highlights with the
PPB/coalition
Assess and Enhance Local Capacity
• Complete the resource, coalition readiness, and prevention infrastructure assessments in
ASPIRE
• Assess community readiness to address underage drinking and document this in
ASPIRE
• Hold Coalition/PPB meetings to discuss assessment findings and begin identifying
capacity building goals and action steps
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• Begin to build relationships with potential partners in sectors of the community that do
not participate actively in prevention
• Begin to address sustainability
Develop a Comprehensive Strategic Plan for Prevention
• PPB/coalition identifies goals and action steps based on readiness and available
community resources for addressing underage drinking
• PPB/coalition identifies goals and action steps based on underage drinking data and the
gaps in prevention services
• Hold meetings with key stakeholders, other coalitions or community groups, and
service providers to gather feedback on findings, goals and action steps
• Evidence-based prevention programs, policies and practices are identified with the
technical support of OMNI RPCs, based on the assessment of needs and existing
resources
• A complementary set of programs, policies and practices are selected and adaptations
are planned to make strategies responsive to local culture, populations and assessment
findings
• Strategic plan is developed in ASPIRE and submitted to ADAD with a revised budget
that details the use of implementation funds for program, policies and practices.
Goal#2:Initiate Step 4 Implementation
Objective 2.1: By April 30, 2007, Coalition and/or PPB will begin to implement evidence-
based prevention programs, policies and practices based on the approved Strategic Plan
developed during SPF Steps One-Three.
Milestones:
• CPP Management Team approves Strategic Plan & budget.
• The community strategic plan is implemented to build local prevention infrastructure and
address local substance abuse related problems.
• Appropriate training and protocol are developed to implement selected evidenced based
programs, policies, and practices.
• Begin to implement selected evidenced-based prevention programs, policies and practices
with guidance from Community Coalition/Prevention Policy Board, Project
Director/Coordinator, Local Evaluation Liaison and OMNI RPCs.
Goal#3: Initiate Step 5 Evaluation of the Strategic Prevention Framework project.
Objective 3.1: Implementation of The Strategic Prevention Framework will be evaluated
within identified community.
Phase 1 Milestones:
• PPB/coalition notes are submitted to OMNI on a monthly basis
• Local Evaluation Liaison and Project Coordinator work with OMNI to implement a
baseline measure of the Community Level Instrument
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• Local Evaluation Liaison and Project Coordinator coordinate completion of the CLI every
6 months
• Local Evaluation Liaison works with OMNI evaluation team contact to coordinate
evaluation activities like site visits, stakeholder interviews and technical assistance when
needed
• Participate in other cross-site and state evaluation activities
Phase 2 Milestones:
• A process and outcome evaluation plan is developed by the Local Evaluation Liaison and
the OMNI evaluation team contact in partnership with the Project Coordinator
• Process and outcome data are entered into Colorado KIT on a weekly basis
• PPB/coalition notes are submitted to OMNI on a monthly basis
• Local Evaluation Liaison and Project Coordinator coordinate completion of the CLI every
6 months
• Local Evaluation Liaison works with OMNI evaluation team contact to coordinate
evaluation activities like site visits, stakeholder interviews and technical assistance when
needed
▪ Participate in other cross-site and state evaluation activities
Goal#4: Prepare for FY07-08 CPP Strategic Prevention Framework Funding Year
Objective 4.1: By July 2007, an application will be submitted for Grant Year 07-08 of the CPP
Strategic Prevention Framework project
Milestones:
• AFF is completed and approved
• Planning for transition of activities into next fiscal year is carried out.
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Appendix C
Sample Job Description
CPP Project Director/Coordinator
CPP Strategic Prevention Framework Funds 2006-2007
Responsibilities:
• Assist in preparing and submitting the annual community funding application by the stated
deadlines.
• Coordinate the funded process to ensure that all expectations for the 06-07 CPP funds are
completed.
• Collaborate with Fiscal Agent to ensure compliance with all fiscal requirements, including
the completion and submission of reimbursement statements to ADAD.
• Obtain written participation agreement (e.g. Memoranda of Understanding, letter of
support, etc.) from key community leaders.
• Append the school MOA with signatures from appropriate school district representatives
when agreement to participate in the Healthy Kids Colorado Survey is obtained. The
deadline for these signatures is September 29, 2006.
• Serve as a liaison with the local Prevention Policy Board and/or Coalition, the local
Evaluation Liaison and other local CPP staff, volunteers and consultants.
• Serve as personal contact for all CPP grant-related activities, working with OMNI Regional
Prevention Consultant, ADAD Prevention Liaison and CPP Advisory Council.
• Participate in limited evaluation activities, such as interviews and site visits, as coordinated
by the local evaluation liaison.
• Serve as a liaison and representative on the CPP Community Infrastructure Workgroup and
CPP Advisory Council, and serve or coordinate community participation on any additional
state or regional workgroups.
• Coordinate submission by designated K-12 school district of separate application for CDE
SPF SIG funds to support out-of-contract time stipends & related costs for school
involvement, and involve representatives in planning
• Coordinate logistics for training and other CPP-related meetings.
• Coordinate or provide facilitation of community meetings.
• Participate in all CPP required meetings, including annual regional trainings and three
annual 2-day CPPAC meetings in Denver.
• Ensure compliance with all grant-related reporting requirements.
• Identify a local Evaluation Liaison, or assume responsibilities to fulfill all evaluation
requirements.
• Complete other duties as required.
Skills:
• Communication skills • Facilitation skills
• Organizational skills • Grant management skills
• Community development skills • Prevention background
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Professional Background:
A background in substance abuse prevention and related problems, community development, and
related issues is encouraged.
Completion of the Substance Abuse Prevention Specialist training, MAPP training, and/or Public
Health training is encouraged.
Page 18
Appendix D
Sample Job Description
Evaluation Liaison
CPP Strategic Prevention Framework Funds 2006-2007
Job Summary
The evaluation liaison will serve as a liaison between the OMNI evaluation team, the project
coordinator and the community to ensure that 1) the purpose of evaluation activities are
understood, 2) evaluation activities are tailored to meet the conditions of the local community in
terms of timing, logistics and content; 3) evaluation activities are coordinated with the OMNI
evaluation team; and 4) evaluation data are reviewed for quality. This position will require .25
FTE. Communities may budget a larger FTE, if the position will fulfill additional needs
assessment and local evaluation activities.
Responsibilities
• Coordinate with OMNI to ensure that all evaluation expectations are completed in a
timely, accurate, valid and comprehensive manner
• Review instruments and evaluation tools and provide feedback to OMNI team
• Ensure that coalition/PPB attendance and notes are submitted to OMNI on a monthly
basis
• Assist with the coordination of formative evaluation activities, such as OMNI's key
stakeholder interviews and with OMNI site visits
• Receive training on ASPIRE (online needs assessment system), assist community in its
use, and coordinate technical assistance from OMNI
• Coordinate the collection and documentation of local needs assessment data to
supplement information available from ASPIRE and Healthy Kids Colorado (a school
survey)
• Serve as the local coordinator of the Healthy Kids Colorado survey, working in
conjunction with OMNI school survey coordinator
• Receive training in and serve as the local coordinator of data collection, and coordinate
OMNI technical assistance on evaluation systems, such as the web-based Community
Level Instrument and the Colorado KIT system
• Assist project coordinator in preparing continuing applications for community funding
• Attend required CPP trainings and meetings, including one annual regional training
related to evaluation and three annual 2-day CPPAC meetings in Denver.
Skills
• Strong communication and interpersonal skills
• Strong organizational skills
• Excellent documentation and monitoring skills
• Accurate typing and 10-key or supervision of data entry specialist
• Background in basic evaluation concepts
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Appendix E
Glossary
CPP Strategic Prevention Framework Funds 2006-2007
Capacity: The process by which a community develops the ability to build an
effective and sustainable infrastructure. The community will have various
types and levels of resources at its disposal to meet implementation
demands.
Community
Coalition: CPP 2006-07 applicants are required to have a community-based coalition
that will work in conjunction with or include policy makers as members that
serve as a Prevention Policy Board (PPB) to plan, manage, and implement
the CPP project. Because many of Colorado's communities already have
one or more functioning coalitions, CPP communities have been encouraged
to build on these existing groups as considered appropriate, particularly if the
community has a coalition funded by a federal Drug Free Community Grant.
CPP communities are expected to have progressed considerably in the
development of their coalitions and to have obtained participation
agreements (e.g. Memoranda of Understanding, letters of support,
declaration of support) that will be submitted with this application (see
below). However, the process of building a coalition is developmental and
will continue throughout the CPP project.
Coalitions are defined as organized groups with multiple partners that have
in place a process that includes a needs assessment; vision, mission, and
goals; an action plan; and benchmarks for specific outcomes addressing
reductions in alcohol, tobacco, or other drug use or related problems.
Coalitions need not be separate legal entities or have non-profit status.
Community Prevention
Policy Board (PPB):
CPP communities are required to continue efforts to engage key decision-
makers from across disciplines to comprise a Prevention Policy Board that
will work in conjunction with, or be part of, a Community Coalition to
plan, mobilize and implement the project. Key decision-makers are
defined as those individuals that hold policy-level positions in the county
(e.g. school district superintendents, sheriffs, county commissioners, city
officials and other governmental representatives, school board presidents
etc.) and that have the authority to institute changes in the local
infrastructure.
CPP communities are expected to have progressed considerably in the
development of their PPBs and to have obtained participation agreements
(e.g. Memoranda of Understanding, letters of support, declaration of
Page 20
support)that will be submitted with this application. However, the process of
building a PPB is developmental and will continue throughout the CPP
project.
Evaluation: The systematic collection of information about program activities,
characteristics, and outcomes to reduce uncertainty, improve effectiveness,
and make decisions.
Contract Signer: The individual in the Fiscal Agency that is authorized to obligate the
agency.
Evidence Based: See Appendix F in CPP Guideline document
Fiscal Agent: Person or persons responsible for financial matters; the agent must be a
represent a Unit of Local Government.
Goal: Clearly stated, specific, measurable outcome(s) or change that can be
reasonably expected at the conclusion of a methodically selected program
Memorandum
of Agreement: See Appendix F
Mile Stone: Significant point of development
Needs Assessment: An assessment of various targeted populations and prevention resources
within the community and studies of current indicators to identify unique
vulnerabilities and strengths that effect substance abuse in communities.
Outcomes: The extent of change in targeted attitudes, values, behaviors or conditions
between baseline measurement and subsequent points of measurement.
Changes may be identified as immediate, intermediate, and long term.
Participation
Agreement: For the purposes of this application, this letter will be one that
communities and other agencies choose that will represent their
commitment, participation, and support to the SPF SIG initiative.
Prevention
Infrastructure: The policies, networks, coalitions, resources, professional staff and skills,
programs and delivery system that serve as a foundation for prevention
work within a community.
Stakeholder: An individual or organization that have a vested interest and investment in
a project or program (e.g. fonder, program champion, community leader,
etc.).
Page 21
Strategic Plan: A plan developed and used to guide the successful implementation of an
intervention that defines specific objectives and actions to be taken, in
order to accomplish the proposed goals.
Supplanting: According to OMB A-133, a compliance supplement used by auditors to
determine federal grantee compliance with federal laws and regulations,
federal funds should be used so as to supplement the level of Federal,
State and local public funds that, in absence of such availability, would
have been expended for programs and in no case to supplant such Federal,
State and local public funds
The "supplement, not supplant" provision means that federal funds must
be used only to provide additional services, staff, programs, or materials
that could not be provided by the state of local agency in the absence of
the federal funds. In other words, federal funds cannot be used to pay for
things that would otherwise be paid for with state and/or local funds.
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Appendix F
Memorandum of Agreement (MOA) Template for Schools
CPP Strategic Prevention Framework Funds 2006-2007
Important Notice: The MOA Template will be forwarded to CPP Coordinators via the CPP
Project Coordinator Listsery no later than June 23, 2006.
Page 23
Substance Abuse and Mental Health Services Administration
(SAMHSA)
Center for Substance Abuse Prevention
Awarded To Office of the Governor of Colorado
Administered by the Alcohol and Drug Abuse Division, Colorado
Department of Human Services
Non-Competitive Request for Applications
For Strategic Prevention Framework State Incentive Funds
"Colorado Prevention Partners"
2006-2007
APPLICATION PACKET
Page 24
Application for Funding
Cover Page
1. FISCAL AGENT:
ADDRESS:
CENTRAL TELEPHONE: FAX:
FISCAL CONTACT PERSON:
PHONE NUMBER:
EMAIL ADDRESS
2. FUNDS REQUESTED (Must agree with budget forms):
Total Amount Requested $
3. PROJECT DIRECTOR/COORDINATOR:
NAME:
AGENCY EMPLOYED BY:
ADDRESS:
PHONE NUMBER: EMAIL ADDRESS:
4. OFFICIAL Authorized to Sign Contract:
Name (Printed) Title
Billing Address: Federal Tax ID #
5. APPROVALS (Signature, Date, Phone):
Contract Signer:
Signature Date Phone
Financial Officer:
Signature Date Phone
Page 25
ASSURANCES
RETURN THIS PAGE TO ADAD WITH YOUR RESPONSE TO THE
FUNDING APPLICATION
This itemization of Assurances is to be read, each assurance initialed, and the document signed
by the autographic signature of the Applicant or an officer of the Applicant legally authorized to
execute contractual obligations to indicate that the Applicant agrees to comply with the
Assurances. An original of these pages must be included with your original hardcopy Response
to this Application for Funding.
ACCEPTANCE OF CPP APPLICATION TERMS AND CONDITIONS: An application
submitted in response to this application is a binding offer. ADAD assumes that by submitting
an application the Applicant acknowledges all Terms and Conditions of the Application.
APPLICATION CONTENT ACCEPTANCE: The contents of the response (including
persons specified to implement the project) of the successful Applicant will become contractual
obligations if acquisition action ensues. Failure of the successful Applicant to accept these
obligations in a contract, purchase document, delivery order or similar acquisition instrument
may result in cancellation of the award and such Applicant may be removed from future
solicitations.
INCURRING COSTS: The State of Colorado is not liable for any cost incurred by
Applicants prior to issuance of a legally executed contract. No property interest of any nature
must occur until a contract is awarded and signed by all concerned parties.
PRIVACY, CONFIDENTIALITY: The Applicant will comply with all federal and state
laws, regulations and rules related to the privacy and confidentiality of client information,
records, etc., including compliance with both 42 CFR Part 2 and HIPAA, where applicable,
throughout the duration of any resulting contract. (http://www.hipaa.saznhsa.gov/privacvrule.htm)
CHARITABLE CHOICE: Faith-based recipients have read, understand and will comply
with Charitable Choice Provisions and Regulations found in 42 CFR Parts 54 and 54a.
(http://www.access.gpo,gov/nara/cfr/waisidx 03/42cfr54 031001)
Handwritten Signature by Authorized Date
Officer of Fiscal Agency
or Agent of Applicant
Page 26
TERMS AND CONDITIONS
Colorado Prevention Partners and The Alcohol and Drug Abuse Division, Prevention Services
Section, require the following Terms and Conditions for any County or Tribal Community
funded by this contract. The applicant's initials and signature on the Assurances page,
returned with the application, signifies that the applicant understands and agrees to the
terms and conditions.
Terms and Conditions
• Ml activities supported by ADAD/CPP funding including printed materials, notice of
these materials or trainings on websites, etc., must acknowledge ADAD, COLORADO
DEPARTMENT OF HUMAN SERVICES, COLORADO PREVENTION PARTNERS
and CSAP/SAMHSA as the funding sources, using the ADAD, CDHS, CPP and
SAMHSA logos when appropriate.
• MI collections data requirements, training materials, videos, books, files such as
evaluation instrument files, and other library collections purchased under a contract
resulting from this application may be requested to be returned or given to another
recipient at ADAD's option, when the contract ends.
• Any equipment purchase over $1,000 must first be approved by ADAD as part of the
initial AFF review. Ml equipment valued at $2,500 or over which is purchased under a
contract resulting from this AFF may be requested to be returned or given to another
recipient at ADAD's option, when the contract ends.
• All computer equipment and software used to implement any contract resulting from this
Application must be compatible with ADAD's requirements and must meet evaluation
requirements. Funds can be budgeted for that purpose.
Current minimum requirements:
IBM PC or compatible, Pentium class (II or III) CPU, VGA 800x600, 16mb Ram,
10mb free hard drive space, 56.6k modem, Windows 95 and up or NT 4.0 and up,
Internet connection (regular phone line) with Microsoft Internet Explorer browser 5
and up.
If you are purchasing new equipment, the following set ups are recommended:
If stand-alone workstation: Pentium III 450+ CPU, SVGA 8mb video card, 64mb+
SDRAM, 6GB hard drive, CD-ROM, sound card and speaker, 56k modem or high
speed connection through DSL or cable, Windows 98 or 2000, Microsoft Explorer
browser 5 and up.
If on a network: Pentium III 450+ CPU; SVGA 8mb video card; 128mb+ SDRAM;
6GB hard drive, CD-ROM; sound card and speaker; Ethernet network card; high
Page 27
speed connection through DSL, Frame Relay, or TI line; Windows 98 or 2000;
Microsoft Explorer browser 5 and up
Web Browser
The web browser supported the CO Prevention System is Microsoft Internet Explorer
(IE). Currently Mozilla Firefox, Netscape, AOL, MSN and other browsers are not
supported by PBPS. They may function, but not to design specifications. We
recommend users have the latest version of IE installed on their computer along with
the updates provided by Microsoft (which are released periodically).
• Any agency receiving a contract resulting from this Application must have an e-mail
address.
• No Federal appropriated funds will be used for any activity that would be deemed as
lobbying.
• Any agency receiving a contract resulting from this Application for Funding whose staff,
subcontractors and volunteers have direct contact with children/youth or other vulnerable
populations must have a background screening policy in keeping with CRS 27-1-110 that
requires fingerprinting and a nationwide criminal check (including Colorado) for
felonies, misdemeanors and outstanding warrants. This screening is permitted under
CRS 24-72-305.3 (Part H, Overview.)
• No vehicles will be leased or purchased under any contracts funded by this Application
For Funding.
• Indirect rates are not to exceed 20%. The applicant must justify in the "budget narrative"
section all costs that have been placed in both the "direct" and "indirect" categories. The
process for arriving at the costs listed must be clearly described.
• Community staff funded by CPP must attend all trainings as required, including the
following:
o The CPP Community Project Director/Coordinator and Evaluation Liaison must
attend a minimum of three annual 2-day Denver-based meetings of the CPP
Community Infrastructure Workgroup and Colorado Prevention Partners
Advisory Council (CPPAC).
o The Project Director is encouraged to participate in, or assign other staff, to other
possible workgroups that advance the work of the statewide project (e.g.
Underage Drinking Prevention & Reduction Workgroup, Evaluation Workgroup,
etc.).
o Substance Abuse Prevention Specialist Training (SAPST). All CPP staff must
complete the SAPST within 6 months of contract start or hiring, whichever date
comes first, unless the training was completed in the 3-5 years;
o Other Strategic Prevention Framework or Evaluation Trainings required by
Colorado Prevention Partners.
Page 28
• Funds from this contract must be built into the budget for required trainings and
professional development. For example, $75 per registrant (and an optional $90 for
continuation education credits) for the four-day Substance Abuse Prevention Specialist
Training (SAPST) plus lodging and per diem at the state rate (if applicable), and lodging
and per diem costs at the state rate for two people to attend a two-day local or regional
orientation and evaluation training.
• The agency must be able to track time and effort of project staff and track costs by
programs and/or funding source.
• Applicants must comply with all evaluation requirements as listed in Section C,
"Evaluation."
AGREEMENTS FOR PARTICIPATION
By submitting this application for 2006-2007 you are agreeing to:
• Fulfill staffing requirements, including at a minimum a .5 FTE Project
Director/Coordinator and a .25 FTE Evaluation Liaison to work with ADAD, OMNI, and
CPP.
▪ Establish and maintain a Community Coalition and/or Prevention Policy Board and
describe the roles and responsibilities of those groups.
• Finalize the selection of a Fiscal Agent (Unit of Local Government) to a) receive the
funds from ADAD and b) complete and submit monthly billings for reimbursement to
ADAD.
• Define the community or target area for funding through the strategic planning process.
• Submit a statement or statements of participation that identifies the key stakeholders that
have agreed to participate in the CPP Project as of July 30, 2006 and identify their roles
and participation commitments.
• Begin to implement a youth involvement strategy for Steps 1-5 of the CPP process.
• Collaborate across funding streams, disciplines, age and cultural groups.
• Obtain written Memoranda of Agreement with required signatures from participating
school districts.
▪ Obtain required consent forms, preferably passive, from all students that will participate
in the Healthy Kids Colorado Survey.
• Administer the Healthy Kids Colorado Survey in the fall of every year among all high
schools and feeder middle schools in the target area, using either a census or sampling
model based on population, for all 6th — 11th graders
• Apply through one designated school district, for SPF SIG funds through the Colorado
Department of Education for out-of-contract stipends and related costs to involve all K-
12 representatives in the target area to help ensure school participation on the Coalition
and/or PPB.
• Involve representatives from Higher Education institutions in planning and build funds
into the budget for higher education staff time to participate.
• Begin Phase 1 SPF SIG work by September 30, 2006, completing Steps One through
Three (1.Conduct needs assessments; 2. Build state and local capacity; 3.Develop a
Page 29
comprehensive strategic plan) of the Strategic Prevention Framework by March 30, 2007,
integrating sustainability planning and cultural responsiveness.
• Submit Strategic Plan & revised budget to CPP Management Team for approval before
implementation begins.
• Once Strategic Plan & revised budget are approved, begin Phase 2 - Step Four:
Implement programs, policies & practices.
• Participate in required CPP meetings&trainings.
• Participate in Step 5 evaluation activities and reporting requirements.
• By July 2007 submit an application for CPP Grant 2007-2008 finding.
Page 30
APPLICATION FOR FUNDING
Please fill in the following information for the Scope of Work — the narrative about what your
community will be doing during 2006-2007 Strategic Prevention Funds Application.
Format Requirements:
• Use Arial or Times Roman 12-point font.
• Double space with one inch left and right margins.
• Use 1.5 inch header and one inch footer.
• Number pages in lower right hand corner.
A. 2005-2006 CPP PROGRESS REPORT
Describe the history of and progress made in your Community Mobilization and Planning project
(Option 1) or your Strategic Prevention Framework Implementation project (Option 2) during the
2005-2006 funding period. Provide details of your completed CPP milestones and note any
changes made during the 05-06 funding period. In addition, list any obstacles that the
community is dealing with, and describe plans for overcoming those obstacles.
B. ORGANIZATIONAL/AGENCY CAPABILITY:
1. Unit of Local Government:
Describe the Unit of Local Government that will serve as the Fiscal Agency for this contract
during 2006-2007, the process used in selecting this organization, and why it has been chosen to
manage the financial aspects of the grant. Provide evidence of your Fiscal Agency's
management capability and fiscal solvency, as well as its internal management and financial
controls and the ability to function with a payment reimbursement system. Describe how these
are sufficient to implement the proposed project and provide project accountability. If you are
changing your fiscal agent this year, please include an explanation.
If you are subcontracting with another non-profit or governmental organization that is
responsible for local CPP coordination, planning and implementation services, describe the
relationship between your organization and that entity and explain the oversight procedures you
have in place to assure accountability for the project.
2. Community Coalition:
Define the organizational structure and membership of the Community Coalition that in
conjunction with the PPB, will plan, mobilize and implement your project. Describe this entity's
mission/philosophy, experience and explain what role this group will play in achieving the goals
of Colorado Prevention Partners. Describe whether this is a new or existing coalition. Include
names and titles of participating coalition members, prior experience working together, and
commitment to this process. Discuss how new members will be incorporated into the Coalition.
Page 31
3. PPB:
Define the organizational structure and membership of the Prevention Policy Board that, in
conjunction with the Community Coalition, will plan, mobilize and implement your project.
Include names and titles of participating board members not listed above, prior experience
working together, and commitment to this process. Describe whether this is a new or existing
group. Explain how the PPB structure is related to the Coalition structure.
4. Project Director/Coordinator:
Name the Project Director/Coordinator that has been selected to manage all project activities
and to serve as a liaison with the PPB and Coalition. Describe this individual's qualifications to
serve in this role. Describe the plan for coordinating the work of the PPB, Coalition, and any
subcommittees that have been identified. Detail the hiring process and, if applicable, describe
any CPP work that this individual has completed to date.
5. Evaluation Liaison:
Name the Evaluation Liaison that has been selected to manage all evaluation activities in
coordination with OMNI's evaluation contact and describe this individual's qualifications to
serve in this role. Describe the plan for coordinating the work of the Evaluation Liaison with
other local CPP efforts. Detail the staff hiring process and, if applicable, describe any CPP work
that this individual has completed to date.
6. K-12:
Name the K-12 school districts' representatives whose signatures are required for
participation to administer the Healthy Kids Colorado Survey. Describe how the school
districts are involved with the CPP process and discuss plans to engage school districts and
schools' participation in the survey.
7. Higher Education:
Name the representatives of higher educational institutions in the county that will participate in
this project. Describe how you have involved these representatives in the CPP planning
process. Identify the higher education representative who will receive financial support to
participate in CPP efforts, describe how you have selected that individual, and attach a job
description.
8. Youth Engagement:
Describe or attach your youth engagement plan and describe any work you may already have
carried out to involve youth in your community in the planning process.
9. History of Cross-Agency Collaboration:
Describe how you have collaborated across funding streams, disciplines, age and cultural
groups. Cross-disciplinary efforts include collaborating with diverse community agencies and
organizations such as school districts, faith communities, law enforcement, community policy
makers, businesses, Native American communities, etc.
Page 32
10. COPAN Communities (Alamosa & Prowers) Only:
a. Coalition: Describe how the CPP community-based coalition is related to the
workgroup that has developed and will implement a community strategic plan for
healthy eating and active living, funded through COPAN.
a. PPB: Discuss how, during Grant Years 3-5, your community will coordinate with
community efforts to promote healthy eating and active living outlined in the strategic
plan developed with funding from the Colorado Physical Activity and Nutrition
(COPAN) Program.
C. COMMUNITY WIDE PLANNING
1. Plan:
Please describe your plans for beginning your work on the Strategic Prevention Framework
Model and proceeding through Steps I —3.
2. Priorities:
Based on past needs assessment work and preliminary CPP activities, prioritize your next
steps for completing your local needs assessment of underage drinking. If you have
completed your needs assessment, describe your priorities for addressing underage drinking
and highlight supporting data.
3. Current Resources:
Based on past resource, readiness and infrastructure assessment work and preliminary CPP
activities related to this, prioritize your next steps for completing your local assessment of
underage drinking resources and infrastructure.
4. Target Community:
It is expected that communities will be using ASPIRE to facilitate their needs assessment
process and to help define the target area for implementation. A goal of the strategic
planning process should be to define this target area clearly in terms of geographic area,
population characteristics, etc.
Describe how the needs assessment will assist with identifying your target population.
D. SCOPE OF WORK
Write clearly defined and measurable goals, objectives, milestones, and timelines that describe
the intended outcomes of activities to be conducted during funding year 2006-2007.
Milestones should reflect activities as listed in Appendix A for Grant Year 3 (FY2006-2007).
Be sure to adapt the milestones for your community and add others that are appropriate.
See Appendix B in the Instructions for a sample Scope of Work.
Page 33
E. PARTICIPATON AGREEMENTS/MOA
Non-school Agency or Entity
In this application, please submit a participation document or documents (e.g. Memorandum of
Understanding, letter of support or other) that detail the commitment of all participating non-
school agencies or entities, including PPB representatives.
School Participation
Each participating school district must sign a Memorandum of Agreement. (See Appendix F for
a sample MOA form). If your community has obtained an MOA from the school district(s) by
the AFF deadline, please submit it with the application. If your community has not yet obtained a
MOA, please explain your process and plan for gaining school commitment to this project by
September 29, 2006.
Page 34
F. BUDGET SUMMARY AND NARRATIVE:
Please complete one budget for FY2006-2007. Calculate how much you will need for the entire
year, breaking the budget into Phase 1 funding and Phase 2 funding estimates.
Phase 1 Funds
Calculate how much you will need to carry out Steps One through Three, noting that the
resulting implementation plan is due no later than March 30, 2007. (To do this, calculate your
expenses for a maximum of 7 months. This includes an extra month to allow for review and
approval of your implementation plan and budget. )
If less time is needed to complete Phase 1, budget accordingly, for example three or four months
to complete Steps One through Three, plus one month for review and approval of your plan &
budget. Do not budget any funds for program implementation.
Enter your funding needs Under the Phase 1 column on the budget form and provide a detailed
budget narrative.
Phase 2 Funds
Phase 2 begins after a community has completed its Strategic Plan, submitted that plan and a
revised budget, and approval has been given. At this point, the remainder of the award will
become available to communities. The total award amount should not be exceeded. This phase
will support initial implementation of the local prevention plan.
For purposes of this initial budget, estimate your costs for the remainder of the funding year,
including personnel, travel, consulting and operating. Since you will not know all of the exact
implementation expenses, include a line item in the "Operating" section that lists a lump sum
called "Implementation."
Later in the funding year the CPP Management Team will send instructions on how to complete
a budget revision to accurately reflect what Phase 1 expenses actually were and provide a
detailed description of program expenses for the implementation phase. If a community has
unspent funds from Phase 1, these may be budgeted in the Phase 2 budget revision.
All requested funds must be justified and directly relate to the Scope of Work
1. The budget projection and budget narrative must detail all costs by category(listed below).
2. The budget must be submitted using the ADAD Budget Page that is provided. This is an Excel
document and is attached separately.
3. A budget narrative is required with the application. The budget narrative must explain how the
costs for each line item were calculated.
Page 35
,
Personnel
Describe how the total amount requested was calculated i.e. number of FTE @ xx monthly
salary. Fringe benefits at xx% of salary for xx months.
Example:
Phase 1:
$36,000 Annual Salary for Project Coordinator x. 5 FTE or $1,500 per month x 7 months =
$10,500.
20% fringe benefits x $1,500 month= $300 month x 7 months = $2,100.
$30,000 Annual Salary for Evaluation Liaison x .25 or @$625 monthly salary x 7 months =
$4,375.
Phase 2:
$36,000 Annual salary for Project Coordinator x .5 FTE or $1,500 per month x 5 months =
$7,500
20% fringe benefits x $1,500 month = $300 month x 5 months = $1,500.
$30,000 Annual Salary for Evaluation Liaison x .25 or @$625 monthly salary x 5 months =
$3,125.
Consultant
The budget narrative must list each consultant, trainer and other contractor to be used, the
cost for each and a description of the activities they will perform. If staff will be paid an
hourly wage, build their time into the "Consultant" line. Please coordinate with your
Regional Prevention Consultant in budgeting these expenses.
Example:
Phase 1:
Facilitator for Needs Assessment Process: $75/hour x 16 hours = $1,200.
Travel
Estimate the cost of local travel necessary to fulfill the scope of work.
Out of area travel should include three, 2-day meetings for two people in Denver (two
meetings in Phase 1 and one in Phase 2). Estimate 2 days per meeting plus a half-day of
travel prior to and following each meeting.
Follow these guidelines for calculating your travel expenses to Denver or other out-of-area
trips:
• Per diem for meals - use state per diem rates, which can be found by clicking on
www.colorado.gov/dpa/dfp/sco/rules/rules.htm and going to Chapter 5: Travel,
"Maximum Allowable Per diem Rates for CONUS Travel" and also "Appendix A:
Maximum Allowable Meal Per Diem Rates for CONUS Travel."
Page 36
r
▪ Lodging - use estimates based on the state rates listed for specific hotels/motels/lodges.
This information can be found by clicking on
www.state.co.us/gov dir/gss/cen/travell/stmp/under"Lodging."
• Mileage—budget mileage anywhere between .33 cents per mile (current state rate) and
.445 cents per mile(federal rate*)
• Cost of Training—There will be no charge to attend the trainings.
*The current federal rate (.445) is acceptable for this grant if it is consistent with the reimbursing agency's
reimbursement policies.
Example
Phase I:
Out of area travel:
1) Denver Trips: Mileage for two trips to Denver @ 150 miles round trip x 2 trips = 300
miles @ .445 per mile = $133.50; lodging for two rooms @ $114 per room = $228 per
night x 2 nights = $456 x 2 meetings = $912; meals per diem ($47 per day Denver) x 2
people = $94 x 3 days = $282 x 2 meetings = $564.
2) Regional Prevention Meeting: one trip to Grand Junction for 3 people @ 200 miles
round trip @. 445 per mile = $89; lodging for 3 rooms @ $62 per room = $186 per night
x 3 nights = $558; meals per diem ($35 per day less $8 lunch = $27) x 3 people = $81 x 3
days = $243.
In-area travel:
250 miles per month x 7 months @ .445 cents (federal rate* per mile = $778.75.)
Phase 2:
Out of area:
Estimate One 2-day meeting in Denver for two people @ state rate for lodging and per
diem, using example above.
In-area travel:
250 miles per month x 5 months @ .445 cents (federal rate* per mile) = $556.25.
The budget narrative must list the other in-state meetings and conferences, as well as the
number of staff attending each and an estimate of associated costs.
Operating Expenses
The budget narrative must contain adequate information to show how the amount requested
was calculated.
Example
Phase 1:
List specific costs for operating x 7 months e.g. Copying/printing (ink, paper) x 7 months =
$430
Page 37.
Phase 2:
List specific costs for remaining months of operating (e.g. copying/printing x 5 months =
$250) plus include a lump sum amount that represents Phase 2 funding unable to be
specifically budgeted before approval of your implementation plan. This would be the
difference between fixed expenses that can be budgeted for the year and variable expenses
that are dependent on your implementation plan (e.g. "Implementation for 5 months =
$5,000)
The budget for indirect costs may be up to 20% of the total budget. The Fiscal Agent
may use 20% for its support of the project.
Items that are not specifically service related fall into this category (e.g., utilities, rent,
Executive Director's salary, bookkeeping staff, general liability insurance, etc.) Note: Some
costs (like rent) could fall into both "indirect" and "direct." For example, only the area
where the service is performed may be considered applicable for "direct" costs. Again, the
agency Executive Director's space, the bookkeeper's work area, and other non-program
related staff areas would fall into "indirect." Rent costs would be figured at the percentage of
time that a person is assigned to work within this contract.
The applicant must justify in the "budget narrative" section all costs that have been placed in
both the "direct" and "indirect" categories. The process for arriving at the costs listed must
be clearly described.
Subcontracts
The budget for a subcontractor should follow the same format as that required for the Fiscal
Agent. Please assure that the total of the subcontract budget and the Fiscal Agent budget
equals the requested amount for Phase I or any subsequent phase. Please attach the
subcontract budgets with your application.
Page 38
,
.......................................................
G, #3l� Cx7 PAGE
Use attached Excel budget, which is included as a separate document
Page 39
. „
Application Checklist
2006-2007
Format Requirements:
• Use Arial or Times Roman 12-point font.
• Double space with one inch left and right margins.
• Use 1.5 inch header and one inch footer.
• Number pages in lower right hand corner.
Mailing Instructions: Applicants must arrive at ADAD no later than 2:00 p.m. on July 14,
2006. Applicants should submit one (1) original (marked "original") and seven (7) copies of the
application to ADAD at:
Alcohol and Drug Abuse Division, Colorado Department of Human Services
4055 S. Lowell Blvd.
Denver, Colorado 80112
Attention: Melody Durso.
Electronic Mailing Instructions: Applicants also should submit one (1) electronic copy of
the application to: Melody.Durso@state co.us no later than 2:00 p.m. on July 14, 2006.
Please check all items before mailing application:
Fiscal Agent is named
Subcontracts are included
Project Director/Coordinator is named
Evaluation Liaison is named
Higher Education staff member is named
Additional staffing is named and justified
Coalition membership is identified.
PPB membership is identified.
Budget request amount reflects guidelines listed in AFF for your size of community.
Budget projection and narrative detail all costs by category
Indirect costs do not exceed 20%
Required training and professional development budget is identified.
Itemization of Assurances is completed, signed and dated.
Application for Funding/Organizational capacity is defined (Section A).
Application for Funding/Community-wide planning process is identified (Section B).
Scope of work, goals, objectives, and timeline are identified (Section C).
COPAN information is provided (COPAN communities only).
Participation agreements are attached.
MOA with school official signatures is attached if approved, or plan to gain signatures is
included (see Section D).
Budget summary and narrative are defined (Section E).
Participating school districts are identified.
Participating Higher Education representatives are identified.
Page 40
Application is signed by Contract Signer and identified Financial Officer.
Application uses Anal or Times Roman 12-point font.
Application is double spaced with one inch left and right margins.
Application uses 1.5 inch header and 1 inch footer.
Application is numbered in lower right hand corner.
One original (marked "original") and 7 copies of the application are prepared for mailing,
for arrival no later than July 14th at 2:00 p.m.
One electronic copy of the application is emailed to M_ elody Durso@state co us for
arrival no later than July 14th 2:00 p.m.
Page 41
Exhibit C - Contractor Reeponee
Application for Fanding
Grover Page
1. FISCAL AGENT: Weld County Department of Social Services
ADDRESS: 315 North 11t°Avenue,Greeley,Co 80631
CENTRAL TELEPHONE: (970)352-1551 FAX: (970)353-5215
FISCAL CONTACT PERSON: George Heeter,Business Office Manager
PHONE NUMBER: (970)352-1551 x6530
EMAIL ADDRESS: heetergeAco.weld.co.us
2. FUNDS REQUESTED (Must agree with budget forms):
Total Amount Requested$147;Hi5±B /(/773A
3. PROJECT DIRECTOR/COORDINATOR:
NAME: Maria"Nomie" Ketterling
AGENCY EMPLOYED BY: Island Grove Treatment Center
ADDRESS: 1140 M Street,Greeley,CO.80631
PHONE NUMBER: 970 313-1159 EMAIL ADDRESS: nketterlingna,islandgrovecenter.org
OFFICIAL Authorized to Sign Contract: M.J.Geile,C ir,Weld County Commissioners
NapNapithp,hin Title
Billing Address: P.O. Box A,Greeley,Co 80632 Federal Tax ID#84-6000813
4. APPROVALS(Signature,Date, Phone):
� ry /rrr
Contract Signer: / +3�i(0 vo 35a. 166'
gnature Djite rr Phone
Financial Officer: ��J11 / ' J� 7({a(;
Sig ature Date Phone
I
t 1 /L'(7
' ,. __ _.. -... ... Deleted:Draft May 22.2006 l
ASSURANCES
RETURN THIS PAGE TO ADAD WITH YOUR RESPONSE TO THE
FUNDING APPLICATION
This itemization of Assurances is to be read, each assurance initialed, and the document signed
by the autographic signature of the Applicant or an officer of the Applicant legally authorized to
execute contractual obligations to indicate that the Applicant agrees to comply with the
Assurances, An original of these pages must be included with your original hardcopy Response
to this Application for Funding.
ACCEPTANCE OF CPP APPLICATION TERMS AND CONDITIONS: An application
submitted in response to this application is a binding offer. ADAD assumes that by submitting
an application the Applicant acknowledges all Terms and Conditions of the Application.
APPLICATION CONTENT ACCEPTANCE: The contents of the response (including
persons specified to implement the project) of the successful Applicant will become contractual
obligations if acquisition action ensues. Failure of the successful Applicant to accept these
obligations in a contract, purchase document, delivery order or similar acquisition instrument
may result in cancellation of the award and such Applicant may be removed from future
solicitations.
INCURRING COSTS: The State of Colorado is not liable for any cost incurred by
Applicants prior to issuance of a legally executed contract. No property interest of any nature
must occur until a contract is awarded and signed by all concerned parties.
PRIVACY, CONFIDENTIALITY: The Applicant will comply with all federal and state
laws, regulations and rules related to the privacy and confidentiality of client information,
records, etc., including compliance with both 42 CFR Part 2 and HIPAA, where applicable,
throughout the duration of any resulting contract. (http://www.hipaa.samhsa.gov/privawnde_htm)
CHARITABLE CHOICE: Faith-based recipients have read, understand and will comply
with Charitable Choice Provisions and Regulations found in 42 CFR Parts 54 and 54a.
Ottp://www.access.gpo//wwwaccess.gpo gov/nara/cfdwaisidx 03/42cfr54 03.htmi)
7'7I. JUL 1 2 2006
Handwritten Signature by Authorized Date
Officer of Fiscal Agency
or Agent of Applicant
>1
A. 2005 -2006 CPP Progress Report & Scope of Work
Goal #1: Objective 1.1
The Interagency Oversight Group (IOG) (House Bill 1451) has accepted the task of Prevention
Coalition and is composed of a broad based group from the Weld County community. The
Prevention Policy Board (PPB) will come from this group as a subcommittee, along with
youth/parent and others from the community.
Goal # 1: Objective 2.1
The IOG advertised, interviewed and hired a Colorado Prevention Partners Coordinator in April
of 2006. Maria"Nomie" Ketterling, M.A. became the CPP Coordinator on May 16, 2006. The
CPP office is at Island Grove Treatment Center, 1260 H Street, Greeley, Colorado.
The Colorado Department of Education application was completed with School District#6 staff
and funded to support efforts to engage the schools for surveying and planning. There are two
meetings planned in September for school personnel input and planning. The CPP Coordinator
is in the process of obtaining Memorandums of Understanding(MOU's) with three school
districts in Weld County with verbal agreement from District #6 Greeley-Evans, RE I Gilcrest
and Centennial BOCES for Weld County. These efforts will continue throughout July and
August.
The CPP Coordinator completed a power point class at Aims Community College, and a laptop
computer was purchased for the CPP project. The CPP Coordinator will complete the advanced
class in the fall 2006.
4IIIUI
B. Organizational/Agency Capability
1. Unit of Local Government: The fiscal agent for this contract during 2006-2007 will remain
the Weld County Department of Social Services. The fiscal contact person is George Heeter,
Business Office Manager and Judy Griego is the Director of the Department of Social Services
in Weld County. Weld County Commissioners have reviewed and given approval to this
application.
2. Community Coalition: The Prevention Coalition/CPP is composed of the members of the
original IOG (House Bill 1451). The IOG Chairman is Wayne Maxwell, Executive Director of
North Range Behavioral Health and consists of sixteen members, including Judge Roger Klein,
19th Judicial District Court, IOG Vice Chair; Dale Mccall, Executive Director of Centennial
BOCES, IOG Secretary and County Commissioner Dave Long, IOG Treasurer. See attached
roster for all IOG members and contact information.
Per the 1OG Facilitator, Jackie Johnson, attorney; the IOG has endorsed this CPP project in Weld
County by motion in the meeting minutes. A statement of agreement will be considered and
adopted at the next meeting of the full board, July 20, 2006.
3. PPB: The Prevention Policy Board will be comprised of a subcommittee of the Prevention
Coalition/IOG with parents/youths and school representative, some recruited from our CDE
grant meetings. (Scheduled to occur in September 2006). In response to two articles in our
local newspaper; the Greeley Tribune,there have been a number of interested community
members volunteering to participate on the PPB. See attached copies of the articles of the
Greeley Tribune.
4. Project Director/Coordinator: On May 16, 2006 —Maria"Nomie" Ketterling was hired.
Mrs. Ketterling has a Masters in Psychology (Agency Counseling Emphasis) from the University
2 a' l+1
of Northern Colorado and a B.S. in Sociology(Police Science Emphasis) from Montana State
University. Mrs. Ketterling was the Lead Counselor for Weld County Partners since 1983,
Partners is a non- profit United Way agency that provides mentorship for youths ages 8-17.
Mrs. Ketterling is an active community volunteer participating on numerous Boards, committees,
service clubs, foundations and philanthropic efforts.
Since May 2006, the Coordinator has had several meetings with the OMNI Regional Prevention
Specialist, attended the CPP Regional training in Pueblo in June, and met with the Office of
Local Liaison—Connie Carroll Hopkins, the STEPP Coordinator at the Weld County Health
Department—Denise Retzlaff and the Health Educators at the Health's Department Tobacco
Program (and the Tobacco Coalition). Nomie participated in two grant-writing workshops
offered in Greeley by Senator Salazar's Office and JVAC.
5. Evaluation Liaison: This position has been part of the duties of the Coordinator for this
current year. After September 29, 2006 an evaluation liaison will be hired at least .25 FTE.
Hiring for this position (utilizing the sample job description) will include recruiting from the
local university; the University of Northern Colorado Departments of Sociology, or Nursing,
Public Health, and advertising in the Greeley Tribune.
6. K-12: The Coordinator has made contact with and is in the process of obtaining MOU's and
agreements from every school district in the county. Meetings have occurred with Mary
McGrane at Centennial BOCES, Jo Barbie, Superintendent at RE 1, Gilcrest, and with Carol
Martens, School District#6—Greeley/Evans. Meetings are scheduled in July 2006, with other
3 4' 14
school district staff and superintendents to obtain support for the Healthy Kids Colorado Survey.
In addition, School District#6 Assistant Superintendent, Jeff Miller, is a member of the
IOG/CPP for Weld County. September meetings are scheduled with school personnel for
planning and evaluation steps through the CDE grant to be held at District#6 Administration
Building.
7. Higher Education: Bryce Kyburn, the UNC Drug, Alcohol & Tobacco Education Coordinator
at the University of Northern Colorado has agreed to participate in the PPB representing higher
education. George Slack, the University of Northern Colorado Police Department, organizes an
"Underage Drinking Coalition"that meets during the school year calendar. The CPP
Coordinator plans to participate in those meetings. Continued contacts with Dr. Ann Zobeck,
Bacchus Network, will be made to obtain job description, minimum qualifications and
expectations for the higher education position from ADAD. This higher education
representative/consultant will be hired through that recommended process.
Youth Engagement: Contacts have been made with the Sheriff's Office Explorer project to
recruit youths that may be interested in this project; the CPP Coordinator has spoken to several
youth, the supervisor and to the Weld County Sheriff, John Cooke. A Greeley West High
School youth is attending the "Courage to Live" Conference in Breckenridge at the end of July
2006, and plans to participate on the PPB. The CPP Coordinator has made contacts with the
Colorado State University Cooperative Extension Service in Greeley to expand youth capacity in
the planning process.
P3E 4ofW
9. History of Cross-Agency Collaboration: The IOG consists of a diverse cross section of
agency representation and the sub committee: the PPB has recruited from the community to have
samplings from various backgrounds, including a nurse volunteer from the local hospital,
Northern Colorado Medical Center—Banner Health. A parent/grandparent raising grandchildren
was recruited through the local United Way connections. The CPP Coordinator has conducted
interviews and meetings with numerous entities/persons. Beginning May 17, 2006 the CPP
Coordinator has attended the Bacchus Network presentation; Coordinating Committee for
Victims of Crime (CCVC) meeting; Greeley Independence Stampede Service Club luncheon; the
IOG (personally meeting with the Chairman of the IOG, Wayne Maxwell, Executive Director—
North Range Behavioral Health and the District Attorney, Ken Buck; conducted interviews with
Denise Retzlaff, Weld County STEPP project coordinator, and the Tobacco educators at the
Weld County Health Department; Michael Muskin, United Way—Increased Graduation Rates
Committee; the Children, Youth and Families Coalition; the City of Greeley's Youth Initiative
Office sponsored Youth NET meetings; the organizational meeting for"Tailgate the Safety
Way"project; and the monthly meeting of Latino Women.
C. Community Wide Planning
I. Needs assessments will be conducted to determine coalition, community and infrastructure
readiness with key informants. Including our IOG/PPC, and once formed, our PPB will be
surveyed to determine the readiness of that group. Profiles of our Weld County communities
may be provided by the United Way of Weld County's "Assessment of Needs and Strengths"
also known as the COMPASS by Robbyn Wacker, Ph.D., of the University of Northern
ylkst 5 LllA
Colorado, January 2005. This is a comprehensive needs assessment that included many
community members working together to address critical issues as identified by the community.
The ASPIRE will be a useful tool and the Regional Prevention Specialist will continue to be of
assistance.
2. Priorities: The CPP Coordinator will attend the Tri Ethnic Center, at Colorado State
University — Fort Collins. This training on "Working Together" assessment will assist with the
prioritizing steps for our local assessment. In August 2006 the CCP Coordinator will attend the
SAPST that was rescheduled from June 2006.
3. Current Resources: Use the ASPIRE assessment tools to obtain data to determine readiness
of our communities regarding underage drinking issues.
4. Target Communities: Weld County is one of the largest counties in the state, with Greeley
being the county seat with the largest population. This project will survey and include as many
communities as possible inside and outside of Greeley/Evans. The Coalition/PPB will decide on
which geographical areas to focus.
D. SCOPE OF WORK
Title of Project: Colorado Prevention Partners —Weld County
Timeline: September 30, 2006 to September 29, 2007
Goal #1: Initiate Strategic Prevention Framework Project
Objective 1.1: By March 30, 2007, complete SPF SIG work on Steps One — Three (1. Conduct
needs assessments. 2. Build state and local capacity. 3. Develop a comprehensive strategic plan)
and submit the Strategic Plan and revised budget to the CPP Management Team for approval.
Milestones:
6 09 14
Conduct Needs Assessment
• Complete the indicators part of the Needs Assessment in ASPIRE
• Subcommittee identifies additional steps for the collection of local, including the use of
the COMPASS Assessment completed in Weld County, in 2005
• The PPB/Coalition/IOG receive reports from Step 1 activities
• Develop a plan of action for working with school officials to administer the Healthy
Kids Colorado Survey in as many school districts in Weld County as possible
• Review the results of the Health Kids Colorado Survey and share highlights with the
PPB/Coalition. District #6 High Schools will be administering the HKCS in early 2007,
in conjunction with the STEPP Project and CSAP testing schedules.
• Obtain annually commitments from school districts in Weld County to administer the
HKCS.
Assess and Enhance Local Capacity
• Complete the resource, coalition readiness, and prevention infrastructure assessment in
ASPIRE
• Assess community readiness to address underage drinking and document this in ASPIRE
• Hold PPB/Coalition meetings to discuss assessment finding and begin identifying
capacity building goals and action steps
• Begin to build relationships in sectors of the community that do not participate actively in
prevention or those that need shoring up
• Begin to address sustainability
PEE 7414
Develop a Comprehensive Strategic Plan for Prevention
• PPB/coalition identifies goals and action steps based on readiness and available
community resources for addressing underage drinking
• PPB/coalition identifies goals and action steps based on underage drinking data and the
gaps in prevention services
• Hold meetings with facilitator and key stakeholders, other coalitions or community
groups, and service providers to gather feedback on findings, goals and action steps
• Evidence-based prevention programs, policies and practices are selected and adaptations
are planned to make strategies responsive to local culture, populations and assessment
findings
• Strategic plan is developed in ASPIRE and submitted to ADAD with revised budget that
details the use of implementation funds for program, policies and practices
Goal #2: Initiate Step 4 Implementation
Objective 2.1: By April 30, 2007, the PPB will begin to implement evidence-based prevention
programs, policies and practices based on the approved Strategic Plan developed during SPF
Steps one through three.
Milestones:
• CPP Management Team approves Weld County's Strategic Plan and budget
• Weld County's community strategic plan is implemented to build local prevention
infrastructure and address local substance abuse related problems
• Appropriate training and protocol are developed to implement selected evidenced based
programs, policies, and practices
P,ye 8 OP i4
•
• Begin to implement selected evidence-based prevention programs, policies and practices
with guidance from PPB, CPP Coordinator, Evaluation Liaison and Jodi Radke, our
Regional Prevention Specialist.
Goal # 3: Initiate Step 5 Evaluation of the Strategic Prevention Framework project
Objective 3.1: Implementation of The Strategic Prevention Framework will be evaluated within
identified community.
Phase 1 Milestone:
• PPB/coalition notes are submitted to OMNI on a monthly basis
• Local Evaluation Liaison and Project Coordinator work with OMNI to implement a
baseline measure of the Community Level Instrument
• Local Evaluation Liaison and Project Coordinator will coordinate the completion of the
CLI every six months
• Local Evaluation Liaison and CPP Coordinator work with OMNI evaluation team contact
to coordinate evaluation activities like site visits, stakeholder interviews and technical
assistance, when needed
• Participate in other cross-site and state evaluation activities
Phase 2 Milestones:
• A process and outcome evaluation plan is developed by the Local Evaluation Liaison and
the OMNI evaluation team contact in partnership with the CCP Coordinator
• Process and outcomes date are entered into Colorado KIT on a weekly basis
• Local Evaluation Liaison and CPP Coordinator coordinate completion of the CLI every
six month
PyE 9 or
• Local Evaluation Liaison works with OMNI evaluation team contact to coordinate
evaluation activities like site visits, stakeholder interviews and technical assistance, when
needed
• Participate in other cross-site and state evaluation activities
Goal#4: Prepare for FY 07-08 CPP Strategic Prevention Funding Year
Objective 4.1: By July 2007, an application will be submitted for Grant Year 07-08 of the CPP
Strategic Prevention Framework project
Milestones:
• Application for Funding is completed and approved
• Planning for transition of activities into next fiscal year is carried out
BUDGET NARRATIVE:
Personnel
Phase 1:
$40,000 Annual Salary for CPP Coordinator x 1 FTE x 7 months = $23,333.00
28% fringe benefits x $3333.00 per month = $934.00 x 7 months = $6533.00
$30,000 Annual Salary for Evaluation Liaison x .25 or $625.00 monthly salary x 7 months =
$4,375.00
$36,000 Annual Salary for Island Grove Treatment Center consultant/contact x 10 hours@
$17.31ph/month= $173.10 x 7 months =$1211.70
Fringe benefits= $173.10 x 7 months = $339.00
$50.00 - $75.00 hourly rate for Facilitator/Consultant = 15 hour/ month = $1125.00 x 7 months =
$7875.00
€96 10as14
$26,000 .00 Annual Salary for Higher Education personnel x 20 hours@ $12.50ph/month =
$250.00 x 7 months = $1750.00
Phase 2:
$40,000 Annual Salary for CCP Coordinator x 1 FTE x 5 months= $16,667.00
6b1.c o
28% fringe benefits x $3333.00 per month = $934.00 x 5 months = $¢690:00
$30,000 Annual Salary for Evaluation Liaison x .25 or$625.00 monthly salary x 5 months =
$ 3125.00
$36,000 Annual Salary for Island Grove Treatment Center consultant/contact x 10
hours@$17.31 ph/month= $173.10 x 5 months=$865.50
Fringe benefits $173.10 x 5 months =$242.
$50.00 - $75.00 hourly rate for Facilitator/consultant for needs assessment — strategic
planning/Consultant= 0 hours monthly= $1125.00 x 5 months =$ 0.00
$26,000.00 Annual Salary for Higher Education personnel x 20 hours@$12.50/month = $250.00
x months= $1250.00
TRAVEL
Phase 1:
Out of area: Denver 3 trips to CPP meetings @ 150 miles round trip x 3 trips =450 miles at .365
per mile = $164.25 for two people = $328.50; Lodging for two rooms @ $114 per room = $228
per night x 2 nights = $456 x3 meetings = $1368.00; meals per diem ($47.00 per day Denver) x 2
people = $94 x 3 days - $282 x 3meetings= $846.00
In area travel:
200 miles per month x 7 months @ .365 = $ 511.00
Pile 11 d14
Phase 2:
Out of area: Two day Denver 1 trip for two people @ 150 round trip at .36.5 per mile= $54.75
for two people = $109.50 Lodging for two rooms @ $114 per room = $228 per night x 2 nights =
$456; meals per Diem($47.00 per day Denver) x 2 people= $94 x 2 days =$188.00
In area travel:
200 miles per month x 5 months @ .36.5=$365.00
OPERATING EXPENSES
Phase I:
Training conference expenses:
Power Point II class at Aims Community College —tuition/book - $90.00
Tri Ethnic training in Fort Collins—estimated - $125
Capital Expenditure:
Power Point projector- $900.00
Palm pilot/cell phone with service, carry case and warranty - $600.00
Survey materials:
Survey materials (the I-IKCS) for 4500 students—pending permission/cooperation from as many
school districts in Weld County as possible, including middle school through I ith grade
$2.00 per instrument + $1.00 for pencils (with printed prevention message) and incentives=
$13,500.00
Operating expenses:
Copy and printing: Toner/paper $60 x 7 months = $420.00
Consumable Office supplies: pens/pencils - $3.29 x 4 boxes =$13.00 Postage: Bulk mailings -
$200 and stamps: two rolls @ $39. each = $78 Total: $278.00
Pl3e 12 oP hi
Meeting expenses: Food/beverages: $15 per person x 15 people one time per month for 7
months=$1575.00
Telephone: $50.00 per month x 7 months= $350.00
CCP Coordinator's Office space at IGC: $600. 00/month x 7 months =$4200.00
PPB Member stipends: 15 members at 2.5 hours/month at a rate of$20.00/hour for 7
months=$5250
Phase 2:
Operating expenses:
Copy and printing: Toner/paper $60 x 7 months=$420.00
Consumable Office supplies: pens/pencils - $3.29 x 4 boxes =$13.00 Postage: Bulk mailings -
$200 and stamps: two rolls @ $39. each= $78 Total: $278.00
Meeting expenses: Food/beverages: $15 per person x 15 people one time per month for 5
months =$1125.00
Telephone: $50.00 per month x 5 months= $250.00
CCP Coordinator's Office space at IGC: $600. 00/month x 5 months = $3000.00
PPB Member stipends: 15 members at 2.5 hours/month at a rate of$20.00/hour for 5
months=$3750.00
IMPLEMENTATION OF APPROVED PLAN: $ 10,625.00
Indirect Administrative Costs: 20% of total budget - (i.e. Utilities, meeting room space, support
staff time—clerical and IT (technical) support.) = $ 24,618.00
Pye 13 op 1+�
,
CPP BUDGET PAGE
Phase 1 Phase 2
fex. 9/30/06- (ex. 6/1/07-
4/30/2007) 9/29/2007)
Annual Full # Hrs/ CPP CPP Contract
Category & Line Item Time Salary Mos Week Funds Funds Total
Personnel %
Project Director 23333 16667 40000
Fringe Benefits 28 6533 4667 11200
Eval. Coordinator °' .1,€•e,E l ,- ,: ,tc. 4375 3125 7500
Higher Educ Contract 26,000 12 5 `>i'' 1750 1250 3000
IGC Consultant/Supr z7;}jc ,eI . . , 1212 866 2077
Fringe Benefits
28 339 242
Facilitator 12 3.75 7875 0 7875
Total personnel
45417 26817 72234
Travel
Local 511 365 876
Out of Area 2543 699 3242
Total Travel 3054 1064 4118
Operating
PPB Stipends 5250 3750 9000
CPP Office/phone 4550 3250 7800
Training/Conference 215 0 215
Copy/Print/supplies 711 711 1422
Capital Expenditure 1500 0 1500
Food 1575 1125 2700
Implementation N/A 10625 10625
Indirect 20% 14363 10255 24618
Survey CHKS Materials 13500 0 13500
Total Operating
41664 29716 71380
Grand Total 90134 57597 147732
Exhibit D
�.. \ O •4a,`
Colorado Department of Human Serrices. * r f AS<eho3 and Drug Rk•use Ilexisloa
people who help people i`1876
Prevention Leadership Council
CPP GENERAL GUIDELINES
Strategic Prevention Framework State Incentive Grant
"Colorado Prevention Partners"
2006-2007
A project of the:
Substance Abuse and Mental Health Services Administration (SAMHSA)
Center for Substance Abuse Prevention
Awarded To the Office of the Governor of Colorado
and
Administered by the Alcohol and Drug Abuse Division, Colorado
Department of Human Services
State Partners:
• Colorado Department of Public Health and Environment
• Colorado Department of Human Services
• Colorado Department of Education
• Colorado Department of Public Safety
• Colorado Department of Transportation
TABLE OF CONTENTS
SECTION
PAGE
1. Eligible Communities, Funding Options and Timeframes
1
2. Strategic Prevention Framework Grant Overview
Award Details 1
Purpose 1
Colorado's Model for SPF Implementation 1
2
SPF SIG Oversight
Administration of Funds 2
Organizational Structure 2
SPF SIG Community Prioritization 2
Community Process 3
Unique Aspects of Grant 3
Benefits to Communities 4
3. Outcome Priorities 4
4. Evaluation Requirements 5
5. Training and Technical Assistance Support 6
8
6. Responsibilities of OMNI, the Alcohol and Drug Abuse Division, CPP Advisory Council
and the CPP Management Team 8
Appendix A: Prevention Leadership Council (PLC)
9
Appendix B: CPP Advisory Council&Management Team
10
Appendix C: History of Colorado Prevention Partners11
Appendix D: State and Community Level Implementation of Strategic Prevention Framework 12
Appendix E: Guiding Prevention/Intervention Principles for Programs
Funded by SAMHSA/CSAP 15
Appendix F: Definition of Evidence-Based
Appendix G. RPS Regional Prevention Consultants Contact List&Map 16
Appendix H: PLC's Uniform Minimum Standards 1 9
19
•
GENERAL GUIDELINES •
Section 1. Eligible Communities, Funding Options & Timeframes
Purpose: The purpose of this document is to provide information for eligible communities
participating in the State of Colorado's Strategic Prevention Framework State Incentive Grant
(SPF SIG). In Colorado, the grant is known as Colorado Prevention Partners (CPP). The
application is issued by the Colorado Department of Human Services, Alcohol and Drug Abuse
Division (ADAD).
Eligible Communities: Counties and Tribal Communities eligible for funding are:
Urban* Denver, Mesa, Pueblo, Weld
Rural* Alamosa, Garfield, Prowers, Rio Grande
Frontier* Costilla, Gunnison, Kit Carson, Las Animas, Saguache
Tribal Community Ute Mountain Ute
.U.S.Census Definitions
As required by federal SAMHSA Strategic Prevention Framework State Incentive Grant #
SP04-002A, communities were selected based on a data-driven needs assessment process that
compared county and state level indicators of substance abuse rates, prevalence, and
consequences. Selected communities were assessed to be high on two or more substance abuse-
related indicators relative to geographically comparable communities. The goal of the grant is to
decrease substance use, abuse, and consequences in selected communities. (See Section 2 for
more information.)
Section 2. Strategic Prevention Framework Grant Overview
Award Details: In October 2004, the Substance Abuse and Mental Health Services
Administration (SAMHSA) awarded Colorado Governor Bill Owens' Office a $11.75 million,
five-year Strategic Prevention Framework State Incentive Grant (SPF SIG). In Colorado, the
grant is known as Colorado Prevention Partners (CPP).
Colorado was awarded $2.35 million per year for each of five years. From years 2-5,
communities across the state will receive sub-grants to implement the five-step Strategic
Prevention Framework process.
Purpose: The purpose of the SPF SIG grant is to:
• Reduce substance abuse-related problems in Colorado communities;
• Prevent the onset and reduce the progression of substance abuse, including childhood and
underage drinking of alcohol, within Colorado communities;
• Build prevention capacity and infrastructure at the State and community levels; and
• Develop a replicable, sustainable SPF SIG model through the use of learning groups
within and between state and community efforts.
Page 1
(Note: In this document "prevention infrastructure" is defined as the policies, networks,
coalitions, resources, professional staff and skills, programs and delivery system that serve as a
foundation for prevention work within a community.)
Applicants for community funding will be required to align their work with these purposes.
Colorado's Model for SPF Implementation
The Strategic Prevention Framework describes five data-driven steps that are implemented both
at the state and local levels to build prevention infrastructure and to address substance abuse
related issues:
(1) Needs assessment
(2) Capacity building and community mobilization
(3) Strategic planning
(4) Implementation
(5) Evaluation and monitoring
In addition, the state and local communities must address the cultural responsiveness and
sustainability of SPF implementation.
SPF SIG Oversight:
The Prevention Leadership Council (PLC), coordinated through the Interagency Prevention
Systems Program at the Colorado Department of Public Health and Environment and established
by statute CRS 25-20.5-106(2)(b), is charged with implementing the grant (see Appendix A).
Participating state agencies include:
• Colorado Department of Public Health and Environment
• Colorado Department of Human Services
• Colorado Department of Education
• Colorado Department of Transportation
• Colorado Department of Public Safety.
These agencies work in partnership with other state and community partners to plan, manage,
and evaluate the grant.
The PLC has developed Uniform Minimum Standards for Prevention/Intervention Programs in
Colorado (see Appendix H). These standards will serve as one of the tools to move all CPP-
funded communities toward positive results as they implement evidence-based programs,
practices and/or policies
Administration of Funds: The Colorado Department of Human Services' Alcohol and
Drug Abuse Division (ADAD) administers the CPP funds provided to communities.
Organizational Structure: Colorado Prevention Partners (CPP) has been a functioning
structure since October 2004. At that time, it established a state Advisory Council (CPPAC) to
guide grant implementation and an interagency Management Team (CPPMT) to manage day-to-
Page 2
•
day grant activities (see Appendix B). Two key workgroups also were established in October
2004: the State Epidemiological and Outcomes Workgroup (SEOW) and the Underage Drinking
Prevention and Reduction Workgroup. See Appendix C for more information on CPP's history.
SPF SIG Community Prioritization: A unique aspect of the federal SPF SIG grant is that
it requires the use of data driven decision-making to identify communities that are eligible for
funding. To assist with this process, Colorado established a 36-member State Epidemiological
and Outcomes Workgroup (SEOW) that assessed highest need areas based on indicators of major
substance abuse and related issues, as well as gaps in needed resources. Membership included
representatives of various state departments as well as private partners.
The State Epidemiological and Outcomes Workgroup played a key role in compiling data from a
wide array of sources, assessing data quality and its reliability across years, and analyzing these
data longitudinally. The indicator data that was compiled and analyzed by the SEOW included
alcohol and drug-related incidents and rates of
• treatment admissions • hospital discharges
• judicial filings • domestic violence filings
• motor vehicle deaths • violent crime
• arrests • child welfare cases
• school incidents • property crime.
In addition, other indicators such as rates of teen fertility, hepatitis C, and suicide were
examined. The existence of a Higher Education residential entity in the county was another
criterion for selection of many target communities.
Data findings from the SEOW were presented to the CPPAC in June 2005. CPPAC made
recommendations for prioritizing counties for SPF SIG participation based on the prevalence and
severity of documented substance abuse-related problems.
Community Process: The five-step Strategic Prevention Framework incorporates essential
elements needed for comprehensive, research-based and sustainable prevention planning.
Communities that apply for CPP funding will:
1. conduct needs assessments;
2. build local capacity;
3. develop a comprehensive strategic plan;
4. implement evidence-based prevention policies, programs and practices (see
Appendix F for definition); and
5. monitor and evaluate program effectiveness, sustaining what has worked well.
(For more details on state and community-level implementation of the Strategic Prevention
Framework process, see Appendix D.)
This process is developmental. Each community will be required to complete Steps One through
Three within the first six months of the 2006-2007 funding year. Program implementation can
begin once a Strategic Plan has been submitted and approved. The goal of all communities will
Page 3
be to reach sustainability by the end of the federal grant period. (The federal grant ends
September 29, 2009, and the State can request a no-cost extension for a minimum of one
additional year).
Each community must convene a Prevention Coalition to work in conjunction with a
Prevention Policy Board (PPB) to implement the Strategic Prevention Framework. The board
and coalition may be existing bodies, or may build upon existing groups to comply with
membership guidelines.
The PPB must bring together key policy makers that represent different sectors. The Coalition,
which may be a separate entity, should bring together prevention professionals to work across
disciplinary approaches and sectors to strengthen prevention infrastructure, practices and
outcomes.
To facilitate community-state partnership, key staff from the funded CPP communities, including
the Project Director and Evaluation Liaison, will participate in quarterly 2-day Community
Infrastructure Workgroup and CPP Advisory Council meetings in Denver, and annual CPP
regional trainings. Local CPP communities are encouraged to send representatives to other
statewide CPP workgroups of interest.
Unique Aspects of Grant: The federal SPF SIG grant is unique in its focus on:
• Linking substance abuse consumption patterns, related causes and consequences;
• Addressing underage and childhood drinking_prevention and reduction, as well as
substance-abuse issues across the lifespan;
• Changing population-based outcomes at the community level;
• Developing prevention infrastructure at the state and local levels;
• Using data driven decision-making to identify geographical "hot spots" statewide that
show the greatest severity of substance abuse and correlate with lower levels of publicly
funded prevention projects;
• Emphasizing implementation of evidence-based programs and strategies, with a
particular emphasis on environmental strategies that impact norms, policies & practices
that contribute to systems change;
• Developing and strengthening of state-community partnerships; and
• Emphasizing cultural responsiveness and sustainability.
Benefits to Communities: Communities that participate in Colorado Prevention Partners
will benefit by:
• Receiving financial support and technical assistance that provides broad-based planning
groups an opportunity to critically assess local data, needs, and resources, and to build
community-wide strategic prevention plans;
• Strengthening prevention infrastructure, state-community collaboration, and linkages
across prevention disciplines;
• Developing a long-term prevention plan that incorporates:
o an assessment of target groups that need support;
o baseline data related to the extent of the problem;
o identification of what is working in the community;
Page 4
o selection of specific programs and strategies that are shown to work, that
are indicated based on the data, and that will result in positive changes; and
o evaluation activities that will guide program and infrastructure improvements;
• Strengthening the community's ability to attract future prevention funds; and
• Achieving positive outcomes for substance abuse and related problems in the community.
Section 3. Outcome Priorities for SPF SIG:
States receiving SPF SIG funding must comply with the Government Performance and Results Act
of 1993 (P.L.103-62, or"GPRA"). This Act requires all entities receiving federal funding to:
• Develop strategic plans that specify what they will accomplish over a 3-to 5-year period;
• Set performance targets annually related to their strategic plan; and
• Report annually on the degree to which the previous year's targets were met.
In addition, the Government Performance and Results Act (GPRA) requires funded entities to
1) evaluate programs regularly and to use results of these evaluations to adjust strategic plans
accordingly and 2) rationalize budget allocations based on performance data.
To measure Colorado's performance on SPF SIG goals, ADAD will be required to submit
performance data on National Outcome Measures (formerly"GPRA") to SAMHSA. The
National Outcome Measures (NOMs) and Colorado's plan for the collection of related
performance data are outlined in the table below.
National Outcome Measures (NOMs) Required of States Receiving SPF SIGs
National Outcome National Measure Source of Colorado Performance Data
Abstinence from 30-day substance use Healthy Kids Colorado Survey(to be
Drug Alcohol Use (non-use/reduction in use) implemented by participating schools)
Perceived risk of use Healthy Kids Colorado Survey
Age at first use Healthy Kids Colorado Survey
Perception of disapproval Healthy Kids Colorado Survey
Increased/Retained ATOD suspensions and Colorado Department of Education
Employment or expulsions will work with OMNI
Return to/Stay in Workplace AOD use State Epidemiological and Outcomes
School Workgroup will identify data
collection plan
Perception of workplace SEOW and OMNI evaluation staff will
policy _ identify data collection plan
Decreased Criminal Drug-related crime ASPIRE (Assessment Prevention
Justice Involvement Indicators and Resources) needs
assessment and prevention planning
system
Alcohol-related car crashes ASPIRE
and injuries
Increased Access to Number of persons served by Colorado KIT
Page 5
National Outcome National Measure Source of Colorado Performance Data
Services age, gender, race and
(Service Capacity) ethnicity
Increased Social Under development by the Colorado KIT
Supports/Social federal government
Connectedness
Cost-Effectiveness Increased services provided Colorado KIT
(Average Cost) within costs bands within
universal, selective and
indicated programs
Use of Evidence- Total number of evidence- Colorado KIT
Based Practices based programs and strategies
These data will be collected through a state evaluation conducted by OMNI Institute (also OMNI
Research and Training, Inc.). Fund recipients will be required to participate in the state
evaluation and to use evaluation information to make adjustments to prevention plans that will
strengthen prevention outcomes.
Section 4. Evaluation Requirements:
ADAD has contracted with OMNI Institute to collect performance data on National Outcome
Measures (NOMs) and to provide additional evaluation services for the state. OMNI will:
• Coordinate evaluation activities related to Colorado's participation in the national
evaluation;
• Assess and monitor Colorado's implementation of the Strategic Prevention Framework at
state and community levels;
• Assess and monitor Colorado's performance on the NOMs; and
• Provide evaluation technical assistance and training to communities to support their
ability to participate in federal and state evaluations.
Throughout the SPF SIG, OMNI will work with communities to implement:
1) An annual youth survey (Healthy Kids Colorado Survey)with middle and high schools in
the school districts within the geographic area targeted by grant recipients, beginning in
Grant Year 3.
2) Web-based systems for reporting evaluation and performance data
3) Reviews of data housed in ASPIRE as part of local needs assessment activities
4) Assessments of coalition and community readiness
5) Other evaluation activities, such as community stakeholder interviews and site visits.
These evaluation activities will support state and community level learning about the Strategic
Prevention Framework and the implementation of prevention policies, practices and programs.
Evaluation information will be shared with the Colorado Prevention Partners Advisory Council
and participating communities, but the confidentiality of information collected from individual
stakeholders will be protected.
Page 6
Evaluation efforts are a significant part of the overall program, and are an essential part of each
community process. Fund recipients will be required to participate in all aspects of the state
evaluation and to partner with the CPP's evaluation contractor, OMNI Institute. Technical
assistance and awarded funds will support communities in building capacity to implement the
Strategic Prevention Framework, including the evaluation requirements of this grant. Applicants
must specify the individuals to work with OMNI as an evaluation liaison and to attend regional
evaluation trainings, CPPAC and Community Infrastructure Workgroup meetings.
School Participation in Evaluation Requirements
Beginning with applications for the 2006-2007 funding year, communities will be required to
submit a Memorandum of Agreement (MOA) from school officials:
• Signed by participating school districts' representatives;
• Renewed annually;
• Providing permission for the community project to administer the Healthy Kids Colorado
Survey and other program evaluation instruments, required for school-based programs
implemented with funds;
• Releasing school survey and program evaluation data (appropriately aggregated to protect
individual and school confidentiality) to the community project for prevention planning
purposes; and
• Providing school survey and program evaluation data to ADAD's contractor, OMNI, for
inclusion in the state evaluation.
This Memorandum of Agreement is a condition of future funding, and community strategic plans
cannot be implemented until this letter is received by ADAD.
Funds available during the 2005-2006 funding year are being used to engage schools in the SPF
process and to obtain a Memorandum of Agreement for survey administration for upcoming
2006-2007 applications. 2006-2007 CPP funds may be used to cover the costs associated with
survey administration and supplies, as this is an important evaluation requirement of the state
and funded communities.
It should be noted that only schools and districts within the geographically targeted area will be
required to participate in the survey and evaluation, although it is the intention of all federal and
state partners to gather broad-based school participation in the SPF SIG. OMNI evaluation staff
will provide technical support to communities regarding survey coordination, administration and
data confidentiality protections. In addition, CPP Management Team members and OMNI RPCs
will work together to provide communities with ongoing technical support in engaging schools
in the larger CPP process.
Targeted schools and districts are not required to survey the entire student population, unless the
size of the student population in the school district(s) makes sampling unfeasible and requires a
full census of students to participate. A sampling strategy can be developed with OMNI to
collect survey data from at least some students within some grades, schools, and districts in each
funded community: Keep in mind, however, that depending on the size of the sample and how
the student population is sampled, school level data may not be available for community
prevention planning (i.e., data may only be generalizeable to certain grades in the district
Page 7
overall). OMNI, therefore, encourages communities to work with schools to determine whether
full participation is feasible and desirable.
Section 5. Training and Technical Assistance Support for
Communities:
Each community will receive extensive technical assistance and training from ADAD and OMNI
Institute, including the services of:
• An OMNI Regional Prevention Consultant(RPC)to provide group facilitation, technical
assistance and training related to the framework steps and Uniform Minimum Standards;
and;
• An OMNI Evaluation contact to assist with all aspects of the CPP evaluation and
technical aspects of the needs assessment process (including the use of the Assessment
of Prevention Indicators and Resources database, ASPIRE), in addition to training
sessions on state-level evaluation and monitoring requirements such as Colorado KIT
and the school survey.
Funds can be budgeted to acquire additional training and technical assistance as needed.
Section 6. Responsibilities of OMNI, the Alcohol and Drug Abuse
Division, CPP Advisory Council and the CPP Management Team:
Staff from OMNI, ADAD, CPPAC and the CPP Management Team will work in partnership
with each grantee to meet the conditions of the contract as well as to promote the success of the
program.
• OMNI RPCs will coordinate technical assistance, training, and other evaluation
assistance and monitoring with the funded communities tailored to the needs of those
communities and reflective of grant requirements;
• OMNI evaluation staff will provide evaluation support, coordinated through the Local
Evaluation Liaison and OMNI Evaluation team contact;
• ADAD Prevention Liaisons will work with funded communities to oversee ADAD
funding requirements and to conduct biannual site visits;
• The CPPAC will involve representatives from each funded community in 3 annual 2-day
CCPAC meetings and in all related correspondence and activities; and
• The CPP Management Team, represented by the CPP Project Coordinator, will provide
broad coordination among the grantees, OMNI, the various representatives of
SAMHSA/CSAP, CPPAC, and the CPP Management Team, including the Department
of Education.
Page 8
•
•
APPENDIX A
Prevention Leadership Council
Mission
The Prevention Leadership Council's (PLC) mission is to provide a strong, unified voice for
prevention and early intervention in Colorado and to promote coordinated planning,
implementation and evaluation of quality prevention and early intervention services for children,
youth and families at the state and local level.
History
The Prevention Leadership Council formed after the Colorado Legislature passed the Prevention,
Intervention and Treatment Services Act for Children and Youth (C.R.S. 25-20.5). Since
passage of C.R.S 25-20.5, ADAD, Colorado state agencies and community groups have worked
together to identify issues and strategies for improving both state and community infrastructure.
The PLC has received recognition for its role in shaping prevention initiatives in the State of
Colorado. It was awarded the Strategic Prevention Framework/State Incentive Grant from the
Center for Substance Abuse Prevention through the Office of the Governor to enhance the state
collaborative prevention efforts.
The Colorado Prevention Leadership Council consists of representatives from six state agencies,
two universities and various partners. State Agency members are the Colorado Departments of
Education, Human Services, Public Health and Environment, Public Safety, Transportation and
the Department of Law. University members include the Colorado State University Cooperative
Extension Service and the University of Colorado Health Sciences Center - Department of
Preventive Medicine. Other members include the Southwest Center for the Application of
Prevention Technology and OMNI Research and Training/OMNI Institute. The PLC actively
maintains linkages with foundations, local community coalitions and prevention service
providers in carrying out its mission.
Page 9
•
APPENDIX B
Colorado Prevention Partners Advisory Council
& Management Team
Colorado Prevention Partners Advisory Council:
The grant requires states to establish an advisory council to guide the implementation process.
Colorado's advisory group is known as the Colorado Prevention Partners Advisory Council
(CPPAC). CPPAC has met quarterly since November 2004. It advises SPF SIG workgroups,
such as the Colorado Underage Drinking Prevention and Reduction Workgroup and the State
Epidemiological and Outcomes Workgroup, and has made recommendations to the interagency
Management Team regarding the selection of target communities and grant roll out.
CPPAC membership includes:
• Governor's Office representative;
• Interagency representatives from the Prevention Leadership Council;
• Other organizations involved in the prevention field in Colorado, such as Assets for
Colorado Youth, The Bacchus Network, and the Mental Health Association of Colorado;
and
• Representatives from long-standing community coalitions that have been active in
different regions of the state.
Funded SPF SIG communities will be asked to send the CPP Project Director/Coordinator and
Local Evaluation Liaison to the CPPAC and to take part in its three annual 2-day meetings of the
CPPAC and Community Infrastructure Workgroup.
Contact: Jose Esquibel, Chair, CPP Advisory Council, Director, Interagency Prevention
Systems, Colorado Department of Public Health and Environment, (303) 692-2302, email
i.esquibel@state.co.us
Colorado Prevention Partners Management Team:
The interagency Colorado Prevention Partners Management Team (CPPMT) meets biweekly and
is co-chaired by the CPPAC chair and the CPP project coordinator. Membership consists of
representatives from the Department of Public Health & Environment, Department of Human
Services/ADAD, Department of Public Safety/Division of Criminal Justice, and Department of
Education, as well as OMNI Institute and the Southwest Center for Application of Prevention
Technology (SWCAPT).
Contacts: Jose Esquibel, Co-chair Melody Mock Durso, Co-Chair
CPP Management Team CPP Management Team
CPPAC Chair CPP Project Coordinator
(303) 692-2302 (303) 866-7507
i.esquibelAstate.co.us melody.durso(&,state.co.us
Page 10
•
APPENDIX C
History of Colorado Prevention Partners
Colorado Prevention Partners or CPP is the name of the SPF SIG in Colorado. CPP has been a
functioning structure since the SPF SIG grant was awarded to Colorado in early October of 2004.
History
Upon receipt of funding, Colorado assembled its SPF SIG Advisory Council (known as the
Colorado Prevention Partners Advisory Council, or CPPAC), established an interagency
Management Team, formed a State Epidemiological and Outcomes Workgroup, and established
an Underage Drinking Prevention and Reduction Workgroup.
The State Epidemiological and Outcomes Workgroup (SEOW) convened a 36-member body of
epidemiologists, other health researchers, data managers, and diverse agency representatives that
met regularly to conduct an assessment of substance abuse and related problems across
Colorado. These data were later shared with the CPPAC to use in prioritizing communities for
funding.
The Underage Drinking Prevention and Reduction Workgroup brought together 17 individuals
from a variety of state agencies, including the Department of Education, Department of
Revenue/Liquor Enforcement and Division of Motor Vehicle, County Sheriffs of Colorado,
Department of Transportation, Department of Public Safety/Colorado State Patrol,
JudiciaUProbation, and others. This workgroup will examine data and evaluation, policies, and
evidence-based programs and practices related to underage drinking prevention and reduction.
CPP also organized a Capacity Building Learning Partnership project that funded six pilot
communities, referred to as Learning Partnerships, as a preliminary test of the Strategic
Prevention Framework. The Capacity Building Learning Partnerships provided opportunities for
Colorado to develop and pilot Strategic Prevention Framework implementation strategies and
activities for the first two steps of the SPF that can be refined and utilized for SPF SIG grantees.
For example, SEOW provided dataset presentations to Learning Partnership communities to
facilitate community interaction and discussion regarding the issue of underage drinking.
In June 2005, the Advisory Council reviewed the SEOW data and prioritized needs and resource
indicators among geographical and tribal communities throughout Colorado. Based on these
data, the Council prioritized 13 counties and one tribal community for funding. A State Strategic
Plan that listed the targeted communities was submitted to SAMHSA and approved in December
of 2005.
Subsequently, CPP representatives conducted community meetings in all 14 communities and
invited target communities to join the Colorado Prevention Partners process. All 14 communities
agreed to participate in CPP. An Application for Funding announcement was posted and
communities were encouraged to apply for funds for a 7-month period between February and
September of 2006. Twelve of the communities applied for Community Mobilization and
Planning funds to initiate the CPP process, one community applied for Strategic Prevention
Framework implementation funds, and another community is still in the negotiation phase.
Page 11
Appendix D
State and Community Level Implementation of the
Strategic Prevention Framework
STATE LEVEL IMPLEMENTATION OF THE STRATEGIC PREVENTION FRAMEWORK
The following graph provides examples of state level implementation of the Strategic Prevention
Framework:
Framework Steps State Level Activities
Needs Assessment • Establishment of the State Epidemiological and Outcomes Workgroup
• Future publication and dissemination of state data briefs
• Development of an online database to facilitate state and local needs
assessment activities
• Centralization, geo-mapping and analysis of health, transportation, public
safety, human services and other longitudinal data
• Centralization and geo-mapping of public funds allocated to health,
transportation, public safety, human services-related prevention activities
• Gap analysis in resource allocation based on indicated needs
• Establishment of a state school survey to obtain state estimates about
youth health behaviors and attitudes
Capacity Building ■ Formation of a statewide prevention leadership advisory group (the
CPPAC)
• Establishment of a Underage Drinking Prevention and Reduction
Workgroup
• Sponsorship of regional prevention summits
• Development of an interdisciplinary prevention curriculum for technical
assistance and service providers
Strategic Planning • Development and monitoring of a State Strategic Plan for prevention
infrastructure development and the reduction of substance abuse-related
problems in Colorado
Implementation • Funding, technical assistance and other support for target communities,
selected based on epidemiological data on substance abuse and related
issues
Evaluation and • Development and implementation of the Colorado KIT evaluation
Monitoring system to assess and monitor the effectiveness of prevention coalitions,
programs and services
• Evaluation of Colorado's implementation of the Strategic Prevention
Framework and its outcomes:
o Federal cross-site
o State level
o Community-level
Page 12
COMMUNITY LEVEL IMPLEMENTATION OF THE STRATEGIC PREVENTION FRAMEWORK
At the community level, implementation of the Strategic Prevention Framework will include the
following activities and anticipated timeline:
Framework Steps Community Level Activities Grant Years
Needs Assessment Examine state, regional and county data in ASPIRE. Year 1
Collect local data that supports more in-depth learning about Years 1-2
substance abuse-related issues, including underage drinking
Conduct school survey(s) to learn about and monitor youth
issues Years 2-4
Capacity Building Assess, monitor and build Community Coalition & PPB Years 1-4
readiness to implement the SPF
Assess, monitor and build community readiness to implement Years 2-4
the SPF
Strategic Planning Develop a strategic plan in ASPIRE that responds to the needs Year 2
and resources identified in your community.
Implementation Coalition/PPB implement the community strategic plan to Years 3-4
build local prevention infrastructure and address local
substance abuse related problems
Evaluation and Participate in federal cross-site and state evaluation activities Years 1-4
Monitoring
Implement school survey to evaluate changes in the National
Outcome Measures over time. Years 2-4
Implement use of the Colorado KIT system to evaluate and
monitor Coalition/PPB activities and prevention services Years 3-4
Implement other local evaluation activities to supplement
evaluation data collected by the state
Page 13
Appendix E
Guiding Principles for Prevention/Intervention Programs
Funded by the Substance Abuse and Mental Health
Services Administration (SAMHSA), Center
for Substance Abuse Prevention (CSAP)
1. Prevention is an ordered set of steps along a continuum to promote individual, family and
community health, prevent mental and behavioral disorders, support resilience and
recovery and prevent relapse. Prevention activities range from deterring diseases and
behaviors that contribute to them, to delaying the onset of disease and mitigating the
severity of symptoms, to reducing the related problems in communities. This is based on
the Institute of Medicine model that recognizes the importance of a whole system of
interventions.
2. Prevention is prevention is prevention. That is, the common components of effective
prevention for the individual, family or community within the public health model are the
same—whether the focus is on preventing or reducing the effects of cancer,
cardiovascular disease, diabetes, substance abuse or mental illness.
3. Common risk and protective factors exist for many substance abuse and mental health
problems. Good prevention focuses on these common risk factors that can be altered.
For example, family conflict, low school readiness, and poor social skills increase the risk
for conduct disorders and depression, which in turn increase the risk of adolescent
substance abuse, delinquency and violence. Protective factors such as strong family
bonds, social skills, and opportunities for success and involvement in community
activities can foster resilience and mitigate the influence of risk factors. Risk and
protective factors exist in the individual, the family, the community and the broader
environment.
4. Resilience is built b develo in assets in individuals families and communities throw h
evidence-based health promotion and prevention strategies. For example, youth who
have relationships with caring adults, good schools and safe communities develop
optimism, good problem-solving skills and other assets that enable them to rebound from
adversity and go on with life with a sense of mastery, competence and hope.
5. Systems of prevention services work better than service silos. Working together,
researchers and communities have produced a number of highly effective prevention
strategies and programs. Implementing these strategies within a broader system of
services increases the likelihood of successful, sustained prevention activities.
Collaborative partnerships enable communities to leverage scarce resources and make
prevention everybody's business. National prevention efforts are more likely to succeed
if partnerships with States, communities and practitioners focus on building capacity to
plan, implement, monitor, evaluate and sustain effective prevention.
* Strategic Prevention Framework, State Incentive Grant Request for Proposal, 2004
Page 14
Appendix F
Definition of Evidence-Based
(Quoted from SAMHSA's SPF SIG Project Officer,October 19, 2005)
CSAP's Strategic Prevention Framework State Incentive Grant (SPF SIG) Program requires
States to select and implement"evidence-based" prevention interventions to address identified
State and community problems and needs.
For purposes of securing funding under the SPF/SIG, CSAP defines the term"evidence -based"
to include those interventions that fall within one of the following three categories:
• "Appearing on a Federal List" of evidence-based programs and practices;
• "Appearing in a peer reviewed journal" with positive results documenting effectiveness;
or
• Demonstrating"documented effectiveness".
CSAP has commissioned an Expert Workgroup to develop recommendations about the types of
evidence to be required, and guidelines to be used by States to determine whether the evidence
provided in support of a particular prevention intervention is acceptable and sufficient to qualify
that intervention for funding under the SPF SIG requirement.
CSAP's expects to receive a draft of these recommendations from the Expert Workgroup by late
November 2006 and hopes to provide a draft of these guidelines to the States in December 2006.
Page 15
%r`" APPENDIX G
7:
REGIONAL
PREVENTION SERVICES
cdhs dad
Region 1 Region 5 u .. ................, ..K,.w ,_.
Jodi Radke TBA 6 1
504 W Eisenhower Blvd.
Suite 201,Box 1 Region 6
Loveland,CO 80537
970-278-4091 Jill Havens
970-214-4808(cell) C/o WCAHEC 5 4
970-2784091 (fax) 592 32 Road
E-mail:jradke@omni.org Clifton, CO 81520 Colorado Alcohol and Drug Abuse
970-434-5474 107 Division(ADAD) Sub-State Planning Regions
(cell
)
2 970-261-6951 (cell)
970 434-9212(fax)
Amy Swiatek E-mail:jhavens@omni.org
Office physical address: Project Manager
899 Logan Street, Suite 109
Denver Ailala Kay Trujillo
Office mailing address: RPS TGYS Specialist Office physical address:
OMNS (Tony Grampsas Youth
899 899 Logan Street, Suite 109
899 South Logan St,Suite 600 Services) Denver
Denver, CO 80203Office mailing address:
303-839-942 ext. 15 Michelle Von Fange
OMNI
S
303-229-9193 (cell) 899 South Logan St, Suite 600
303-839-9420(fax) Office physical address: Denver, CO 80203
Email: aswiatek@onud.org 899 Logan Street, Suite 109 Denver,
303-839-9422 ext. 23
Denver
Olrce mailing address: 303-956-3019(cell)
Region 3 OMNI 303-839-9420(fax)
899 South Logan Email: arujillo@omni.org
Lucia Hand St, Suite 600
134 F Street, Suite 208A Denver,CO 80203
Salida, CO 81201 303-839-9422, ext. 18 Project Assistant
719-539-2434 719-640-6943 (cell)
303-839-9420(fax) Gabriel Ratliff
E-mail: lha d4 (cell) 899 St, Suite 600
E-mil: Ihand@omni.org Email: mvordange@omni.orgLogan
303-839-9422 x28
Region 4 Project Director 303-882-1476 (cell)
303-839-9420(fax)
Valarie Ruybal Carole Broderick Email: gratliff@omni.org
641 East Northern Avenue 899 South Logan St, Suite 600
Pueblo, CO 81006 Denver, CO 80203
719-546-1630 303-839-9422 ext. 30
719-2514820 (cell) 303-319-8712(cell)
719-546-1837 (fax) 303-839-9420(fax)
Email: vruybal@onmi.org Email: cbroderick@onuii.org
Page 16
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Exhibit E
CPP BUDGET PAGE
.i1,v t. e: r l,tAF4;.S
A
��6 F l �"
I � .Avg °�� JL i ,,.Iii::,..�o,i
Phase 1 Phase 2
(ex. 9/30/06- (ex. 5/1/07-
4/30/2007) 9/29/2007)
Annual Full # Hrs/ CPP CPP Contract
Category& Line Item Time Salary Mos Week Funds Funds Total
Personnel %
Project Director 1t llf»E.1jlr :2. ;1,41,1: 23333 16667 40000
Fringe Benefits 28 6533 4667 11200
Eval. Coordinator .„ � $'
'�+• * jd.� �r SGz • r 4375 3125 7500
Higher Educ Contract 26,000 12 5 •:'7/.1,.., 1750 1250 3000
IGC Consultant/Supr i .1t,,...,:,,W4,,J 4,, s;; 1212 866 2077
Fringe Benefits 28 339 242 582
Facilitator 12 3.75 7875 0 7875
Total personnel 45417 26817 72234
Travel
Local 511 365 876
Out of Area 2543 699 3242
Total Travel 3054 1064 4118
Operating
PPB Stipends 5250 3750 9000
CPP Office/phone 4550 3250 7800
Training/Conference 215 0 215
Copy/Print/supplies 711 711 1422
Capital Expenditure 1500 0 1500
Food 1575 1125 2700
Implementation N/A 10625 10625
Indirect 20% 14363 10255 24618
Survey CHKS Materials 13500 0 13500
Total Operating 41664 29716 71380
Grand Total 90134 57597 147732
OPTION LETTER
Exhibit F
Date: State Fiscal Year: Option Letter No.
SUBJECT: (Please indicate purpose by choosing one of the following)
1 - Option to renew only (for an additional term)
2 - Change in the amount of goods within current term
3 - Change in amount of goods in conjunction with renewal for additional term
4 - Level of service change within current term
5- Level of service change in conjunction with renewal for additional term
In accordance with Paragraph(s) of contract routing number (FY) (Agency) (Routing
#), between the State of Colorado, Department of Human Services, (division name) and
(contractor's name) the state hereby exercises the option for an additional term of (include performance
period here) at a cost/price specified in Paragraph/Section/Provision , AND/OR an increase/decrease
in the amount of goods/services at the same rate(s) as specified in Paragraph/Schedule/Exhibit
The amount of the current Fiscal Year contract value is increased/decreased by ($ amount of change) to a
new contract value of ($ ) to satisfy services/goods ordered under the contract for the
current fiscal year (indicate Fiscal Year). The first sentence in Paragraph/Section/Provision is
hereby modified accordingly.
The total contract value to include all previous amendments, option letters, etc. is ($ )•
APPROVALS:
State of Colorado:
Bill Owens, Governor
By: Date:
Executive Director
Colorado Department of Human Services
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract 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.
State Controller
Leslie M. Shenefelt
By:
Date:
Date Issued: February 10, 2003
SAMPLE BILATERAL CHANGE ORDER LETTER
Exhibit G
Date: State Fiscal Year: Bilateral Change Order Letter No.
In accordance with Paragraph of contract routing number (FY) (Agency) (Routing #) between
the State of Colorado Department of Human Servics, (division) and (contractor's name) covering the
period of (include performance period here)) the undersigned agree that the supplies/services affected by
this change letter are modified as follows:
Choice #1: Services/Supplies
Exhibit/Attachment , Schedule of Equipment for Maintenance or Schedule of Delivery, is
amended by (adding/deleting) or (increasing/decreasing) the level of services. The term of this contract
is hereby modified by (increasing/decreasing) the ending term date as appropriate to the change made
above.
Choice #2: Price/Cost
The maximum amount payable by the State for (service/commodity) in
Paragraph/Schedule/Exhibit/Attachment/Provision/Section is (increased/decreased) by ($
amount of change) to a new total of ($ ) based on the unit pricing schedule in Exhibit/Attachment
. The first sentence in Paragraph is hereby modified accordingly.
The total contract value to include all previous amendments, change orders, etc. is ($ ).
Choice #3: No Cost Change
The parties agree that the changes made herein are "no cost" changes and shall not be the basis for
claims for adjustment to price, cost ceiling, delivery schedule, or other terms or conditions of the contract.
The parties waive and release each other from any claims or demands for adjustment to the contract,
including but not limited to price, cost, and schedule, whether based on costs of changed work or direct or
indirect impacts on unchanged work.
[Include this sentence]: The effective date of this change order is upon approval of the State Controller
or (date), 20 _ whichever is later.
Please sign, date, and return all copies of this letter on or before 20
APPROVALS:
Contractor Name: State of Colorado:
Bill Owens, Governor
By: By: Date:
Name For the Executive Director
Title Colorado Department of Human Services
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract 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.
State Controller
Leslie M. Shenefelt
By:
Date
Date Issued: February 10, 2003
SAMPLE FUNDING LETTER
Exhibit H
Date: State Fiscal Year:
TO: (contractor's name here)
SUBJECT: Funding Letter No.
In accordance with Paragraph of contract routing number , between the State
of Colorado Department of Human Services, (division) and (contractor's name) covering the
period of (contract start date) through (contract end date), the undersigned commits the
following funds to the contract: - -
The amount of funds available and specified in Paragraph is (increased/decreased) by (I
amount of change) to a new total funds available of ($ ) to satisfy orders under the contract.
Paragraph is hereby modified accordingly.
This funding letter does not constitute an order for services under this contract.
This funding letter is effective upon approval by the State Controller or such assistant as he may
designate.
APPROVALS:
State of Colorado:
Bill Owens, Governor
By: Date:
For the Executive Director
Colorado Department of Human Services
By: Date:
For (Division)
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract 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.
State Controller
Leslie M. Shenefelt
By:
Date:
Date Issued: February 10.2003
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