HomeMy WebLinkAbout20062972.tiff RESOLUTION
RE: APPROVE CHILD PROTECTION AGREEMENT FOR CORE SERVICES AND
AUTHORIZE CHAIR TO SIGN -SOUTHERN CORRECTIONS SYSTEMS, INC.
WHEREAS,the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS,the Board has been presented with a Child Protection Agreement for Core
Services 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 Southern
Corrections Systems, Inc.,commencing June 1,2006,and ending May 31,2007,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 Child Protection Agreement for Core
Services 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 Southern
Corrections Systems, Inc. be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said agreement.
The above and foregoing Resolution was,on motion duly made and seconded,adopted by
the following vote on the 25th day of October, A.D., 2006, nunc pro tunc June 1, 2006.
BOARD OF COUNTY COMMISSIONERS
*/ jE 11, ix WELD COUNTY, COLORADO
ATTEST: gjeli / ►, /'. '' 1' EXCUSED
3i0 ap M. J. Geile, Chair
Weld ounty Clerk to th�'•- • N
rJ fl I EXCUSED
fl.r \ °t . David E. Long, Pro-Tem
BY: A b .E 1
Depu lerk t• the Board
Willia H. erke, Acting Chair Pro-Tem
Robert D. Masdeen J
o ty Att rney fit,
e n aad
Date of signature: /I (�'
2006-2972
SS0033
�'U , SS //-09
a
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
OFax(970)346-7663
•
COLORADO MEMORANDUM
TO: M.J. Geile, Chair Date: October 23, 2006
Board of County Commissioners
ry
FR: Judy A. Griego, Director, Social Services Ilii O. C./Y1 a s,fp
RE: Child Protection Agreement for Core Serv- s between the Weld County
Department of Social Services and Southern Corrections System, Inc.
Enclosed for Board approval is a Child Protection Agreement for Core Services between the
Weld County Department of Social Services (Department)and Southern Corrections Systems,
Inc. This contract was reviewed at the Board's Work Session held on June 19, 2006. Southern
Corrections Systems could not locate the signed Agreement, which was finally located at one of
their facilities in Colorado.
The major provisions of the contract are as follows:
I. The term of the contract is June 1, 2006 through May 31, 2007.
2. The source of funding is Child Welfare Administration funding.
3. Southern Corrections System, Inc. will provide monitored sobriety services for families
and adolescents involved in the child welfare system.
4. The Department will reimburse Southern Corrections System, Inc., according to their
fee schedule for a total not to exceed $52,398.
If you have any questions, please telephone me at extension 6510.
2006-2972
Contract No. PY-06-07-CORE-72
CHILD PROTECTION AGREEMENT FOR CORE SERVICES
BETWEEN THE WELD COUNTY DEPARTMENT OF SOCIAL SERVICES
AND SOUTHERN CORRECTIONS SYSTEMS,INC.
This Agreement,made and entered into the / day of August-2006, by and between the Board of
Weld County Commissioners, on behalf of the Weld County Department of Social Services, hereinafter referred to
as"Social Services,"and Southern Corrections Systems,Inc.
WITNESSETH
WHEREAS,required approval, clearance,and coordination have been accomplished from and with
appropriate agencies; and
WHEREAS,the Colorado Department of Human Services has provided Colorado Family Preservation Act
fund resources to Social Services for monitored sobriety services for families,children,and adolescents; and
WHEREAS, Social Services requires the services of a substance abuse treatment provider to assist the
County to deliver monitored sobriety services to child welfare clients, and Southern Corrections Systems, Inc. is
willing and able to provide such services;and
WHEREAS, Southern Corrections Systems,Inc. is an Oklahoma foiprofrt corporation organized for the
purpose of managing and coordinating high quality, cost efficient, integrated chemical dependency and related
behavioral health care services in the State of Colorado.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows:
I. Term
This Agreement shall become effective on June 1,2006,upon proper execution of this Agreement and shall
expire May 31,2007, unless sooner terminated as provided herein.
2. Scope of Services
Services shall be provided by Southern Corrections Systems, Inc. network providers to any person(s)
eligible for child protection services in compliance with Exhibit A"Scope of Services,"a copy of which is
attached by reference.
3. Payment
a. Payment shall be made on the basis of Exhibit B,"Payment Schedulq"and Exhibit C,"Core
Services Fee Schedule,"copies of which are attached hereto and incorporated herein by reference.
"Payment Schedule"shall establish the maximum reimbursement,which will be paid from
Colorado Family Preservation Act funds duringthe duration of this Agreement.
Southern Corrections Systems, Inc., in accordance with federal HIPAA regulations, has adopted
the standard transaction code set for all treatment services on or before October 16, 2004. Even
though this compliance has changed the service labels and groupings,the net fees associated with
those services have not changed.
b. Southern Corrections Systems, Inc. shall submit an itemized monthly bill to Social Services for all
costs incurred and services provided pursuant to Exhibit A of this Agreement in accordance with
criteria established by Social Services. The Contractor 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.
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Contract No. PY-06-07-CORE-72
Failure to submit monthly billings in accordance with the terms of this agreement may result in
Southern Corrections Systems, Inc.'s forfeiture of all rights to be reimbursed for such expenses.
In the event of a forfeiture of reimbursement, Southern Corrections Systems,Inc. may appeal such
circumstance to the Director of Social Services. The decision of the Director of Social Services
shall be final.
c. Payments of costs incurred pursuant to this Agreement is expressly contingent upon the
availability of Colorado Family Preservation Act funds to Social Services.
d. Social Services shall not be billed for,and reimbursement shall not be made for time involved in
activities outside of those defined in Exhibit A or in the"Weld County Guidelines." Work
performed prior to the execution of this Contract shall not be reimbursed or considered part of this
Agreement.
4. Financial Management
At all times from the effective date of this Contract until completion of this Contract,the Contractor shall
comply with the administrative requirements, cost principles and other requirements set forth in the
Financial Management Manual adopted by the State of Colorado. The required annual audit of all funds
expended under Child Welfare Services and the Family and Children's Program must conform to the
Single Audit Act of 1984 and OMB Circular A-133.
5. Payment Method
Unless otherwise provided in the Scope of Services and Payment Schedule:
a. Southern Corrections Systems, Inc. shall provide proper monthly invoices and verification of services
performed for costs incurred in the performance of the agreement.
b. Social Services may withhold any payment if Southern Corrections Systems,Inc. has failed to
comply with the Financial Management Requirements,program objectives,contractual terms,or
reporting requirements. In the event of a forfeiture of reimbursements, Southern Corrections
Systems,Inc. may appeal such circumstance to the Director of Social Services. The decision of
the Director of Social Services shall be final.
6. Assurances
Southern Corrections Systems, Inc. shall abide by all assurances as set forth in the attached Exhibit D,which is
attached hereto and incorporated herein by reference.
7. Compliance with Applicable Laws
At all times during the performance of this contract, Southern Corrections Systems,Inc. shall strictly
adhere to all applicable federal and state laws,orders,and all applicable standards,regulations,
interpretations or guidelines issued pursuant thereto. This includes the protection of the confidentiality of
all applicant/recipient records,papers,documents,tapes and any other materials that have been or may
hereafter be established which relate to the Contract. Southern Corrections Systems, Inc. acknowledges
that the following laws are included:
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Contract No. PY-06-07-CORE-72
Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections 2000d—1 et. seq. and its implementing
regulation,45 C.F.R.Part 80 et.seq.;and
Section 504 of the Rehabilitation Act of 1973,29 U.S.C.Section 794,and
its implementing regulations,45 C.F.R.Part 84;and
the Age Discrimination Act of 1975,42 U.S.C.Sections 6101 et.seq.and
its implementation regulations,45 C.F.R.Part 91;and
Title VII of the Civil Rights Act of 1964;and
- the Age Discrimination in Employment Act of 1967;and
the Equal Pay Act of 1963;and
the Education Amendments of 1972;and
Immigration Reform and Control Act of 1986,P.L.99-603;
42 C.F.R. Part 2
and all regulations applicable to these laws prohibiting discrimination because of race, color,national
origin,and, sex, religion and handicap, including Acquired Immune Deficiency Syndrome(AIDS)or
AIDS related conditions, covered under Section 504 of the Rehabilitation Act of 1973,as amended,cited
above. If necessary,Southern Corrections Systems,Inc. and Social Services will resist in judicial
proceedings any efforts to obtain access to client records except as permitted by 42 CFR Part 2. Social
Services and Southern Corrections Systems, Inc. shall sign a Qualified Service Organization Agreement in
compliance with 42 CFR Part 2 (Exhibit E).
Included is 45 C.F.R. Part 74 Appendix G 9,which requires that affirmative steps be taken to assure that
small and minority businesses are utilized,when possible, as sources of supplies,equipment,construction
and services. This assurance is given in consideration of and for the purpose of obtaining any and all
federal and/or state financial assistance.
Any person who feels that s/he has been discriminated against has the right to file a complaint either with
the Colorado Department of Human Services or with the U.S. Department of Health and Human Services,
Office for Civil Rights.
8. Certifications
Southern Corrections Systems, Inc. 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.
9. Monitoring and Evaluation
Southern Corrections Systems, Inc. and Social Services agree that monitoring and evaluation of the
performance of this Agreement shall be conducted by Southern Corrections Systems, Inc. and Social
Services. The results of the monitoring and evaluation shall be provided to the Board of Weld County
Commissioners and Southern Corrections Systems,Inc..
Southern Corrections Systems,Inc. shall permit Social Services,and any other duly authorized agent or
governmental agency,to monitor all activities conducted by the contractor pursuant to the terms of this
Agreement. As the monitoring agency may in its sole discretion deem necessary or appropriate,such
program data,special analyses,on-site checking,formal audit examinations, or any other reasonable
procedures. All such monitoring shall be performed in a manner that will not unduly interfere with
agreement work.
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Contract No. PY-06-07-CORE-72
10. Modification of Agreement
All modifications to this agreement shall be in writing and signed by both parties.
11. Remedies
The Director of Social Services or designee may exercise the following remedial actions should
s/he find Southern Corrections Systems,Inc. substantially failed to satisfy the scope of work found in this
Agreement. Substantial failure to satisfy the scope of work shall be defined to mean incorrect or improper
activities or inaction by Southern Corrections Systems,Inc. These remedial actions are as follows:
a. Withhold payment of Southern Corrections Systems, Inc. until the necessary services or corrections in
performance are satisfactorily completed;
Deny payment or recover reimbursement for those services or deliverables,which have not been
performed and which due to circumstances caused by Southern Corrections Systems,Inc. cannot
be performed or if performed would be of no value to the Social Services. Denial of the amount
of payment shall be reasonably related to the amount of work or deliverables lost to Social
Services;
b. Incorrect payment to Southern Corrections Systems, Inc. due to omission, error, fraud, and/or
defalcation shall be recovered from Contractor by deduction from subsequent payments under
this Agreement or other agreements between Social Services and Southern Corrections Systems, Inc.,
or by Social Services as a debt due to Social Services or otherwise as provided by law.
12. Representatives
For the purpose of this Agreement,the individuals identified below are hereby designated representatives
of the respective parties. Either party may from time to time designate in writing a new or substitute
representative(s):
For Social Services:
Gloria Romansik Social Services Administrator
Name Title
For Southern Corrections Systems,Inc.:
James Saffle President
Name Title
13. Notice
All notices required to be given by the parties hereunder shall be given by certified or registered mail to the
individuals at the addresses set forth below. Either party may from time to time designate in writing a
substitute person(s)or address to whom such notices shall be sent:
To: Social Services To: Southern Corrections Systems,Inc. -16 16
Judy A,Griego,Director James Saffle,President
P.O.Box A %<cnN r s i3`ft�l #irattiiA1 Dzrut
Greeley,CO 80632 DenvertUt6329 "13l I it
�I�atr»wt,3 c t y,
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Contract No. PY-06-07-CORE-72
14. Litigation
Southern Corrections Systems, Inc. shall promptly notify Social Services in the event that Southern
Corrections Systems, Inc. learns of any actual litigation in which it is a party defendant or respondent in a
case that involves services provided under this Agreement. Southern Corrections Systems,Inc.,within five
(5)calendar days after being served with a summons,complaint,or other pleading which has been filed in
any federal or state court or administrative agency,shall deliver copies of such document(s)to the Social
Services Director. The term"litigation"includes an assignment for the benefit of creditors,and filings in
bankruptcy,reorganization and/or foreclosure.
15. Termination
This Agreement may be terminated at any time by either party given thirty (30) days written notice and is
subject to the availability of funding. Southern Corrections Systems,Inc. reserves the right to suspend services
to clients if funding is no longer available. Social Services acknowledges financial responsibility for services
authorized before the effective date of termination.
16. Entire Agreement
This Agreement,together with all attachments hereto,constitutes the entire understanding between the
parties with respect to the subject matter hereof,and may not be changed or modified except as stated in
Paragraph 10 herein.
17. In the absence of any formal agreement beyond the term of this agreement, Southern Corrections Systems,
Inc. agrees to continue providing treatment,under the terms of this agreement,for clients that are in
treatment or referred by Social Services for treatment. This is with the further understanding that service
delivery and payment are subject to the terms under"Termination"(section 15).
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first
above written.
AIIEST:
WELD COUNTY RR f, WARD OF COUNTY
CLERK TO THE BOARD " COMMISSIONERS WELD
t8 t COUNTY,COLORADO
By: rur� (�1 , tit tty ‘—c
,
Depu Clerk p`a t ,,' illiam H. Jerke OCT ct 5 ?riff
cting Chair Pro—Tem
APPROVED AS TO FORM: SOUTHERN CORRE TI NS SY$iTEMS, INC.
BY
County Attomey \J es Sallie,President
WELD COUNTY DEPARTMENT
OF SOCIAL ERVICES
By:
Ju .Grie o,Directo
Page 5 of 5
•
Contract No. PY-06-07-CORE-72
EXHIBIT A
SCOPE OF SERVICES
Special Conditions:
A. Southern Corrections Systems, Inc. with each UA will follow their UA policy,herein described below under
o)"'I't, "i4oselxm UA Collection Procedure Example."
—ra1U Lc i,.,j:,
ifi6 14reA B. Southern Corrections Systems, Inc. will only conduct monitored sobriety for Social Service clients at their Day
Y Reporting Center.
.f5 C. Southern Corrections Systems,Inc. will have enough staff available to meet Social Service clients' needs.
Southern Corrections Systems, Inc.will not turn a client away,or have them wait more than fifteen(15)
minutes to provide a sample.
D. Southern Corrections Systems,Inc. will confirm any positive monitored sobriety result within 24 hours through
a fax and a phone call to the Social Services caseworker
E. Southern Corrections Systems, Inc. will provide court testimony at no additional charge.
T$ (icaa y Otte/oozy NerReftEM-liA COLLECTION FEES
l,�4,
v
Standard Five-Panel UA,withOM/MS confirmation on positive results,
(screens for THC, Cocaine,Meth/Amphetamines, Opiates,and Barbiturates) $15.00
Automatic GC/MS confirmation on positive UA screens at no additional cost
If a UA screen tests positive,and it is confirmed positive by GC/MS,the client may pay to have the specimen re-
screened by GC/MS confirmation $20.00
Saliva Tests $15.00
Breath analysis testing $2.00
Other illicit substances can be screened at an additional cost. Please contact Contractor for fees.
:SC .?.a)uo:11 faRt("wry N9RG M-UACOLLECTIONPROCEDUREEXAMPLE
A. F Important Point
The collector and the donor shall keep the urine in view at all times prior to its being sealed with a tamper-
evident sealing label.
B. Prior to Collection
1. The collection facilities must be clean,well lighted,and dedicated solely to urine collection during
the collection process.
2. The toilet water must not be available to the donor for specimen adulteration:
• Regular Flushing Toilets: Bluing agent(or dye)should be placed in the toilet bowl and
tank, and secure the tank cover with tamperproof tape.
• Pressure flushing toilets: Bluing tablets(or dye)should be placed in the toilet bowl after
each flush or before the next donor.
3. No other source of water should be accessible to the donor during the collection process.
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Contract No. PY-06-07-CORE-72
C. Collection:
1. Collector must positively identify the donor. If the collector is not the caseworker for the donor,
the collector must ask the donor for photo identification.The only other form of
acceptable identification is for the donor's identity to be verified by their caseworker,or
supervisor, in person.
2. Collector must assure that all applicable information on the Chain-of-Custody(COC)form is
complete.
3. Collector must ask the donor to remove all items from their pockets,and pull their pockets inside
out.
4. All personal belongings, such as purse or briefcase, are to remain outside the collection location
(with outer garments.)
5. Collector instructs donor to wash and dry hands. (Do not use soap. Use water only.)
6. Collector instructs donor to fill the specimen collection bottle.
7. Donor enters the toilet stall, if an observed collection,collector accompanies the donor.
D. Upon Receiving Specimen from Donor:
1. Collector visually checks the specimen for signs of contamination or adulteration(discoloration,
precipitation,etc.)and notes all observations in the Test Request space provided on the Chain-of-
Custody form.
2. In the presence of the donor, collector notes the temperature of the specimen using the
temperature strip provided on the container within four(4)minutes from the time of urination.
The acceptable sample temperature range is 90-100 degrees Fahrenheit.
3. Record the temperature on the Chain-of-Custody form.
4. If tamper proof tape was used on the toilet tank,check that the tape was not tampered with.
5. Collector and donor shall keep the specimen in view at all times prior to the specimen being
sealed with tamper evident tape.
6. Make sure the bottle is tightly capped.
7. Seal the specimen by placing the tamper evident tape over the lid of the bottle with the ends of the
tape coming down the sides of the bottle.
8. Have the donor place their initials in the space provided on the security seal. This is to certify that
the specimen has been sealed with a tamper-evident sealing label in the donor's presence,and that
the donor gave the specimen.
9. Using a ballpoint pen, donor and collector sign the appropriate area on the Chain-of-Custody
form.
10. Collector encourages donor to wash hands.
E. Specimen Resection Criteria:
You should reject the specimen if one of the following occur:
1. If the specimen is not within the acceptable temperature range(90-100 degrees Fahrenheit),
discard the specimen and request another specimen from the donor.
2. If the specimen shows signs of discoloration from the addition of bluing agent/dye,clearly state
this fact on the Chain-of-Custody form, and send specimen to laboratory.
3. If there is the distinctive odor of bleach in the specimen collection area,or on the donor,clearly
state this fact on the Chain-of-Custody form,and send specimen to the laboratory.
4. If there is insufficient volume of specimen to perform the required analysis discard the specimen
and request another from the donor. Insufficient volume here means that the specimen level must
be above the level of the temperature strip on the collection bottle.
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Contract No. PY-06-07-CORE-72
F. Prepare Specimen for Shipment to Laboratory:
1. Collector removes copy of Chain-of-Custody form,and keeps for records.
2. Place the top copy of Chain of custody form in the front pouch of specimen bag.
3. Place the capped,sealed specimen bottle in the bag(with absorbent pad)and seal specimen bag by
removing adhesive strip.
4. Place the sealed bag into proper mailing product. If specimens are shipped via courier,prepare
according to courier's instructions.
5. Specimens should be shipped as soon as possible(within seven days of collection.)Keep
specimens in a secure area until shipped.
G. Notes:
1. Specimens left at room temperature longer than seven(7)days may produce unreliable results.
2. Minimize the number of people handling specimens.
3. Ensure that all necessary areas of the Chain-of-Command form are filled out.
4. Make sure the specimen is tightly and properly sealed.
5. Ensure the specimen is sealed/labeled.
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Contract No. PY-06-07-CORE-72
EXHIBIT B
PAYMENT SCHEDULE
1. Funding and Method of Payment
Social Services agrees to reimburse to Southern Corrections Systems, Inc. in consideration for the work
and Services performed,a total amount not to exceed Fifty-Two Thousand,Three Hundred Ninety-Eight
Dollars($52,398.00)under Child Welfare Services and Family and Children's Program Funding.
Expenses incurred by Southern Corrections Systems, Inc., in association with said project prior to the term
of this agreement,are not eligible Social Services expenditures and shall not be reimbursed by Social
Services.
Payment pursuant to this Contract, if Colorado Family Preservation Act funds,whether in whole or in part,
is subject to and contingent upon the continuing availability of Colorado Family Preservation Act funds for
the purposes hereof. In the event that said funds,or any part thereof,become unavailable as determined by
Social Services,Social Services may immediately terminate this Contract or amend it accordingly.
2. Fees for Services—as shown on the attached Exhibit A"Core Services Fee Schedule"
Social Service referrals will not be sent to collections by Southern Corrections Systems, Inc. for default of
co-pay/fees. Services will be performed regardless of client's refusal or inability to pay co-pay.
3. Submittal of Vouchers
Southern Corrections Systems, Inc. shall prepare and submit monthly the itemized voucher according to
the criteria listed under"Standards of Responsibility" in Exhibit D,and certify that the services authorized
were provided on the date indicated and the charges made were pursuant to the terms and conditions of
Exhibit A.
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Contract No. PY-06-07-CORE-72
EXHIBIT C
ASSURANCES
Southern Corrections Systems, Inc. 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 offices and employees,shall not be
held liable for injuries or damages caused by any negligent acts or omissions of Southern Corrections
Systems, Inc:contracted providers or its employees,volunteers,or agents while performing duties as
described in this Agreement. Southern Corrections Systems, Inc. shall indemnify,defend, and hold
harmless Weld County,the Board of County Commissioners of Weld County, its employees, volunteers,
and agents. Southern Corrections Systems, Inc. shall provide adequate liabilityand worker's compensation
insurance for all its employees,volunteers,and agents engaged in the performance of the Agreement upon
request, Southern Corrections Systems, Inc. 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,not 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. Southern Corrections Systems,Inc. assures that they willcomply 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 unit this approved
Contract.
8. Southern Corrections Systems, Inc. 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 Southern Corrections Systems, Inc..
9. All such records, documents, communications,and other materials shall be the property of Social Services
and shall be maintained by Southern Corrections Systems, Inc., in a central location and 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
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Contract No. PY-06-07-CORE-72
audit has been completed with the following qualifications: Ifan 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 materialsshall be retained until the
resolution of the audit finding.
10. Southern Corrections Systems, Inc.assures that authorized local, federal and state auditors and
representatives shall, during business hours,have access to inspect my 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. Southern Corrections Systems, Inc. or Social Services may not assign any of its rights or
obligations hereunder without the prior written consent of both parties.
12. Southern Corrections Systems, Inc.certifies that federal appropriated funds have not been paid or will be
paid,by or on behalf of Southern Corrections Systems,Inc.,to any person for influencing or attempting to
influence an officer or employee of an ency, 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 coopeative agreement,
and the extension, continuation,renewal, amendment,or modification of any Federal contract, loan,grant,
or cooperative agreement.
13. Southern Corrections Systems, Inc. assures that it will fully comply with all other applicable federal aid
state laws. Southern Corrections Systems, Inc./Southern Corrections Systems, Inc. understands that the
source of funds to be used under this Contract is: Colorado Family Preservation Act funds.
14. Southern Corrections Systems, Inc. assures and certifies that is 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
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.
Social Services acknowledges that Southern Corrections Systems, Inc. is involved in current litigation with
the Department of Prisons and has been found to be in default. Southern Corrections Systems, Inc. shall
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Contract No. PY-06-07-CORE-72
notify Social Services in writing of any changes in the status of that litigation and shall provide
documentation regarding that litigation,as requested by Social Services. Southern Corrections Systems,
Inc. is bound by the terms and conditions of this contract,as set forth in Paragraph 14,regarding
notification to Social Services of any future or additional litigation that is brought against Southern
Corrections Systems, Inc.
The Appearance of Conflict of Interest applies to the relationship of a contractor with Social Services when
Southern Corrections Systems, Inc. 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, Southern Corrections Systems,
Inc. 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, Southern Corections Systems,
Inc. 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 Southern
Corrections Systems, Inc.
15. Southern Corrections Systems, Inc. shall protect the confidentiality of all applicant records and other
materials that are maintained in accordance with this Contract. Except for purposes directly connected the
administration of the Child Protection, no information about or obtained from any applicant/recipient in
possession of Southern Corrections Systems, Inc. shall be disclosed in a form identifiable with the
applicant/recipient or a minor's parent or guardian unless in accordance with Southern Corrections Systems,
Inc. written policies governing access to,duplication and dissemination of, all such information. Southern
Corrections Systems, Inc. shall advise its employees, agents, and subcontractors, if any,that they are subject
to these confidentiality requirements. Southern Corrections Systems, Inc. shall provide its employees,
agents, and subcontractors, if any,with a cow or written explanation of these confidentiality requirements
before access to confidential data is permitted.
16. 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 developedindependently.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 site
by Southern Corrections Systems, Inc. in the course of providing services under this Contract will be
accorded at least the same precautions as are employed by Southern Corrections Systems, Inc. for similar
information in the course of its own busiress.
17. Southern Corrections certifies it will abide by Colorado Revised Statue(C.R.S.)26-6-104,requiring
criminal background record checks for all employees, contractors,and subcontractors.
18. Southern Corrections certifies that it shall comply with the provisions of Colorado Revised Statutes(C.R.S.)
8-17.5-101,et seq. Southern Corrections shall not knowingly employ or contract with an illegal alien n
perform work under this Contract or enter into a contract with a subcontractor that fails to certify to
Southern Corrections that the subcontractor shall not knowingly employ or contract with an illegal alien to
perform work under this Contract. Southern Corrections 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 of Homeland
Security, and(b)
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Contract No. PY-06-07-CORE-72
otherwise will comply with the requirements of C.R.S. 8-17.5-102(2)(b). Contractor shall comply with all
reasonable requests made in the course of an investigation under C.R.S. 817.5-102 by the Colorado
Department of Labor and Employment. If Southern Corrections 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
Contractor 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. 2476.5-103(3), if Contractor
receives federal or state funds under this Contract,Contractor must confirm that any individual natural
person eighteen (18)years of age or older is lawfully present in the United States pursuant to C.R.S. 24-
76.5-103(4) if such individual applies for public benefits provided under this Contract. IfContractor
operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it(a) 's 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. PY-06-07-CORE-72
EXHIBIT D
Standards of Responsibility
Southern Corrections Systems, Inc. agrees to:
1. Report expenditures and case disbursement at agreed upon times.
2. Submit monthly FYC completed billing forms to Andrea Shay,Core Services Caseworker,within twenty-
five(25)calendar days of the month following service in order to receive payment. Billing forms will not
be accepted by the Department for processing after the 25'"day following the service month. All items
submitted after this date will be returned to Southern Corrections Systems, Inc. unpaid. Further,the
Department will not consider payments that were originally reviewed as deficient in documentation for
further reimbursement.
3. In the event no service fees are incurred during the service month,an Authorization for Contractual
Services stating no services were provided for that service month shall be submitted within twenty-five
(25)calendar days following the month of service.
4. A complete and timely billing form is identified by and must include the following elements.
a. The billing must be an original billing signed by the provider and/or designee.
b. The billing must include all forms designed for Child Welfare Regular Administration funds
reimbursement and approved by Social Services;Contractual Services Authorization of Funds,
Project Report,Update Report,for each client served during the billing period.
c. Each client who has a current referral,both receiving services and not receiving services during
the service month, must be listed on the billing form.A service summary must be provided by the
provider for clients who have active referrals during the billing month in order to direct issues to
the caseworker and court.
1) Core Services Authorization forms must be submitted completely filled in with an original
signature from the provider and/or designee.
2) Project reports must include the client's full name, Weld County household number,suffix
number,referral number, if applicable,hours served,hourly rate,and total billed for the
month the service was provided.
3) Requests for payment must be date stamped by the Department of Social Services by the
25th day of the month following the service month. Requests for payment received after the
25th of the month following service will not be honored.
d. Additionally, Southern Corrections Systems,Inc.agrees to provide Social Services monitoring
results(UA, BA,patch,tox trap)by faxing said results to Social Services at 970.346.7698 no later
than 72 hours after the day of service. Southern Corrections Systems, Inc. agrees to provide
service summaries for clients with active referrals during the billing month in order to direct
issues to the caseworker and court.
e. The Department will determine billed services not eligible for payment by identifying conflicts in
the following:
Page 1 of 2
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Contract No. PY-06-07-CORE-72
1) Details provided in client referrals, including types of service, approved hours and/or units
of service,begin and end dates of service,client name,or other client identifying
information.
2) Details in supporting documentation provided by Southern Corrections Systems,Inc. and
submitted with the original bill, including,but not limited to, original signed client
verifications,receipt of monitoring results,times of service,units or hours of service
provided,and names of clients receiving the services.
3) Details provided in the current approved contract and Notification of Financial Assistance,
including,but not limited to unit of service,cost per unit of service, and special conditions
and/or revisions to said contract.
The above items,4 d, 1,2,and 3,will supersede all requests from Southern Corrections Systems,
Inc. for review of billing errors. Items submitted for billing will be processed according to the
criteria established by the above documentation.
5. Will meet with Social Services FPP Supervisor quarterly(more if needed)to review progress usage and
effectiveness to discuss necessary improvements to better serve families or increase referrals;
6. Be available to meet with DSS staff to explain program,time lines of response to referrals and answer
questions to enhance program.
7. Be available for the Families,Youth and Children Commission review and attendance at the FYC
meetings.
Page 2 of 2
Contract No. PY-06-07-CORE-72
EXHIBIT F
BILLING PROCEDURES
Billings are to be submitted by the 10th day of the month following the month of service. The forms below will be
submitted with original signatures. For monitored sobriety,proof of services rendered shall be a sign-in sheet with
client signatures or the test result. Submit these forms,along with a copy of the referral page showing the valid
dates of the referral for service,with each invoice. Utilize the three forms below to submit monthly invoices.
Page 1 of 1
Contract No. PY-06-07-CORE-72
WELD COUNTY
AUTHORIZATION FOR CONTRACTUAL SERVICES
Date:
Provider: Billing Contact:
Phone #:
Address:
Description of Services:
Service Month / Year Charges: $
I CERTIFY THE SERVICE AUTHORIZED WAS PROVIDED ON THE DATE INDICATED AND
THE CHARGES ARE MADE PURSUANT TO A BONA FIDE CONTRACT BETWEEN ME AND
THE WELD COUNTY DEPARTMENT OF SOCIAL SERVICES.
Printed Name of Signer Provider Signature Date
(Original signature required— no faxes)
AAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAAA
FOR COUNTY USE ONLY:
Approvals:
/ /
Core Caseworker Date Director Date
AMOUNT PAYABLE: $
ANY CHANGES LISTED BELOW:
Client/ID/HH# Billed Amt Denied Paid Reason
Contract No. PY-06-07-CORE-72
WELD COUNTY CORE SERVICES PROGRAM MONTHLY REQUEST FOR REIMBURSEMENT
Remit to:Andrea Shay,Core Services Caseworker
Name of Program Month of Service Weld County Department of Social Services
Notice to Providers:List all clients currently enrolled in your program. P.O.Box A,315 B N II Avenue,Greeley,CO 80632
Enter 0 if no services were provided during billing month Telephone:970.352.1551,extension 6246
FAX:970.346-7662
Client Name HH# Referral# Approved Approve Service Actual Maximum Hours Rate per Monthly Social Servict
Entry Date d Date Hrs/Service Period Sessions/Service Unit Total
Exit Date Period
•
Contract No.PY-06-07-CORE-72
WELD COUNTY CORE SERVICES PROGRAM PROJECT REPORT
Remit to: Andrea Shay,Core Services Caseworker
Weld County Department of Social Services
Program Month of Service P.O.Box A,315 B N 11 Avenue,Greeley,CO
80632
Telephone:970.352.1551,Ext.6246 FAX:
970.346.7662
#Households #of Households Enrolled #of Households Served During #of Households Discharged Monthly Exl
Referred During During Month Month During Month
Month
Termination Reason Codes:SEP-Successfully Ended Program;M-Moved;UL-Unable to Locate;RCCF-Entered a Residential
Facility;FCR-Foster Care Review;OT-Explain,TM-Transferred to Another Program More Restrictive;FC-Entered Foster Care;NT-
Terminated;Unable to Work with Client;RH-Returning to Relative
Child's Direct Service Date Termination Client Caseworker Provider Initial Case Monthly Progress
Name Date Service Reasons Survey Survey Survey Management Report
Ended Plan(Date)
Contract No. PY-06-07-CORE-72
EXHIBIT E
SOUTHERN CORRECTIONS SYSTEMS, INC.CORRECTIONAL SERVICES,INC.,
ON BEHALF OF THE VILLA AT GREELEY,LLC
c' QUALIFIED SERVICE ORGANIZATION AGREEMENT
Soutrtt CC �Fc ztc I5 Sysi n rvc. 5 Ya
The Villa at Greeley, LLC and Weld County Department um _§SFry Y (C�oytntgttereb enter into a
�w
Qualified Service Organization Agreement whereby th _a r y,e,I ,agrees td'delft and serve
Counties' lients subs ce use trtment needs. In light of the relationship between County and The-
IC .Counties'
,(linty rec(uires client identify', m o nah n and d tt nf��tj.on related to�c,
9the services furnished to the clients. County and the �� wi�l ave tli elationship
from June 1, 2006 to May 31, 2007,thus the QSOA will be in effect during this period of time. Pa
Furthermore,the County:
1. acknowledges that t receive to g,. ro�c�es in or of�,�� ise deaf g wit na t_),,,vo,0>S sn=n t5, rite.
information from the�'. itte abso �fents in the V_ree1y, e�
.r T r,s program, it is fully bound by the provisions of the federal regulations governing
confidentiality of Alcohol and Drug Abuse Patient Records,42 CFR Part 2;and
a. agrees to undertake in resisting judicial proceedings in any effort to obtain access to
information pertaining to clients otherwise than as expressly provided for in the federal
confidentiality regulations,42 CFR Part 2.
Executed this day of ,2006.
t J
a s L. Sallie,President c+- Ju A. Grie o,Direct
. Ljc, W 1 Coun Departm t of So ial Services
Southern Corrections Systems er
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