HomeMy WebLinkAbout20032520.tiff RESOLUTION
RE: APPROVE CHILD CARE DEVELOPMENT AGREEMENT FOR SERVICES AND
AUTHORIZE CHAIR TO SIGN - UNITED WAY OF WELD COUNTY, 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 Care Development Agreement
for 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 United
Way of Weld County, Inc., commencing July 1, 2003, and ending June 30, 2004, 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 Care Development
Agreement for 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 United Way of Weld County, 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 27th day of August, A.D., 2003, nunc pro tunc July 1, 2003.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
fdiEXCUSED
vid E. Lo , Ch it
rk to the Board
1861 �� a� ��• Ro ert D. den, Pro-Tem
rk to the Board
M. J. eile
7AP"' D AS TO F •
, 1ll��C
Willis H. Jerk/etas
ount ttorney
Glenn Vaad
Date of signature: 9"/P"e--3
2003-2520
SS0030
((1 SS't X 5'7
Contract No. PY04-CCDI
CHILD CARE DEVELOPMENT AGREEMENT FOR SERVICES
BETWEEN THE WELD COUNTY DEPARTMENT OF SOCIAL SERVICES AND
UNITED WAY OF WELD COUNTY, INC.
(x) Purchase of Child Care Development Services Agreement
( ) Purchase of Child Care Services Agreement
( ) Purchase of Child Care Training Agreement
This Agreement,made and entered into the ?day of C 2003,by and between
the Board of County Commissioners, on behalf of the Weld County<Department of Social
Services, hereinafter referred to as "Social Services," and United Way of Weld County, Inc.,
hereinafter referred to as the"Contractor."
WHEREAS, the Colorado Department of Human Services, Division of Child Care,
hereinafter referred to as the State, is authorized by the federal government as the Lead Agency to
administer the Child Care and Development Fund,hereinafter referred to as the CCDF; and
WHEREAS, a priority goal for the State under the CCDF is to improve the availability of
early childhood care and education services and before and after school child care services in
Colorado; and
WHEREAS, Social Services has been selected in accordance with the requirements of the
Colorado Procurement Code,pursuant to a Department of Human Services-approved Request for
Applications process; and
WHEREAS, the State and Social Services hereto concur that Social Services is the
appropriate party to use and disburse certain funds for improving the quality and/or availability of
affordable early childhood care and education services and before and after school child care
programs through the CCDF locally; and
WHEREAS, Social Services is willing and able to administer the use of and expenditure
of certain funds, as defined herein, for the purposes of the State; and
WHEREAS, the Contractor submitted an application to Social Services that meets the
requirements set by the State regarding its approved request for application process; and
WHEREAS, the Contractor possesses necessary knowledge and experience to provide
child care and educational services in Weld County; and
WHEREAS, Social Services desires that the Contractor render such services; and
WHEREAS, the Contractor is willing and able to render such services upon the terms and
conditions provided hereinafter.
NOW THEREFORE, in consideration of the premises,the parties hereto covenant and
agree as follows:
Page 1 of 9
Contract No. PY04-CCDI
1. Terms
This Agreement shall become effective on July 1, 2003, upon proper execution of this
Agreement and shall expire June 30,2004. The preparation, submission, and acceptance
of a Final Financial Report and Final Program Report shall be undertaken by the
Contractor by July 31, 2004.
2. Scope of Services
A. Services shall be provided by the Contractor in compliance with Exhibit A, a
copy of which is attached and incorporated by reference. The Contractor shall
provide the services specified in Exhibit A,which contains the Contractor's
original proposal submitted to Social Services.
B. In accordance with Exhibit A,the Contractor shall comply with the following
requirements for programs and services:
1) The Contractor shall use grant funds to increase the availability,
affordability,and quality of child care services for low-income families
affected by welfare reform work requirements or families involved in
training/work preparation in order to position the State and Social
Services to meet the work requirements under welfare reform.
2) The Contractor shall perform childcare quality and availability
improvement activities, in accordance with the Contractor's approved
work plan and budget in Exhibit A.
3) The Contractor shall use grant funds only for those activities that result
in the creation of new child care options and/or enhancing and expanding
current child care options.
4) The Contractor shall coordinate grant activities with low-income and
childcare assistance programs serving low-income families and families
who are newly working or involved in work training/preparation and
with other programs providing a range of child care and early childhood
education services in the geographic area(s)providing grant-funded
services.
5) The Contractor shall operate the grant within the confines of the federal
childcare rules and regulations in Exhibit B, as these regulations currently
exist or as they may be amended during the term of this Agreement.
6) The Contractor shall not use funds to supplant or replace funds currently
being used,planned, or committed, for childcare activities. Grant funds
shall not be used to replace existing program revenues.
7) The Contractor shall use a lawful, appropriate sub-contractor selection
process that is in keeping with the Contractor's approved procurement
and contracting procedures.
8) The Contractor shall negotiate specific agreements on new slots
development when contracting with subcontractors.
Page 2 of 9
Contract No. PY04-CCDI
a. These agreements shall,at a minimum, address the continuing
availability of newly developed and enhanced child care options
created by the grant to low-income and public assistance
families.
b. The Contractor shall demonstrate that more children and families
will receive quality services as a direct result of this grant
funding.
9) The Contractor's quality and availability program(s)will be monitored
and evaluated based on performance measures submitted as part of the
grant application.
10) The Contractor shall start funding activities within 30 days of receiving a
signed contract.
11) The Contractor shall consult with the Department of Human
Services/Division of Child Care Licensing Specialist to ensure that all
grant-funded programs meet applicable licensing requirements.
12) The use of grant dollars for direct childcare staff(provider) salaries and
fringe benefits during start-up and/or expansion of capacity are only
allowable if directly related to creating new or expanded child care
services.
13) In administering the grant program and funds,the Contractor shall
prioritize:
a. Meeting the needs of low-income parents and families having
children with special needs who are eligible for child care under
federal child care regulations;
b. Making effective use of community resources; and
c. Providing high quality programs, which create an environment
that enhances the age-appropriate, education, social, cultural,
emotional and recreational development of children.
14) The Contractor shall provide public awareness and outreach to low-
income and newly working families so they are aware of and can access
grant-funded services.
15) The Contractor shall submit any requests to use grant funds for the
purchase of computers and administrative software in writing for
approval by the State. The State will only consider such requests for
programs serving 50 or more children and demonstrating a direct
relationship between the expenditure and increased childcare capacity
and/or quality.
16) Grant funds shall not be used for direct subsidies/scholarships for
childcare or for general administrative support services, which are not
directly related to this quality and capacity expansion grant.
Page 3 of 9
. Contract No. PY04-CCDI
17) At a minimum,the Contractor shall provide a local match of 10% of the
total project budget or that percentage of local match the Contractor
committed to in the approved grant application—whichever is higher.
a. The Contractor acknowledges it has conformed the availability of
the local match prior to the effective date of the Agreement.
b. The Contractor ensures that the local match will be met during
the term of this Agreement.
18) The Contractor shall cooperate with Social Services, State and/or federal
monitoring of the Contractor's program and costs.
19) The Contractor shall ensure parents have unlimited access to their
children in care and to the provider caring for their children during
normal operating hours whenever their children are in care.
20) The Contractor shall not use funds for the following activities:
• to purchase or improve land,
• to purchase vans, trucks, or automobiles,
• to purchase, construct or permanently improve any building
or facility.
21) The Contractor shall not engage in activities intended to extend or
replace regular academic programs or for tuition(in grades 1-12) or for
related expenses for academic programs.
22) The Contractor shall demonstrate in the final program report that more
children received quality child care services as a result of this funding.
23) If providing Out-of-School Time Programs, the Contractor shall ensure
that these services are available Monday-Friday, including school
holidays and vacation periods other than legal public holidays to children
attending early childhood development programs, kindergarten or
elementary and secondary school classes during such times of the day
and on such days that the regular instructional services are not in session.
C. The Contractor shall receive from Social Services certain funds and disburse
such funds pursuant to the Budget,pages 14-15 of Exhibit A.
D. The Contractor shall confer with the Director of Social Services, or the Director's
designee, as deemed appropriate by Social Services or at the request of the
Contractor,to allow for open discussions of progress,problem(s) encountered,
and problem(s) solutions.
E. The Contractor shall operate the Program(s)within the express confines of the
federal childcare rules and regulations in Exhibit B governing the use of these
funds. The Contractor acknowledges by its signature on this Agreement that
these rules and regulations will be explained to and/or incorporated into all sub-
contractor and/or other lower tier participant agreements or contracts as
Page 4 of 9
• Contract No. PY04-CCDI
appropriate. The Contractor and all sub-contractors shall operate the Program(s)
in accord with any new federal and/or State Rules and Regulations applicable to
this Agreement which may hereafter be promulgated by the State and/or federal
government during the term of this Agreement,upon notification by the Social
Services, as deemed appropriate by the State in consultation with the Contractor.
F. The Contractor and all sub-contractors shall publicly acknowledge and include an
acknowledgment in publications and/or written materials developed and
disseminated through funding available under this Agreement that funding was
provided by Social Services and the Colorado Department of Human Services,
Division of Child Care, as the lead agency in Colorado for administering CCDF
Funds available through the U.S. Department of Health and Human Services.
3. Payment Schedule
A. Payment shall be made on the basis of Exhibit A, a copy of which is attached and
incorporated by reference.
This Agreement Budget shall establish the maximum reimbursement, which will
be paid from Social Services funds during the duration of this Agreement.
B. The Contractor will submit an itemized monthly billing to Social Services for all
costs incurred 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 not later than the fifteenth(15)day of the
month following the month the cost was incurred. Billings must be signed by the
Contractor.
Failure to submit monthly billings in accordance with the teens of this
Agreement shall result in the Contractor's forfeiture of all rights to be reimbursed
for such expenses.
C. Payments to the Contractor shall be made monthly by Social Services upon
receipt of such itemized billings as required under Exhibit A.
D. Reimbursement of costs incurred pursuant to this Agreement is expressly
contingent upon the availability of Weld County funds to Social Services.
E. 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. Work
performed prior to the execution of this Agreement shall not be reimbursed or
considered part of this Agreement.
6. Assurances
The Contractor shall abide by all assurances as set for in the attached Exhibit C,which is
attached hereto and incorporated herein by reference.
7. Compliance with Applicable Laws
At all times during the performance of this Agreement, the Contractor shall strictly
adhere to all applicable federal and state laws, orders, and all applicable standards,
Page 5 of 9
Contract No. PY04-CCDI
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
related to this Contract. The Contractor acknowledges that the following laws are
included:
• Age Discrimination Act of 1975,42 U.S.C. Sections 6101 et.seq.
and its implementing regulations,45 C.F.R. Part 91;
• Age Discrimination in Employment Act of 1967, 29 U.S.C.
621-634;
• Americans with Disabilities Act of 1990(ADA)42 U.S.C. 12101
et. seq.;
• The Drug Free Workplace Act of 1988,41 U.S.C. 701 et. seq.;
• Equal Pay Act of 1963, 29 U.S.C. 206(d);
• Immigration Report and Control Act of 1986, 8 U.S.C. 132b;
• Pro-Children Act of 1994,20 U.S.C. 6081 et. seq.;
• Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. 794, as
amended and implementing regulation 45 C.F.R. Part 84;
• Titles VI&VII of the Civil Rights Act of 1964, 42 U.S.C. 2000d
&e;
• Title IX of the Education Amendments of 1972, 20 U.S.C. 181
et.seq.;
• Section 24-34-302, et. seq.,Colorado Revised Statutes 1993, as
amended;
• The"Uniform Administrative Requirements for Grants and
Cooperative Agreements to the State and Local Governments
(Common Rule,"at 49 Code of Federal Regulations,Part 18;
• Office of Management and Budget Circulars A-87, A-21 or A-122,
and A-102 or A-110, whichever is applicable.
• The Hatch Act(5 USC 1501-1508) and Public Law 94-454 Section
4728. These statutes state that federal funds cannot be used for
partisan political purposes of any kind by and person or
organization involved in the administrations of federally-assisted
programs.
The Contractor also shall comply with any and all laws and regulations prohibiting
discrimination in the specific program(s)which is/are the subject of the Agreement. In
consideration of and for the purpose of obtaining any and all federal and/or state financial
assistance, the Contractor makes the following assurances:
A. The Contractor will not discriminate against any person on the basis of race,
color,national origin, age, sex,religion and handicap, including Acquired
Immune Deficiency Syndrome (AIDS) or AIDS related conditions, in
performance of work under this Agreement.
B. At all times during the performance of this Agreement,no qualified individual
with a disability shall,by reason of such disability, be excluded from
participation in, or denied benefits of the service, programs, or activities
disclosure statement setting forth the relevant details for the State's consideration
and direction. Failure to promptly submit a disclosure statement or to follow the
State's direction in regard to the apparent conflict shall be grounds for
termination of the Agreement.
Page 6 of 9
Contract No. PY04-CCDI
Further,the Contractor(and subcontractors or subgrantees permitted under the
terms of this Agreement) shall maintain a written code of standards governing the
performance of its employees engaged in the award and administration of
contracts. No employee, officer or agent of the Contractor, subcontractor, or
subgrantee shall participate in the selection,or in the award or administration of a
contract or subcontract supported by Federal funds if a conflict of interest,real or
apparent, would be involved.
Such a conflict would arise when:
1) The employee, officer, or agent;
2) Any member of the employee's immediate family;
3) The employee's partner; or
4) An organization which employs or is about to employ any of the
above,
has a financial or other interest in the firm selected for award. The
Contractor's, subcontractor's or subgrantee's officers,employees, or
agents will neither solicit nor accept gratuities, favors, or anything of
monetary value from Contractor's potential contractors, or parties to
sub agreements.
8. Certifications
A. Contractor certifies that, at the time of entering into this Contract, it has
currently in effect all necessary licenses, approvals, insurances,etc.
required to properly provide the services and/or supplies by this contract.
B. Public Law 103-227,Part C—Environment Tobacco Smoke, 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, 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 does not apply to children's services
provided by private residences, facilities funded solely by Medicare or
Medicaid funds,and portions of facilities used for inpatient drug or
alcohol treatment. Failure to comply with the provision of the law may
result in the imposition of a civil monetary penalty of up to$1,000 per
day and/or the imposition of an administrative compliance order on the
responsible entity. By signing and submitting this application,the
Contractor certifies that it will comply with the requirements of the Act.
The Contractor further agrees that it will require the language of this
certification be included in any subawards which contain provisions for
children's services and that all subgrantees shall certify and perform
accordingly.
9. Monitoring and Evaluation
The Contractor and Social Services agree that monitoring and evaluation of the
Performance of this Agreement shall be conducted by the Contractor and Social
Services. The results of the monitoring and evaluation shall be provided to the
Board of County Commissioners, Weld County, Colorado.
Page 7 of 9
. Contract No. PY04-CCDI
The Contractor 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, onsite
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.
10. Modification of Agreement
All modification 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 the Contractor substantially failed to satisfy the scope of work found in
this Agreement. Substantial failure to satisfy the scope of work shall be defined to mean
incorrect or improper activities or inaction by the Contractor. The remedial actions are as
follows:
A. Withhold payment to the Contractor until the necessary services or correction in
performance are satisfactorily completed.
B. Deny payment or recover reimbursement for those services or deliverables which
have not been performed and which due to circumstances caused by the
Contractor cannot be performed or if performed would be of no value to Social
Services. Denial of the amount of payment shall be reasonably related to the
amount of work or deliverables lost to Social Services.
C. Incorrect payment to the Contractor due to omission, error, fraud,and/or
defalcation shall be recovered from Contractor by deduction from subsequent
payments under this Agreement or other agreements between Social Services and
the Contractor, or by Social Services as a debt due 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: For the Contractor:
Richard Rowe Sheila Avers
Assistance Payments Manager Director of Children's Programs
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 which such notices
shall be sent:
Page 8 of 9
Contract No. PY04-CCDI
To: Social Services To: United Way of Weld County,Inc.
Judy A. Griego, Director Jeannine Truswell,Executive Director
P. O. Box A P.O. Box 1944
Greeley, CO 80632 Greeley, CO 80632
14. Litigation
The Contractor shall promptly notify Social Services in the event that the Contractor
learns of any actual litigation in which it is a party defendant in a case which involved
services provided under this Agreement. The Contractor,within five(5)calendar days
after being served with a summons, complaint, or other pleading which has been filed in
any federal or state court or administrative agency, shall deliver copies of such
document(s)to the 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.
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.
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day,
month, and year first above written.
BOARD OF COUNTY COMMISSIONERS
eld County Clerk to the Board WELD COUNTY, COLORADO
1&61 1/4
� 9
/� 4\ Y
/� L7� By:
� ` iuq le Robert D. Masden, Pro—Tem AUG 2 7 2003
�VEDASTO •
•
CONTRACTOR:
C ty Attorn
WELD COUNTY DEPARTMENT OF I .Tony Fi,i , l'.air-
SOCIAL SERVICES E I 1
By:
Jud . Grj o,Dire4 r Jean .ne Truswell, Executive Director
Page90 9
Contract No. PY04-CCDI
EXHIBIT A
STATEMENT OF WORK
1. It is hereby agreed that the Contractor shall comply with the Statement of Work
and responsibilities. The Contractor shall provide the services specified in the
Contractor's Request for Application, attached hereto and any addenda to the
Request for Application.
The Contractor shall receive state funds and disburse such funds pursuant to the
Budget attached hereto in the Request for Application and, if applicable, any
addenda to the Request for Application.
2. Social Services shall provide guidance to the Contractor, as deemed necessary by
the State or at the request of the Contractor, and monitor the Contractor's
compliance and adherence to the terms of the contract.
3. The parties agree that services to be provided under this contract, excepting
preparation, submission and acceptance of a Final Financial Report and a Final
Program Report, shall be completed no later than July 31, 2004. Any funds
unliquidated by the Contractor shall revert back to Social Services.
4. Attached to Exhibit A shall be the information delineated in the Contractor's
Request for Application, and as authorized by Social Services as follows:
a) Application Summary Form
b) Section A—Need for the Project Expected Impacts/Benefits
c) Section B—Program Description, Administrative Capacity and
Accountability
d) Section C—Coordination, Collaboration and Local Match
e) Section D—Plan for Continuation
Section E—Line Item Budget Narrative
Any addenda,if required.
COLORADO DIVISION OF CHILD CARE
GRANrAPPucAnoN-PART m
� • Page lofl
fAxS `P r.-�,. (# b. 1e "'. p• .+d.c i
Legal Name of Organization: Weld Count *r
(please give full departmental name): y Department of Social Services
Address: 315 North 11th Avenue
City/State/Zip: Greeley, Colorado 80631
Contact Person: Judy Griego
(The person who can answer questions about the application)
Phone Number;
Fax 970-352-1551 x 6510
Number 970-353-5215
E-Mail Address: griegoja@co.weld.co.0
amount Requested: $6 8,4 98
Federal 1 er Identification Number
Funds will be used for
(check all that app )
New child care facility startup
Expansion of existing facility x Minor renovation to meet licensing requirements
x Training Co�Pme Consumer Education
pliea
x Resource and referral X Prov dr ratio
X Provider/staff x Provider reparation
Staff/operatlag: Detail howX Costs to meet licensing requirements
continue staff costs after you plan to
grant ends in your
__ response to Section D-Continuation _x Expanding quality of care in target c oamamity(ies)
CHECK ALL THAT APPLY TO THE PROPOSED PROJECT
x Early childhood program
_ Children of teen parents
School age(Out of School)program __
x Children with special needs __ Children of homeless families
x Infants/Toddlers
_ Public school site
_ Migrant and seasonal workers Colorado Pre-school Program
Children in Chapter 1 local school districts
x Private-for-profit center
x Eveningtweekend care Family resource center/school
x Full-week care
W?aparomd child care(part-day) Other(specify):
Area of high crime or poverty I rtify the accurate.tile. If the award isinformation
made,providedthe in this application is, to the best of my knowledge, complete and
proposal content and budget and to adhere to assurances,arancts m , certifications,
implementation in keeping with er
requirements contained in this application and in the RFA.
terms, conditions, and other
Authorized name and signature:
David E. Loma. Chair Q`
Print Name Signature t a.51211.0_3
Date
Contract No.PY02-CCD 1
SECTION A: Need for the project and expected impacted/benefits
Areas to be served and gaps: Weld County has 180,936 people, of whom 51,033 are children
under the age of 18 (Kids Count CO, 2002). Of those children, 15.2% live in poverty. Weld
County continues to have a higher poverty rate and lower median household income than other
front range counties. Weld County's unemployment rate continues to climb, with the December
2002 rate at 5.5%. Our per capita income is $42,321 compared to $47,203 for Colorado, making
us one of the largest and poorest counties in the state. The Colorado Children's Campaign report
for Weld County states that there are 7,392 children needing care, with only 5,355 licensed slots
available. Child Care Resource and Referral (CCR&R) located at United Way of Weld County
works with 293 licensed childcare centers and home providers throughout the county. In 2002,
CCR&R received 1,329 unduplicated calls from parents seeking assistance in locating childcare,
a 65% increase from 2001. Return calls can add up to 20% of the total figure. Our child care
homes total 230, which means we lost to attrition only 7 compared to losing 40 home providers
in 2002. Our childcare centers and before/after school programs are stable at 42. Since July,
2002, over 56 licensing packets have been issued to potential new providers. Of these, 21% are
participating in the mentoring program. Recruiting for infant/toddler care slots has been
successful in parts of the county, averaging 100 infant/toddler vacancies, compared to 30 last
years. Despite the increase in vacancies, the rapid growth in the Windsor, Erie, and
Frederick/Firestone/Dacono communities will require additional recruiting efforts. We are
partnering with Children's Services in Boulder County to increase the number of available
childcare slots. This partnership will also increase the quality of care through providing
structured trainings.
We anticipate the need for childcare in homes to increase dramatically in the next year
Contract No.PY02-CCD 1
due to budget cuts and the forced reduction of income guidelines for the Weld County CCCAP
program. Licensed home childcare remains the most affordable care for low-income families.
Our collaborating agencies (Weld County Department of Social Services, Aims Community
College and United Way of Weld County)remain dedicated to improving the quality of care
offered in centers and homes.
Other Types of Funding
Weld County Department of Social Services continues to transfer the maximum amount of
TANF funds to the Colorado Child Care Assistance Program (CCCAP) to fund the
increased need for childcare associated with welfare reform. The current childcare block
grant allocation is not sufficient to fund childcare for low-income families at 185% of
poverty. Consequently, WCDSS was forced to adjust the county eligibility level to 150%
of poverty on January 1, 2003, resulting in, a childcare crisis for nearly 100 families
trying to maintain gainful employment. Aims Community College, United Way, and the
Weld County Department of Social Services remain committed to assuring quality
childcare for low-income children in Weld County.
SECTION B: Program Description,Administrative Capacity and Accountability
In addition to our target areas of availability of low-income child care for off-hour, bilingual and
rural childcare, the focus for this year's Child Care Quality Expansion Grant will be:
• Improve the quality of child care available to children and families in Weld County
• Increase the # of new child care home providers and retain current childcare home
providers.
We will accomplish our goals by implementing the following objectives:
1. Recruit 45 new childcare providers to create 360 new slots. We will refine our recruiting
strategies, which currently include assessing potential providers to determine their level of
interest and capability. We will continue our collaboration on the orientation process with
the local food programs, Aims' pre-licensing program, local childcare association members
and State licensing personnel. All recruited providers will be chosen based on their ability to
become quality child care professionals, participate in the FDCRS and rural child care
trainings, serve low-income families and meet one of our targeted areas: rural care, off-hour
care, bilingual care, infant/toddler care.
2. Increase the quality of care by recruiting 20 new providers to complete the 6-month
mentor/mentee program through incentives and training. Our mentor/mentee program has
been refined and mentors must meet high standards (in-home interview, participate in
Contract No.PY02-CCD 1
assessment of their home and agree to take a class) in order to be able to participate. To
strengthen rural community childcare, we will continue our support of the four rural areas
(Windsor, Johnstown, Ft. Lupton, and Dacono/ Frederick/Firestone) and add northern
Colorado communities of Eaton/Ault/Pierce. Our evaluation of the rural mentoring groups
has revealed that training opportunities are what providers are requesting. To address that
issue, we will coordinate trainings for rural providers. Support and training opportunities will
be offered to bi-lingual childcare professionals. A county-wide training with a nationally
known speaker on child care issues (such as bonding, child guidance, literacy) will be
offered annually, as a result of collaborating with Promises for Children, Aims and Weld
County Department of Social Services (WCDSS). Subsequent trainings throughout the
remainder of the year will then focus on the application of the chosen topic.
3. Increase the quality of childcare in homes by assisting one home with the accreditation
process. Several mentees are interested in becoming accredited, and must first be in business
for over 18 months. Improve quality in childcare centers by assisting one center with the
NAEYC accreditation process.
4. Improve the quality of child care in 52 homes (a 62% increase over the previous year)
by using the
Family Day Care Rating Scale (FDCRS). This assessment tool measures the level of quality
provided in childcare homes. One additional person will be trained to become reliable with
the FDCRS instrument. This will enable us to require all mentees to participate in the
FDCRS program and to increase their quality rating. We will work more closely with
licensing to encourage all new providers to participate in the FDCRS program. Our reliable
trainers will accompany State licensing personnel to ten homes. This will result in better
retention and a higher quality of initial home care. Technical assistance will be available to
professionals participating in FDCRS to assist with the quality improvement plans. An
evaluation committee made up of business and education professionals will monitor our
outcomes.
5. Create an innovative childcare substitute provider pilot project to address the critical issues
of sick/emergency care for families and child care professionals. This project will recruit,
certify and evaluate the effectiveness of a minimum of 15 childcare substitutes. The Weld
County Child Care Task Force research project (2001) rated the need for sick and substitute
care as one of the top three needs for families and child care professionals. Childcare
professionals will be able to utilize these substitutes to obtain professional development and
provide respite care when needed. Participants in this pilot project will help stabilize the
quality of care for children. All substitutes must successfully pass (minimum B or pass
grades) First Aid/CPR/Universal Precautions, Child Development classes and a background
check (Central Registry/fingerprinting). Once the substitutes have met the requirements, they
will be eligible to participate in the project. The pilot project will be marketed to childcare
homes and centers. Six Weld County businesses contribute funding to the Family Support
Contract No.PY02-CCD1
Network at United Way of Weld County. These businesses support up to 50% of their
employee's childcare. Families employed at businesses participating in our child care
financial support programs will be given access to substitute care for sick or emergency child
care in their homes. At the end of the pilot program, we will assess the program's
effectiveness.
6. Provide scholarships at Aims Community College (Aims) to home providers going through
our mentor/mentee program (20 participants), child care substitutes (15 participants), and
childcare professionals (20 participants each quarter). Mentors/mentees and substitutes will
be required to take a child development course. All participants receiving scholarships for
these courses at Aims must complete them with a minimum of a B grade. The scholarship
program through Aims Community College for childcare professionals will require
prospective students to submit a Professional Development Plan. Tuition is paid for
participants for at least one class each quarter. The student's accomplishments will be
acknowledged at the recognition ceremony in the spring.
7. Evaluate the effectiveness of each of the preceding objectives. A child care collaborative of
community professionals will measure the success of program outcomes. The results of the
evaluation will be used to identify and solicit funding.
The following charts list goals, objectives, timelines, and accountability.
REVISED 6-03
Goal 1 -Improve the quality of child care available to children and families in Weld
County
Goal 2 -Increase the number of new child care home providers and retain current child
care professionals
Objective 1 Recruiting 30 new child care providers to create 240 new slots.
Activities Timing Measurement
Distribute licensing packets to On-going 60 packets will be distributed
potential providers
Continue the collaborative August 2003 through 8 orientations will be given in
orientation process with Aims, May 2004 2003/2004. Written evaluation of
UWWC, licensing personnel, orientations by participants
and local food programs
Expand the trainings to target Beginning July 2003 5 communities will offer appropriate
rural areas trainings to local providers.
Objective 2: 19 new providers will receive training and incentives in the 6-month
mentor/mentee program
Activities Timing Measurement
Recruit 19 Mentees from On-going 19 will participate in the program and
potential home child care become licensed
providers
Meet and train mentees/mentors On-going Participation will be required
monthly Evaluation of program
Stipends given for the successful
Contract No.PY02-CCD 1
completion of the program
Recruit Mentors as needed and On-going Participate in monthly meetings,
maintain at least 8 evaluate program,
Stipends given for successful mentoring
Coordinate and fund 6 trainings On-going MI trainings will be presented to the
to 5 rural home care provider different provider groups. Evaluation
groups and 1 bi-lingual provider will be Pre/post or semantic/numeric
group differential questionnaires
Collaborate with Promises for June 2004 The training will be given in June with
Children, Learning Clusters, attendance from parents and childcare
Child Care Collaborative and the professionals. Written evaluation of
2 child care associations to plan presentation
and implement a county-wide
training by a nationally known
child care expert
Objective 3 - Improve the quality of child care available to children and families
in Weld County by assisting one home and one center to become accredited
Activities Timing Measurement
Interview home professionals Start recruiting in July Child care home accredited by June,
interested in becoming 2004
accredited and choose 1 based on
their service to low-income
families
Interview centers interested in Start recruiting in July Center accredited by June, 2004
becoming accredited and choose
1 based on their service to low-
income families
Contract No.PY02-CCDI
Objective 4—Provide scholarships at Aims Community College (Aims) to home providers going
through our mentor/mentee program (19 participants), and childcare professionals (12
participants each quarter).
Activities Timing Measurement
Market availability of At pre-registration Marketing brochures and pamphlets
scholarships and incentives times each quarter distributed, application received
Aug., Dec., Mar. May
Enroll mentees/mentors in ECE On-going Grant funds distributed for tuition,
class books
Provide academic advising to Throughout grant Advising log notes for students involved
determine a Professional period
Development Plan
Provide tuition for students May 2004 Funds disseminated to students getting a
enrolled B & successfully completing PDP
Objective 7- Evaluate the effectiveness of grant objectives
All programs/projects will be On-going Quality improvements will be measured,
evaluated by evaluation documented with relevant measurement
committee tools.
Contract No.PY02-CCD 1
Staffing:
The project coordinator is Sheila Avers, Director of Children's Programs, United Way of
Weld County. Pat Sandoval, Coordinator ofUWWC's Childcare Resource and Referral Program
and Christy Aldridge, Child Care Resource &Referral Specialist will be working on this project
to implement the goals and objectives. Pat has been a Headstart Director for 17 years. Christy
has been a home childcare provider and worked in center classrooms. All staff has a background
in early childhood education. Kathy Hamblin, Director of Family and Life Education at Aims
will coordinate their efforts.
Closing the gaps identified in Section A:
This project will directly impact the gaps identified in Section A that prevent low-income
families from accessing quality childcare. Our project will improve accessibility to childcare by
increasing slots and will improve the overall quality of care in over 52 childcare homes. By
focusing on home care, which is more affordable, we are directly impacting low-income
families. The use of the national accreditation for one home increases quality, as does the use of
the FDCRS instrument in childcare homes. We will strengthen the process to recruit home
providers in general by offering a unique orientation process. Specifically, our collaboration with
IBM and our response to rural provider's request for training will positively impact children in
rural areas. Our emphasis on bi-lingual provider needs will increase the quality of care available.
In order to serve low-income working families better, the WCDSS is represented on the Child
Care Committee and Special Needs Committee, as well as the Quality Child Care Collaborative.
Professional development for childcare center providers will raise the quality of care in
existing facilities improving outcomes for children and the retention of qualified staff Previous
tracking of grant tuition recipients indicates a high level of retention(92%) of trained individuals
Contract No.PY02-CCD 1
in early childhood education. Accreditation of one center will impact the quality of childcare for
children.
The public relations campaign will continue, even though we are not seeking grant
dollars for its maintenance. Education to the community at large about choosing quality childcare
will continue to target Spanish-speaking members. Brochures and flyers will continue to be
distributed in areas and to businesses that will help low-income parents.
Measurable Outcomes: (see table) WCDSS will know this program is successful by the
number of CCCAP and low-income families being served and through the increase in quality.
WCDSS will discern quantitative and qualitative improvements. Specific evaluation criteria are
referred to in the above table.
Outcome Measurement and Timeframes: (see table)
Other Community Resources and Services: United Way of Weld County(UWWC) will
continue to provide funding to the Incentive Program. Additionally, UWWC is funding the
marketing and public relations for childcare. There is an aggressive plan to educate the
community about the critical need for quality childcare. Business contracts will provide incentive
dollars to recruit childcare providers. CORRA also provides money towards these efforts. A
significant source of funding that directly impacts low-income families and other working
families is our FSN Business Child Care Program. Six county businesses are contributing to
their employees' childcare through this program. Aims Community College has two
Infant/Toddler Quality Expansion grants, an Infant/Toddler Quality Improvement grant from the
state, Title V, and Head Start Partnership federal grants. These enable Aims to link training
opportunities to childcare providers.
Contract No.PY02-CCD 1
How providers are selected: Providers will be selected based on their willingness and ability to
address targeted areas listed above, emphasizing low-income families. Only licensed providers
will be selected.
Outreach Activities and Benefits for Low Income Families: Our programs benefit low
income and working parents by increasing the number of child care homes. All program
participants are required to enroll CCAP and low-income families. We recruit shift care and off-
hour care providers, which aids low-income families. Additional training and intensive
assessment for childcare providers allows us to quantify the increase in quality for children. A
unique collaboration that has been providing information to both licensed and exempt child care
providers throughout the county is the Child Care Professionals Guide, a bimonthly newsletter.
The collaborating entities (WCDSS, Aims, UWWC, 2 food programs, State licensing specialists,
Learning Clusters, the child care associations)provide information about training opportunities,
current developments in early childhood education, recipes, activities and other practical
information to impact quality care. WCDSS participates in developing programs that further a
low-income family's ability to have a voice in determining access to childcare. We will continue
to interpret and translate information into Spanish. We require all program participants to enroll
CCAP and low-income families.
County DSS plans for monitoring the project: WCDSS has representation on mentoring goals
and on evaluating the quality assessments. WCDSS invites other partners to participate in
recruiting and training activities to meet project goals. A monthly review of the progress of
objectives occurs.
Progress of Children: By design, the quality assessment goal of this project will increase
successful outcomes for children. Participants will report anecdotally about the progress of
Contract No.PY02-CCD1
children in their care. When quality child care increases by one-half point or more on the
FDCRS assessments and homes and centers are accredited,that is a significant benefit to
children.
Building Capacity: This project, through its recruitment component, will create at least 360
additional childcare slots. Over 50% of these slots will serve low-income families.
Building Quality: This project, through it's professional development and the assessment
activities will impact over 400 children by raising the quality of their care by one-half point or
more on the FDCRS instrument. 20 students receiving scholarships impact quality in classrooms.
Over 30 children will benefit from the home and center accreditation. Over 1,000 children
benefit from our campaign on choosing quality childcare, because every parent who calls
CCR&R receives our checklist on choosing quality care.
SECTION C: Coordination, Collaboration and Local Match
Local Participants: The Child Care Committee are leaders in childcare who collaboratively
conceived these grant programs based on local need. The two Child Care Associations, the Weld
Association for the Education of Young Children, State licensing personnel, Head Start, and
Family Connects are involved as well. The Child Care Collaborative will maximize the use of
project resources.
Local childcare resources: The CCR&R program at United Way of Weld County will continue
its efforts to reach over 1,000 families to educate them about quality childcare and potential
financial subsidies available. The FSN program of United Way of Weld County will also
continue its efforts to recruit local businesses to contribute to their employees' childcare
expenses. The pre-licensing training through Aims Community College is a resource available
to new providers.
Contract No.PY02-CCD 1
Local Matching Resources:
Matching funds for this project are provided through United Way of Weld County, Colorado
Office of Resource and Referral Agencies, Aims Community College, R.R. Donnelley, and other
grants. Our in-kind and cash match exceeds the required level and includes the majority of
staffing costs, space at Aims, and United Way of Weld County, coordination, bookkeeping and
office materials.
History of Successful Collaborations:
Weld County has a distinguished history of over 15 years of collaboration efforts on behalf of
children. The Child Care Committee recently combined over 5 entities to provide one newsletter
to child care professionals. Promises for Children emphasizes the issues that impact children
under three. The Child Care Task Force, started in 2000, meets annually to evaluate progress on
it's goals.
SECTION D: Plan for Continuation after Grant Ends
UWWC, Aims and WCDSS are committed to continuing the grant programs. UWWC will focus
on mentoring and provider recruitment programs, and continuing their funding support.
Increased business participation in funding childcare will also go towards quality childcare
programs, as does CORRA funding. Aims is consistently seeking grant sources for student
scholarships and funding for childcare.
Contract No.PY02-CCD 1
The following charts list goals, objectives, timelines, and accountability.
REVISED 6-03
Goal 1 -Improve the quality of child care available to children and families in Weld
County
Goal 2 - Increase the number of new child care home providers and retain current child
care professionals
Objective 1 Recruiting 30 new child care providers to create 240 new slots.
Activities Timing Measurement
Distribute licensing packets to On-going 60 packets will be distributed
potential providers
Continue the collaborative August 2003 through 8 orientations will be given in
orientation process with Aims, May 2004 2003/2004. Written evaluation of
UWWC, licensing personnel, orientations by participants
and local food programs
Expand the trainings to target Beginning July 2003 5 communities will offer appropriate
rural areas trainings to local providers.
Objective 2: 19 new providers will receive training and incentives in the 6-month
mentor/mentee program
Activities Timing Measurement
Recruit 19 Mentees from On-going 19 will participate in the program and
potential home child care become licensed
providers
Meet and train mentees/mentors On-going Participation will be required
monthly Evaluation of program
Stipends given for the successful
completion of the program
Recruit Mentors as needed and On-going Participate in monthly meetings,
maintain at least 8 evaluate program,
Stipends given for successful mentoring
Coordinate and fund 6 trainings On-going All trainings will be presented to the
to 5 rural home care provider different provider groups. Evaluation
groups and 1 bi-lingual provider will be Pre/post or semantic'numeric
group differential questionnaires
Collaborate with Promises for June 2004 The training will be given in June with
Children, Learning Clusters, attendance from parents and childcare
Child Care Collaborative and the professionals. Written evaluation of
2 child care associations to plan presentation
and implement a county-wide
training by a nationally known
child care expert
Objective 3 - Improve the quality of child care available to children and families
in Weld County by assisting one home and one center to become accredited
Activities Timing Measurement
Interview home professionals Start recruiting in July Child care home accredited by June,
interested in becoming 2004
Contract No.PY02-CCD 1
accredited and choose 1 based
on their service to low-income
families
Interview centers interested in Start recruiting in July Center accredited by June, 2004
becoming accredited and choose
1 based on their service to low-
income families
Objective 4—Provide scholarships at Aims Community College (Aims) to home providers going
through our mentor/mentee program (19 participants), and childcare professionals (12
participants each quarter).
Activities Timing Measurement
Market availability of At pre-registration Marketing brochures and pamphlets
scholarships and incentives times each quarter distributed, application received
Aug., Dec., Mar. May
Enroll mentees/mentors in ECE On-going Grant funds distributed for tuition,
class books
Provide academic advising to Throughout grant Advising log notes for students involved
determine a Professional period
Development Plan
Provide tuition for students May 2004 Funds disseminated to students getting a
enrolled B & successfully completing PDP
Objective 7-Evaluate the effectiveness of grant objectives
All programs/projects will be On-going Quality improvements will be measured,
evaluated by evaluation documented with relevant measurement
committee tools.
Contract No.PY02-CCD 1
SECTION E: Revised 6-9-03 Budget Narrative
Child Care Quality Expansion Project FY 2003 —Line Item Budget:
Funding Period: 7/01/03 to 6/30/04
BUDGET FOR DIRECT COSTS OF CHILD CARE LICENSING PROGRAMS
Requested Local Other Proj. Total
Item Funds Match Funds Cost
Personnel Salaries
United Way of Weld County:
Coordination of recruiting and training Mentors/Mentees,
developing rural training programs, organizing and
presenting collaborative orientations -- (30 hrs./mo. x 12
mos. @ $11/hr.). $ 3,960 --- --- $ 3,960
Grant management @ 18 hrs./mo. x $15/hr. x 12 mos. $ 1,500 $ 1,740 --- $ 3,240
Aims Community College:
Grant management @ $229/month --- $ 2,749 --- $ 2,749
$ 5,460 $ 4,489 -- $ 9,949
Fringe Benefits:
United Way of Weld County:
$9,949 x 19% _ $1,890 $ 1,044 $ 846 --- $ 1,890
Aims Community College:
$2,749 x 35%=$962 --- $ 962 --- $ 962
$ 1,044 $ 1,808 $ 2,852
Travel
United Way of Weld County:
Mileage—2,500 miles @ .345 $ 431 $ 431 --- $ 862
AIMS Community College:
$ 431 $ 431 $ 862
Supplies - United Way of Weld County:
General office supplies $ 300 $ 300 --- $ 600
Postage $ 300 $ 300 --- $ 600
Marketing (advertise new programs) $ 500 $ 500 --- $ 1,000
Aims Community College:
Marketing (brochures) --- $ 300 --- $ 300
Postage --- 300 --- $ 300
$ 1,100 $ 1,700 $ 2,800
Equipment
Other (specify)
United Way of Weld County
Collaborative Orientation Program-- Supplies for
orientation packets to be distributed to potential child
care providers (50 packets @ $2.00 each) --- $ 100 --- $ 100
Incentive Program -- Incentive for 19 recruited mentees
@ $270 per mentee $ 3,330 $ 1,800 --- $ 5,130
Contract No.PY02-CCD 1
Incentive for 19 mentors @ $280 per mentor $ 3,453 $ 1,867 --- $ 5,320
Other (specify)- continued
Rural & Spanish Training Programs -- 5
Rural training coordinators and 1 Spanish Training
coordinator to plan six trainings per year(6 trainings per
year x 6 coordinators @ $50 per training) $ 1,800 --- --- $ 1,800
Training presenters (36 trainings x $50 per Training) $ 1,800 --- --- $ 1,800
Accreditation -- Pay 1 licensed home provider to
become accredited $ 500 --- --- $ 500
Pay 1 licensed child care center to become accredited $ 650 $ 650
Seminar--Fee for seminar speaker and facility
Comprehensive follow up trainings to build on $ 2,000 --- $ 7,000 $ 9,000
seminar topic (6 trainings @ $300 each) --- $ 1,800 $ 1,800
Aims Community College:
Mentor/Mentee Tuition & Books
Tuition for 20 mentors/mentees to take child
development class (5 cr.@ $36/cr. X 20) $ 3,600 --- $ 3,600
Child Care Professional Tuition
Tuition for12 students per quarter x 3 Quarters x 4.5
credits per quarter @ $36/per credit $ 5,832 --- --- $ 5,832
Recognition Ceremony
Refreshments and Speaker --- $ 200 --- $ 200
Academic Advising
Academic Advising &recruitment-- $40 per 60 students --- $ 2,400 --- $ 2,400
$22,965 $ 6,367 $ 8,800 $38,132
Sub Total-Child Care Program $31,000 $14,795 $ 8,800 $54,595
COUNTY ADMINISTRATIVE COSTS
Budget Categories
Personnel/Admin. $ 1,000 --- --- $ 1,000
Grand Total $32,000 $14,795 $ 8,800 $55,595
Contract No. PY04-CCDI
EXHIBIT B
•
g C I ON of WORK
1. This Purchase Requisition shall be for a tern commencing on July 1, 2003 through July 31, 2004
unless terminated earlier under the provisions for termination set forth below. Funds must be spent
not later than June 30,2004 as noted in Paragraph 7 below.
2. The Vendor agrees to provide services and products in accord with the workplan and budget
certifications incorporated into this Purchase Requisition as Exhibit A and Attachment I to Exhibit A_
a) The Vendor shall use grant funds to increase the availability, affordability, and quality of child
care services for low-income families affected by welfare reform work requirements or families
involved in training/work preparation in order to position the state to meet the work requirements
under welfare reform.
1) The Vendor shall perform, it a minimum, one of the following child care quality and
availability improvement activities, in accord with the Vendor's approved work plan and
budget in Attachment I to Exhibit A, pages 3-4.
i) Child care program start-up activities;
II) Expansion of child care space in existing facilities;
iii) Provide grants and loans to child care
state, local and/or tribal child care standards, to to assist applicable them in meetinghealth apand plicable
safety
requirements; grants and loans topromote including n pas ono e e safety
expand the number of children served; 'up and expansion of child care and to
iv) Inprove the monitoring of compliance with and enforcement of applicable state, local
and/or tribal requirements under the federal regulations;
v) Provide comprehensive consumer education activities for
vi) Provide activities that increase `"and public;
parental choice;
vii)development,
rate directly or provide financial ass' organizations for P t, establishment, [stance to or the enhanced
referral programs specifically related expansion,to hildoperation d coordination of' resource and
viii) Provide raining and technical assistance in one or more of the following child care
areas;
• health and safety;
• nutrition;
• first aid;
• recognition of communicable diseases;
• child abuse detection and prevention;or
• care for special needs children.
ix) Provide activities that improve salaries and other compensation, e.g., fringe benefits, for
full-and part-time staff who provide child care services;
x) Create coordinated care systems such as wraparound, full-day, full-week, full-year cart
This may also include the creation of transportation systems to support these services
and projects linking child care and$cad Start or other pre-ldndergartea programs;
xi) Minor renovation of facilities to meet licensing requirements;
•
Page 1 of s
Contract No. PY04-CCDI
xii) Develop and implement teen parent programs or weekend/evening or sick child care
programs;
xiii) Expand provider training and innovative recruitment/retention strategies;
xiv) Build public-private partnerships and business involvement in child care;
xv) Provide needs assessment and planning of community based child care and education
efforts which promote Child Care Development Fund(CCDF)goals.
2) The Vendor shall use grant funds only for those activities that result in the creation of new
child care options and/or enhancing and expanding current child care options.
3) The Vendor shall coordinate grant activities with low-income and child care assistance
programs serving low-income families and families who are newly working or involved in
work training/preparation and with other programs providing a range of child care and early
childhood education services in the geographic area(s)providing grant-funded services.
4) The Vendor shall operate the grant within the confines of the federal Child Care and
Development Fund (CCDF) rules and regulations as these regulations currently exist or as
they may be amended during the term of this Contract.
5) The Vendor shall not use funds to supplant or replace funds currently being used,planned,or
committed, for child care activities_ Grant funds shall not be used to replace existing
program revenues.
6) The Vendor shall use a lawful, appropriate sub-Vendor selection process that is in keeping
with the county's approved procurement and contracting procedures.
7) The Vendor shall negotiate specific agreements on new slots development when contracting
with sub Vendors.
i) These agreements shall, at a minimum, address the continuing availability of newly
developed and enhanced child care options created by the grant to low-income and
public assistance families.
8) The Vendor shall demonstrate that more children and families will receive quality services as
a direct result of this grant funding.
i) The Vendor's quality and availability program(s) will be monitored and evaluated based
on performance measures submitted as part of the grant application. These performance
measures are included in Attachment A.
9) The Vendor chidl consult with the Department of Human Services/Division of Child Care
Licsing Specialist to ensure that all grant-funded programs meet applicable licensing
requirement
10) The use of grant dollars for direct child care staff(provider) salaries and fringe benefits
during start-up and/or expansion of capacity is only allowable if directly related to creating
new or expanded child care services.
1 I) In administering the grant program and funds,the Vendor shall prioritize:
i) meeting the needs of low-income parents and families having children with special needs
who are eligible for child care under federal child care regulations,
ii) making effective use of community resources,and
Page 2 of S
Contract No. PY04-CCDI
iii) providing high quality programs, which create an environment that enhances the age-
appropriate, educational, social, cultural, emotional and recreational development of
children.
12) The Vendor shall provide public awareness and outreach to low-income and newly working
families so they are aware of and can access grant-funded services.
13) The Vendor shall submit any requests to use grant funds for the purchase of computers and
administrative software in writing for approval by the State. The state will only consider
such requests for programs serving 50 or more children and demonstrating a direct
relationship between the expenditure and increased child care capacity and/or quality.
14) Grant fiords shall not be used for direct subsidies/scholarships for child care or for general
administrative support services which are not directly related to this quality and capacity
expansion grant.
15) At a minimum, the Vendor shall provide a local match of 10%of the total project budget or
that percentage of local match the Vendor committed to in the approved grant application -
whichever is higher.
i) The Vendor acicnowledges it has confined the availability of the local match prior to
the effective date of the Purchase Requisition.
ii) The Vendor ensures that the local match will be met during the term of this Purchase
Requisition.
16) The Vendor shall cooperate with state and/or federal monitoring of the Vendor's program
and costs.
17) The Vendor shall ensure parents have unlimited access to their cluidren in care and to the
providers caring for their children during normal operating hours whenever their children are
in care.
18) The Vendor shall not use funds for the following activities:
• to purchase or improve land,
• to purchase vans,trucks,or automobiles
• to purchase,construct or permanently improve any building or facility.
19) The Vendor shall not engage in activities intended to extend or replace regular academic
programs or for tuition(in grades 1-12)or for related expenses for academic programs.
20) The Vendor shall demonstrate in the final program report that more children received
quality child care services as a result of this funding.
21) If providing Our-of School Time Programs, the Vendor shall ensure that these services are
available Monday-Friday, including school holidays and vacation periods other than legal
public holidays to children attending early childhood development programs,kindergarten or
elementary and secondary school classes during such times of the day and on such days that
the regular instructional services are not in session.
3. During the course of this Purchase Requisition,the Vendor shall submit quarterly fiscal and program
reports using formats provided by the Division of Child Care. These reports are due not later than 30
calendar days following the end of each stare fiscal quarter. Fiscal quarters end on September 30
2003,December 31,2003,March 31,2004,and June 30,2004. '
•
Page A of 5
Contract No. PY04-CCDI
The Vendor shall also submit a final project and financial report not later than July 31, 2003. The
financial data shall include the actual costs for the program services and the actual costs of specific
activities to build child care capacity and improve the availability of child care, within the budget
limitations and categories specified in Attachment I to Exhibit A,pages 3-4.
The Vendor chat! include in the final program report a description of all accomplishments and
programs of service as enumerated in Exhibit A and Attachment I to Exhibit A, any significant
problems and barriers which impacted development or completion of the program of services; a final
activity/service outcome report, significant innovations;a list of products or reports generated during
the project and how child care availability and/or quality were increased under the project These
reports shall be provided in a format and according to specifications provided to the Vendor by the
State.
4. In consideration for the services rendered in accordance with the Purchase Requisition, the vendor
will be reimbursed for professional services and expenses as specified in the Project Budget;attached
to and incorporated into this Purchase Requisition as Exhibit A and Attachment I to Exhibit A,pages
3-4. Final payment for services specified in the line item budget included in Attachment I to Exhibit
A,pages 3.4.
5. The vendor re-confirms agreement with the following assurances:
• The applicant ensures the budget is sufficient to enable full implementation of the workplan.
• The project will cooperate and assist with monitoring,evaluations,and site visits initiated by the
State and/or its Vendors or the federal government
• The project will provide a final report which shall include information on the number of
businesses and families impacted by activities performed under this Purchase Requisition.
• The project will keep records and afford access to those records as the Division of Child Care
and federal government require, including activities to verify the activities in the final report and
proper disbursement of funds.
• The project agrees that programmatic and/or fiscal modifications and changes in staffing or
scheduling for these funded activities can be made only after prior written approval of the State.
• The project assures any sub-grantees of these funds will be made aware of and comply with the
terms and conditions applicable to this grant.
• No funds shall be used for direct child care subsidies; i.e., the Colorado Child Care Assistance
Program.
6. The maximum amount which may be reimbursed by the state under this Purchase Requisition is
$32,000., subject to the continuing availability of federal funds and satisfactory performance as
determined by the Division of Child Care.
7. The Budget must be obligated by and liquidated on or before June 30, 2004. Payment shall be made
through the Colorado Fiscal Management System(CFMS)and shall be arranged for by the vendor as
services are provided,but not more often than monthly. Quarterly fiscal and program reports are due
not later than the 306 day in the month following the end of a state fiscal quarter. Any funds =-
liquidated by July 1. 2004 shall revert back to the Division of Child Care. All warrants endorsed by
the Vendor and presented for payment shall constitute payment in full, expect when endorsed under
good faith protest pursuant to Section 4-1-207,C.R.S.
Page4of5
Contract No. PY04-CCDI
SUPPLEMENTAL CLAUSES FOR SERVICES
1. Vendor shall obtain,and maintain at his own expense and at all times during the term of this Purchase Order,and any
extension thereof;the following insurance:
A. Standard Workers'Compensation and Employer Liability as required by awe statute,including occupational disease covering all
employees on or of the work site,acting within the course and scope of their employment
jury,Automobile ility,and,when B. General Personal following minimum coverageovuired by the State,Professional Liability,including bodily injury,personal
injury and property damage,with the
I. Occurrence based policy combined single limit of$600,000 or
endorsement that extends coverage twopi Claims-Made daze. policy:combined single limit of$600,000 plus an
2. Annual Ayears beyond the policy expiration date
nnul the Leto fmit policy:000 ifNot ouns less
than reduce $1,000,000 phis agreement that vendor will purchase additional insurance to
C. The Su of of the annual aggregate below 5600,000
State Colorado shall be named as an additional insured on all liability policies.
D. The insurance shall include provisions preventing cancellation without 30 calendar days prior written notice to the Stare by certified
mail. In the event of cancellation of such coverage,vendor shall 1mmcdiarely nodty the State of cancellation.
E. Vendor shall provide certificates of adequate insurance coverage to the State within 7 worldng days of receipt of award and PRIOR to
beginning work,unless otherwise provided.
F. Vendor shall provide such other insurance as may be required by law,or in a specific solicitation.
2. Vendor certifies that it has currently in effect all necessary licenses,approvals,insurance.etc..required by law and this
Department to provide the services covered by this purchase order.
3. The Vendor shall maintain a complete file of all records and any other materials which pertain to the delivery of services
hereunder fora period of three(3)years after the termination date hereof or until resolution of any pending audit,and shall
permit access thereto,at no cost to the State. All materials which are established by the Vendor which relate to the
performance of services hereunder shall be the property of the State.
4. Vendor shall protect the confidentiality of all applicant/recipient records and other materials maintained pursuant to this
Purchase Order. No such information shall be released except for program administration purposes or with the subject
individual's prior wnnen consent.
5. Vendor shall permit the monitoring,by duly authorized public employees or their agents,of all activities conducted by the
Vendor hereunder. Such monitoring may consist of internal evaluation procedures,exatmnanon of data,formal audit,On-site
checking,or any other reasonable procedure.
6. Vat shall fully disclose to the State any relationships)it has with a third party where such relationship is in opposition or
conflict to its relationship with the State under this Purchase Order.
7. This Purchase Order provides for the acquisition of services from the Vendor. The duties and obligations of the Vendor arising
hereunder cannot be assigned,delegated nor subcontracted without the express prior written consent of the Stare.
S. The Vendor shall be responsible for the results of the work to be undertaken.The Vendor is not subject to the State's control as
to the means and methods of accomplishing the work.The Vendor shall select its clients and is free to work for one or more
during any given interval.Except as otherwise set forth herein, the Vendor shall provide the tools materials and office space
needed to perform the work The Vendor shall perform specific services hereunder for a fixed price and shall nor receive
regular payments az stated intervals, if the Vendor is a past employee of the State of Colorado, the Vendor shall forthwith
provide the State with a written statement of explanation of such employment,including the last date of employment.
9. Neither the Vendor,nor its employees or agents,arm entitled to worker's compensation benefits from the State a result
of the work to be performed hereunder. The Vendor is obligated to pay federal and state Income tax on any moneys
earned pursuant to this Purchase Order.
10. The
e Vendor shallof the duties shall be as
an independent consultant and not as an employee. Neither the Vendor nor
any agent or employee deemed to be an due all required employment agent orro employee of in State.The Vendor shall pay when
taxes tad income tax withholding, shall provide and keep in force workers'compensation and
unemployment compensation insurance in the amounts required by law, and shall be solely responsible for the acts of the
Vendor,its employees and agents.
11. The Vendor represents and warrants to the Stare that it and its employees and agents have the requisite training, skill,
experience,and qualifications to provide the services contemplated by this Purchase Order.
12. This Purchase Order contains the entire agreement of the par.
Page 5df5
Contract No. PY04-CCDI
EXHIBIT C
ASSURANCES
1. The Contractor agrees it is an independent contractor and that its officers and employees
do not become employees of Weld County,nor are they entitled to any employee benefits
as Weld County employees, as the result of the execution of this Agreement.
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 Contractor or its employees, volunteers, or agents while performing
duties as described in this Agreement. Contractor shall indemnify, defend, and hold
harmless Weld County, the Board of County Commissioners of Weld County, its
employees, volunteers, and agents. The Contractor 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, the Contractor shall provide Social
Services with the acceptable evidence that such coverage is in effect.
3. No portion of this Agreement 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 to this Agreement.
4. No portion of this Agreement shall be deemed to create an obligation on the part of the
County of Weld, State of Colorado, to expend funds not otherwise appropriated in each
succeeding year.
5. If any section, subsections,paragraph, sentence, clause, or phrase of this Agreement is for
any reason held or decided to be unconstitutional, such decision shall not affect the
validity of the remaining portions. The parties hereto declare that they would have
entered into this Agreement and each and every section, subsection, paragraph, sentence,
clause, and phrase thereof irrespective of the fact that any one or more sections,
subsections, paragraphs, sentences, clauses, or phrases might be declared to be
unconstitutional or invalid.
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. The Contractor 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 Agreement.
Page 1 of 4
Contract No. PY04-CCDI
8. The Contractor 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 Agreement 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 the Contractor.
9. All such records, documents, communications, and other materials shall be the property
of Social Services and shall be maintained by the Contractor, in a central location and
custodian, in behalf of Social Services, for a period of three (3) 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 qualification: 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 three (3)year period, or if audit findings
have not been resolved after a three (3) year period, the materials shall be retained until
the resolution of the audit finding.
10. The Contractor 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 Agreement to ensure compliance with the terms of this
Agreement. Contracting parties agree that monitoring and evaluation of the performance
of the Agreement shall be conducted by appropriate funding sources. The results of the
monitoring and evaluation activities shall be provided to the appropriate and interested
parties.
11. This Agreement shall be binding upon the parties hereto, their successors, heirs, legal
representatives, and assigns. The Contractor of Social Services may not assign any of its
rights or obligations hereunder without the prior written consent of both parties.
12. The Contractor certifies that Federal appropriated funds have not 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 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. The Contractor assures that it will fully comply with the General Assistance Program
regulation promulgated, and all other applicable federal and state laws, rules and
regulations. The Contractor understands that the source of funds to be used under this
Agreement is: General Assistance Funds.
Page 2 of 4
Contract No. PY04-CCDI
14. The Contractor assures and certifies that it and its principals:
A. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions 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 Agreement, 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 the Contractor shall not enter any third party relationship
that gives the appearance of creating a conflict of interest. Upon learning of an existing
appearance of a conflict of interest situation, the Contractor 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 the Contractor.
16. Contractor 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 General Assistance Program, no information about or
obtained from any applicant/recipient in possession of Contractor shall be disclosed in a
form identifiable with the applicant/recipient or a minor's parent or guardian. Contractor
shall have written policies governing access to, duplication and dissemination of, all such
Page 3 of 4
Contract No. PY04-CCDI
information. Contractor shall advise its employees, agents and subcontractors, if any,
that they are subject to these confidentiality requirements. Contractor 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 the
Contractor in the course of providing services under this Contract will be accorded at
least the same precautions as are employed by the Contractor for similar information in
the course of its own business.
Page 4 of 4
Ater."
DEPARTMENT OF SOCIAL SERVICES
PO BOX A
GREELEY,CO 80632
' WEBSITE:www.co.weld.co.us C , Administration and Public Assistance(970)352-1551
Child Support(970)352-6933
COLORADO
MEMORANDUM
TO: David E. Long, Chair Date: August 25, 2003
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services-, (1,011. t ( , \A,L�RE: Child Care Development Agreement for Services Between the Weld
County Department of Social Services and United Way of Weld County,
Inc.
Enclosed for Board approval is a Child Care Development Agreement for Services between the
Weld County Department of Social Services (Department) and United Way of Weld County, Inc.
(United Way). The Agreement was discussed and reviewed at the Board's Work Session of
August 18, 2003.
In February 2003, the Board approved the Department's competitive grant request, which was
submitted on behalf of United Way of Weld County and Aims Community College. The
Department was notified in a letter dated May 20, 2003,by the Colorado Depail.uient of Human
Services of a funding award of$32,000, and received a purchase order from the State Department
to begin the project on July 21, 2003. As a result, the Department developed a Child Care
Development Agreement with United Way to effect the pass-through of these funds to United
Way.
The major provisions of the Agreement are:
1. The term of the Agreement is July I, 2003 through June 30, 2004.
2. United Way, with its subcontractor, Aims Community College, would improve the
quality of child care available to children and families in Weld County, increase the
number of new child care home providers, and retain current child care providers.
3. The Department agrees to reimburse United Way an amount not to exceed $32,000 with
United Way and Aims Community College providing the required in-kind match.
If you have any questions,please telephone me at extension 6510.
2003-2520
Hello