HomeMy WebLinkAbout20033049.tiff RESOLUTION
RE: APPROVE FOOD DISTRIBUTION AGREEMENT FOR COMMODITY SUPPLEMENTAL
FOOD PROGRAM AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Food Distribution Agreement for the
Commodity Supplemental Food Program 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
Human Services, and the Colorado Department of Human Services, commencing upon full
execution of said agreement, and ending September 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, that the Food Distribution Agreement for the Commodity Supplemental Food
Program 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 Human Services,and the Colorado
Department of Human Services 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 3rd day of November, A.D., 2003.
B RD OF COUNTY COMMISSIONERS
CO NTY CO OR DO
ATTEST: tAnal, l,d
, id . Lon , Chair
Weld County Clerk to the oaf . s
Ro ert D. Mas en, Pro-Tem
BY:
Deputy Clerk to the EXCUSED
M. J. Geile
APP AS RM:
Willia H. Jerke/
unty ttor ey
/ Glenn Vaad
Date of signature: �d
2003-3049
k t C� au J HR0074
6
13 . 910 . 301
DF-2B (Rev. August 2003)
COLORADO DEPARTMENT OF HUMAN SERVICES
1575 Sherman Street, 3rd Floor
Denver, CO 80203-1700
FOOD DISTRIBUTION AGREEMENT
COMMODITY SUPPLEMENTAL FOOD PROGRAM
(Serving Low Income Women, Infants, Children and Elderly)
This Agreement is made by and between the Colorado Department of Human Services,
1575 Sherman Street, 3rd Floor, Denver, CO 80203-1714 (hereinafter referred to as the
"Department"), and the Weld County Division of Human services
(hereafter referred to as the "Recipient Agency").
Whereas, the Department is a distributing agency under a contract with the U.S. Department
of Agriculture (hereinafter referred to as "USDA"). The Contract with USDA is subject to all
federal laws and regulations. USDA controls the amount and types of commodities available to the
Department.
Whereas, the Department has the responsibility for administering the Food Distribution
Programs in Colorado in accordance with its Contract with USDA, and;
Whereas, the Recipient Agency desires to participate in the Donated Foods Program in
accordance with the terms of this Agreement; and
Whereas, as of the date of execution of the Agreement, Recipient Agency meets all
requirements for participation in this program.
NOW, THEREFORE, IT IS HEREBY AGREED:
1. The Recipient Agency is operating the Commodity Supplemental Food Program which
provides supplemental foods to low income pregnant and postpartum women, infants,
children and elderly; and
Complete the following questions:
The Recipient Agency has the following types of storage facilities available:
Dry Yes x No
Cooler Yes x No
Frozen Yes X No
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2. Recipient Agency shall participate in the Donated Foods Program in accordance with the
terms of the Agreement and applicable legal requirements described below.
3. The term "legal requirements" as it is used throughout this Agreement includes federal and
state statutes, federal and state regulations program requirements as identified in the Food
Distribution Unit Recipient Agency User's Handbook, State Plan of Operation and
Administration attached hereto and incorporated herein as Exhibit A and any amendments
thereto, which are applicable to the Food Distribution Programs, which are in effect when
this Agreement is executed. The Recipient Agency agrees to fully comply with all legal
requirements defined above, and to submit any reports requested by the Department or
USDA in a prompt and complete manner, and to enforce such legal requirements against
any sub-distributing agencies which are under contract with the Recipient Agency.
4. Recipient Agency shall receive, store and distribute donated foods. In addition, the
Recipient Agency agrees to comply with the following terms and conditions:
A. Use of Donated Foods
Donated food will be used only in connection with Recipient Agency's established
feeding operation for the sole benefit of persons served by the Recipient Agency and
will not be sold, exchanged, or otherwise disposed of by the Recipient Agency
without express written approval being obtained by the Recipient Agency from the
Department.
B. Storage Facilities
The Recipient Agency and any sub-distributing agencies under contract with the
Recipient Agency shall provide adequate facilities for the handling, storage and
distribution of donated foods. These facilities shall be such as to properly safeguard
against damage, theft, spoilage, or other loss as recommended in the "Food Storage
Guide for Schools and Institutions" in the Food Distribution Unit User's Handbook.
The Recipient Agency shall provide facilities and services that:
1. Are sanitary and free from rodent,bird, insect and other animal infestation;
2. Safeguard against theft, spoilage and other loss;
3. Maintain foods at proper storage temperatures;
4. Stock and space foods in a manner so the USDA-donated foods are readily
identified;
5. Rotate stock utilizing "First-In/First-Out" inventory practices;
6. Store donated food off the floor and away from walls in a manner to allow
for adequate ventilation;
7. Maintain accurate inventory records of product issuance; and
8. Take other protective measures as may be necessary.
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The Department reserves the right to inspect the facilities, without the
benefit of prior notification, to ensure these standards are met.
C. Responsibility for Damage, Spoilage, Theft, or Other Loss
Once the donated foods have been delivered to the Recipient Agency or its carrier agent, the
Recipient Agency is responsible to the Department for any losses resulting from improper
or negligent issuance/distribution of said food. Further, the Recipient Agency is responsible
to the Department for any losses resulting from improper or negligent issuance/distribution
of commodity foods by other agencies with which the Recipient Agency has entered into
sub-Agency agreements or contracts for distribution of said foods.
In the event of damage, spoilage, theft or other loss, the Recipient Agency will promptly
notify the Department. In case of spoilage, the Recipient Agency shall furnish a certificate
from the County or the State Health Department representative confirming such spoilage.
The Recipient Agency assumes full responsibility for reimbursing the Department for the
USDA dollar value of any donated foods improperly used or disposed of or any loss or
damage to donated foods due to the failure of the Recipient Agency or its agents to provide
proper storage, care or handling. The Recipient Agency may be required by the Department
to submit documentation regarding the loss.
D. Physical Inventory
Recipient Agencies shall take an annual physical inventory of USDA commodities the last
working day of September and submit the inventory to the Department, not later than the
5th of October, in a format prescribed by the Department. Such inventory shall be
reconciled with the Recipient Agency's book inventory records and maintained on file by
the Recipient Agency.
In no event, may the inventory level of each donated food in storage exceed a six-month
supply unless sufficient justification for additional inventory has been submitted and
approved by the Department.
E. Complaints
The Recipient Agency shall immediately advise the Department in writing of any
complaints regarding the donated foods. The Recipient Agency shall provide appropriate
information regarding the product and nature of the complaint so that an investigation can
by pursued by the Department or USDA. In addition, any complaints regarding the
commercial distribution system shall be provided to the Department in writing for
appropriate action.
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13 . 910 . 301
F. Utilization and Redistribution
Available donated foods will be requested only in such quantities as will be fully utilized
and will be receipted for by the authorized representative of the Recipient Agency.
Commodities will be issued in accordance with FNS food package instruction FNS 835-1.
The Department reserves the right to redistribute any USDA donated foods in possession
of the Recipient Agency.
Recipient agency is required to provide nutrition education and information concerning
available health assistance programs
G. Records
The Recipient Agency will accurately maintain records of donated foods received and such
accountability records as may be prescribed by the Department. Such records shall include,
but not be limited to, accurate and complete records with respect to the receipt, disposal,
and inventory of donated foods and with respect to any funds which arise from the
operation of the program. The Recipient Agency shall also keep accurate and complete
records showing the certification and eligibility determination of those making application
for program participation. All records must be retained for a period of three years from the
close of the federal fiscal year to which they pertain.
H. Audits and Inspections
The Recipient Agency shall allow representatives of the Department and/or USDA to
inspect and inventory Donated Foods in storage, the facilities used in the handling or
storage of such donated foods, inspect and audit all records, including financial records and
reports pertaining to the distribution of donated foods, and to review or audit the procedures
and methods used in carrying out the audit requirements at any reasonable time with or
without the benefit of prior notification.
All Recipient Agencies receiving $300,000 or more in federal financial assistance per fiscal
year shall have an audit made by an independent auditor, that complies with the audit
requirements established by the Office of Management and Budget Circular Number
A-133. The audit of standards to be followed can be found in the "Yellow Book,"
Government Auditing Standards, issued by the U.S. General Accounting Office. For this
purpose, the term independent auditor means a state or local government auditor who meets
the independence standards specified in generally accepted government auditing standards;
or, certified public accountant who meets such standards.
Financial
1. Quarterly Statements of Expenditures
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As required in the State Plan of Operation and Administration the Recipient Agency shall
submit to the Department by the 15th of the month following the close of the quarter, a
Quarterly Statement of Expenditure report reflecting an accurate amount of funds expended
for the quarter. The Department will reimburse the Recipient Agency their fair share
percentage of federal funds available based upon each Recipient Agency's actual
expenditures submitted for the previous quarter. Quarterly Statements of Expenditures shall
be kept current and available for audit and review purpose at the Recipient Agency.
2. Distributor Charges
The Recipient Agency shall pay the quoted price per case directly to the contracted regional
distributor as billed for the number of cases received on each shipment. The Recipient
Agency shall comply with the distributor's credit policy and payment terms. In the event a
Recipient Agency falls more than 60 days in arrears in payments to the distributor, the
Department and the distributor may jointly agree to suspend issues of donated foods and the
distributor may take necessary action to pursue collection of the account. The Recipient
Agency shall request reimbursement for payments made to the distributor on a form
prescribed by the Department.
J. Civil Rights and Nondiscrimination
The Recipient Agency at all times during the execution of this agreement shall strictly
adhere to all applicable federal and state laws and implementing regulations as they
currently exist and may hereafter be amended. This includes 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 this agreement. The
Recipient Agency acknowledges that the following laws are included:
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. sew
and
Section 504 of the Rehabilitation Act of 1973,
29 U.S.C. Section 794, and its implementing regulation, 45 C.F.R. Part 84;and
the Age Discrimination Act of 1975, 42 U.S.C. Sections
6101 et. seq. and its implementing regulation, 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.
Immigration Reform and Control Act of 1986, P.L. 99-603
The Recipient Agency shall comply with all regulations applicable to these laws prohibiting
discrimination because of race, color, national origin, age, sex and disability, including
Acquired Immune Deficiency Syndrome (AIDS) or AIDS related conditions, covered in
Section 504 of the Rehabilitation Act of 1973, as amended, cited above. This assurance is
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given in consideration of and for the purpose of obtaining any and all federal and/or state
financial assistance. Any person who feels that she/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 Agriculture, Office for Civil Rights.
The Recipient Agency is responsible for any additional Civil Rights reporting requirements
as set forth in the State Plan of Operation and Administration.
K. Indemnification
To the extent authorized by law, the Recipient Agency shall indemnify, save and hold
harmless the State, its employees and agents, against any and all claims, damages, liability
and court awards including costs, expenses, and attorney fees incurred as a result of any act
or omission by the Recipient Agency, or its employees, agents, subcontractors, or assignees
pursuant to the terms of this Agreement.
L. Enforcement
If the Recipient Agency fails to comply with the provisions of this Agreement, it may, at the
discretion of the Department, be disqualified from further participation in the Program. The
Recipient Agency or the Department may seek judicial relief for any provision of this
Agreement.
M. Effective Date
This Agreement will become effective on the date of approval by the Executive Director of
the Department or authorized designee, and shall remain in effect until September 30,
2004. The Recipient Agency or the Department may terminate this Agreement at any time
by giving 30 days notice in writing. Upon such termination by either the Recipient Agency
or the Department, the Recipient Agency shall, at its expense, return all unused donated
foods in its possession to such place within the State of Colorado as may be designated by
the Department.
N. Assignment
The Recipient Agency agrees not to assign its rights or to delegate its obligations under this
Agreement without prior approval in writing from the Department.
0. Future Effect
This Agreement is binding upon the present and future elected or employed officials of the
Recipient Agency and the State of Colorado.
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13 .910.301
P. Authorized Representative
It shall be the duty of the Recipient Agency to promptly notify, in writing, the Department
of any change in its Agency Head or authorized representative or change in legal address.
Q. Signatures
The individual signing this Agreement as the "Agency Head" or "Authorized
Representative" (as attested if a corporation) certifies that his/her signature legally binds the
Recipient Acencv to the terns of this Agreement.
TYPE OR PRINT ALL INFORMATION BELOW:
THIS AGREEMENT ENTERED INTO ON:
DATE: /0 -1 03
NAME OF RECIPIENT AGENCY: STATE OF COLORADO
Weld County Board of Commissioners DEPARTMENT OF HUMAN SERVICES
ADDRESS:
DATE /0 J/— e APPROVED
915 10th Street BY:
Po Box 758 MARVA LIVINGSTO ONS
Greeley, Colorado 80632 EXECUTIVE DI CTOR
PHONE (970) 356-4000
SIGNATURE AND TITLE OF LOCAL AGENCY HEAD
OR AU RIZED REPRESENTATIVE:
I ,
Title: )- i• . Lou: i ,I
�� ir:'.•� 003
ATTEST:
u �
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-003-3«40
MEMORANDUM
(1-„t‘t-
DATE: October 28, 2003
IDavid E. Long, Chair, Board of County
I�`P�. TO: Commissioners
COLORADO FROM: Walter J. Speckman, Executive Director, Human
Services
SUBJECT: Contract between the Colorado Department of
Human Services and the Weld County Division of Human
Services
Enclosed for Board approval is the Contract between the Colorado Department of Human Services
and the Weld County Division of Human Services for the administration and operation of the
Commodity Supplemental Food Program.
This is a continuing Contract which defines the responsibilities and requirements governing the
Commodity Supplemental Food Program.
If you have any questions, please telephone me at 353-3800, extension 3317.
2003-3049
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