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HomeMy WebLinkAbout20000987 RESOLUTION RE: APPROVE TASK ORDER FOR TOBACCO EDUCATION AND PREVENTION PARTNERSHIP 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 Task Order for a Tobacco Education and Prevention Partnership between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Department of Public Health and Environment, and the Colorado Department of Public Health and Environment, commencing June 1, 2000, and ending May 31, 2001, with further terms and conditions being as stated in said task order, and WHEREAS, after review, the Board deems it advisable to approve said task order, 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 Task Order for a Tobacco Education and Prevention Partnership between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Department of Public Health and Environment, and the Colorado Department of Public Health and Environment be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said task order. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 1st day of May, A.D., 2000. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: Awec!-4l( /Lir, :� Barbara irkmeyer, Chair Weld County Clerk tot :`�.. �(Q� �� - � ei e, ro-Te Deputy Clerk to the Boa -- ``` ' � +G Reorge E Baxter, APPROVED A$S TO FORM: Dale K. Hall ' y At rney �- �s '-c'tcti; i1-tf-r uu Glenn Vaad 2000-0987 PL. 111_0027 Department or Agency Name COLORADO DEPARTMENT OP PUBLIC HEALTH AND ENVIRONMENT Department or Agency Number FLA Contract Routing Number 00-00272 TASK ORDER This TASK ORDER is made this 1st day of June,2000,by and between: the State of Colorado,for the use and benefit of the COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT, whose address or principal place of business is 4300 Cherry Creek Drive South,Denver,Colorado 80246, hereinafter referred to .is "the State"; and, BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY(a political subdivision of the state of Colorado).whose address or principal place of business 915 10th Street,3"Floor,Greeley,Colorado 80631, for the use and benefit of the Weld County Department of Public Health and Environment, whose address or principal place of business is 1555 North.17"'Avenue,Greeley,CO.806311,hereinafter referred to ar "the Contractor". WHEREAS, Section 29-1-201, 9 C.R.S. as amended, encourages governments to make the most efficient aid effective use of their powers and responsibilities by cooperating and contracting with each other to the fullest extent possible to provide any function, service, or facility lawfully authorized to each of the cooperating or contracting entities, and to this end all State contracts with its political subdivisions are exempt from the State's personni I rule and the State procurement code; WHEREAS, the State has formulated a comprehensive State plan, with associated budgets, relative to the Slate's programs and services which allocates funds to local health agencies in order to provide certain purchased service. to the people of Colorado:. WHEREAS, such funding is to be allocated through task order contracts with local health agencies; WHEREAS, as to the state, authority exists in the Law and Funds have been budgeted, appropriated,and otherwise made available, and a sufficient uncommitted balance thereof remains available for subsequent encumbering and payment in Fund Number 100, Organizational Unit Code 7370,Appropriation Code 773,Program Code 901,1, and Object Code 5781, under Contract Encumbrance Number FLA PPG0000272,Master Contract Routing Number 00- 00008; WHEREAS, the state,in order: to carry out its lawful powers, duties, and responsibilities under Section 25-1-107(dd)(1), 8 C.R.S, as amended; and, to effectively utilize legislative appropriations made and provided therefore, in coordination with like powers, duties, and responsibilities of the Contractor, has determined th;.t publ is health services are desirable in Weld County, Colorado; Page 1 of 6 a700,0-0981 WHEREAS,tobacco use is the leading cause of premature death and disability in Colorado; and WHEREAS,the State of Colorado and the Division of EMS and Prevention Programs, Tobacco Use Preve ttion and Reduction Program,has received funding from the Centers for Disease Control to implement a comprcliens:v-• state-based tobacco use and prevention and control program; and yVHEREAS,the State and the Contractor mutually agree that conducting tobacco use prevention and control activities at the local level is the most efficient and effective way of providing these services; WHEREAS,all required approvals, clearances,and coordination have been accomplished from and with appropriate agencies. NOW THEREFORE, in consideration of their mutual promises to each other, stated below,the parties hereto agree as follows: A. PERIOD OF PERFORMANCE AND CONTRACT TERMINATION. The effective date of ibis 1 ask Order is June 01,2000, or on the date this Task Order is approved by the State Controller, whichel cr later. The term of this Task Order shall commence on June 01,2000, and continue through and irclud ing May 31,2001,unless sooner terminated by the parties pursuant to the terms and conditions of the Masi CI Contract. B. SCOPE OF WORK. The Contractor,in accordance with the terms and conditions of the Master t'!ontrart and this Task Order, agrees to: 1. Perform and complete,in a timely and satisfactory manner, all work items described in the "Scope of Work", which is incorporated herein by this reference, made a part hereof and attached hereto as "Attachment A". The contractor's annual action plan which must be submitted by June 50. ?000 will be incorporated into the Scope of Work as of the date approved. 2. Within 15 days following the month during which services were rendered, submit monthly reports describing the progress accomplished. A copy of the reporting format will be provided to the Contractor. Copies of documentation of progress towards the goals set forth in the Statement of W)rk shall be maintained by the Contractor and made available to the state upon request. 3. Participate in monthly conference call and meetings/trainings for Field Coordinators conducting these activities throughout Colorado. 4. Notify the State in writing within 15 days of the Contractor's notification of changes in the Field Coordinator position. The State Program Manager shall be provided a copy of the proposed candidate's resume prior to any Contractor filing a vacant Field Coordinator's position. C. DUTIES AND OBLICATTONS OF THE STATE 1. Schedule and originate monthly conference calls for the Field Coordinators. Convene and schedule meetings/trainings for field coordinators. Page 2 of 6 2. Provide training and technical assistance to the Contractor's personnel in conducting these activities. 3. The representative at the Colorado Department of Public Health and Environment for this Task Order for matters pertaining to the scope of work,budget,total amount of funding available, and contractor staff or budget changes is: Karen Deleeuw, Program Manager Tobacco Use Reduction program Phone: 303-692-2515 Mail Code: EMSPD-A5 Fax: 303-758-3448 4300 Cherry Creek Drive South Denver, CO 80246 D. COMPENSATION. The State shall cause to be paid to the Contractor an amount not to exceed THIRTY-SIX THOUSAND DOLLARS$36,000.00 under this Task Order. Of this total amount, $36,000, are derived from a funding source of the Federal government and, $0 are derived from a f mditit source of the State of Colorado. The budget included with the Scope of Work,Attachment A, shall govern the expenditure of finds by the contractor as well as the subsequent reimbursement by the State. The Contractor has the authority to transfer funds between specific line items within the Program Supplies and Expenses category with rut prior approval. Up to 10%of the total funds originally budgeted in the Personnel,Program Supplit s and Expenses,and Travel categories may be rebudgeted into other categories without prior approval by the State. Transfers exceeding 10% of the funds in that category require prior written approval by the State. In all instances, a revised budget showing the original amounts,modifications made, and new alum nts must be submitted within 30 days of the modifications(s). The contractor shall submit a "Contract Reimbursement Statement",a copy of which is incorpoi ated herein by this reference, made a part hereof,and attached hereto as "Attachment B", requesting payment from the State. All contract reimbursement statements: must reference the Master Contract's contract routing number and this Task Order's routing number:shall be based upon the costs of the work and services performed during the term of this Task Order,and, shall be supplemented or accompanied by supporting data and subcontractor invoices, if any,covering the work shown on the contract reimbursement statement. The contractor shall maintain original documentation for all costs related to the contractor's performance under this Task Order. E. PAYMENT MECHANISM. Payments under this Task Order shall be made either through the l It ctronic Payment System or, upon the contractor's monthly submission of duplicate invoices requesting reimbursement for those services provided in the previous month. F. CHANGE ORDER LETTER. The state may prospectively increase or decrease the amount paya Ie under this Task Order through a "Task Order Change Order Letter", a sample of which is incorporated herein by this reference, made a part hereof, and attached hereto as "Attachment C". to be effective, the Task Order Change Order Letter must be: signed by the State and the Contractor; and, approved by the State controller or an authorized designee thereof Additionally, the Task Order Change Order letter shat include the following information. A. Identification of the Task Order by its routing number and affected paragraph number(s); B. The type(s)of services(s) or program(s), if any, increased ;or decreased and the new level of each Page 3 of 6 service or program for the renewal term; C. The amount of the increase or decrease, if any, in the level of funding for each service or program tic new total financial obligation; D. The intended effective date of the renewal; and, E. A provision stating that the Task Order Change Order Letter shall not be valid until approved by y the State Controller or such assistant as designated. Upon proper execution and approval,the Task Order Change Order Letter shall become an amendment to this Task Order. Except for the General and Special Provisions of the Master Contract, the Task Order Change Order Letter shall supersede this Contract in the event of a conflict between the two. It is expressly understood and agreed to by the parties that the Task Order Renewal Letter process may be only to renew this Task order;increase or decrease levels of funding related to that renewal; make corresponding adjustments to service or program levels and adjust any related budget line items. Any other changes to this Task Order, other than those authorized by the Task Order Change Letter process described ab we, shall be made by a formal amendment to this Task Order executed in accordance with the Fiscal Rules :d the State of Colorado. If the Contractor agrees to and accepts the proposed change,then the Contractor shall execute and inn it the Task Order Change Order Letter to the State by the date indicated in the Task Order Change Ot der Letter. If the Contractor does not agree to and accept the proposed change, or fails to timely return the partially executed Task Order Change Letter, then the State may,upon written notice to the Contra,tor, terminate this Task Order twenty(20)calendar days after the return date indicated in the Task Ord(r Change Order Letter has passed. In the event of termination under this clause, the parties shall net De relieved of their respective duties and obligations under this Task Order until the effective date of termination has occurred. C. RENEWAL LETTER. The slate may renew this Task Order through a"Task Order Renewal Letter" a sample of which is incorporated herein by this reference,made a part hereof,and attached hereto as "Attachment D".To be effective,the Task Order renewal Letter must be: signed by the State and i he Contractor; and, approved by the State Controller or an authorized designee thereof Additionally. the Task Order Renewal Letter shall include the following information: A. Identification of this Task Order by its routing number and affected p0aragraph number(s); B. The type(s)of services(s) or program(s), if any,increased or decreased and the new level of eac 1 service or program for the renewal term; C. The amount of the increase or decrease, if any, in the level of funding for each service or progi mm the new total financial obligation; D. The intended effective date of the renewal; and, E. A provision stating that the Task Order Renewal Letter shall not be valid until approved by the`late Controller or such assistant as designated. Upon proper execution and approval,the Task Order Renewal Letter shall become an amendment a this Task Order. Except for the General and Special Provisions of the Master Contract, the Task Order Renewal Letter shall supersede this Contract in the event of a conflict between the two. It is expressly Page 4of6 understood and agreed to by the parties that the Task Order Renewal Letter process may be used only to renew this Task Order; increase or decrease levels of funding related to that renewal;make corresponding adjustments to service or program levels, and adjust any related budget line items. Any other chant es t, this Task Order, other than those authorized by the Task Order Letter process described above, shall he made by a formal amendment to this Task Order executed in accordance with the Fiscal Rules of III Stab of Colorado. H. ADDITIONAL PROVISIONS State Division or Program Specific Requirements which are not covered by the General or Special Provision of the Master Contract, e.g., 1. The Contractor agrees to provide services to all Program participants and employ,;es in a smoke-free environment in accordance with Public I aw 103-227, also known as'the Pro-Children Act of 1994", (Act). Public Law 103-227 requires that smoking not he permitted in any portion of any indoor facility owned or leased or contracted for by an entity and used routinely or regularly for the provision of health, day care, early childhood development services,education or library services to children under the age of 18, if the services are funded by Federal programs either directly or through Slate or local governments,by Federal grant. contract, loan or loan guarantee. The law al;o applies to children's services that are provided in indoor facilities that are constructed operated,or maintained with such Federal fund. The law does not apply to children's services provided in private residences; portions of facilities used for inpatient clntg 0,. alcohol treatment; service providers whose sole source of applicable Federal funds is Medicare or Medicaid; or facilities where WIC coupons are redeemed. Failure io comply with the provision of each violation and/or the imposition of an administrative compliance order on the responsible entity. By signing this contract, the Contractor certifies that the Contractor will comply with the requirements of the Act and wil. not allow smoking within any portion of any indoor facility used for the provision of services for children as defined by the Act. The contractor agrees that it will require that the language of the Act be included in any subcontracts which contain provisions for children's services and that all contractors shall sign and agree accordingly. 2. The Contractor certifies,to the best of its knowledge and belief, that no federally appropriated funds have been paid or will be paid by or on behalf of the Contract r, to any person for influencing or attempting to influence an officer or employee of'ally agency, a Member of Congress, an officer or employee of Congress, or an eruploeee of a Member of Congress in connection with the awarding of this Task Order Contract, and the extension, continuation, renewal,amendment, or modification of this Task Or der Contract,or any grant, loan,or other cooperative agreement that utilizes Federal Funds If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any al;encv. Member of Congress, or employee of Congress in connection with this Task Ord,•r Contract, or any other grant, loan, or other cooperative agreement, then the Contractor shall complete and submit Standard Form—LLL,"Disclosure Form to Report I onhyn," in accordance with its instructions. The Contractor shall require that the language of this certification he included in the award documents for subawards at all tiers(including subcontracts, subgrants,and contracts under grants, loans, and cooperative agreements and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transact ion imposed by section 1352, title 31, U.S. Code. Any person who fails to file the re,(wired Page 5 of 6 certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. I. ATTACHMENTS. All attachments are incorporated herein by this reference and made a part heicto as f fully set forth herein. In the event of any conflict or inconsistency between the terms of this'task (Intel and those of any attachment hereto, the terms and conditions of this Task Order shall control. IN WITNESS WHEREOF,the parties hereto have executed this Task Order as of the day first above wrilIt It CONTRACTOR: STATE: Board of County Commissioners STATE OF COLORADO Of Weld County(A political Bill Owens.Governor Subdivision of the state of Colorado) For the use and benefit of the Weld County Department of Public Health And Environment By: �..11S L4, ?Lk ��, , i7.11,,“" By: _�( C • ° Barbara J . Kirkmeyet Fo t eEx tive 1' nor Chair (05/01/2000) Colorado Iepartmentof FEIN: 84-6000813 Public Health and Environment If Corpora( , Town/City� ounty or Euivalent: PROGRAM APPROVAL: ATTEST i fix '. M B l�C.�c GL p 1831 _�O�i� By: CO.i! WA Deputy Clerk to the Boar. APPROVALS: COLORADO DEPARTMENT OF LAW COLORADO DEPARTMENT OF PERSONNEL OFFICE OF THE ATTORNEY GENERAL OFFICE OF THE STATE CONTROLLER Ken Salazar, Attorney General Arthur L. Barnhart, State Controller By: By !/ :C --L Page 6 of 6 Scope of Work (attachment A) Weld County Department of Public Health and Environment Tobacco Free Weld County Project June 1, 2000— May 31, 2001 Weld County's Tobacco Free Project will implement and complete the objectives and key activities listed below, while not being limited to those mentioned, to meet program goals established by the Centers for Disease Control and Prevention and the Colorado Department of Public Health and Environment's State Tobacco Education and Prevention Partnership in a timely and satisfactory manner: A. Establish or maintain a coalition of volunteers that regularly meets to assist and monitor the completion of planned activities; and increase membership in and commitment to TFWCP in order to support the program goal of Increasing Capacity for Effective Tobacco Control. B. Collaborate with area partners in establishing a youth tobacco advocacy group representing the diversity of the community; and provide support and technical assistance in helping youth plan prevention campaigns, educational opportunities, peer educ.aiion programs and activities throughout the community to support the program goal of Preventing Initiation Among Youth. C. Assess level of compliance and provide technical assistance and training for schools out of compliance with the Tobacco Free Schools law; collaborate with the local restaurant association to assist restaurants in going smoke free; and plan and implement, with local partners, opportunistic events to support the program goal of Eliminating Exposure to Environmental Tobacco Smoke. D. Assist schools in promoting the implementation of N.O.T.; assist agencies in promoting cessation programs to area businesses; and provide trainings and technical assistance to ensure policy/protocol development specific to tobacco cessation to support the program goal of Promoting Quitting Among Youth and Adults. E. Develop a partnership with the Hispanic community and business which serve the Hispanic community to create and promote activities and opportunities for involvement develop and implement activities to identify and solicit involvement of diverse populations to support the program goal of Identifying and Eliminating Disparities Among Population Groups. F. Submit an Annual Action Plan with measurable objectives, key activities, components, and itemized budget that will become a part of this scope of work for approval prior to June 30, 2000. CONTRACT REIMBURSEMENT STATEMENT Attachment B TO: Division of Prevention Programs FEDERAL TAX ID #: Colorado Tobacco Use Reduction and Prevention Program Mail'Code: PPD-ASSIST-A5 4300 Cherry Creek Drive South TYPE OR NAME OF PROGRAM: Denver, CO 80246-1530 FROM: EXPENDITURES: FROM TO Reimbursement Brief Description of Services/Activities Conducted Requested I it • $ • TOTAL AMOUNT REQUESTED: $ This is to certify that the above expenses were incurred per Contract fPPG during the time period designated above. SIGNATURE CONTRACTOR: DATE: I hereby (Truly Mat nlI coolnlet renui renleutc have been met and the amounts billed are correct. Payment is authorized. CDPIIE Program Director or Authorized Designee: DATE: [Date] Sample Task Order Change Order Letter Attachment Stile Fiscal Year 19** - **, Task Order Change Order Letter Number**. Task Order Change Order Letter Contract Routing Number******* (Master Contract Contract Routing Number**-*****) (Task Order Contract Routing Number **-***** This Task Order Change Order Letter is issued pursuant to paragraph ** of the Task Order with contract routing nunrhe, **- ***** and contract encumbrance number***********, (as amended by Task Order Change Order Letter**, contract routing number*******, and/or Task Order Renewal Letter**, contract routing number**-*****, if any),hereinafter mfened to as the "Original Task Order" (a copy of which is incorporated herein by this reference, made a part hereof, and attached hereto as "Attachment A")between the State of Colorado,Department of Public Health and Environment and Contractor's I..egal Name. The parties agree that the maximum amount payable by the State for the eligible services referenced in paragraph ** n i the Original Task Order is increased/decreased by dollar amount DOLLARS, (S*.*") for a new,total financial obligation of the State of dollar amount DOLLARS, (S*.**). The revised work plan, which is attached hereto as "Attachment 1". and tha revised budget, which is attached hereto as"Attachment 2",are incorporated herein by this reference and made a part hereof The first sentence in paragraph** of the Original Task Order is hereby modified accordingly. All other terms and conditions of the Original Task Order are hereby reaffirmed. This amendment to the Original Task Order is intended to be c'feet iv e as of ******* **, ****. However, in no event shall this amendment be deemed valid until it shall have been approved by the State Controller or such assistant as he may designate. Please sign, date, and return all ** originals of this Task Order Change Order Letter by ********* **, ****,to the atte:nion of: ************ *************,Colorado Department of Public Health and Environment,4300 Cherry(.'reek Drive South,Denver,Colorado 80246,Mail Code: *****-**. One original of this Task Order Change Order Letter will be returned to you when fully approved. Contractor's Legal Name STATE OF COLORADO (legal type of entity) Bill Owens, Governor By: - By: Print Name: - For the Executive Director Title: DEPARTMENT OF PUBLIC HEAL FEIN: AND ENVIRONMENT Title: - APPROVALS: STATE CONTROLLER: PROGRAM: By: - By: -- Arthur L. Barnhart Page 7 of 6 [Date] Sample Task Order Renewal Letter "'atachinent I State Fiscal Year 19** - **, Task Order Renewal Letter Number** Task Order Renewal Letter Contract Routing Number******* (Master Contract Contract Routing Number*******) (Task Order Contract Routing Number**_*****) This Task Order Renewal Letter is issued pursuant to paragraph** of the Task Order with contract routing number**-***** and contract encumbrance number***********, (as amended by Task Order Change Order Letter**, contract routing number**-*****, and/or Task Order Renewal Letter**, contract routing number**-*****, if any),hereinafter mferted to as the "Original Task Order" (a copy of which is attached hereto and by this reference incorporated herein and made .t part hereof)between the State of Colorado,Department of Public Health and Environment and Contractor's Legal Name. Th.- parties agree that for the renewal term from********* **. ****, through********* ** ****, the maximum amount payable by the State for the eligible services referenced in paragraph** of the Original Task Order is increased/decreased by dollar amount DOLLARS,($*.**) for a new, total financial obligation of the State of dollar amount DOLLARS, ($1_"*). l he revised work plan, which is attached hereto as "Attachment I", and the revised budget, which is attached hereto a; 'Attachment 2", are incorporated herein by this reference and made a part hereof The first sentence in paragraph' ** of the Original Task Order is hereby modified accordingly. All other terms and conditions of the Original Task Order ate hereby reaffirmed. This amendment to the Original Task Order is intended to be effective as of********* **, ****. I Iowcv cc, in no event shall this amendment be deemed valid until it shall have been anproved by the State Controller or such assistant as he may desi'nate. Please sign, date, and return all ** originals of this Task Order Renewal Letter by ********* **, ****, to the attention of ************ ************,Colorado Department of Public Health and Environment,4300 Cherry Creek Drise South,Denver,Colorado 80246, Mail Code: *******. One original of this Task Order Renewal Letter will be returned to you when fully approved. Contractor's Legal Name STATE OF COLORADO (legal type of entity) Bill Owens, Governor By: By: Print Name: _ For the Executive Director Title: DEPARTMENT OF PUBLIC i 11',A L HI I FEIN: _ AND ENVIRONMENT Title: - APPROVALS: STATE CONTROLLER: PROGRAM: By: — — By: Arthur L. Barnhart (50 to 4\(.: ipiiii4D link COLORADO MEMORANDUM TO: Barbara J. Kirkmeyer, Chair, Board of County Commissioner FROM: Mark E. Wallace, MD, MPH, Director, Department of Public (ri Health and Environment SUBJECT: State Tobacco Education and Prevention Partnership Task Order DATE: April 26, 2000 Enclosed for Board review and approval is a task order for the State Tobacco Education and Prevention Partnership to become part of the master contract between the Colorado Depart mem of Public Health and Environment and the Weld County Department of Public Health and Environment. According to the scope of work for the task order, WCDPHE will provide the following :,crvit.cs: 1. Maintain a coalition of volunteers to assist and monitor the completion of planned activities to increase effective tobacco control. 2. Collaborate with area partners in establishing a youth tobacco advocacy group to provide support and technical assistance in preventing the initiation of tobacco I rse among youth. 3. Reduce exposure to environmental tobacco smoke by increasing the number or smoke- free restaurants and assuring compliance with the Tobacco Free Schools law. 4. Promote tobacco cessation among adults and youth. 5. Develop a partnership with the Hispanic community to create and promote act i.°itics for tobacco prevention and reduction in the Hispanic population. 6. Develop an annual action plan with measurable objectives. 23( ):0sJi 7 Barbara J. Kirkrneyer April 26, 2000 Page 2 For these services, the Health Department will be paid a sum not to exceed $36,000 for tiinc period of June 1, 2000 through May 31, 2001. I recommend your approval of this task order. Enc. Hello