HomeMy WebLinkAbout930614.tiff RESOLUTION
RE: APPROVE COORDINATION AND PURCHASE OF SERVICES AGREEMENT WITH WELD
INFORMATION AND REFERRAL SERVICE AND AUTHORIZE CHAIRMAN 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 Coordination and Purchase of
Services Agreement between Weld Information and Referral Services and the Weld
County Department of Social Services, commencing July 14, 1993, and ending June
30, 1994, with the 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 Coordination and
Purchase of Services Agreement between Weld Information and Referral Services and
the Weld County Department of Social Services be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chairman 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 l on the 14th day of July, A.D. , 1993.
/!wq /,/ ,,�J/0 BOARD OF COUNTY COMMISSIONERS
ATTEST: /1/
! � ✓ 1 �' WELD COUNTY, COLORADO
Weld County Clerk to the Board EXCUSED DATE OF SIGNING (AYE)
Constance L. Harbert, Chairman
BY: /TV) 6e cry K 1 y�9 lechit,_ , f i i I&_. O C{ f
Deputy, Jerk to the Board W. Webster, P,ro-Tem
APPROVED AS TO FORM: rt , x` t
/J orgE. axter
'County A torney \ Dale K. Hall iialiLiA_, -I fifiBarbara J. Kirkmey r U
930614
Cyr;/ `-
CONTRACT NO: FY93-ECSH-3001
COORDINATION AND PURCHASE OF SERVICES AGREEMENT
BETWEEN A WELD INFORMATION AND REFERRAL SERVICE (WIRS)
WELD COUNTY DEPARTMENT OF SOCIAL SERVICES
THIS AGREEMENT, made and entered into this J-0<) (Lc( ( of June, 1993, 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 "Weld
Information and Referral Service" hereinafter referred to as the "Contractor."
WITNESSETH:
WHEREAS, authority exists in the Law and Funds have been budgeted, appropriated
and otherwise made available and a sufficient unencumbered balance thereof remains
available for payment in Contract Encumbrance Number FY93-ECSH-3001; and
WHEREAS, required approval, clearance and coordination has been accomplished
from and with appropriate agencies; and
WHEREAS, the State of Colorado has received its 1992 ECSH Program Funds, and
awarded funds to Social Services, as governed by provisions of P.L. 100-404 and P.O.
100-628, and
WHEREAS, the United States Government through the Stewart B. McKinney Homeless
Assistance Act of 1987, Pub. L. No. 100-77 (as amended) , has established an Emergency
Community Services Homeless Grant Program (ECSH) Subtitle D to provide through
eligible entities services to homeless individuals: 1) to provide follow-up and long-
term services to enable homeless individuals to make the transition out of poverty;
2) to provide assistance in obtaining social and maintenance services and income
support services for homeless individuals; 3) to promote the private sector and other
assistance providers to provide services to homeless individuals; or 4) to provide
services for the prevention of homelessness; and
WHEREAS, the State of Colorado distributes ECSH funds to Social Services; and
WHEREAS, Social Services has received applications from private nonprofit
organizations in Weld County allocations from Federal ECSH funds available to Weld
County; and
WHEREAS, the Contractor is one of the eligible private nonprofit organizations
to receive ECSH funds; and
WHEREAS, Social Services and Contractor desire to cooperate to achieve maximum
efficiency and effectiveness among all agencies serving the homeless population of
Weld County; and
WHEREAS, the parties hereto desire to work together for the express purpose of
continuing the availability of shelter and services to Weld County homeless and their
families.
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930614
CONTRACT NO: FY93-ECSH-3001
NOW THEREFORE, in consideration of the mutual promises and covenants contained
herein, the parties agree as follows:
1. Term
This Contract shall become effective upon proper execution of this
Agreement and shall expire June 30, 1994. The Contractor agrees that time
is of the essence in their performance of its obligations under this
Agreement, and that completion of the Project shall occur no later than
the termination date of June 30, 1994.
2. Scope of Services and Payment Schedule
The Contractor has prepared a one year ECSH Plan, in accordance with
policies and procedures developed by the Social Services. In
consideration for the monies and negotiated funding and programmatic
criteria to be received from Social Services, the Contractor shall do,
perform, and carry out, in a satisfactory and proper manner, as determined
by Social Services, all work elements as indicated in the "Scope of
Services and Payment Schedule," set forth in the attached Exhibit A, which
is attached hereto and incorporated herein by reference, hereinafter
referred to as the "Project." Work performed prior to the execution of
this Contract shall not be considered part of this Project.
3. Funding and Method of Payment
Social Services agrees to pay to the Contractor, in consideration for the
work and services performed, a total amount not to exceed Nine Thousand
Six Hundred and Twenty Seven Dollars ($9,627.00) , as follows:
ECSH Homeless Services $ 9,627
TOTAL $9,627
Any expenses incurred by the Contractor prior to execution of this
Agreement are not eligible ECSH expenditures and shall not be reimbursed
by Social Services pursuant to this Agreement.
Payments will be prorated or reduced if contract is terminated before June
30, 1994, pursuant to Section 16.
4. Financial Management
At all times from the effective date of this Contract until completion of
this Contract, the Contractor shall comply with the administrative
requirements, cost principles and other requirements set forth in the
Financial Management Manual adopted by the State of Colorado. The
required annual audit of all funds expended under the ESG and ECSH must
conform to the Single Audit Act of 1984 and OMB Circular A-128.
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930614
CONTRACT NO: FY93-ECSH-3001
5. Payment Method
Unless otherwise provided in the Scope of Services and Payment Schedule:
a. the Contractor shall provide proper monthly invoices and verification
of services performed for costs incurred in the performance of this
agreement.
b. Social Services may withhold any payment if the Contractor has failed
to comply with the Financial Management Requirements, program
objectives, contractual terms, or reporting requirements.
6. Assurances
The Contractor shall abide by all assurances as set forth in the attached
Exhibit B, which is attached hereto and incorporated herein by reference.
7. Program Reports
a. Monthly Programmatic Status Report. The Contractor shall submit to
the Department one (1) copy of the Quarterly Programmatic Status
Report in the manner and method prescribed by Social Services.
b. Performance Reports. The Contractor shall submit to the Department
one (1) copy of Quarterly performance report and of a project
completion report in a manner and method prescribed by Social
Services.
8. Monitoring and Evaluation
The Contractor and Social Services agree that monitoring and evaluation of
the performance of this Agreement shall be conducted by the Colorado
Department of Local Affairs, other appropriate funding sources, the
Contractor, and Social Services. The results of the monitoring and
evaluation shall be provided to the Board of Weld County Commissioners.
The Contractor shall permit the Colorado Department of Local Affairs, the
U.S. Department of Housing and Urban Development, 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 monitoring may consist of internal evaluation
procedures, examination of program data, special analyses, on-site
checking, formal audit examinations, or any other reasonable procedures.
All such monitoring shall be performed in a manner that will not unduly
interfere with agreement work.
9. Modification of Agreement
All modifications to this agreement shall be in writing and signed by both
parties.
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930614
CONTRACT NO: FY93-ECSH-3001
10. Remedies
The Director of Social Services or designee may exercise any or all of 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 as determined solely by
the Director. These remedial actions are as follows:
a. Withhold payment to the Contractor until the necessary services or
corrections in performance are satisfactorily completed;
b. request the removal from work of those employee(s) and/or agent(s) of
the Contractor whom the Director or designee identifies as being
incompetent, careless, insubordinate, unsuitable, or otherwise
unacceptable, or whose continued employment on the Agreement s/he
deems to be contrary to the public interest or not in the best
interest of Social Services;
c. deny payment or recover reimbursement for those services or
deliverables which have not yet been performed and which due to
circumstances caused by the Contractor cannot be performed or if
performed would be of no value to the Social Services. Denial of the
amount of payment shall be reasonably related to the amount of work
or deliverables lost to Social Services;
11. 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 to
Social Services or otherwise as provided by law.
12. Representatives
For the purposes 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:
Jim Sheehan, WCHA Director Melanie Hernandez, Executive Director
Name Title Name Title
Page 4 of 6 930614
CONTRACT NO: FY93-ECSH-3001
13. Notice
All notices required to be given by the parties hereunder shall be given
by certified or registered mail to the individuals at the addresses set
forth below. Either party may from time to time designate in writing a
substitute person(s) or address to whom such notices shall be sent:
To: Social Services To: Weld Information & Referral
Service
Judy A. Griego, Director Melanie Hernandez, Executive Director
P.O. Box A P.o. Box 2404
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 involves 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 or 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 12 herein.
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930614
Contract Number FY93-ECSH-3001
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of
the day, month, and year first above written.
WELD COUNTY DEPARTMEN OF SOCIAL SERVICES WELD INFORMATION AND REFER AL SERVICE
A'- 1
Judy . g , Director Sonny Subia, resident
Melanie Hernandez, Execut Director
ATTEST:
SIL
By:
ATTEST: � 4, BOARD OF WELD COUNTY COMMISSIONERS OF
Weld County Clerk to the Board WELD COUNTY, COLORADO
r
By: /PC���`f�"=.i?',- � = mac,'/!�,'iiir..CO� ��
D pup ty Clerk Constance L. Harbert, Chairman 07/R/g3
Page 6 of 6
930614
Contract No: FY93-ECSH-3001
EXHIBIT A
SCOPE OF SERVICES AND PAYMENT SCHEDULE
1. General Scope of Services
This project consists of:
A. Homeless services, in accordance with the Stewart B. McKinney Homeless
Assistance Act (HAA) of 1987. The purpose of the Homeless Assistance
funding are:
1) to provide leigible entities services to enable homeless
individuals to make the transition out of povertt; or
2) to renovate buildings to be used to provide such services provided
all procedures required under the National Historic Preservation
Act are followed;
3) to provide assistance in obtaining social and maintenance
services and income support services for homeless individuals;
4) to promote the private sector and other assistance providers to
provide services to homeless individuals;
5) to provide services for the prevention of homelessness
2. Definition of Client Eligibility.
A homeless individual is eligible for assistance under ECSH if his/her income
is at or below the poverty line established annually in the HHS's Poverty Income
Guidelines which are set forth in this paragraph or subsequently promulgated by
the Colorado Department of Local Affairs in an amendment letter.
Size of Family Unit Poverty Guideline
1 $ 8,513
2 11,488
3 14,463
4 17,438
5 20,413
6 23,388
7 26,363
8 29,388
*
*For family units with more than 8 members, add $2,975 for each additional member.
3. Definition of Homeless Individuals For the purposes of funding under the ESG
and ECSH, the term "homeless" or "homeless individual" includes:
a. An individual who lacks a fixed, regular, and adequate nighttime
residence; and,
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Contract No: FY93-ECSH-3001
Exhibit A Continued
b. An individual who has a primary residence that is--
(1) A supervised publicly or privately operated shelter designed to
provide temporary living accommodations (including welfare hotels,
congregate shelters, and transitional housing for the mentally ill) ;
or
(2) an institution that provides a temporary residence for individuals
intended to be institutionalized; or
(3) a public or private place not designed for, or ordinarily used as, a
regular sleeping accommodation for human beings.
4. Performance The Contractor shall meet the overall performance standards as
established in the ECSH plans. The Contractor shall meet
specific performance goals as follows:
A. Develop a quality and timely referral network by monitoring one hundred
clients.
1) to identify the number of clients referred
2) to identify those who received and did not receive services within 30
days
3) to identify barriers incurred in obtaining services
4) to identify how agencies handled the outcome
B. Continue to meet with Housing Service Providers on a monthly basis through
out the program year for the purpose of coordinating homeless services.
C. To monitor self sufficiency achievements by short term and long term goals
over a nine month period.
1) Short Term Goals for Clients are:
10 terminated training/education
15 employment
3 recovery/training
25 recovery/employment
20 recovery/education
15 recovery
88 unsubsidized housing
12 subsidized housing
2) Long Term Goals for 20 Clients are:
10 retained employment
7 retained school
15 retained recovery
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Contract No: FY93-ECSH-3001
Exhibit A Continued
D. Continue to update the listing of landlords and rentals in Weld County for
the purpose of determining vacancies on a quarterly basis.
E. Continue to update the listing of landlords that accept housing vouchers on
a quarterly basis.
5. Compensation and Method of Payment The Social Services agrees to pay to the
Contractor, in consideration for the work and services to be performed, a total
amount not to exceed Nine Thousand Six Hundred and Twenty Seven Dollars
($9,627.00) . The method and time of payment shall be made in accordance with
the Payment Schedule set forth herein.
6. Funding
ECSH Homeless Services $9,627
TOTAL $9,627
7. Payment Schedule
Interim payments to be made upon submission of appropriate documentation which
include designated narrative reports and invoices. The Contractor may request
reimbursement every 30 days for expenses incurred under the Contractor's plan,
which has been approved by Social Services.
8. Contract Monitoring
The Social Services will monitor the Project on an as needed basis.
9. Reporting Schedule
The Contractor will submit a single financial and program narrative report
detailing the progress of the Project at the completion of the Project for each
funding source. Interim financial reports will be required quarterly by Social
Services.
Program reports will be required quarterly and at the conclusion of the Project.
These reports shall describe and evaluate any difficulties encountered in
accomplishing the specifics of the Project and suggest any improvements.
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930614
CONTRACT NO: FY93-ECSH-3001
EXHIBIT B
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.
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 created 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, subsection, 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.
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
representative to audit and monitor the Contractor.
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CONTRACT NO: FY93-ECSH-3001
EXHIBIT B, Continued
9. The Contractor assures that authorized local, Federal, and State auditors and
representatives shall, during business hours, have access to inspect and 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.
10. This Agreement shall be binding upon the parties hereto, their successors,
heirs, legal representatives, and assigns. The Contractor or Social Services
may not assign any of its rights or obligations hereunder without the prior
written consent of both parties.
11. 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.
12. The Contract assures that it will fully comply with the Emergency Community
Services Homeless Grant and regulations 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:
Community Services Block Grant and Stewart B. McKinney Homeless Grand Funds.
13. 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 or agency;
b. Have not, within a three-year period 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.
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930614
WELD COUNTY HOUSING AUTHORITY
PHONE(303)352-1551
P.O. Box Box A
GREELEY,COLORADO 80632
COLORADO
TO: Constance L. Harbert, Chairman, Board of County
Commissioners
FROM: Judy Griego, Director, Department of Social Services
SUBJECT: Emergency Community Services Homeless Grant and Commu ty Foo
and Nutrition Subcontracts
DATE: July 9, 1993
As discussed at the June 21, 1993 Work Session, the State has awarded $13,277
to Weld County for the Emergency Community Services Grant Program and the
Community Food and Nutrition Program. Of the amount granted, $9,627 is
allocated to the Emergency Community Services Homeless Grant Program and
$3,650 is allocated to the Community Food and Nutrition Program.
Subcontracts have been received from Weld Information and Referral Service to
conduct homeless prevention activities and from Weld Food Bank for the
provision of nutrition services to low income persons.
The contracts specify performance criteria for each agency. Through the
contract Weld Information and Referral Service will receive $9,627 and Weld
Food Bank will receive $3,650.
We are recommending that the Board approve the subcontracts with Weld
Information and Referral Service and Weld Food Bank.
If you have any questions, please telephone me at 352-1551 ext.
SX614
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