HomeMy WebLinkAbout951377.tiff'Oeorae"E. Baxter
RESOLUTION
RE: APPROVE COORDINATION AND PURCHASE OF SERVICES AGREEMENT WITH
A WOMAN'S PLACE, INC. 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 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 A Woman's
Place, Inc., commencing July 10, 1995, and ending June 30, 1996, 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 Coordination and Purchase of
Services Agreement 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
A Woman's Place, Inc., 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 on the 10th day of July, A.D., 1995.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, O RADO
Deputy ClerlS,to the Board
APP D AS TO FO
Constance L. Harbert
ourfty KttdFriey K / �X / I{;%Z-Lit/L2,
W. H. Webster ,
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951377
SS0021
CONTRACT NO: FY95-ESG-4003
COORDINATION AND PURCHASE OF SERVICES AGREEMENT
BETWEEN A WOMAN'S PLACE, INC. AND
WELD COUNTY DEPARTMENT OF SOCIAL SERVICES
THIS AGREEMENT, made and entered into this /6
1995, by and between the Board of County Commissioners
County Department of Social Services, hereinafter referred
Services," and "A Woman's Place, Inc., hereinafter
Contractor."
WITNESSETH
day of
on behalf •f tL• Weld
to "Social
referred to as the
as
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
FY95-ESG-4003; and
WHEREAS, required approval, clearance and coordination has been
accomplished from and with appropriate agencies; and
WHEREAS, the United States Government, through the Stewart B. McKinney
Homeless Act of 1987, the Stewart B. McKinney Homeless Assistance Amendments
Act of 1988, and Cranston -Gonzalez National Affordable Housing Act of 1990,
has established the Emergency Shelter Grants (ESG) program and has allowed
each state to administer such federal funds to help improve the quality of
emergency shelters for the homeless, to help make available additional
emergency shelters, and to help meet the costs of individuals, so that these
individuals have access to safe and sanitary shelters and supportive services
and homelessness prevention services and other types of assistance to improve
their situations; and
WHEREAS, the State of Colorado has received its 1995 Program Funds, and
awarded funds to Social Services, as governed by the provisions of P.L. 100-
404 and P.L. 100-628; and
WHEREAS, Social Services has received applications from private
nonprofit organizations in Weld County for allocations from Federal ESG funds
available to Weld County; and
WHEREAS, the Contractor is one of the eligible private nonprofit
organizations to receive ESG 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
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CONTRACT NO: FY95-ESG-4003
NOW THEREFORE, in consideration of the premises, the parties hereto
covenant and agree as follows:
1. Term
This Contract shall become effective upon proper execution of
this Agreement and shall expire June 30, 1996. 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, 1996.
2. Scope of Services and Payment Schedule
The Contractor has prepared a one year ESG Plan, in accordance
with policies and procedures developed by
In consideration for the monies and ne
programmatic criteria to be received from
Contractor shall do, perform, and carry out
proper manner, as determined by the 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.
the Social Services.
gotiated funding and
Social Services, the
in a satisfactory and
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 Eight Hundred and Eighty Eight Dollars . ($9,888)
Expenses incurred by the Contractor, in association with said
project prior to execution of this Agreement, are not eligible
ESG expenditures and shall not be reimbursed by Social Services.
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 ESG must conform to the Single Audit Act of 1984
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CONTRACT NO: FY95-ESG-4003
and OMB Circular A-128.
5. 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
Requirements, program objectives,
reporting requirements.
6. Assurances
Financial Management
contractual terms, or
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 monthly
programmatic status report in the manner prescribed by
Social Services.
b. Performance Reports The Contractor shall submit to the
Department one (1))copy of monthly performance report and
of the 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,
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CONTRACT NO: FY95-ESG-4003
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.
10. 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. 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 on the agreement of
employee(s) and or agent(s) of the Contractor whom the
Director or designee justifies 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 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;
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CONTRACT NO: FY95-ESG-4003
d. terminate the Agreement for cause given 30 day written
notice if the Contractor fails to successfully execute a
corrective action plan as prescribed in writing:
1. In the event this Agreement is terminated for cause,
final payment to the Contractor may be withheld at
the discretion of Social Services until completion
of final audit
e. incorrect payment to the Contractor due to omission, error,
fraud, and/or defalcation shall be recovered from the
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.
11. 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:
Notice
an, Director WCHA
Carol Hunter, Executive
Director
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: Judy A. Griego, Director
Weld County Department of Social Services
P.O. Box A
Greeley, CO 80632
Page 5 of 6
To:
A Woman's Place, Inc.
P.O. Box 71
Greeley, CO 80632
951377
CONTRACT NO: FY95-ESG-4003
12. 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, with 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.
13. 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.
14. 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 WELD CO NTY COMMISSIONERS A WO N'S PLACE, INC.
can Grattet, President
Attest
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CONTRACT NO: FY95-ESG-4003
EXHIBIT A
SCOPE OF SERVICES AND PAYMENT SCHEDULE
1. General Scope of Services
This project consists:
A. Emergency shelter services, in accordance with the Stewart B,
McKinney Act, Emergency Shelter Grant (ESG), to help improve the
quality of emergency shelter services of the homeless. ESG funds
may by used for the following activities relating to shelter
services for the homeless:
1) Developing and implementing homeless prevention activities
including, but not limited to short-term subsidies to
defray rent, mortgage, and/or utility arrearages, security
deposits or first month's rent, and mediation/legal
services.
2) Rehabilitation of existing building, including improvements
to increase the efficient use of energy in buildings.
(Rehabilitation means labor, materials, tools and other
costs of improving building, including repair directed
toward accumulation of deferred maintenance; replacement of
principal fixtures and components of existing building;
installation of security devices and improvement through
alterations or additions.)
3) Payment of shelter maintenance, operations, (including
administration but excluding staffing costs) rent, repair,
security. fuels and equipment, insurance, utilities and
furnishings.
4) Provisions of essential services, including (but not
limited to) services concerned with employment, health,
substance abuse, education, or food, including staff
necessary to provide such services. Grant amounts provided
may be used to provide essential services only if the
service is (1) new service, or (b) a quantifiable increase
in the level of essential services provided with local
funds during the 12 months before the Contractor received
its ESG grant.
B. Homeless services, in accordance with the Stewart B. Mc Kinney
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CONTRACT NO: FY95-ESG-4003
Exhibit A, Continued
Homeless Assistance Act (HAA) of 1987, to enable homeless
individuals to make the transition out of poverty.
2. Definition of Homeless Individuals
For the purposes of funding under the ESG, the term "homeless" or
"homeless" individual includes:
a. An individual who lacks a fixed, regular and adequate nighttime
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 publicly or private place not designed for, or ordinarily used
as a regular sleeping accommodation for human beings.
3. Performance Goals
The Contractor shall meet the overall performance standard as
established in the ESG plans. The Contractor shall meet specific
performance goals as follows:
A. Operation Costs
1. Emergency repsonse via 24- hour crisi phone line.
2. 100 crisis and/or counselling calls handled by staff.
3. 100 emergency intakes for safe housing.
4. 1500 non-crisi advocacy phone calls handled by staff and
volunteers
5. 4000 nights of safe housing for 100 adult victims of domestic
violence and their 150 children.
6. 1000 individual counselling sessions.
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CONTRACT NO: FY95-ESG-4003
Exhibit A, Continued
7. 2000 therapeutic group counselling sessions.
8. 90 community presentations on the issues of domestic violence
and the resulting problem of homelessness
B. Essential Services
1. to assist at least 30 victims of domestic violence and their
children to:
a. move into permanenet housing independent of the abuser;
and
b. access appropriate resources and/or services including
Aid to Families with Dependendent Children, Food Stamps,
medical servcies, pshychological counselling, employment
counselling, and other services as needed.
4. Compensation and Method of Payment
The Weld County Department of 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 Eight Hundred and Eighty
Eight Dollars ($9,888). All funds shall be used for operating costs and
Essential Services as follows
Operation Cost Categories
Utilities(Electricity, Gas, Water/Sewer and Telephone $2,705
Repair/Maintenance 763
Insurance 1,635
Essential Services
Case Management 4.785
TOTAL
$9,888
The method and time of payment shall be made in accordance with the
"Payment Method" set forth herein.
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951377
CONTRACT NO: FY95-ESG-4003
Exhibit A (Continued)
5. 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.
6. Contract Monitoring
Weld County Department of Social Services will monitor the Project on
an as needed basis.
7. Reporting Schedule
The Contractor will submit a single financial and program narrative
report detailing the progress of the Project. Interim financial and
program reports will be required monthly by Weld County Department of
Social Services and are due no later than the fifth of the following
month. Program reports shall describe and evaluate any difficulties
encountered in accomplishing the specifics of the Project and suggest
any improvements.
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CONTRACT NO: FY95-ESG-4003
EXHIBIT B
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 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, 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
governing bodies shall have any pecuniary interest,
in the approved Agreement or the proceeds thereof.
7. The Contractor assures that they will comply with
Civil Rights Act of 1986 and that no person shall,
race, creed, color, sex, or national origin,
participation in, be denied the benefits of, or be
Page 1 of 3
no member of their
direct or indirect,
the Title VI of the
on the grounds of
be excluded from
otherwise subjected
951377
CONTRACT NO: FY95-ESG-4003
EXHIBIT B
to discrimination under this approved Agreement.
B. 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.
9. 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.
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
Shelter 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
Stewart B. McKinney Homeless Grant Funds.
13. The Contractor assures and certifies that it and its principals:
a. Are not presently debarred, suspended, proposed for debarment,
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CONTRACT NO: FY95-ESG-4003
Exhibit B, Continued
declared ineligible, or voluntarily excluded from covered
transactions by a Federal department or agency;
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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951377
WELD COUNTY HOUSING AUTHORITY
PHONE (303) 352.1551
P.O. Box A
GREELEY, COLORADO 80632
COLORADO
TO: Dale K. Hall, Chairman, Board of County Commissioners
FROM: Judy Griego, Director, Department of Social Services/
SUBJECT: Emergency Shelter Grant Sub -Contracts for 1995
DATE: June 28, 1995
Based on the amount funded through the State Division of Housing, for the ESG program for 1995/96, we are
recommending the following allocations to the homeless service providers:
tivities
Subtotals
Totals
ngcuwca
A Woman's Place
Operation Costs
Essential Services
$5,103
$4,785
$9,888
Catholic Community Services
Operation Costs
$9,420
$11,305
Essential Services
$1,885
Greeley Transitional House
Operation Costs
$8,567
$11,612
Essential Services
$3,045
Weld Information and Referral Service
Homeless Prevention
$7,160
$11,945
Essential Services
$4,785
men -7(n
oral Funds
The funding formula process developed through the Interagency Strategic Planning Committee, and approved by the Board
of Commissioners, was utilized as a basis for the funding recommendations for operation costs, essential services and
case management services. As you recall, there were two parts of the funding formula:
1. the shelter funding formula; and
2. case management funding formula.
Operation costs were funded based on the shelter funding formula, while essential services, consisting of case management,
were funded through the case management funding formula.
WIRS had also requested funding for rental assistance for homeless families. Since rental assistance falls under the
category of homeless prevention and the amount awarded for homeless prevention activities was 16% of the total amount
of ESG funds requested, the amount -awarded to WIRS was reduced proportionately.
If you have any questions, please telephone me at 352-1551, Extension 6200.
951377
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