HomeMy WebLinkAbout981815.tiff RESOLUTION
RE: APPROVE AGREEMENT FOR CASE MANAGEMENT AUDIT PROCEDURES AND
ACTIVITIES 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 an Agreement for Case Management
Audit Procedures and Activities 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 Housing
Authority, and Dr. Achilles Bardos, commencing upon full execution of said agreement, with
said audits to be completed by November 6, 1998, 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 Housing Authority Board, that the Agreement for Case
Management Audit Procedures and Activities 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 Housing Authority, and Dr. Achilles Bardos 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 28th day of September, A.D., 1998.
BOARD OF COUNTY COMMISSIONERS
WEL? COUNTY, COLORADO
ATTEST: !4t f /, L
Constance L. Harbert, Chair
Weld County Clerk = th
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BY: �. ,211�_./r_;.,- '` ice►
Deputy Clerk to t -
l�I e . Baxter
AP" a A • FO :
Dale K. Hall
qty Attorne &A_
:arbara J. Kirkmeyer
981815
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° MEMORANDUM
TO: Constance L. Harbert, Chair, Board of
WI I D County Commissioners s Lt�/4
CO FR: Judy Griego, Director, Erepartt�t o Social e,--., t��
. Services
COLORADO RE: Case Management Audit Agreement
DATE: September 24, 1998
As stated at the Housing Authority Work Session of September 21, 1998, Weld County's
allocation process requires that a case management audit be conducted for the distribution of
case management General Assistance dollars. The audit process evaluates the performance of
the case management service providers based on the seven criteria developed by the Weld
County Homeless/Housing Task Force -- Emergency Housing Committee. The agencies to be
audited are:
1. Greeley Transitional House;
2. A Woman's Place, Inc.; and
3. Catholic Charities Northern.
We are recommending that Dr Achilles Bardos of the University of Northern Colorado conduct
the case management audit. Through an Agreement, the major provisions are as follows:
1. The amount to be paid for services will be $2,300;
2. An on-site case management audit base on the seven criteria will be conducted at
each of the three service providers locations.;
3. The audit is to be completed by November 6, 1998.
If you have any questions, please telephone me at 352-1551 ext. 6510.
981815
Agreement
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THIS AGREEMENT is entered into to be effective as of the 13+ day of Se pf ,
1998, by and between Achilles N. Bardos, hereinafter referred to as the Contractor and
Weld County Department. of Social Services and the Weld County Housing Authority,
hereinafter referred to as Weld County.
I. The parties agree as follows:
The obligations of the Contractor are:
1997-1998 Case Management of Audit Procedures and Activities
1. Meet with Weld County to learn about the specifics of the Case Management Audit
for this year and the results and implications of the 1997-1998 audit. Appropriate
sample sizes will be determined at this time.
2. Meet with agencies involved in the audit to update information about the
organization of their case records in order to determine where activities corresponding
to each component of the case management definition might be located in agency
records. (Will request a copy of forms used by each agency, if different from the previous
years'forms.); Operationally define case management definition components specific to
agency missions, services and target populations;. to gather input from the agencies
regarding the current audit based on the previous years'experience;. to answer
questions for the agencies regarding the audit process. (by September 18, 1998)
3. Create a draft of the audit data collection instrument Contractor will collate
information collected in steps one and two. The four data collection instruments will
likely be similar to instruments used last year, with appropriate modifications. Cases to
be included in the audit will be determined at this time (by September 25, 1998).
4. Coordinate audit schedule with agencies. Contractor will contact each of the
agencies in order to set up times when the auditors may visit the agencies and examine
their records. These will be coordinated with the case manager, and/or other
appropriate staff (by October 1, 1998)
5. Collect audit data from agencies' records. Auditors, in pairs (to ensure inter-coder
reliability), will examine the selected sample records. The selected case lists will be
presented to the respective agencies at the time of the initial audit visits. Where there are
larger numbers of records, a second visit will be scheduled. (by October 15, 1998)
7. Data entry. Data grids created in statistical package. Audit data will be coded and
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then entered into a standard statistical package such as SPSSC. (by October 20, 1998)
8. Data analysis. Data runs completed(frequencies). The data will be analyzed based
upon previously agreed upon criteria.
9. Report drafted Contractor will complete a draft report based on audit findings. (by
October 26, 1998)
10. Meeting with Weld County. Contractor will report audit findings and present a draft
report. Discussions concerning interpretation of the results, usefulness of the process,
and other committee/agency input will assist Contractor in preparing the final report.
(by October 31, 1998)
11. Final report due by November 6, 1998. The final report will be delivered by
November 6, 1998, unless modifications are required or other arrangements have been
made.
The fee for the above services will be$2,300.00, as per attached budget (See Appendix A)
II The obligations of Weld County are:
1 Meet with Contractor prior to audit and for presentation of the draft report. Pay
invoices received from Contractor upon receipt.
2. This agreement shall be effective from September 1, 1998, to November 6, 1998.
3. Should either party violate or omit to perform any duty of obligation imposed upon it
by the terms of this Agreement, the other party may terminate this Agreement upon prior
written notice to the defaulting party effective on the date specified in the notice.
Exercise by either party of its termination rights shall in no way prevent such party from
pursuit against the defaulting party any and all other remedies available at law or in
equity.
4. This Agreement is subject to the terms and conditions incorporated in the Special
Provisions to State Contracts document attached to this Agreement.
5. Any notice required or permitted by this Agreement may be delivered in person or
sent by registered or certified mail, return receipt requested, to the party at the address as
hereinafter provided, and if sent by mail it shall be effective when posted in a U.S. Mail
Depository with sufficient postage attached thereto:
Contractor: Dr. Achilles N. Bardos
1441 40th Avenue
Greeley, CO 80634
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t.7s'/h/c
Weld County: Judy A. Griego, Director
Weld County Dept. of Social Services
P.O. Box A
Greeley, CO 80632
Notice of change of address shall be treated as of any other notice.
6. This Agreement, supersedes all previous contracts, understandings and agreements of
the parties concerning the subject matter of this Agreement, and constitutes the entire
agreement between the parties. No oral statements or prior written material not
specifically incorporated herein shall be of any force and effect and no changes in or
additions to this Agreement shall be recognized unless incorporated herein by
amendment as provided herein, such amendment(s) to become effective on the date
stipulated therein. The parties specifically acknowledge that in entering into and
executing this Agreement, they have relied solely upon the representations and
agreements contained in this Agreement and no others.
7. This Agreement and any amendments thereto shall be in writing and executed in
multiple copies on behalf of either party by an official authorized with respect to such
execution. Each multiple copy shall be deemed an original, but all multiple copies
together shall constitute one and the same instrument.
8. No assignment of this Agreement or the rights and obligations thereunder shall be
valid without the specific written consent of both parties hereto.
9. The waiver by either party of a breach or violation of any provision of this Agreement
shall not operate as or be construed to be a waiver of any subsequent breach of the same
or other provision hereof.
10. Neither party shall be liable nor deemed to be in default for any delay or failure in
performance under this Agreement by reason of any circumstance beyond its reasonable
control, including without limitation, fire, explosion, power failure, acts of God; war,
revolution, civil commotion, or acts of public enemies; any law, order, regulations,
ordinance, or requirement of any government or legal body or any representative of any
such government or legal body; labor unrest, including without limitation, strikes,
slowdowns, picketing or boycott; then the party thereby affected shall be excused from
its performance on a day-to-day basis to the extent of such interference.
11. 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.
12. 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
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duties as described in this Agreement. Contractor shall indemnify, defend, and hold
harmless Weld County, the Board of County Commissioners of Weld County, its
employees, volunteers, and agents. The Contractor shall provide adequate liability and
worker's compensation insurance for all its employees, volunteers, and agents engaged in
the performance of the Agreement upon request, the Contractor shall provide Social
Services with the acceptable evidence that such coverage is in effect.
13. 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 person(s)
not a party to this Agreement.
14. 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.
15. If any section, subsections, paragraph, sentence, clause, or phrase of this Agreement
is for any reason held or decided to be unconstitutional, such decision shall not affect the
validity of the remaining portions. The parties hereto declare that they would have
entered into this Agreement and each and every section, subsection, paragraph, sentence,
clause, and phrase thereof irrespective of the fact that any one or more sections,
subsections, paragraphs, sentences, clauses, or phrases might be declared to be
unconstitutional or invalid.
16. 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.
17. 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.
18. 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,
auditors and representatives to audit and monitor the Contractor.
19. All such records, documents, communications, and other materials shall be the
property of Weld County and shall be maintained by the Contractor, in a central location
and custodian, in behalf of Weld County, for a period of three (3) years from the date of
final payment under this Contract, or for such further period as may be necessary to
resolve any matters which may be pending, or until an audit has been completed.
20. The Contractor assures that authorized local, auditors and representatives shall,
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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.
21. This Agreement shall be binding upon the parties hereto, their successors, heirs, legal
representatives, and assigns. The Contractor of Weld County may not assign any of its
rights or obligations hereunder without the prior written consent of both parties.
22. The Appearance of Conflict of Interest applies to the relationship of a contractor with
Weld County when the Contractor also maintains a relationship with a third party and the
two relationships are in opposition. In order to create the appearance of a conflict of
interest, it is not necessary for the Cntractor to gain from knowledge of these opposing
interests. It is only necessary that the contractor know that the two relationships are in
opposition. During the term of the Contract the Contractor shall not enter any third party
relationship that gives the appearance of creating a conflict of interest. Upon learning of
an existing appearance of a conflict of interest situation, the Contractor shall submit to
Social Services, a full disclosure statement setting forth the details that create the
appearance of a conflict of interest. Failure to promptly submit a disclosure statement
required by this paragraph shall constitute grounds for Social Services'termination, for
cause, of its contract with the Contractor.
23. Contractor shall protect the confidentiality of all applicant records and other
materials that are maintained in accordance with this Contract. Except for purposes
directly connected the assessment of case management programs of funded agencies, no
information about or obtained from any applicant/recipient in possession of Contractor
shall be disclosed in a form identifiable with the applicant/recipient or a minor's parent or
guardian. Contractor shall have written policies governing access to, duplication and
dissemination of, all such information. Contractor shall advise its employees, agents and
subcontractors, if any, that they are subject to these confidentiality requirements.
Contractor shall provide its employees, agents, and subcontractors, if any, with a copy or
written explanation of these confidentiality requirements before access to confidential
data is permitted.
24. Proprietary information for the purposes of this contract is information relating to a
party's research, development, trade secrets, business affairs, internal operations and
management procedures and those of its customers, clients or affiliates, but does not
include information (1) lawfully obtained from third parties, (2) that which is in the
public domain, or(3) that which is developed independently.
25. Neither party shall use or disclose directly or indirectly without prior written
authorization any proprietary information concerning the other party obtained as a result
of this Contract. Any proprietary information removed from Weld County contracted
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service agencies by the Contractor in the course of providing services under this Contract
will be accorded at least the same precautions as are employed by the Contractor for
similar information in the course of its own business.
IN WITNESS THEREOF, the parties have executed this Agreement on the dates set
forth below to be effective as of the date first set forth above. .
"CONTRACTOR"
Approved By:
Date: / ' i — II
Dr. Achilles N. BARDOS 1.1/4..,,,,•,.‘_2,4 ic-z.iA TE a Mu
l
Weld ip*y BOARD OF COUNTY
COMMISSIONERS
CC 1461te o\;>‘,
' 7LDCOUNTOO
II9 T-\ / BY:
Deputy Clerk Constance L. Harbert,
`--- " Chair (09/28/98)
RO S TO ORM:
Cou ty ttor �
Page 6 of 6
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Appendix A
Budget for 1997-1998 Case Management Audit
1. Meet with Weld County Housing Authority and preparation 60
2. Meet with agencies involved in audit: 150
appointments, meetings, preparation and summary
3. Draft data collection instrument based on information 200
collected and collated
4. Hire and train graduate students 62
5. Coordinate and schedule data collection 60
6. Data collection(review agency records) 592
4 agencies-travel time, reviewing and recording
7. Debriefing after audit to interpret notes/comments 52
8. Data Entry 88
9. Data analysis 240
10. Report drafted 450
11. Final report 60
TOTAL 2,300
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