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HomeMy WebLinkAbout970763.tiffRESOLUTION RE: APPROVE CONTRACT FOR MINIMUM DATASET BETWEEN THE WELD COUNTY HEALTH DEPARTMENT AND THE COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT 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 Contract for Minimum Dataset 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 Health Department, and the Colorado Department of Public Health and Environment, commencing March 1, 1997, and ending February 28, 1998, with further terms and conditions being as stated in said contract, and WHEREAS, after review, the Board deems it advisable to approve said contract, 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 Contract for Minimum Dataset 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 Health Department, 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 contract. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 21st day of April, A.D., 1997, nunc pro tunc March 1, 1997. my Clerk to the Board eputy Clerk`'o the Board APPROV /S�TOOFFOR C At�orneV • t BOARD OF COUNTY COMMISSIONERS WELD OUNTY,COLORADO Georg E. Baxter, Chair EXCUSED stance L. Harbert. Pro►Tem Dale K. Hall %Lt arbara J. Kirkmeyer di44WJ W. H. Webster & : //Gi S% 970763 HL0023 Form 6 -AC -02A (R 5/85) DEPARTMENT OR AGENCY NAME Public Health and Environment DEPARTMENT OR AGENCY NUMBER FAA ROUTING NUMBER 9705837 CONTRACT THIS CONTRACT, Made this 1st day of March, 1997 and between the State of Colorado for the use and benefit of the Department of Public Health and Environment, 4300 Cherry Creek Drive South, Denver, CO 80222-1530 hereinafter referred to as the State, and Weld County Health Department, 1517 16th Avenue Court, Greeley, CO 80631, hereinafter referred to as the contractor, WHEREAS, authority exists in the Law and Funds have been budgeted, appropriated and otherwise made available and sufficient uncommitted balance thereof remains available for encumbering and subsequent payment of this contract under Encumbrance Number ADM9705837 FAA in Fund Number 100, Appropriation Account Number F86 and Organization Number 0020. WHEREAS, required approval, clearance and coordination has been accomplished from and with appropriate agencies; and WHEREAS, the Contractor is considered by the State to be an appropriate agency to provide the services as set forth in the attached scope of work for use of Preventive Health and Health Services Block Grant funds for federal fiscal year 1996-97. NOW THEREFORE, it is hereby agreed that for and in consideration of their mutual promises to each other, hereinafter stated, the parties hereto agree as follows: 1. The contractor will provide the services outlined in the Scope of Work (Attachment A) which is by reference made part hereof. 2. The Contractor will submit to the State, a six-month summary report detailing the achievements of the program by August 15, 1997, and a twelve-month report by February 15, 1998. 3. The Contractor will submit to the State as a part of the report in item 2 above, data measuring movement toward the goals listed. 4. The Contractor agrees that the State will, at the State's option, perform a comprehensive evaluation of these projects including an on -site review. 5. The State will, in consideration of said services by the Contractor, cause to be paid to the Contractor a sum not to exceed $50,270.00 as follows: a, Reimbursement will be made upon receipt of signed statements, submitted quarterly, stating dates of services, brief description of services, amounts and total requested. Statements shall also include the name of the program, the contract number and the time period being Page 1 of 6 Pages 970763 billed. Quarters shall be based on the federal fiscal year beginning 1/1, 4/1, 7/1 and 10/1. Reimbursement shall be conditioned upon affirmation by the State of full and satisfactory compliance with the terms of this contract. b. Expenditures shall be in accordance with the items reflected in Attachment A. c. Said contract reimbursement invoices shall be sent to Roger Donahue, Colorado Department of Public Health and Environment, 4300 Cherry Creek Dr. So. Denver, CO 80222. 6. The term of this contract is beginning March 1, 1996 and continuing through February 28 , 1998. Page 2 of 6 Pages 9707S1 COLORADO DEPARTMENT OF HEALTH - hereinafter, under the General Provisions referred to as "Health". GENERAL PROVISIONS -- page 1 of 2 pages 1. The contractor shall perform its duties hereunder as an independent contractor and not as an employee. Neither the contractornorany agent or employee of the contractor shall be or shall be deemedtobe an agent or employee of the state. Contractor shall pay when due all required employment taxes and income tax withholding, shall provide and keen in force workers! compensation (and show proof of such insurance) and unemployment compensation insurance in the amounts required by law. Contractor will be solely responsible for its acts and the acts of- its agents, employees, servants and subcontractors during the performance of this contract. 2. Contractor authorizes Health, or its agents, to perform audits and to make inspections for the purpose of evaluating performance under this contract. 3. Either party shall have the right to terminate this agreement by giving the other party thirty days notice by registered mail, return receipt requested. If notice is so given, this agreement shall terminate on the expiration of the thirty days, and the liability of the parties hereunder for the further performance of the terms of this agreement shall thereupon cease, but the parties shall not be relieved of the duty to perform their obligations up to the date of termination. 4. This agreement is intended as the complete integration of all understandings between the parties. No prior or contemporaneous addition, deletion, or other amendment hereto shall have any force or effect whatsoever, unless embodied herein in writing. No subsequent novation, renewal, addition, deletion, or other amendment hereto shall have any force or effect unless embodied in a written contract executed and approved pursuant to the State Fiscal Rules. 5. If this contract involves the expenditure of federal funds, this contract is contingent upon continued availability of federal funds for payment pursuant to the terms of this agreement. Contractor also agrees to fulfill the requirements of: a) Office of Management and Budget Circulars A-87, A-21 or A-122, and A-102 or A-110, 'whichever is applicable; b) the Hatch Act (S USC 1501-150S) and Public Law 95-454 Section 4728. These statutes state that federal funds cannot be used for partisan political purposes of any kind by any person or organization involved in the administration of federally -assisted programs; c) the Davis -Bacon Act (40 Stat. 1494, Her. 3, 1921. Chap. 411, 40 USC 276A -276A-5). This act requires that all laborers and and mechanics employed by contractors or sub -contractors to work on construction projects financed by federal assistance must be paid wages not less than those established for the locality of the project by the Secretary of Labor; d) 42 USC 6101 et seq, 42 USC 2000d, 29 USC 794. These acts require that no person shall, on the grounds of race, color, national origin, age, or handicap, be excluded from participation in or be subjected to discrimination in any program or. activity funded, in whole or in part, by federal funds; and Rev. 06/01/92 Page 3 of 6 Pages 9707C3 GENERAL PROV SIGNS --Page 2 of 2 pages e) the Americans with Disabilities Act (Public Law 101-336; 42 USC 12101, 12102, 12111 - 12117, 12131 - 12134, 12141.- 12150, 12161 - 12165, 12181 - 12189,'12201 - 12213 and 47 USC 225 and 47 USC 611. f) if the contractor is acquiring real property and displacing households or businesses in the performance of this contract, the contractor is in compliance with the Uniform Relocation Assistance and Real Property Acquisition Policies Act, as amended (Public Law 91-646, as amended and Public Law 100-17, 101 Stat. 246 - 256); g) when applicable, the contractor is in compliance with the provisions of the "Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (Common Rule). 6. By signing and submitting this contract the contractor states that: a) the contractor is in compliance with the requirements of the Drug -Free Workplace Act (Public Law 100-690 Title V, Subtitle D, 41 USC 701 et seq.); b) the contractor is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency. 7. To be considered for payment, billings for payment pursuant to this contract must be received within 60 days after the period for which payment is being requested and final billings on the contract must be received by Health within 60 days after the end of the contract term. 8. If applicable, Local Match is to be submitted on the monthly payment statements, in the column provided, as required by the funding source. 9. If Contractor receives $25,000.00 or more per year in federal funds in the aggregate from Health, Contractor agrees to have an annual audit, by an independent certified public accountant, which meets the requirements of Office of Management and Budget Circular•A-128 or A-133, whichever applies. If Contractor is required to submit an annual indirect cost proposal to Health for review and approval, Contractor's auditor will audit the proposal in accordance with the requirements of OMB Circular A-87, A-21 or A-122. Contractor agrees to furnish one copy of the audit reports to the Health Department Accounting Office within 30 days of their issuance, but not later than nine months after the end of Contractor's fiscal year. Contractor agrees to take appropriate corrective action within six months of the report's issuance in instances of noncompliance with federal laws and regulations. Contractor agrees to permit Health or its agents to have access to its records and financial statements as necessary, and further agrees to retain such records and financial statements for a period of three years after the date of issuance of the audit report. This contract does contain federal funds as of the date it is signed. This requirement is in addition to any other audit requirements contained in other paragraphs within -this contract. 10. Contractor agrees to not use federal funds to satisfy federal cost sharing and matching requirements unless approved in writing by the appropriate federal agency. Rev. 06/01/92 Page 4 of 6 Pages 970763 SPECIAL PROVISIONS CONTROLLER'S APPROVAL I. This contract shall not he deemed valid until it shall have been approved by the Controller of the State of Colorado or such assistant as he may designate. This provision is applicable to any contract involving the payment of money by the State. FUND AVAILABILITY 2. Financial obligations of the State of Colorado payable after the current fiscal year arc contingent upon funds for that purpose being appropriated- budgeted, and otherwise made available. BOND REQUIREMENT 3. If this contract involves the payment of more than fifty thousand dollars for the construction. erection, repair, maintenance, or improvement of any building. road, bridge. viaduct. tunnel. excavation or other public work for this State. the contractor shall, before entering upon the performance of any such work included in this contract, duly execute and deliver to the State official who will sign the contract, a good and sufficient bond or other acceptable surety to be approved by said official in a penal sum not less than one-half of the total amount payable by the terms of this contract. Such bond shall be duly executed by a qualified corporate surety conditioned apon the faithful performance of the contract and in addition, shall provide that if the contractor or his subcontractors fail to duly pay for any labor. materials, team hire. sustenance, provisions, provendor or other supplies used or consumed by such contractor or his subcontractor in performance of the work contracted to be done or fails to pay any person who supplies rental machinery, tools, or equipment in the prosecution of the work the surety will pay the same in an amount not exceeding the sum specified in the bond, together with interest at the rate of eight per cent per annum. Unless such bond is executed, delivered and filed, no claim in favor of the contractor arising under such contract shall be audited, allowed or paid. A certified or cashier's check or a bank money order payable to the Treasurer of the State of Colorado may be accepted in lieu of a bond. This provision is in compliance with CRS 38-26-106. INDEMNIFICATION 4. To the extent authorized by law, the contractor shall indemnify, save, and hold harmless the State, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by the contractor, or its employees. agents, subcontractors, or assignees pursuant to the terms of this contract. DISCRIMINATION AND AFFIRMATIVE ACTION 5. The contractor agrees to comply with the letter and spirit of the Colorado Antidiscrimination Act of 1957. as amended, and other applicable law respecting discrimination and unfair employment practices (CRS 24-34-402), and as required by Executive Order, Equal Opportunity and Affirmative Action, dated April 16, 1975. Pursuant thereto, the following provisions shall be contained in all State contracts or sub -contracts. During the performance of this contract, the contractor agrees as follows: (al The contractor will not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, marital status, religion, ancestry- mental or physical handicap, or age. The contractor will take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to the above mentioned characteristics. Such action shall include, but not be limited to the following: employment upgrading, demotion, or transfer, recruitment or recruitment advertisings; lay-offs or terminations; rates of pay or other forms of compensation: and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment. notices to be provided by the contracting officer setting forth provisions of this non-discrimination clause. (b) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, national origin, sex, marital status, religion, ancestry, mental or physical handicap, or age. (c) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, notice to be provided by the contracting officer, advising the labor union or workers' representative of the contractor's commitment under the Executive Order. Equal Opportunity and Affirmative Action, dated April 16, 1975, and of the rules, regulations, and relevant Orders of the Governor. (d) The contractor and labor unions will furnish all information and reports required by Executive Order, Equal Opportunity and Affirmative Action of April 16. 1975. and by the rules. regulations and Orders of the Governor, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the office of the Governor or his designee for purposes of investigation to ascertain compliance with such rules, regulations and orders. (el A labor organization will not exclude any individual otherwise qualified from full membership rights in such labor organization, or expel any such individual from membership in such labor organization or discriminate against any of its members in the full enjoyment of work opportunity because of race, creed, color, sex, national origin, or ancestry. (1) A labor organization. or the employees or members thereof will not aid, abet, incite, compel or coerce the doing of any act defined in this contract to be discriminatory or obstruct or prevent any person from complying with the provisions of this contract or any order issued thereunder; or attempt, either directly or indirectly, to commit any act defined in this contract to be discriminatory. Form 6 -AC -02B Revised 1/93 395-53-01-1022 page 5 of 6 pages 97073:3 (g) In the event of the contractor's non-compliance with the non-discrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be canceled, terminated or suspended in whole or in part and the contractor may be declared ineligible for further State contracts in accordance with procedures, authorized in Executive Order, Equal Opportunity and Affirmative Action of April 16, 1975 and the rules, regulations, or orders promulgated in accordance therewith, and such other sanctions as may be imposed and remedies as may be invoked as provided in Executive Order, Equal Opportunity and Affirmative Action of April 16, 1975, or by rules, regulations, or orders promulgated in accordance therewith, or as otherwise provided by law, (h) The contractor will include the provisions of paragraphs (a) through (h) in every sub -contract and subcontractor purchase order unless exempted by rules, regulations, or orders issued pursuant to Executive Order, Equal Opportunity and Affirmative Action of April 16, 1975, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any sub -contracting or purchase order as the contracting agency may direct, as a means of enforcing such provisions, including sanctions for non-compliance: provided, however, that in the event the contractor becomes involved in, or is threatened with, litigation, with the subcontractor or vendor as a result of such direction by the contracting agency, the contractor may request the State of Colorado to enter into such litigation to protect the interest of the State of Colorado. COLORADO LABOR PREFERENCE 6a. Provisions of CRS 8-17.101 & 102 for preference of Colorado labor arc applicable to this contract if public works within the State are undertaken hereunder and are financed in whole or in par; by State funds. b. When a construction contract for a public project is to be awarded to a bidder, a resident bidder shall be allowed a preference against a non-resident bidder from a state or foreign country equal to the preference given or required by the state or foreign country in which the non-resident bidder is a resident. If it is determined by the officer responsible for awarding the bid that compliance with this subsection .06 may cause denial of federal funds which would otherwise be available or would otherwise be inconsistent with requirements of Federal law, this subsection shall be suspended, but only to the extent necessary to prevent denial of the moneys or to eliminate the inconsistency with Federal requirements (CRS 8-19-101 and 102) GENERAL 7. The laws of the State of Colorado and rules and regulations issued pursuant thereto shall be applied in the interpretation, execution, and enforcement of this contract. Any provision of this contract whether or not incorporated herein by reference which provides for arbitration by any extra -judicial body or person or which is otherwise in conflict with said laws, rules, and regulations shall be considered null and void. Nothing contained in any provision incorporated herein by reference which purports to negate this or any other special provision in whole or in part shall be valid or enforceable or available in any action at law whether by way of complaint. defence, or otherwise. Any provision rendered null and void by the operation of this provision will not invalidate the remainder of this contract to the extent that the contract is capable of execution. 8. At all times during the performance of this contract, the Contractor shall strictly adhere to all applicable federal and state laws, rules, and regulations that have been or may hereafter he established. 9. The signatories aver that they are familiar with CRS 18-8-301, et. seq., (Bribery and Corrupt Influences) and CRS 18-8-401, et. seq., (Abuse of Public Office). and that no violation of such provisions is present. I0. The signatories aver that to their knowledge, no state employee has any personal or beneficial interest whatsoever in the service or property described herein: IN WITNESS WHEREOF, the parties hereto have executed this Contract on the day first above written. Contractor: (Full Legal J4 se) WELD COUNTY HE .TH DEPARTMENT moo' p� t C_J�x�r Position (Title) 84-6 If Corporation:) Attest (Seal) By Corporate ATTORNEY GENERAL By Form 6 -AC -02C Revised I/93 395-53-01-1030 ONERS r •5 EXECUTIVE DIRECTOR DEPARTMENT OF Public Health and Environment WELD?•2 N? BY: JOHN S. PICKLE DIRECTOR APPROVALS Ilse*MaMM Oil la be CONTROLLER .�.ys� net yafthe By n /i Page r which is the last of 6 pages See instructions on reverse side. S _ 1991- 92, Application Preventive Health and Health Services Block Grant Infrastructure Development: Minimum Dataset for Colorado Counties Submitted by: Weld County Health Department Contact: Rollin L. Adams, M.S., Health Data Specialist Section 1 - National Criteria I) HP Year 2000 Objective to be addressed: 22.1 Develop a uniform set of health status indicators appropriate for Federal, State and Local Health Agencies and establish use of the set of health status indicators in all Colorado counties. 2) Statement of Problem: With the heavy reliance on Healthy People 2000 objectives and community assessment tools such as APHEX to guide program planning and policy development comes a greatly increased demand for data to support these activities. In the state of Colorado, health related outcome data, on a county level, is not easily retrievable, and what is available, is in a variety of formats in several agencies and divisions within those agencies, making access to and utilization of the data difficult. 3) Program Strategy: Weld County Health Department was awarded the 1995 -96 Public Health and Health Services Block Grant to develop the Minimum Health Dataset for Colorado Counties. Envisioned as the ultimate outcome of the three year project is the development of a sustainable, expandable and transferable infrastructure for assembling and analyzing state-wide health related databases for application at the local level. The developed infrastructure will also position the project for additional funding for system enhancements to achieve a fully integrated health information system. The first year of the project has focused on: a) assembling and analyzing the data necessary to disseminate the report published by the predecessor project (PHBG project funding Larimer Co. Health Dept. Through CHOA, 1994,1993); b) collecting as much information as possible in electronic format and designing data conversion programs to achieve greater efficiency in the future for the processing of the report and to facilitate expansion of datasets; c) identifying significant gaps in data and collecting data in electronic format for inclusion in the 1996 report and future reports ( Cancer Registry data, BRFS data, Medicaid data); d) developing, with Microsoft Access, compiled programs modules for retrieval of data on a county level; The second year (1996 - 97) of the project will focus on continuing the first year activities in addition to: a) expansion of datasets and the electronic infrastructure of the project; b) collaboration with the Strategic use of Information Technology Task Force to The CDPH&E Change Committee and, if funded, the CDPH&E PHHSBG proposal to study the Department's information management systems to achieve more uniformity in platforms and data linkages. c) development of a "Web" site for the distribution and or viewing of data d) continued training of local health agencies in the use of the electronic infrastructure 4) Grant Funded FTE Assigned to Project: I FTE 5) Matching (other)Funds: $5000 (Project Director) 6) Target Population: The project targets all 63 counties in the state including a population of 3,376,729. 7) Disparate Population: The project proposes to identify gaps in data for ethnic and racial minorities at the local level and to remedy gaps in data. Racial and etnic minorities compose 20% of the total Colorado population. 8) State Outcome Objective: Identify and create, where necessary, state data sources to measure progress toward year 2000 national health objectives. (Healthy Colorado, 1994) 9) Impact Objectives (3-5 years): a) Identify and, create where necessary, data sources to measure progress towards each of the year 2000 national health objectives (HP 2000 - 22.2) . b) Develop and implement procedures for collecting comparable data for each of the year 2000 objectives and incorporate these into the data collection system (HP 2000 - 22.3). c) Develop and implement a process to identify significant gaps in disease prevention and health promotion data, including data for racial and ethnic minorities, people with low income and people with disabilities and establish mechanisms to meet those needs (HP 2000 - 22.4). d) Develop systems for the electronic transfer of health information related to the national health objectives including the use of the Internet (HP 2000 - 22.6). e) Achieve timely release of surveillance and survey data needed by health professionals and agencies to measure progress toward meeting the national health objectives (HP 2000 - 22.7). 10) Annual Objectives: a) Assemble state wide databases for inclusion in the Minimum Health Dataset for Colorado Counties. b) Disseminate annually to all Colorado counties the Minimum Health Dataset for Colorado Counties. c) Develop training materials and strategies to assist local health agencies to collect data locally and to enable them to use available electronic infrastructure, technology and resources to their maximum benefit locally. d) Continue the development of electronic data conversion programs to optimize the assembly and analysis of available databases. e) Continue the development of compiled program modules (Microsoft Access) for electronic retrieval of health related databases at the local level. f) Develop an Internet "Web" page for utilization as a file transfer methodology and data and information exchange. Section 2 - State Measures I I) Performance Evaluation: The project will be evaluated based on progress towards meeting the annual objectives. Evaluation will be performed by the project oversight committee with assistance form CoHDAC (formerly the local health data users group) . 12) Other funding Sources: The project's goal, in part, is develop the necessary infrastructure to position the project for future funding from federal or private funds. 13) Loss of funding: Considering the project's progress to date and the major enhancements made, discontinuation of funding would represent a serious waste of committed resources and diminish seriously infrastructure development that significantly contributes to the core functions of assessment, evaluation and policy development. Additionally, elimination of the project would seriously an important area of collaboration between local health agencies and the Colorado Department of Public Health and Environment. 14) Collaboration: The project has collaborated extensively with CoHDAC (local health data users group) which has served in an important advisory role to the project. The Colorado Department of Public Health & Environment has been most cooperative in the sharing of data including the Division of Health Statistics, Cancer Registry and Epidemiology. The project has also collaborated with other state agencies including the Department of Social Services among others. Year two of the project will no doubt see more intensive collaboration with CDPH&E as well as other public and private agencies. BUDGET: 1996 - 97 Preventive Health and Health Services Block Grant Infrastructure Development: Minimum Health Dataaset for Colorado Counties Submitted by: Weld County Health Department Contact: Rollin L. Adams, M.S., Health Data Specialist, (970) 353-0586 Budget: Minimum Dataset Specialist: (1.0 FTE) 34,220 Oversight Committe Conference Calls 1,000 Travel & Training Expense 2,000 Meeting Expense 1,000 Printing 1,000 Equipment 3,000 Data 4,000 Agency Indirect (8%) 3,050 Total Request $.50,270 Wilk COLORADO mEmoRAnDum George Baxter, Chairman Board of County Commissioners To Date John Pickle, Director, Health Department From Subject: April 17, 1997 Minimum Dataset Contract for Preventive Block Grant Funding Enclosed for Board review and approval is a contract between the Weld County Health Department and the Colorado Department of Public Health and Environment for use of Preventive Health and Health Services Block Grant funds. This is renewal funding for the second year of the program. The grant will fund a full- time staff member who will collect minimum health indicator data to share with organized health departments throughout the State for the purposes of measuring health problems and for program planning. For these services, the Health Department will receive a sum not to exceed $50,270 which is the same amount we were funded for last year's contract. The term of the contract is from March 1, 1997 through February 28, 1998. I recommend your approval of this contract. Enclosure 970763 Hello