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Home My WebLink About20243020.tiffRESOLUTION RE: APPROVE AGREEMENT FOR PROFESSIONAL SERVICES FOR LOW-INCOME ENERGY ASSISTANCE PROGRAM (LEAP) OUTREACH INCENTIVE PROGRAM AND AUTHORIZE CHAIR TO SIGN - UNITED WAY OF WELD COUNTY 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 Professional Services for the Low -Income Energy Assistance Program (LEAP) Outreach Incentive Program 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 Human Services, and United Way of Weld County, commencing October 1, 2024, and ending September 30, 2025, 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, that the Agreement for Professional Services for the Low -Income Energy Assistance Program (LEAP) Outreach Incentive Program 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 Human Services, and United Way of Weld County, 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 13th day of November, A.D., 2024, nunc pro tunc October 1, 2024. BOARD OF COUNTY COMMISSIONERS WELD COUNT , ATTEST: Weld County Clerk to the Board ttltAtt,r1 Deputy Clerk to the Board APPROVED A i my Attorney 11 Date of signature: _ Key* • = Ross, Chair on Saine 0 cc*I-ISD t /27-/2`{ 2024-3020 HR0096 C onkvo, C- -1 'n23 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Professional Services Agreement with United Way of Weld County for the Low -Income Energy Assistance Program (LEAP) Outreach Incentive Program. DEPARTMENT: Human Services DATE: October 29, 2024 PERSON REQUESTING: Jamie Ulrich, Director, Human Services Brief description of the problem/issue: The Department is requesting to enter into a Professional Services Agreement (PSA) with United Way of Weld County (UWWC) to provide Low -Income Energy Assistance Program (LEAP) outreach services to vulnerable populations who are eligible. The two main goals of this campaign are: • Increase the number of LEAP applications submitted from the 2023-24 LEAP season. • Increase the approved applications from the 2023-24 LEAP season. The term of this agreement is October 1, 2024 through September 30, 2025. What options exist for the Board? • Approval of the 2024-25 PSA with UWWC for the LEAP Outreach Incentive Program. • Deny apprjoval of 2024-25 PSA with UWWC for LEAP Outreach Incentive Program Consequences: Weld County will not be able to partner with UWWC to develop and implement the LEAP Program. Impacts: Weld County clients will not have access to the LEAP outreach services. Costs (Current Fls'cal Year / Ongoing or Subsequent Fiscal Years): • Total fundng = $48,282.00. LEAP incentive funds ($20,000.00) and outreach funds ($28,282.00). • Funded through Colorado Department of Human Services. Recommendation: • Approval $f the Professional Services Agreement and authorize the Chair to sign. Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck, Pro-Tem Mike Freeman Scott K. James Kevin D. Ross, Chair Lori Saine se Pass -Around Memorandum; October 29, 2024 - CMS ID 8823 2024-3020 11A3 112-10 co AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN WELD COUNTY AND UNITED WAY OF WELD COUNTY (LEAP OUTREACH INCENTIVE PROGRAM) THIS AGREEMENT is made and entered into this 13th day of Hove► 4DeV , 2024, by and between the County of Weld, a body corporate and politic of the State of Colorado, by and through its Board of County Commissioners, whose address is 1150 "O" Street, Greeley, Colorado 80631 hereinafter referred to as "County," and United Way of Weld County, whose address is 814 9. Street, Greeley, Colorado 80631, hereinafter referred to as "Contractor". WHEREAS, lounty desires to retain Contractor as an Independent Contractor to perform services as more particularly set forth below; and WHEREAS, Contractor has the ability, qualifications, and time available to timely perform the services, and is willing to perform the services according to the terms of this Agreement. WHEREAS, contractor is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the services as set forth below; NOW, THERFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in Exhibit A, Scope of Services; Exhibit B, Methods and Activities; Exhibit C, Colorado Department of Human Services 2024- 2025 LEAP Outreach Incentive Program Agreement and Plan; and Exhibit D, Contact Persons, which form an integral part of this Agreement. Exhibits A, B, C, and D are specifically incorporated herein by this reference. 2. Service or Work. Contractor agrees to provide the materials, equipment and/or products necessary for the outlined Scope of Work and further agrees to diligently provide all services and labor, as set forth in Exhibits A and B. 3. Term. The term of this Agreement shall be from October 1, 2024, through September 30, 2025, or Contractor's completion of the responsibilities described in Exhibit A and B. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit County from entering into Agreements which bind County for periods longer than one year. 4. Termination. C unty has the right to terminate this Agreement, with or without cause on thirty (30) days written notice. Fu hermore, this Agreement may be terminated at any time without notice upon a material breach of the term of the Agreement. 5. Extension or Modification. Any amendments or modifications to this agreement shall be in writing and signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County 1 for such additional services. 6. Compensation/Contract Amount. County agrees to pay up to $28,282.00 in Outreach funding and up to $20,000.00 in Incentive funding, for a total amount no greater than $48,282.00 for the term of this Agreement, as set forth in Paragraph 3. County agrees to pay Contractor through an invoice process during the course of this Agreement in accordance with the Exhibit A. Contractor agrees to submit invoices which detail the work completed by Contractor. The County will review each invoice and if it agrees Contractor has completed the invoiced items to the County's satisfaction, it will remit payment to Contractor. Contractor agrees to work within the confines of the Scope of Services outlined in Exhibit A and Methods and Activities outlined in Exhibit B. County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. 7. Independent Contractor. Contractor agrees that it is an independent Contractor and that Contractor's officers, agents or employees will not become employees of County, nor entitled to any employee benefits from County as a result of the execution of this Agreement. Contractor shall perform its duties hereunder as an independent Contractor. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. Contractor, its employees, and agents are not entitled to unemployment insurance or workers' compensation benefits through County and County shall not pay for or otherwise provide such coverage for Contractor or any of its agents or employees. Unemployment insurance benefits will be available to Contractor and its employees and agents only if such coverage is made available by Contractor or a third party. Contractor shall pay when due all applicable employment taxes and income taxes and local head taxes (if applicable) incurred pursuant to this Agreement. 8. Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the completion of this Project without County's prior written consent, which may be withheld in County's sole discretion. County shall have the right in its reasonable discretion to approve all personnel assigned to the Work during the performance of this Agreement and no personnel to whom County has an objection, in its reasonable discretion, shall be assigned to the Work. Contractor shall require each subcontractor, as approved by County and to the extent of the Work to be performed by the subcontractor, to be bound to Contractor by the terms of this Agreement, and to assume toward Contractor all the obligations and responsibilities which Contractor, by this Agreement, assumes toward County. County shall have the right (but not the obligation) to enforce the provisions of this Agreement against any subcontractor hired by Contractor and Contractor shall cooperate in such process. The Contractor shall be responsible for the acts and omissions of its agents, employees, and subcontractors. 9. Ownership. All work and information obtained by Contractor under this Agreement or individual work order shall become or remain (as applicable), the property of County. In addition, all reports, documents, data, plans, drawings, records, and computer files generated by Contractor in relation to this Agreement and all reports, test results and all other tangible materials obtained and/or produced in connection with the performance of this Agreement, whether or not such materials are in completed form, shall at all times be considered the property of the County. Contractor shall not make use of such material for purposes other than in connection with this Agreement without prior written approval of County. 2 10. Confidentiality. Confidential information of the Contractor should be transmitted separately from non - confidential information, clearly denoting in red on the relevant document at the top the word, "CONFIDENTIAL." However, Contractor is advised that as a public entity, Weld County must comply with the provisions of the Colorado Open Records Act (CORA), C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. Contractor agrees to keep confidential all of County's confidential information. Contractor agrees not to sell, assign, distribute, or disclose any such confidential information to any other person or entity without seeking written permission from the County. Contractor agrees to advise its employees, agents, and consultants, of the confidential and proprietary nature of this confidential information and of the restrictions imposed by this Agreement. 11. Warranty. Contractor warrants that the services performed under this Agreement will be performed in a manner consistent v`rith the standards governing such services and the provisions of this Agreement. Contractor further represents and warrants that all services shall be performed by qualified personnel in a professional and workmanlike manner, consistent with industry standards, and that all services will conform to applicable specifications. 12. Acceptance of Services Not a Waiver. In no event shall any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Contractor. Acceptance by the County of, or payment for, the services completed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 13. Insurance. Contractor must secure, before the commencement of the Work, the following insurance covering all operatins, goods, and services provided pursuant to this Agreement, and shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, and during any warranty period. For all coverages, Contractor's insurer shall waive subrogation rights against County. a. Types of Insurance. Workers' Compensation/Employer's Liability Insurance as required by state statute, covering all of the Contractor's employees acting within the course and scope of their employment. The policy shall contain a waver of subrogation against the County. This requirement shall not apply when a Contractor or subcontractor is exempt under Colorado Workers' Compensation Act., AND when such Contractor or subcontractor executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance including public liability and property damage, covering all operations required by the Work. Such policy shall include minimum limits as follows: $1,000,000 each occurrence; $1,000,000 eneral aggregate; $1,000,000 Personal injury $5,000; Medical payment per person. Automobile Liability Insurance: Contractor shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. Professional Liability (Errors and Omissions Liability). The policy shall cover professional misconduct or lack of ordinary skill for those positions defined in the Scope of Services of this contract. Contractor shall mainta n limits for all claims covering wrongful acts, errors and/or omissions, including design errors, if app icable, for damage sustained by reason of or in the course of operations under this Contract 3 resulting from professional services. In the event that the professional liability insurance required by this Contract is written on a claims -made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract; and that either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed. Minimum Limits: $1,000,000 Per Loss; $2,000,000 Aggregate. b. Proof of Insurance. Upon County's request, Contractor shall provide to County a certificate of insurance, a policy, or other proof of insurance as determined in County's sole discretion. County may require Contractor to provide a certificate of insurance naming Weld County, Colorado, its elected officials, and its employees as an additional named insured. c. Subcontractor Insurance. Contractor hereby warrants that all subcontractors providing services under this Agreement have or will have the above described insurance prior to their commencement of the Work, or otherwise that they are covered by the Contractor's policies to the minimum limits as required herein. Contractor agrees to provide proof of insurance for all such subcontractors upon request by the County. d. No limitation of Liability. The insurance coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Work under by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The Contractor shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement. e. Certification of Compliance with Insurance Requirements. The Contractor stipulates that it has met the insurance requirements identified herein. The Contractor shall be responsible for the professional quality, technical accuracy, and quantity of all services provided, the timely delivery of said services, and the coordination of all services rendered by the Contractor and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. 14. Indemnity. The Contractor shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against any and all injury, loss, damage, liability, suits, actions, claims, or willful acts or omissions of any type or character arising out of the Work done in fulfillment of the terms of this Agreement or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, judicial decision, or other law or court decree. The Contractor shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement. It is agreed that the Contractor will be responsible for primary loss investigation, defense, and judgment costs where this contract of indemnity applies. In consideration of the award of this contract, the Contractor agrees to waive all rights of subrogation against the County its associated and/or affiliated entities, successors, or assigns, its elected officials, trustees, employees, 4 agents, and volunteers for losses arising from the work performed by the Contractor for the County. A failure to comply with this provision shall result in County's right to immediately terminate this Agreement. 15. Non -Assignment. Contractor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Contractor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Contractor hereunder. Such consent may be granted or denied at the sole and absolute discretion bf County. 16. Examination of Records. To the extent required by law, the Contractor agrees that an duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers, and records of Contractor, involving all matters and/or transactions' related to this Agreement. Contractor agrees to maintain these documents for three years from the date of the last payment received. 17. Compliance with Law. Contractor shall strictly comply with all applicable federal and State laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. 18. Non -Exclusive Agreement. This Agreement is nonexclusive, and County may engage or use other Contractors or persons to perform services of the same or similar nature. 19. Entire Agreem nt/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains th entire agreement between the parties with respect to the subject matter contained in this ` Agreement. This instrument supersedes all prior negotiations, representations, and understandings or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented or!ly by a written instrument signed by both parties. 20. Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for tha purpose being appropriated, budgeted, and otherwise made available. Execution of this Agreement by Courity does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year. 21. Employee Fin ncial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24-50-507. The signatories to this A reement state that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. 22. Survival of Termination. The obligations of the parties under this Agreement that by their nature would continue beyond expiration or termination of this Agreement (including, without limitation, the warranties, indemnification obligations, confidentiality and record keeping requirements) shall survive any such expiration or termination. 23. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 5 24. Governmental Immunity. No term or condition of this contract shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections, or other provisions, of the Colorado Governmental Immunity Act §524-10-101 et seq., as applicable now or hereafter amended. 25. Force Majeure. Neither the Contractor nor the County shall be liable for any delay in, or failure of performance of, any covenant or promise contained in this Agreement, nor shall any delay or failure constitute default or give rise to any liability for damages if, and only to extent that, such delay or failure is caused by "force majeure." As used in this Agreement, "force majeure" means acts of God, acts of the public enemy, unusually severe weather, fires, floods, epidemics, quarantines, strikes, labor disputes and freight embargoes, to the extent such events were not the result of, or were not aggravated by, the acts or omissions of the non -performing or delayed party. 26. No Third -Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. 27. Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado, or its designee. 28. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between the parties, Contractor agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 29. Attorney's Fees/Legal Costs. In the event of a dispute between County and Contractor concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 30. Binding Arbitration Prohibited. Weld County does not agree to binding arbitration by any extra -judicial body or person. Any provision to the contrary in this Agreement or incorporated herein by reference shall be null and void. 31. Acknowledgment. County and Contractor acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. 6 IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. COUNTY: ATTEST: BOARD OF COUNTY COMMISSIONERS Clerk to the Board - WELD COUN BY: �04 aV Deputy Clerk to the Boa 7 vin D. Ross, Chair NOV1 3 2024 United Way of Weld County 814 9th Street Greeley, Colorado 80634 By:Melanie Woo[man (Nov 4, 202414:30 MST) Melanie Woolman President and Chief Executive Officer Date: Nov 4, 2024 ZoL4-3c 2O EXHIBIT A SCOPE OF SERVICES I. Goal of Services United Way of Weld County (UWWC) will provide Low -Income Energy Assistance Program (LEAP) outreach services to vulnerable populations who are eligible for the Heating Fuel Assistance Program and the Crisis Intervention Program to meet the identified goals of the LEAP Outreach Incentive Program. Those are goals are: • 3% increase in total LEAP applications submitted from the 2023-24 LEAP season from 6,105 to 6,305. • 2% increase of approved applications from the 2023-24 LEAP season from 3,669 to 3,743. II. Contractor's Roles and Responsibilities UWWC will develop and implement a LEAP outreach campaign, with a focus on informing the community about LEAP. This campaign will primarily focus on meeting the above goals by: Utilizing LEAP promotions such as social media, radio ads, flyers, etc., that will lead people to www.unitedway-weld.org/LEAP to obtain more information and to apply. Utilizing the web page www.unitedway-weld.org/LEAP where people may obtain information on the LEAP program. Coordinating with other agencies, organizations, and groups to facilitate participation of potentially eligible persons with emphasis on the most vulnerable populations including older adults, disabled, home -bound, and non-English speaking residents. Providing access to Heating Fuel Assistance Program information and application forms. UWWC will identify locations in the county, such as community action programs, Social Security offices, and low-income housing sites for distribution and acceptance of applications. Providing an effective county -wide information and referral system involving local agencies and organizations. Providing a referral system to weatherization and other energy conservation programs. Providing special efforts to meet the needs of vulnerable populations, including aiding in completing applications and assisting applicants with securing the required verification. Providing regular communication with cooperating agencies to identify concerns, problems, and new opportunities to improve outreach. Working with utility companies to refer eligible customers to LEAP. Ensuring all outreach materials are distributed to various community agencies targeting vulnerable populations. 1 • Complying with all reporting requirements set forth by the Colorado Department of Human Services (CDHS). UWWC will utilize a variety of methods and activities to meet the identified goals, including, but not limited to, those outlined in Exhibit B, United Way of Weld County's Methods and Activities, herein attached and incorporated. III. County's Role and Responsibilities County will work closely and collaboratively with UWWC to identify outreach methods and activities, and to ensure marketing materials and efforts and outcomes meet the identified goals. County will fully comply with the requirements set forth in Exhibit C, LEAP Outreach IncentivProgram Agreement, herein attached and incorporated. IV. Evaluation The baseline comparison number is the 2023-2024 cold weather season number of applications submitted and approved from Weld County. The campaign will be considered a success i the number of applications submitted and approved increases by two (2) percent. V. Allowable expenditures for each funding category a. Outreach Allocation (CFMS Code L300-5200) i. According to the Colorado Department of Human Services Operation Memo: OM-FEA-2022-0015, Outreach Allocation funds can be used for application assistance but not eligibility determination. Expenses charged to outreach should be designated as: 1. Mailing Costs: Mailing LEAP applications, flyers, and return envelopes to potential clients by county staff. This includes mass mailings to all current public assistance households, non-public assistance food assistance households, and last year's LEAP -only approved households. In addition, any daily individual mailings in response to requests by potential clients and/or any supplemental or additional mailings to LEAP clients is considered outreach. 2. Phone Inquiries: LEAP regulations require county departments to have sufficient telephone lines to ensure access to information without office visits. Negotiations with fuel vendors to forestall shutoffs, exchanging information with vendors regarding applicants, or answering specific case questions for applicants are not considered outreach activities. 2 3. Countywide Outreach Visits: County employee visits to various locations to distribute outreach materials and make presentations to community and senior organizations. 4. Visits to Outlying Locations: County outreach workers may make visits to "outstations," such as senior centers and utility companies to provide application forms, assist with application completion, and answer questions regarding the program. 5. Home Visits: Visits to homebound applicants to assist in completing applications. 6. Group Intake/Orientation: Informational review of applications and verification requirements with a group of potential applicants. 7. Specific Weatherization/Energy Conservation Outreach: Presentations at intake sessions and with community groups which offer energy saving tips for homes, apartments, and mobile homes. County workers who make these presentations may answer questions concerning energy conservation and the weatherization program. 8. Referral: Workers often refer clients with home heating -related problems to other social services programs and community organizations, such as weatherization, the Red Cross, and furnace repair services. 9. Advertisement: Costs of placing advertisements in local publications or buying radio or TV advertisements. 10. Supervision for activities 1 through 9: Supervision generally includes planning each activity, monitoring its effectiveness, and making adjustments/changes. Costs associated with supervision are personnel services, travel, and operating costs (e.g. telephone, postage, envelopes, and advertisement). b. Incentive Allocation (CFMS Code L305-5200) i. According to the Colorado Department of Human Services Operation Memo: OM-FEA-2022-0013, Incentive Allocation funds can be used for hiring additional staff that can assist LEAP applicants in their office lobbies, through a direct phone line, or through use of virtual tools. Additionally, staff may send letters, brochures, applications and information sheets to charity organizations, churches, and community access centers; send text messages to clients to remind them of 3 information request deadlines and travel to community centers and events with program information and applications. VI. Payment for Services UWWC will submit monthly invoices and supporting documentation with a breakout of allowable expenditures for each funding category: Outreach or Incentive, as listed above in Paragraph V. All invoices will be submitted to the Assistants Payments Division Director, Andie Garnand, at agarnand@weldgov.com. Expenses incurred by UWWC prior to the term of the Agreement are not eligible County expenditures and shall not be reimbursed by the County. Payment pursuant to this Agreement, whether in whole or in part, is subject to and contingent upon the continuing availability of said funds for the purposes hereof. If said funds, or any part thereof, become unavailable as determined by the County, the County may immediately terminate the Agreement or amend it accordingly. 4 EXHIBIT B UNITED WAY OF WELD COUNTY METHODS AND ACTIVITIES COLORADO LEAP OUTREACH INCENTIVE PROGRAM United Way of Weld County Scope of Work October 2024 through April 2025 Goal For the Colorado Low Income Energy Assistance Program (LEAP) 2024-2025 cold weather season in Weld County to: 1. 3% increase in total LEAP applications submitted from the 2023-24 LEAP season from 6,105 to 6,305. 2. 2% increase of approved applications from the 2023-24 LEAP season from 3,669 to 3,743. Methods to Create Leads and/or Accept Applications 2-1-1 Information and Referral o Update database record o When callers sign up for Supplemental Nutrition Assistance Program (SNAP), also recommend to them LEAP and the Woman, Infants, and Children (WIC) program. Community and United Way Events, virtual or in -person o Chamber of Commerce meetings o Emergency Food and Shelter Program bi-monthly meeting o Northern Colorado Children's Festival o Northern Colorado Continuum of Care bi-monthly meeting o PASO Institute classes o Reading Great By 8 monthly meeting o Weld Project Connect o Weld Together trainings Creation and Distribution of Marketing Materials o Will design, produce and print if not provided by the state o Leaflet targeted neighborhoods (volunteer -involved) o United Way of Weld County offices o Family Resource Center, Fort Lupton o Housing Navigation Center, Greeley o Covering Weld Diaper Bank, Greeley ■ Email Distribution Lists o Northern Colorado Continuum of Care o Reading Great By 8 childcare providers o Reading Great By 8 general o Recreation centers/districts o United Way e -newsletter o Weld County Public Information Officers o Weld Together ■ Print o United Way newsletter o Distribute print items at one month of all United Way internal meetings. o Paid advertising on billboards, bus benches, bus shelters, Valpak of northern Colorado, etc. ■ Print Media o Press release to newspapers throughout Weld County ■ Radio o Public Service Announcements (PSAs) and advertising ■ Social Media o Posts on United Way social media outlets including Facebook, Instagram, Twitter, Google ads ■ United Way of Weld County website o Banner o Unique landing page ■ Use of Colorado Department of Human Services Outreach Toolkit ■ Distribute created collateral to other agencies for distribution through their networks (Weld DHS, funded agencies, etc.) ■ Distribute promotional flyers through Weld Food Bank emergency food boxes and the mobile food pantry. ■ Have volunteers at the Housing Navigation Center in Greeley to sign people up for LEAP. www.UnitedWay-Weld.org United Way United Way of Weld County EXHIBIT C COLORADO Department of Human Services OPERATION MEMO Title: LEAP Outreach Incentive Program Office/division: OES/FEAD Memo number: OM-FEA-2024-0008 Program area: LEAP Outcome: funding. Counties opt into the LEAP Outreach Incentive Program, unlocking additional may Pertinent statute/rule: C.R.S. § 40-8.5-101; C.R.S. § 40-8.7-101. et seq. Keywords: Outreach, Energy Assistance, Heat, Incentive. Home Low -Income Energy Assistance Program (LEAP), LEAP, Issue date: 2024 September 30, Effective: Oct. 1, 2024 Expires: Sept. 30, 2025 Intended Recipients This communication has been sent to all directors of county departments of human/social services. Please forward pertinent information to staff members as you deem necessary. Purpose This operation memo invites county departments of human/social services to participate in the LEAP Outreach Incentive Program Counties who timely complete and return the attached agreement to participate in the Outreach Incentive Program will be allocated $20,000.00 for the 2024-2025 heating season (October 1, 2024 through April 30, 2025). The goals of the Outreach Incentive Program are to increase enrollment in LEAP and decrease denials of applications for failure to provide verification of information. Action All counties are invited to participate in the Outreach Incentive Program. To participate the county must complete and return the attached LEAP Outreach Incentive Program Agreement and the county's plan to increase enrollment and decrease denials for the upcoming heating season to Randa Alshami at Randa.alshami@state.co.usno ater;han Wednesday. October 10, 2024. Participating counties will be allocated $20,000.00 in addition to their usual allocation for LEAP Program and Administration. Counties are strongly encouraged to use these funds to hire staff that can assist LEAP applicants in their county office lobbies. through a direct phone 1575 Sharman Street. www.colorai 1o_c<ov'CDH M' hell Barnes. Executive Directoi dojt4 2nc line, or through use of virtual tools. Funds will be available from October 1, 2024 through September 30, 2025. Performance Measures We will be measuring the effectiveness of the Outreach Incentive Program during this prog iam year. When you submit your outreach plan to us, you must include a minimum of two performance measures you will be striving to meet with the funding and how the activities in your plan will equate to measurable goals. The goal measures MUST equate to increased program participants/enrollment for your county. You know your county better than us and you know what effective strategies will be best implemented in your county. Some examples of measurable goals you may want to consider: • To increase the number of applications your county receives by X%. • To review all failure to provide verification denials and assist your administering agency by following up with the denied household and helping them gather and submit the verification needed which would result in enrolled households by X% and reducing denials by X%. YOU MUST TRACK YOUR GOALS THROUGHOUT THE PROGRAM YEAR and be prepared to inform the state of your progress in meeting your goals. Background Applications for home heating assistance have suffered a nationwide downward trend over the past several years. The State LEAP Office launched an Outreach Incentive Pilot Program for the 2020-2021 heating season. Colorado has seen a steady increase in applications over the last few heating seasons compared to years prior. We believe this increase is partially attributed to the efforts of counties who opted to participate in the Outreach Incentive Program -increasing outreach efforts and committing to decreasing the number of applications deniel for failure to provide verification of information. Coun�ies hired additional staff to work in their lobbies to assist clients in completing their LEAP applications; sent letters, brochures, applications and information sheets to charity organ'zations, churches, and community access centers; sent text messages to clients to remind them of information request deadlines; and traveled to community centers and events with program information and applications. Due to the success of the pilot, LEAP has decided to launch the Outreach Incentive Program again for the 2024-2025 heating season. Attachments LEAP Outreach Incentive Agreement for FFY 2024-2025 Supersedes OM-FEA-2023-0007 Contact For more information about this memo, please contact Theresa Kullen, LEAP Manager, at Theresa.kullen@state.co.us or 720.788.8050. Operation memos are active for three years; then they are archived and re -issued if necessary. Access the CDHS Memo Series at httos:Awww.coloradn aov/narifir./cdhs/rdhs-memo-series EXHIBIT C 2024-2025 LEAP Outreach Incentive Program Agreement County Responsibilities: Sub it a plan for meeting the outreach goals to the State LEAP Office by October 10, 202 Ensure that the county is staffed with someone who is trained to assist clients with fitting out their LEAP applications either in the county's lobby, over the phone, or through use of virtual tools. Provide the State LEAP Office with the name(s) and contact information for the individual(s) who will assist LEAP applicants or otherwise act as the county's LEAP outreach representatives. Use any funds remaining after ensuring direct LEAP application assistance is available to engage in targeted outreach, such as engagement at community events and sharing LEAP information with community centers. If the county's LEAP program is administered by Goodwill Colorado, the county will assislt Goodwill Colorado by providing the information available and necessary to process an application for LEAP. Provide two performance measure goals and track your county's performance as expliained in the LEAP Outreach Incentive Program Operation Memo. Accurately track and code any expenditures related to the Outreach Incentive Progam to the following in CFMS: Program 0: L305 Program Description: LEAP Outreach Incentive Program Function it: 5200 Function Description: IM LEAP Outreach State LEAP Office Responsibilities: • Allocate $20,000.00 to the county to fund the Outreach Incentive Program. Funds will be available from October 1, 2024, through September 30, 2025. • Be available to answer all county questions and assist with any matters that may arise as a result of implementing the Outreach Incentive Program. • Oversee and monitor the outcomes of the Outreach Incentive Program by measuring the umber of applications denied for failure to provide verification of information. • Make outcomes information available to the county upon request. Board o County Commissioners Weld. Theresa Kullen °:.`21';'. :5 Theresa Kullen State LEAP Office 1575 Sherman Street, Denver, CO 80203 P 303.866.5700 www.colorado.gov/CDHS Jared Polls, Governor! Michelle Barnes, Executive Director EXHIBIT C Weld County Plan 2024-25 LEAP Outreach Incentive Program Goals to be Met: The identified goals for the LEAP Outreach Incentive Program are: • Increase total LEAP applications submitted from 6,105 to 6,305, just over a 3% increase. • Increase approved applications from 3,669 to 3,743, a 2% increase. Action Plan To meet the above goals, the Weld County Department of Human Services (WCDHS) will enter a contract with United Way of Weld County (UWWC) to provide LEAP outreach services to vulnerable low- income families and individuals, who are eligible for the Heating Fuel Assistance Program andthe Crisis Intervention Program. UWWC will develop and implement a LEAP outreach campaign, with a focus on informing the community about LEAP. This campaign will primarily focus on meeting the above goals through activities such as: Utilizing LEAP promotions such as social media, radio ads, flyers, etc., that will lead people to www.unitedway-weld.org/LEAP to obtain more information and to apply. Utilizing the web page www.unitedway-weld.org/LEAP where people may obtain information on the LEAP program. Coordinating with other agencies, organizations, and groups to facilitate participation of potentially eligible persons with emphasis on the most vulnerable populations including older adults, disabled, home -bound, and non-English speaking residents. Providing access to Heating Fuel Assistance Program information and application forms. UWWC will identify locations in the county, such as community action programs, Social Security offices, and low-income housing sites for distribution and acceptance of applications. Providing an effective county -wide information and referral system involving local agencies and organizations. Providing a referral system to weatherization and other energy conservation programs. Providing special efforts to meet the needs of vulnerable populations, including aiding in completing applications and assisting applicants with securing the required verification. Providing regular communication with cooperating agencies to identify concerns, problems, and new opportunities to improve outreach. Working with utility companies to refer eligible customers to LEAP. Ensuring all outreach materials are distributed to various community agencies targeting vulnerable populations. Complying with all reporting requirements set forth by the Colorado Department of Human Services (CDHS). Anticipated Outreach Activities • Utilize the 2-1-1 information and referral system. • Exposure at community and United Way events. • Work with United Way staff to create and/or distribute marketing materials not available through the State. • Utilize existing email distribution groups to increase exposure and disseminate LEAP information. • Utilize print, broadcast, and social media to increase exposure and disseminate LEAP information. • Utilize the Colorado Department of Human Services Outreach Toolkit. • Distribute created collateral to other agencies for distribution through their networks. • Distribute promotional flyers through Weld Food Bank emergency food boxes and the mobile pantrry. • Other activities to be determined. EXHIBIT C Weld County PAn 202425 LEAP Outreach Incentive Program Goals to be Met: The identified goals for the LEAP Outreach Incentive Program are: Increase the number of applications submitted with all questions answered and all verification provided, and Decrease the number of applications denied for failureto provide verification of information. Action PAn To meet the above goals, the Weld County Department of Human Services (WCDHS) will enter a contract with United Way of Weld County (UWWC) to provide LEAP outreach services to vulnerable low- income families and individuals, who are eligible for the Heating Fuel Assistance Program andthe Crisis Intervention Program. UWWC will develop and implement a LEAP outreach campaign, with a focus on informing the community about LEAP. This campaign will primarily focus on meeting the above goals through activities such as: Coordinating with other agencies, organizations, and groups to facilitate participation of potentially eligible persons with emphasis on the most vulnerable populations including older adults, disabled, home -bound, and non-English speaking residents. Providing access A Heating Fuel Assistance Program information and application forms. UWWC will identify locations in the county, such as community action programs, Social Security offices, and low- income housing sites for distribution and acceptance of applications. Providing an effective county -wide information and referral system involving local agencies and organizations. Providing a refemal system to weatherization and other energy conservation programs. Providing special efforts to meet the needs of vulnerable populations, including aiding in completing applications and assisting applicants with securing the required verification. Providing regular communication with cooperating agencies to identify concerns, problems, and new opportunities to improve outreach. Working with utility companies to refer eligible customers to LEAP. Ensuring all outreach materials are distributed to various community agencies targeting vulnerable populations. Complying with all reporting requirements set forth by the Colorado Department of Human Services (CDHS). Anticipated Outreach Activities Utilize the 2-1-1information and referral system. Exposure at community and United Way events. Work with United Way staff to create and/or distribute marketing materials not available through the State. Utilize existing email distribution groups to increase exposure and disseminate LEAP information. Utilize print, broadcast, and social media to increase exposure and disseminate LEAP information. Utilize the Colorado Department of Human Services Outreach Toolkit. Distribute created collateral to other agencies for distribution through their networks. Distribute promotional flyers through Weld Food Bank emergency food boxes and the mobile pantry. Other activities to be determined. EXHIBIT D CONTACT PERSONS For this Agreement, the individuals identified below are hereby designated representatives. Any Contact Person may from time to time designate in writing a new or substitute representative(s): Notices for County: Jamie Ulrich, Director Weld County Department of Human Services P.O. Box A Greeley, Colorado 80632 (970) 400-6581 Notices for Contractor: Melanie Woolman, President and Chief Executive Officer United Way of Weld County 814 9th Street Greeley, Colorado 80631 (970) 304-6167 Invoices for County: Andie Garnand, Assistance Payments Division Director By e-mail: agarnand@weld.gov Or by mail: 315 N. 11th Avenue, Building C PO Box A Greeley, CO 80632 Day to day operations of this Agreement for Contractor: Nicole Quinn, Director of Communications & Executive Support By e-mail: nicole@unitedway-weld.org Or by phone: (970) 388-4432 SIGNATURE REQUESTED: Weld/UWWC LEAP PSA 2024-25 Final Audit Report 2024-11-04 Created: By: Status: Transaction ID: 2024-10-31 Sara Adams (sadams@weld.gov) Signed CBJCHBCAABAAvtDjCSXaro9BvSLMhagCAgZ6YLI DwaTF "SIGNATURE REQUESTED: Weld/UWWC LEAP PSA 2024-25" History ,t Document created by Sara Adams (sadams@weld.gov) 2024-10-31 - 10:09:00 PM GMT- IP address: 204.133.39.9 El Document emailed to Melanie Woolman (mwoolman@unitedway-weld.org) for signature 2024-10-31 - 10:3:28 PM GMT 5 Email viewed by Melanie Woolman (mwoolman@unitedway-weld.org) 2024-11-01 - 4:09:3 AM GMT- IP address: 104.28.50.167 5® Document e -signed by Melanie Woolman (mwoolman@unitedway-weld.org) Signature Date: 2024-11-04 - 9:30:16 PM GMT - Time Source: server- IP address: 162.250.119.18 CD Agreement completed. 2024-11-04 - 9:30:6 PM GMT Powered by Adobe Acrobat Sign ACORD CERTIFICATE OF LIABILITY INSURANCE 71707274 ATE (MM/DDIYYYI� 11 /06/2024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the po icy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Flood and Peterson PO Box 578 Greeley CO 80632 CONTACT Jess Boren NAME: an. Exn: (970) 356-0123 I (Tit, No): (970) 330-1867 E-MAILSS: Jboren@floodpeterson.com ADDRE INSURER(S) AFFORDING COVERAGE NAIL # INsuRERA: Philadelphia Indemnity Insurance.. 18058 INSURED United Way Of Weld County, Inc. PO BOX 1944 Greeley CO 80632 INSURER B : Plnnacol Assurance 41190 INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: CL245354937 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INTR TYPE OF INSURANCE BR ANgp DDL WBp POLICY NUMBER (IVIMIC/YYYY) 01/DDY/Yi; LIMITS A X COMMERCIAL GENERAL LIABILITY _I CLAIMS -MADE ® OCCUR PHPK2683065 05/01/2024 05/01/2025 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED PREMISES (Ea occurrence) 100,000 $ MED EXP (Any one person) $ 5,000 RERSONALaA,/INJURY $ 1,000,000 IY GENERAL AGGREGATE $ 2'000'000 GEN, AGGREGATE LIMIT APPLIES PER: X POLICY ❑ 7 O L0C OTHER: I PRODUCTS - COMP/OP AGG $ 2,000,000 $ A AUTOMOBILE LIABILITY ANY AUTO OWNED (Argo HIRED X AUTOS ONLY ISMULED AUTOS NON X AUTOS -OWNED ONLY PHPK2683065 05/01/2024 05/01/2025 COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ $ A X UMBRELLALIAB X EXCESS LIAB ',OCCUR ;CLAIMS -MADE PHUB910409 05/01/2024 05/01/2025 EACH OCCURRENCE $ 2,000,000 AGGREGATE $ $ DED I XI RETENTION $ 10,000 B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N MITI PRIETORIPARTNER/EXECUTIVE M OFFICERIMEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA 1718732 05/01/2024 05/01/2025 - XI STATUTE I I K" E.L. EACH ACCIDENT 1,000,000 $ E.L. DISEASE - EA EMPLOYEE $ 1.000,000 E.L. DISEASE - POLICY LIMIT 1,000,000 $ A Professional Liability PHPK2683065 05/01/2024 05/01/2025 Each Incident Aggregate $1,000,000 $2,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS Board of County Commissioners df Additional Insured as required by tiyritten Certificate is issued as a matter of policies described herein. I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Weld County and its Officers/Employees and State of Colorado Health Care Policy and Financing is included as contract for liability caused by the named insured, subject to policy terms, exclusions, and conditions. This information only, confers no rights upon the certificate holder, and does not alter the insurance coverage afforded by the CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Weld County ACCORDANCE WITH THE POLICY PROVISIONS. 1150 O St -- AUTHORIZED REPRESENTATIVE Greeley CO 80631 Ir?-- I ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Contract Form Entity Information Entity Name* UNITED WAY OF WELD COUNTY Entity ID* @00001762 New Entity? Contract Name* Contract ID UNITED WAY OF WELD COUNTY (2024-25 LEAP 8823 AGREEMENT) Contract Status CTB REVIEW Contract Lead * SADAMS Contract Lead Email sadams@weld.gov;cobbx xlk@weld.gov Parent Contract ID Requires Board Approval YES Department Project # Contract Description * NEW PROFESSIONAL SERVICES AGREEMENT - LEAP OUTREACH INCENTIVE PROGRAM. TERM: OCTOBER 1, 2024 THROUGH SEPTEMBER 30, 2025. UP TO $28,282.00 IN OUTREACH FUNDING AND UP TO $20,000.00 IN INCENTIVE FUNDING, FOR A TOTAL AMOUNT NO GREATER THAN $48,282.00 Contract Description 2 PA IS ROUTING THROUGH THE NORMAL PROCESS. ETA TO CTB: 10/29/24. Contract Type * AGREEMENT Amount* $48,282.00 Renewable * NO Automatic Renewal Grant IGA Department Requested BOCC Agenda Due Date HUMAN SERVICES Date* 1 1 /09/2024 11/13/2024 Department Email CM- HumanServices@weld.gov Department Head Email CM-HumanServices- DeptHead@weld.gov County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COU NTYATTO RN EY@WEL D.GOV Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Review Date* 07/30/2025 Committed Delivery Date Renewal Date Expiration Date* 09/30/2025 Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head Finance Approver Legal Counsel JAMIE ULRICH CHERYL PATTELLI BYRON HOWELL DH Approved Date Finance Approved Date Legal Counsel Approved Date 11/06/2024 11/07/2024 11/07/2024 Final Approval BOCC Approved Tyler Ref # AG 111324 BOCC Signed Date Originator SADAMS BOCC Agenda Date 11/13/2024 Hello