HomeMy WebLinkAbout20250880.tiffMariah Higgins
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Bill Fritz
Monday, March 31, 2025 1:16 PM
CTB
Jason Chessher
Option Letter for Communication
1 2022-0168 OL1_CP.pdf; 2 2022-0168 OL1_SP.pdf; 3 2022-0168 OL1_Exh C Budget.pdf
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Howdy, I have attached an Option Letter for our Communities' that Care program for communication to the
commissioners. Adding $12,039 to our current grant.
Thanks Bill
COUNTY, CO
Bill Fritz
Finance Manager
Department of Public Health and Environment
Desk: 970-400-2122
1555 North 17. Ave., Greeley, CO 80631
Office Hours 7am-4pm Mon -Fri
0MO®O
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CoNMuoel
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2025-0880
HL_ oO51
Docusign Envelope ID: D167D364-C3E8-4249-8426-C4E13BC43618
STATE OF COLORADO
DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
OPTION LETTER #1
State Agency:
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South
Denver, Colorado 80246
Original Contract Number:
2022*0168
Contractor:
Option Letter Contract Number:
Board of County Commissioners of Weld County
(a political subdivision of the state of Colorado)
2022*0168 Option Letter #1
1150 "O" Street
Greeley, Colorado 80631
For the use and benefit of the
Weld County Department of Public Health and Environment
1555 North 17th Avenue
Greeley, Colorado 80631
Contract Performance Beginning Date:
Current Contract Expiration Date:
July 1, 2021
June 30, 2025
CONTRACT MAXIMUM AMOUNT TABLE
Document
Type
Contract
Number
Federal
Funding
Amount
State Funding
Amount
Other
Funding
Amount
Term (dates)
Total
Original
Contract
2022*0168
$0.00
$167,000.00
$0.00
07/01/2021-
06/30/2022
$167' 000.00
Amendment #1
2022*0168
Amendment #1
$0.00
$167,000.00
$0.00
07/01/2022-
06/30/2023
$167,000.00
Amendment #2
2022*0168
Amendment #2
$0.00
$167,000.00
$0.00
07/01/2023-
06/30/2024
$167,000.00
Amendment #3
2022*0168
Amendment #3
$0.00
$167,000.00
$0.00
07/01/2024-
06/30/2025
$167,000.00
Option Letter #1
2022*0168
Op tion Letter #1
$0.00
$12,039.00
$0.00
03/17/2025-
06/30/2025
$12' 039.00
Current Contract Maximum
Cumulative Amount
$680,039.00
1. OPTIONS:
A. Option to change the quantity of Services under the Contract.
2. REQUIRED PROVISIONS:
A. In accordance with Section 11 of Exhibit A, Additional Provisions, of the Original Main Task Order
Contract referenced above, the State hereby exercises its option to increase the quantity of services at
the rates stated in the Original Task Order Contract, as amended. Exhibit C — Budget is deleted and
replaced in its entirety with Exhibit C — Budget, for the following reason: to add funds supporting the
current term Statement of Work activities.
B. The Contract Maximum Amount table on the Contract's Cover Page is hereby deleted and replaced
with the Current Contract Maximum Amount table shown above.
Option Letter Contract Number: 2022*0168 Option Letter #1 Version OSCA12.24/CDPHE Al2.24
Page 1 of 3
Docusign Envelope ID: D167D364-C3E8-4249-8426-C4E13BC43618
3. OPTION EFFECTIVE DATE:
A. The effective date of this Option Letter is upon approval of the State Controller.
Option Letter Contract Number: 2022*0168 Option Letter #1 Version OSCA12.24/CDPHE Al2.24
Page 2 of 3
Docusign Envelope ID: D167D364-C3E8-4249-8426-C4E13BC43618
SIGNATURE PAGE
STATE OF COLORADO
Jared S. Polls, Governor
Colorado Department of Public Health and Environment
Jill Hunsaker Ryan, MPH, Executive Director
CDocuSfgned by:
auista alotrtstu
In accordance with §24-30-202 C.R.S., this Option is not
valid until signed and dated below by the State Controller or
an authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
DoeuSigned by:
Ele4.1 hilt .4
tGr39r2gr662461...
By: Signature
Chelsea Gilbertson
r3.16,4..1 664BG...
By: Signature
Kurt williams
Name of Executive Director Delegate
Procurement & Contracts Section
Name of State Controller Delegate
Controller
Title of Executive Director Delegate
2025-03-25
Date:
Title of State Controller Delegate
2025-03-31
Option Effective Date:
Option Letter Contract Number: 2022*0168 Option Letter #1 Version OSCA12.24/CDPHE Al2.24
Page 3 of 3
Docusign Envelope ID: D167D364-C3E8-4249-8426-C4E13BC43618
Exhibit C Budget
MY
C O L O FORAVD8DON SERVICES DIVISION- BUDGET JUSTIFICATION FORM
Department of public Original Contract Routing #2022"0168
Health & Environment
Contractor Name
Weld County Department of Public Health and
Budget Period
Upon execution -June 30, 2025
Project Name
Shared Risk and Protective Factor Approach to
Substance Misuse Prevention: Milliken -Johnstown
Version 6.2024
Program Contact Name, Title, Phone and Email
Cathy Hoover, Program Manager,
970-400-2371, choover@weld.gov
Fiscal Contact Name, Title, Phone and Email
970-400-2122, bfritz@weld.gov
Contract/Encumbrance Number
CT FHLA 2022'0168
Expenditure Categories
Budget Totals
Personal Services
Salaried Employees
Original
Budget
Modification to
Budget in
Amendment/
Option Letter
Total Amount
Requested
from CDPHE
Position Title
Description of Work and Justification for Revision
Health Ed Specialist Imaintaining
(communities That That Care
Community Mobilizer)
This position is responsible for coordinating the Communities That Care project (CTC) with fidelity,
including coalition engagement, communication, and meeting facilitation; reporting on the project,
communication with community members, coordinating implementation of
based youth substance abuse prevention strategies, and supervision and training of Community
Champion and Youth Advisors. This position is .95 FTE.
NO CHANGE
$ 93,221.97
$ -
$ 93,221.97
CTC Program Manager
This position is responsible for supporting and collaborating with the Community Mobilizer,
supervising personnel on the project, managing budget development and project expenditures, and
reviewing contract deliverables. 0.15 FTE
NO CHANGE
$ 22,506.35
$ -
$ 22,506.35
Division Director
This position will provide overall program administration, budget management, and supervision of
staff. 0.01 FTE
NO CHANGE
$ 2,007.38
$
$ 2,007.38
Personal Services
Hourly Employees
Original
Budget
Modification to
Budget in
Amendment/
Option Letter
Total Amount
Requested
from CDPHE
Position Title
Description of Work and Justification for Revision
Community Champion
As a person familiar with the Johnstown/Milliken community (either having lived or worked there fora
number of years), this position supports the CTC Community Mobilizer and the Johnstown/Milliken
CTC Coalition to include; capacity building and recruitment activities to address gaps in coalition
participation and representation of parents and school staff; promoting and building public
knowledge and support for strategy implementation, collaborating with community partners to
develop equitable population reach, disseminating CTC information to key leaders, schools, other
youth serving agencies, and community members; and assisting with training and supervision of Youth
Advisors. (estimated 15 hours/month x 12 months at $21.50/hour= $3,870.00) (.094 FTE, No fringe
for this position.)
NO CHANGE
$ 3,870.00
$
$ 3,870.00
Youth Advisors
At least four youth residents of the Johnstown/Milliken Community ages 14-18 who provide youth
voice to advise the implementation of the CTC process, participate in strategy team meetings, co -lead
workgroups, provide a bridge to the youth community, help recruit youth participants, promote the
efforts of strategy teams and the Johnstown/Milli ken CTC Coalition, and support action planning and
implementation of youth community involvement activities and youth skill building opportunities. (4
advisors x estimated 10 hours/month each x 12 months at $15.20/hour = $7,296.00) (.25 FTE total for
all 4 advisors, No fringe for this position.)
NO CHANGE
$ 7,296.00
$ -
$ 7,296.00
Total Personal Services
(including fringe benefits)
$ 128,901.70
$
$ 128,901.70
Option Letter Contract Number: 2022"0168 Option Letter #1
1 of 4
Docusign Envelope ID: D167D364-C3E8-4249-8426-C4E13BC43618
Exhibit C Budget
Supplies 8, Operating Expenses
Original
Budget
Modification to
Budget In
Amendment/
Option Letter
Total Amount
Requested
from CDPHE
Item
Description of Item and Justification for Revision
Printing/Copies
Printing and photocopying for materials used for recruitment, coalition meetings, youth trainings, and
event advertising: black & white $0.02 cents per copy x4,500 =$90; color @ $0.06 cents per copy x
1000= $60.00 [avg. $12.50/month based on historical usage]
NO CHANGE
$ 150.00
$
-
$ 150.00
Office Supplies
Office supplies and materials for 10 community coalition meetings, workgroup meetings and/or
trainings (Includes both youth and adult activities). ($10 x 30 meetings = $100.00)
NO CHANGE
$ 100.00
$
-
$ 100.00
Phone
Monthly cell phone usage ($60.00 monthly charge) for CTC Program Manager billed at 15 % (12 x
$9.00= $108.00). This may vary according to actual percent of time spent in this program.
NO CHANGE
$ 108.00
$
-
$ 108.00
Registration far PD far Adult
Staff
Registration cost for CTC Mobilizer and CTC Community Champion to attend at least one professional
development conference such as the National Youth Advocacy and Resilience Conference (NYAR) in
Savanah, Georgia with the intent to build skills and increase knowledge that will enhance
implementation of evidence -based prevention practices, policies, and programs. ($395/registration x
2 adults = $790.00 Based on advertised 2024 conference rate.)
NO CHANGE
$ 790.00
$
-
$ 790.00
Registration for PD ...Adult
Coalition Members (Participant
support cost excluded from
indirect)
Registration costs for at least 2 Johnstown/Milliken CTCadult coalition members to attend a minimum
of one professional development opportunity such asthe Shared Risk and Protective Factors (SRPF)
Conference with the intent to build skills and Increase knowledge thatwill enhance implementation of
evidence -based prevention practices, policies, and programs as well as promote program
P P P P P P g
sustainability. ($325/registration x 2 adult = $650.00).
NO CHANGE
$ 650.00
$
-
$ 650.00
Registration for Professional
Development for Youth Staff
Registration costs for 4 CTC Youth Advisors to attend at least one professional development training
such as the Shared Risk and Protective Factors (SRPF) Conference with the Intent to network with
other CTC youth, build leadership skills and increase knowledge about risk and protective factors,
coalition development, and capacity building to strengthen collaboration efforts and assist in the
implementation and sustainability of CTC programing. ($65/registration x 4 =$260.00 based on 2024
conference rates.)
JUSTIFICATION FOR REVISION: Registration costs for 2CTC Youth Advisors to attend a professional
development training such as NYAR — ($185 registration 2 persons = $370)
$ 260.00
$
370.00
$ 630.00
Registration for Professional
Development for Youth
Coalition Members (Participant
support cost excluded from
indirect)
Registration for up to 10 Johnstown/Milliken new youth coalition members to attend professional
development trainings such as the Youth Celebrate Diversity Conference 'n.
n Denver to learn about
diversity, inclusion, and social justice with the intent to build leadership skills and capacity to address
community risk and protective factors with an equity lens. (Adult chaperones are free. Cost for 1-10
youth is $350.00 flat rate= $35/person x 10 = $350.00, (Conference is a day trip, so no hotel costs are
needed and lunch is provided at the conference. Transportation is provided by the Town of Milliken.)
NO CHANGE
$ 350.00
$
$ 350.00
Promotional Materials
(Participant support cost
excluded from indirect)
CTC branded promotional materials used to promote youth participation and engagement in positive
youth development activities and enhance work described in CTC implementation plan such as t -shirts
(with logo) for youth advisors and youth coalition members and items such as lip balm, pop sockets,
imprinted water bottles, fidgets, stress balls, and drawstring bags to be used at community marketing
and recruitment even. for CTC. (20 shirts x $10 = $200, items for 5 events x $100.00 = $500.00, $200
+$500 = $700.00) Ill
NO CHANGE
$ 700.00
$
-
$ 700.00
Coalition Incentives (Participant
support cost excluded from
indirect)
Gift cards will be purchased for CTC Coalition incentives to acknowledge community members'
(parent, youth, or resident) time and expertise to contribute to the goals of the coalition, and retain
support at coalition meetings, workgroup meetings, and annual strategic reflection meeting. ($25 x 20
=
gift cards $500.00.)
NO CHANGE
$ $00.00
$
-
$ 500.00
Adult Community Coalition
Meeting Costs
Food for Adult Johnstown/Milliken CTC Coalition in person meetings to incentivlzemeeting
attendance and participation especially when meetings occur during the lunch or dinner hour.
(Estimated at $10.00/person x 15 people x 10 meetings = $1500.00)
NO CHANGE
$ 1,500.00
$
-
$ 1,500.00
Option Letter Contract Number: 2022'0168 Option Letter#1
2 of 4
Docusign Envelope ID: D167D364-C3E8-4249-8426-C4E13BC43618
Exhibit C Budget
Youth Coalition Meeting Costs
Food for 10 youth coalition in person meetings during the year to reduce barriers to attendance as
well as incentivize meeting attendance and participation for students especially when meetings occur
during dinner hours. (estimated at$10.00/person x 10 youth x 10 meetings = $1,00.00..)
NO CHANGE
$ 1,000.00
$ -
$ 1,000.00
Total Supplies
& Operating Expenses
$ 6,108.00
$ 370.00
$ 6,478.00
Travel
Original
Budget
Modification to
Budget in
Amendment/
Option Letter
Total Amount
Requested
from cDPHE
Item
Description of Item and Justification for Revision
Staff Mileage Reimbursement
Mileage for CTC Community Mobilizer to facilitate community engagement and coalition work within
Weld County and travel to in state trainings and/or conferences. Cost estimates are based on
historical need and 2024 County reimbursement rate of $0.65 per mile.
JUSTIFICATION FOR REVISION: (SRPF Adding Mileage for 4 vehicles to travel to Grand Junction for SRPF
Conference —(608 miles RTx 4 cars x $ 0.70 per mile = $1702.4)] (Community Mobilizer is expected to
exceed the amount previously budgeted. We request additional funds to ensure the Community
Mobilizer can continue fulfilling their role in line with program goals and attending scheduled
meetings. Mileage for CTC Community Mobilizer to facilitate community engagement and coalition
work within Weld County and travel to in state trainings and/or conferences. Previously budgeted
$690.14 but additional funds are being requested because for expected mileage of $2600. Additional
$1909.86
$ 14 690.
$ 3,611.62
$ 4,301.76
Conference Lodging: Adult Staff
Hotel cost for CTC Community Mobilizer and CTC Community Champion to attend at least 1
professional development training such as the NYAR in Savannah, GA for 3 nights ($147/nightx 3
nights x 2 rooms = $882.00 Based on current gsa rates for Savannah, GA)
JUSTIFICATION FOR REVISION: Hotel cost for adult staff previously budgeted for $882 but additional
funds are being requested because of popularity of weekend ($240/nightx 3 nights x 2 rooms = $1440)
additional $558
$ 882.00
$ 558.00
$ 1,440.00
Conference Lodging: Youth Staff
Hotel cost for at least 4 CTC Youth Advisors to attend 4 days at a training such as SRPF. ($127/night x
3 nights x 2 rooms = $762.00). (Based on 2024 SRPF conference rate.)
JUSTIFICATION FOR REVISION: —Hotel cost fort CTC Youth Advisors to attend aprofessional
development training such as NYAR — ($240/nightx 3 nights x 2 rooms = $1440)
$ 762.00
5 1,440.00
$ 2,202.00
Conferee Lodging: Adult
Coalncition Members (Participant
support cost excluded from
indirect)
Hotel cost for 2 adult Johnstown/Milliken CTC Coalition members to attend 4 days at a training such
as SRPF. ($127/night x 3 nights x 2 rooms =$762.00). (Based on 2024 SRPF conference rate.) NO
CHANGE
5 762.00
$ 762.00
Conference Meals: Adult Staff
Off -site meal costs for 2Adult CTC staff members attending professional development trainings such
as NYARC. Breakfast and lunch is usually provided at these conferences so funding is requested only
for 2 dinners. ($36/day/person x 3 days x 2 person = $216.00 based on Savannah GSA rate at gsa.gov,)
Subject to change depending on conference destination selected.
JUSTIFICATION FOR REVISION: —(NYAR Off site meals were previously budgeted for $216 but
additional funds ore being requested vs conference schedule is now available— ($221unch x 2 days x 2
person = $88) and ($33 dinner 4 days 2 person = $264) Total $352, additional $136] (SRPF Meal
cost for 2 chaperones for youth to attend conference, chaperones are not attending conference and
will need meals for all days — (First and last day of travel $51 x 2 days x 2 persons = $204) and
(Breakfast lunch, dinner $63 x 2 days x 2 persons = $252) Total $456)
$ 216.00
$ 592.00
$ 808.00
Conference Meals: Youth Staff
Off -site meal costs for 4youth Johnstown/Milliken CTC staff members toattend 4days ata
conference such at SRPF. Breakfast and lunch provided at the conference; only dinners purchased.
($36/day/person x 3 days x 4 people = $432.00). (Based on GSA rate at gsa.gov for Keystone, CO.)
Subject to change depending on conference destination selected.
JUSTIFICATION FOR REVISION Offsite meal cost fort CTC Youth Advisors to attend a professional
development training such as NYAR — ($22 lunch x 2 days x 2 person = $88) and ($33 dinner x 4 days x
2 person = $264) Total = $352
$ 432,00
5 352.00
$ 784.00
Option Letter Contract Number: 202,0168 Option Letter #1 3 of 4
Docusign Envelope ID: D167D364-C3E8-4249-8426-C4E13BC43618
Exhibit C Budget
conference Meals: Adult
Coalition Members (Participant
support cost excluded from
indirect)
-
Off -site meal costs for 2 adult Johnstown/Milliken CTC coalition members to attend 4 days at
conference such as SRPF. Breakfast and lunch provided at conference; only dinners will need to be
Purchased. ($36/day/person x 3 days x 2 people = $216.00). (Based on GSA rate at gsa.gov for
Keystone, CO.) Subject to change depending on conference destination selected.
JUSTIFICATION FOR REVISION:— Meal cost for 2 chaperones pry... attend out of state
conference, chaperones are not attending conference and will need meals for all days — (First and last
day of travel $60 x 2 days x 2 persons = $240) and (Breakfast lunch, dinner $75 x 2 days x 2 persons =
$300) Total $540
$ 216.00
$ 540.00
$ 756.00
Round trip airfare and ground transportation for adult staff members (CTCCommunity Mobilizer and
Community Champion) to travel to an out of state conference for professional development training.
($600.00/RTflight x2=$1200.00+$70.00RT/uber=1,270.00 )(based on current Southwest Airline
prices to Atlanta, GA and prices on uber.com. Cost subject to change based on specific conference
Out of State Travel
destination.)
$ 1,270.00
$ 2,679.38
$ 3,949.38
-
JUSTIFICATION FOR REVISION: Round trip airfare and ground transportation for adult staff previously
budgeted $1270 but 2 additional youth staff and 2 additional chaperones for youth are being
requested, as well as additional ground transportation —($600/RT flight+ 70 uberx 4 persons = $2680)
additional $2680
Total Travel
$ 5,230.14
$ 9,773.00
$ 15,003.14
Modification to
Total Amount
Contractual (payments to third parties or entities)
Original
Budget
• Budget in
Amendment/
Option Letter
Requested
from CDPHE
Subcontractor Entity Name
Description of Item and Justification for Revision
Professional development training for coalition and community members to enhance knowledge and
capacity to support community partners to address risk and protective factors; and provide skill
TBD
building opportunities that will address gaps identified in the CU Anschutz coalition surveys such as
grant writing, equity training, capacity building, and program sustainability. Specific contractor(s) will
be determined once training needs are identified by the coalition. NO CHANGE
$ 650.00
$ -
$ 650.00
- _ Total Contractual
$ 650.00
$ -
$ 650.00
SUB -TOTAL BEFORE INDIRECT
$ 140,889.84
§ 10,143.00
$ 151,032.84
Indirect
Original
Modification to
Budget in
Total Amount
Requested
Budget
Amendment/
Option Letter
from CDPHE
Item
Description of Item
Federal Negotiated Indirect cost
rate
CDPHE Negotiated Indirect Cost
CDPHE negotiated indirect rate for 2024 (18.96% Modified Total Direct Costs); the rate is negotiated
Rate
on a CY basis; rate will be updated 1/1/2025 to 19.74°%.
$ 26,110.16
$ 1,896.00
$ 28,006.16
De Minimis Indirect Cost Rate
Total Indirect
$ 26,110.16
$ 1,896:00
$ 28,006.16
TOTAL
$ 1F7 tltlO tl0
$ 72 p. tltl
$ 17. '9
Option Letter Contract Number: 2022'0168 Option Letter #1 4 of 4
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