HomeMy WebLinkAbout20233231.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, 2023, and ending September 30, 2024, 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 30th day of October, A.D., 2023, nunc pro tunc October 1, 2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: datko
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Weld County Clerk to the Board
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Deputy Clerk to the Board,.
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Count ttorney
Date of signature: II101.'123
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Mi
eeman, Cha'
B . k. Pro-Tem
ott K. James
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11/3O/23
2023-3231
HR0095
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BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Agreement for Professional Services between Weld County and United Way of Weld
County (UWWC) for the Low -Income Energy Assistance Program (LEAP) Outreach
Incentive Program.
DEPARTMENT: Human Services DATE: October 17, 2023
PERSON REQUESTING: Jamie Ulrich, Director, Human Services
Brief description of the problem/issue:
The Department is requesting to enter into an Agreement for Professional Services 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:
• Obtain a 5% increase from program year 2022-23 in website page views to www.unitedwav-
weld.org/LEAP, and
• Obtain a 1% increase from program year 2022-23 in successful LEAP applications submitted with all
questions answered and all verification provided.
What options exist for the Board?
• Approval of the 2023-24 Agreement with UWWC for the LEAP Outreach Incentive Program.
• Deny approval of 2023-24 Agreement 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 Incentive Program.
Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years):
• Total funding = $48,282.00. LEAP incentive funds ($20,000.00) and outreach funds ($28,282.00).
• Funded through Colorado Department of Human Services.
• Term — October 1, 2023 through September 30, 2024.
Recommendation:
• Approval of the 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, Chair
Scott K. James
Kevin D. Ross
Lori Saine
M�
Pass -Around Memorandum; October 17, 2023 - CMS ID 7536
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IV 30 10130l3
2023-3231
tile -U095
WELD COUNTY AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN WELD COUNTY AND UNITED WAY OF WELD COUNTY
(LEAP OUTREACH INCENTIVE PROGRAM)
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THIS AGREEMENT is made and entered into this 3Qtday of 0thp1pQY2023, 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 9th Street, Greeley, Colorado 80631, hereinafter referred
to as "Contractor".
WHEREAS, County 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, THEREFORE, 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
2023-2024 LEAP Outreach Incentive Program Agreement and Plan, and Exhibit D, Contact Persons, which forms
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, 2023, through September 30, 2024, 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. County has the right to terminate this Agreement, with or without cause on thirty (30) days
written notice. Furthermore, this Agreement may be terminated at any time without notice upon a material breach
of the terms 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
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
2023 -32.31
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.
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.
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11. Warranty. Contractor warrants that the services performed under this Agreement will be performed in a
manner consistent with 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 operations, 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 waiver 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 general 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 maintain limits for all claims covering wrongful acts, errors and/or omissions, including design
errors, if applicable, for damage sustained by reason of or in the course of operations under this Contract
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.
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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 ar
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, 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 of 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.
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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 Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated
herein, contains the 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
only 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 that purpose being appropriated, budgeted, and otherwise made available. Execution of this
Agreement by County does not create an obligation on the part of County to expend funds not otherwise
appropriated in each succeeding year.
21. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24-50-507. The
signatories to this Agreement 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.
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 §§24-10-101 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.
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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.
IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month,
and year first above written.
COUNTY:
ATTEST: d/O W X*140; ok
Clerk to the Board
BY:
eputy Clerk to the �,��•��,
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Mike Freeman, Chair
OCT 3 02323
CONTRACTOR:
United Way of Weld County
814 9' Street
Greeley, Colorado 80634
By:
Melanie Woolman, President and Chief Executive Officer
Date: Oct 16, 2023
6
2023 -323 I
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:
• Obtain a 5% increase from program year 2022-23 in website page views to
www.unitedwav-weld.org/LEAP.
• Obtain a 1% increase from program year 2022-23 in successful LEAP applications
submitted with all questions answered and all verification provided.
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.
Complying with all reporting requirements set forth by the Colorado Department of
Human Services (CDHS).
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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
Incentive Program Agreement, herein attached and incorporated.
IV. Evaluation
The baseline comparison number is the 2021-2022 cold weather season number of
applications submitted and approved from Weld County. The campaign will be considered a
success if the number of applications submitted and approved increases by one (1) 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.
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
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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
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. The final invoice must be submitted by October 10, 2023. All invoices will be
submitted to the Assistants Payments Division Director, Andie Garnand, at
agarnand@weldgov.com.
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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.
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EXHIBIT B
UNITED WAY OF WELD COUNTY
METHODS AND ACTIVITIES
COLORADO LEAP OUTREACH INCENTIVE PROGRAM
• United Way of Weld County Scope of Work
October 2023 through April 2024
Goal
For the Colorado Low Income Energy Assistance Program (LEAP) 2023-2024 cold weather season in
Weld County to:
1) Obtain a 5% increase from program year 2022-23 in website page views to www.unitedway-
weld.org/LEAP.
2) Obtain a 1% increase from program year 2022-23 in successful LEAP applications submitted with
all questions answered and all verification provided.
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 Bright by Three visits
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
Will design, produce and print if not provided by the state
Leaflet targeted neighborhoods (volunteer -involved)
United Way of Weld County offices
Family Resource Center, Fort Lupton
Housing Navigation Center, Greeley
Covering Weld Diaper Bank, Greeley
Email Distribution Lists
Northern Colorado Continuum of Care
Reading Great By 8 childcare providers
Reading Great By 8 general
Recreation centers/districts
United Way e -newsletter
Weld County Public Information Officers
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
o Pitch a more detailed story to the Greeley Tribune
• Radio
o Public Service Announcements (PSAs) and advertising
• Social Media
o Posts on United Way Facebook pages
o Facebook and 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 up people.
www.UnitedWay-Weld.org
United Way of Wald County
EXHIBIT C
2023-2024 LEAP Outreach Incentive Program Agreement
County Responsibilities:
Submit a plan for meeting the outreach goals to the State LEAP Office by September
15, 2023.
Ensure that the county is staffed with someone who is trained to assist clients with
filling 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
assist 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
explained in the LEAP Outreach Incentive Program Operation Memo.
Accurately track and code any expenditures related to the Outreach Incentive
Program to the following in CFMS:
Program#:
Program Description:
Function#:
Function Description:
L305
LEAP Outreach Incentive Program
5200
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, 2023 through September 30, 2024.
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 number of applications denied for failure to provide verification of information.
Make outcomes information available to the county upon request.
cm -Q;34.—
Theresa Digitally signed by Theresa
Kullen
Kullen Date: 2023.10.03 09:28:43
-06'00'
County Representative Name & Signature
Mike Freeman, BOCC Chair SEP 2 7 2023
WELD County State LEAP Office
1575 Sherman Street, Denver CO 80203 P 303.866.5700 www.colorado gov CDHS
Jared Polis Governor ! Michelle Barnes. Executive Director
57
EXHIBIT C
Weld County Plan
2023-24 LEAP Outreach Incentive Program
Goals to be Met:
The identified goals for the LEAP Outreach Incentive Program are:
• Obtain a 5% increase from program year 2022-23 in website page views to www.unitedwav-
weld.org/LEAP.
• Obtain a 1% increase from program year 2022-23 in successful LEAP applications submitted with
all questions answered and all verification provided.
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 and the 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).
EXHIBIT C
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
food 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 9' Street
Greeley, Colorado 80631
(970) 304-6167
Invoices for County:
Andie Garnand, Assistance Payments Division Director
By e-mail:
agarnand@weldgov.com
Or by mail:
315 N. 11th Avenue, Building C
PO Box A
Greeley, CO 80632
Day to day operations of this Agreement for Contractor:
Lyle SmithGraybeal, VP of Community Development
By e-mail:
Lyle@unitedway-weld.org
Or by phone:
(720) 353-0761
SIGNATURE REQUESTED: Weld/UWWC
LEAP PSA 2023-24
Final Audit Report
2023-10-16
Created: 2023-10-09
By: Sara Adams (sadams@co.weld.co.us)
Status: Signed
Transaction ID: CBJCHBCAABAAxCWP2WCWZPrgBc2cDtdpgNnVWDrH5ppx
"SIGNATURE REQUESTED: Weld/UWWC LEAP PSA 2023-24"
History
t Document created by Sara Adams (sadams@co.weld.co.us)
2023-10-09 - 9:49:48 PM GMT
El Document emailed to Melanie Woolman (mwoolman@unitedway-weld.org) for signature
2023-10-09 - 9:52:15 PM GMT
5 Email viewed by Melanie Woolman (mwoolman@unitedway-weld.org)
2023-10-10 - 4:18:10 AM GMT
5 Email viewed by Melanie Woolman (mwoolman@unitedway-weld.org)
2023-10-13 - 4:49:54 AM GMT
t Email viewed by Melanie Woolman (mwoolman@unitedway-weld.org)
2023-10-16 - 4:22:06 AM GMT
4 Document e -signed by Melanie Woolman (mwoolman@unitedway-weld.org)
Signature Date: 2023-10-16 - 5:47:54 PM GMT - Time Source: server
Agreement completed.
2023-10-16 - 5:47:54 PM GMT
Powered by
Adobe
Acrobat Sign
Contract Form
Entity Information
Entity Name *
UNITED WAY OF WELD COUNTY
Entity ID*
@00001762
Contract Name"
UNITED WAY OF WELD COUNTY (2023-24 LEAP
AGREEMENT)
Contract Status
CTB REVIEW
Q New Entity?
Contract ID
7536
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, 2023
THROUGH SEPTEMBER 30, 2024. 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: 10/1 7/23.
Contract Type*
AGREEMENT
Amount*
$48,282.00
Renewable *
NO
Automatic Renewal
Grant
IGA
Department
HUMAN SERVICES
Department Email
CM-
HumanServices@weldgov.
com
Department Head Email
CM-HumanServices-
DeptHead@weldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATTORNEY@WEL
DGOV.COM
Requested BOCC Agenda
Date *
10/25/2023
Due Date
10/21/2023
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 Review Date" Renewal Date
07/30/2024
Termination Notice Period
Contact Information
Committed Delivery Date
Expiration Date*
09/30/2024
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
10/19/2023 10/20/2023 10/20/2023
Final Approval
BOCC Approved Tyler Ref #
AG 103023
BOCC Signed Date Originator
SADAMS
BOCC Agenda Date
10/30/2023
Hello