HomeMy WebLinkAbout20231762.tiffRESOLUTION
RE: APPROVE SUBRECIPIENT INFORMATION FORM CERTIFICATION FOR
BEHAVIORAL HEALTH GRANT PROGRAM FOR HIGH-FIDELITY WRAPAROUND
PROJECT AND AUTHORIZE CHAIR PRO-TEM TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Subrecipient Information Form
Certification for the Behavioral Health Grant Program for the High -Fidelity Wraparound Project,
from 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, to the Colorado Department of
Human Services, Office of Behavioral Health, commencing upon full execution of signatures, with
further terms and conditions being as stated in said form certification, and
WHEREAS, after review, the Board deems it advisable to approve said form certification,
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 Subrecipient Information Form Certification for the Behavioral
Health Grant Program for the High -Fidelity Wraparound Project, from 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, to the Colorado Department of Human Services, Office of
Behavioral Health, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair Pro-Tem be, and hereby is,
authorized to sign said form certification.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 21st day of June, A.D., 2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: Wdat44.4)
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Weld County Clerk to the Board
Deputy Clerk to the Board
nty'' orney
Date of signature: -'/z' I X 23
Cc: HSD, AcT(cP/co)
07/06 1.23
2023-1762
HR0095
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: June 13, 2023
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Colorado Department of Human Services (CDHS)
Behavioral Health Administration 1281 Grant
Subrecipient Information Form, Certification and
Contract
Please review and indicate if you would like a work session prior to placing this item on the Board's
agenda.
Request Board Approval of the Department's Colorado Department of Human Services (CDHS)
Behavioral Health Administration 1281Grant Subrecipient Information Form, Certification and
Contract. The Department was awarded a grant and entered into a Contract with the Colorado
Department of Human Services (CDHS) Office of Behavioral Health (OBH) to develop and implement a
High -Fidelity Wraparound (HFW) Team. This Contract is known to the Board as Tyler ID 2022-1204,
which will be expiring on June 30, 2023.
To continue funding, CDHS will be issuing a new contract under the Behavioral Health Administration
1281 Grant. For Counties to access the grant money, CDHS is requiring the submission of the
Subrecipient Information Form and Certification. At this time, the Department is requesting to submit the
completed forms to CDHS to receive funding for the program year 2023-2024.
I do not recommend a Work Session. I recommend approval of the Subrecipient Information Form and
Certification, delegate authority to County staff to sign invoices, and for the Chair to sign the Certification
and subsequent Contract.
Perry L. Buck, Pro -Tern
Mike Freeman, Chair
Scott K. James
Kevin D. Ross
Lori Saine
Aonroye
Recommendation
iryNie
Schedule
Work Session
Other/Comments:
Pass -Around Memorandum; June 13, 2023 - CMS ID Not in CMS Page 1
2023-1762
Karla Ford
From:
Sent:
To:
Subject:
Approve
Kevin Ross
Kevin Ross
Tuesday, June 13, 2023 11:46 AM
Karla Ford
Re: Please Reply -PA FOR ROUTING: FR Behavioral Health Admin 1281 Grant (CMS TBD)
From: Karla Ford <kford@weld.gov>
Sent: Tuesday, June 13, 2023 12:18:58 PM
To: Kevin Ross <kross@weld.gov>
Subject: Please Reply -PA FOR ROUTING: FR Behavioral Health Admin 1281 Grant (CMS TBD)
Please advise if you approve recommendation. Thank you.
Karla Ford
Office Manager, Board of Weld County Commissioners
1150 0 Street, P.O. Box 758, Greeley, Colorado 80632
:: 970.336-7204 :: kford(tDweldgov.corn :: www.weldgov.com
**Please note my working hours are Monday -Thursday 7:00a,m.-5:00p.m.**
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed
and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please
immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of
this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Windy Luna <wluna@weld.gov>
Sent: Tuesday, June 13, 2023 10:52 AM
To: Karla Ford <kford@weld.gov>
@weld .gov>
Cc: Bruce Barker <bbarker@weld.gov>; Chris D'Ovidio <cdovidio@weld.gov>; Esther Gesick <egesick@weld.gov>; Cheryl
Pattelli <cpattelli@weld.gov>; Lennie Bottorff <bottorll@weld.gov>; HS -Contract Management <HS-
ContractManagement@co.weld.co.us>
Subject: PA FOR ROUTING: FR Behavioral Health Admin 1281 Grant (CMS TBD)
Good morning Karla,
Please see the attached PA that has been approved for routing: FR Behavioral Health Admin 1281 Grant (CMS
TBD).
Thank you,
Windy Luna
1
Subrecipient Information Form
Indicates required question
Email* witkowjx@weld.gov
Organization Name* Weld County
Unique Entity ID*Organizations are required to have a Unique Entity ID (UEI) in SAM.gov
prior to award. If you do not have a UEI, please refer to this guide on how to obtain one.
M.) organization has a UEI in SAM.gov
My organization has begun the registration process for a UEI
My organization is submitting documentation to obtain a UEI and understands we will
not be awarded until the UEI is validated in SAM.gov
Please list your UEI, or indicate in process.* MKKXT9U9MTV5
Name and title of individual completing form* Julie Witkowski, Family Resource Division
Head
1. When was your organization founded?* 1861
2. Please provide the total annual operating budget for the organization.*
WCDHS 556,114,317.00
3. When is the organizations year end* 12/31
4. How many total employees are there in the organization?* WCDHS 483
5. How many total individuals perform accounting functions within the organization
(including part-time and contractors)?* WCDHS 13
6. Has the organization had any significant changes in key personnel in the last year? (e.g.
controller, executive director, accounting manager, program manager).
Yes
No
If yes, please explain. N/A
7. Has your organization been awarded Federal grant funding as either a subrecipient or
prime awardee in the last three years?*
Yes - awarded as a prime awardee
Yes - awarded as a subrecipient
Yes - awarded as both prime awardee and as a subrecipient
No - have not been awarded Federal grant funding in the last three years
8. What was your total Federal grant expenditures in your last closed fiscal year?
$0
$1-$50,000
$50,001-$250,000
$250,001-749,999
$750,000 or over
Single Audit
Per 2 CFR 200.501, a non -Federal emit' that expends $750,000 or more during the non -Federal
entity's fiscal year in Federal awards must have a single or program -specific audit conducted for
that year in accordance with the provisions of this part.
1. Have you had a single audit within the last 24 months?*
Yes
No
If you have not had a single audit in the last 24 months, what is the reason why? N/A
2. What is the date of your last completed single audit?* 12/31/2021
3. Were there any findings or material weaknesses noted in your audit?*
Yes
No
If there were findings or material weaknesses, please describe them, and what actions
your entity has taken to mitigate or resolve the findings.
4. Please upload a copy of your last fiscal years single audit. Included
Financial Management
1. As a result of any performance issue, audit inquiry, audit finding, or sponsor and/or state
agency inquiry, has the organization received a request to return, refund, or otherwise
repay any amount paid to your organization?
Yes
No
If you answered yes, please explain the circumstances and the amount. If you answered
no, please enter N/A.* Based on an Adoption Assistance Review, conducted by the
Division of Child Welfare, within the Colorado Department of Human Services, it
was determined that Weld County incorrectly determined eligibility for Federal
Title IV -E Funding on a group of 33 adoption assistance cases. Weld County was
required to correct the Colorado SACWIS system (Trails) to identify the cases as
non -IV -E Eligible, which caused the return of $273,077 in Title IV -E Federal
revenues. The $273,077 was replaced with Colorado State General Fund revenues.
2. Does the entity certify that its financial system is in accordance with generally accepted
accounting principles (GAAP) and:
• has the capability to identify in its accounts all Federal awards received and
expended and the Federal programs (Assistance Listing) under which they were
received;
• maintains internal controls to assure that it is managing Federal awards in
compliance with applicable laws, regulations. and the provisions of contracts or
grants:
• can prepare appropriate financial statements, including the schedule of
expenditures of federal awards; and,
• has a procurement system compliant with 2 CFR 200?*
Yes
No
3. Has the organizations financial management system had any changes in the last year? *
Yes
No
If yes, please describe the changes. If no. please enter N/A.* N/A
4. Please describe your processes for procuring goods and services and how you ensure they
align with Federal procurement thresholds outlined in 2 CFR 200.320*
All procurement for Weld County is subject to Weld County Code, available at
https://library.municode.com/co/weld county/codes/charter and county code
Chapter 5, Article IV, in particular, addresses the Purchasing Policy used, although
other sections within the code are also applicable.
5. Describe the organizations time and effort reporting system in place to account for 100%
of an employees time with a breakdown of actual time spent on each project. Please
explain how the organization intends to document actual hours worked for each
employee, by each funding source.
Note: Subrecipients charging salaries and wages to a grant must have a system in place to
track and allocate effort in support of grant activities regardless if the employee is exempt
or non-exempt.
2 CFR 200.430 Standards for Documentation of Personnel Expenses*
Weld County utilizes the PeopleSoft system for its Human Resource and Payroll
tracking. All employees are required to report all time worked and identify the
specific programs and/or grants to which each time segment is directed. The
supervisor of each employee review and, if appropriate, approves the reporting
entered by the employee, prior to the calculation, coding, and reporting of the costs
associated with that time worked.
6. Please describe the financial management system your organization uses to track grant
expenditures separate from other expenses in the organization. *
Weld County utilizes the Banner accounting system for all accounting purposes.
Each program and/or grant is assigned unique coding within that system to track all
expenditures and revenues associated with the cost objective.
7. Does the organization have a review process for all expenditures that will provide a
certainty that all costs are reasonable, allowable, and allocated correctly to each funding
source?*
Yes
No
8. Are accounting records supported by source documentation? *
Yes
No
Please provide examples of source documentation that is maintained and retained.*
Invoices, supporting calculations, and contractual agreements are maintained
through the county's document management system, OnBase or through the
county's accounting system, Banner / ApplicationXtender.
9. Does the organization have a conflict of interest policy including a process for notifying
funders of potential conflict of interest?*
Yes
No
10. Is the organization subawarding or contracting out any portion of the work to complete
the described workplan and deliverables? *
Yes
No
If yes, describe your subrecipient monitoring procedures in accordance with 2 CFR 200
Subpart D - Subrecipient Monitoring and Management. If you will not be subawarding,
please enter N/A.*
N/A
11. State Fiscal Rules allow for up to 45 days for payment. Does the organization have an
adequate cash flow that will enable management of finances between the time costs are
incurred and reimbursed? Please explain how costs will be covered prior to requesting the
reimbursement.
Yes- Weld County's reserves in Unrestricted Fund Balance was S281.2 million, at
December 31, 2021, and continues at approximately that same level.
12. How is your organization accounting over overhead and administrative costs?*
De Minimis n i m i s- 10% indirect rate
Federally negotiated indirect rate
Direct cost allocation
Other: Indirect costs are allocated based on our County -wide Cost Allocation Plan.
If applicable, please upload a copy of your negotiated indirect cost rate agreement.
13. Has anyone in the organization been suspected of, investigated for, or convicted of fraud,
embezzlement or other financial crime within the last five years?*
Yes
No
If yes, please explain. Be sure to include the allegation, the results, and other necessary
information. If no, please enter N/A.* N/A
14. Is anyone in the organization currently debarred, suspended, or otherwise excluded from
or ineligible for participation in Federal assistance programs or activities? *
Yes
No
If yes, please explain. If no, please enter N/A.* N/A
Authorized Certification and Authorization Delegation
The information provided in this form must be certified by an official authorized to legally bind
the organization using the certification form located here. This form must be signed with a wet
signature or electronic signature.
If the organization has additional staff authorized to sign off on invoices, you may also list them
in the certification form.
Subrecipient Information Form Certification
This form is to be used to certify the answers collected in the subrecipient information form.
Organization Name: Weld County Department of Human Services
• I have reviewed the information in the subrecipient information form and certify that it is
an accurate representation of this organization.
• I wish to assign authority to sign invoices for this organization to another individual
(optional).
The following individuals have been delegated authority to sign invoices on my behalf.
The individuals have appropriate knowledge of organization procedures to assure costs
billed to BHA projects are allowable, allocable, and reasonable to the funding source.
Julie Witkowski
J/wti� kvitkowskit
Family Resource Division Head Julie Witkowski (Jun 22, 2023 09:28 MDT)
Name Title
Lennie Bottorff Fiscal Manager
Name
Tammy Maurer
Name
Signature w
Title
Fiscal Division Head
Title
Signature
uonard 6's
Leonard Bnttorff (Jun 27. 70 ` `19:08 MDT)
Signature
Tamrny MaUrer
Tammy Maurer (Jun 22, 2023 11:20 MDT)
JUN 2 1 2023
Date
Signature
Perry L. Buck, Pro -Tern Board of County Commissioners, Weld County
Name
Title
By signing this form, I certify that I am authorized to legally bind the entity identified at the top of
this page, and further certify to the best of my knowledge and belief that the information in the
subrecipient information form, to which this certification is appended, is true, complete, and
accurate. I am aware that any false, fictitious, or fraudulent information, or the omission of any
material fact, may subject me to criminal, civil or administrative penalties for fraud, false
statements, false claims or otherwise.
2oa3- /7610t
SIGNATURE REQUESTED: Behavioral Health
Grant Subrecipient Certification
Final Audit Report
2023-06-22
Created: 2023-06-22
By: Lesley Cobb (cobbxxlk@co.weld.co.us)
Status: Signed
Transaction ID: CBJCHBCAABAAXeVEvHW-dR_LjdiZAwZYxqckb3mqT5uL
"SIGNATURE REQUESTED: Behavioral Health Grant Subrecipi
ent Certification" History
Document created by Lesley Cobb (cobbxxlk@co.weld.co.us)
1
2023-06-22 - 3:08:15 PM GMT- IP address: 204.133.39.9
Document emailed to witkowjx@weld.gov for signature
2023-06-22 - 3:09:03 PM GMT
Document emailed to bottorll@weld.gov for signature
2023-06-22 - 3:09:03 PM GMT
Document emailed to maurertk@weld.gov for signature
2023-06-22 - 3:09:04 PM GMT
I5 Email viewed by witkowjx@weld.gov
2023-06-22 - 3:28:17 PM GMT- IP address: 204.133.39.9
t>eb Signer witkowjx@weld.gov entered name at signing as Julie Witkowski
2023-06-22 - 3:28:34 PM GMT- IP address: 204.133.39.9
Cro Document e -signed by Julie Witkowski (witkowjx@weld.gov)
Signature Date: 2023-06-22 - 3:28:36 PM GMT - Time Source: server- IP address: 204.133.39.9
'n Email viewed by bottorll@weld.gov
2023-06-22 - 4:06:52 PM GMT- IP address: 204.133.39.9
Signer bottorll@weld.gov entered name at signing as Leonard Bottorff
2023-06-22 - 4:08:14 PM GMT- IP address: 204.133.39.9
Document e -signed by Leonard Bottorff (bottorll@weld.gov)
Signature Date: 2023-06-22 - 4:08:16 PM GMT - Time Source: server- IP address: 204.133.39.9
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t Email viewed by maurertk@weld.gov
2023-06-22 - 5:18:53 PM GMT- IP address: 204.133.39.9
Signer maurertk@weld.gov entered name at signing as Tammy Maurer
2023-06-22 - 5:20:36 PM GMT- IP address: 204.133.39.9
Document e -signed by Tammy Maurer (maurertk@weld.gov)
Signature Date: 2023-06-22 - 5:20:38 PM GMT - Time Source: server- IP address: 204.133.39.9
Q Agreement completed.
2023-06-22 - 5:20:38 PM GMT
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