HomeMy WebLinkAbout20231182.tiffRESOLUTION
RE: APPROVE CONTRACT AMENDMENT #6 FOR NURSE HOME VISITOR PROGRAM
(NHVP) AND AUTHORIZE CHAIR TO SIGN AND SUBMIT ELECTRONICALLY
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 Contract Amendment #6 for the Nurse
Home Visitor Program (NHVP) 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 Public Health
and Environment, and the Colorado Department of Early Childhood, commencing on July 1, 2019,
and ending June 30, 2023, with further terms and conditions being as stated in said amendment,
and
WHEREAS, after review, the Board deems it advisable to approve said amendment, 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 Contract Amendment #6 for the Nurse Home Visitor Program (NHVP)
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 Public Health and Environment,
and the Colorado Department of Early Childhood, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to electronically sign and submit said amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 26th day of April, A.D., 2023, nunc pro tunc July 1, 2019.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: d..4744, adAt,;ok
Weld County Clerk to the Board
ttorney
Date of signature: OS /Q2-/23
i
Mikg.Fieeman, Chair
Scott K. James
cc:I4L( O
05/.3/23
2023-1182
HL0056
Cow ac-hb4-(1 -1
Memorandum
TO: Mike Freeman, Chair
Board of County Commissioners
FROM: Jason Chessher, Executive Director
Department of Public Health &
Environment
DATE: April 17, 2023
SUBJECT: FY23 Nurse Home Visitor Program
(NHVP) Contract Amendment #6
with the Colorado Department of
Early Childhood
For the Board's approval is Amendment #6 to the FY23 Nurse Home Visitor
Program (NHVP) Contract between the Colorado Department of Early Childhood
and the Board of County Commissioners of Weld County for the use and benefit of
the Weld County Department of Public Health and Environment (WCDPHE) for the
Nurse Home Visitor Program.
This purpose of this contract amendment is to correct an error made by the
Colorado Department of Early Childhood on the FY23 contract budget amount in
Amendment #5. This contract amendment is required by CDEC to reduce the
contract amount for FY23 by $26 from $1,125,872 to $1,125,846.
Assistant Weld County Attorney, Karin McDougal, has reviewed this Contract
Amendment and determined that its terms are acceptable.
The Board approved placement of this Contract Amendment on the Board's agenda
via pass -around dated April 12, 2023.
I recommend approval of this FY23 Nurse Home Visitor Program Amendment 6
with the Colorado Department of Early Childhood.
2023-1182
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: FY23 Nurse Home Visitor Program (NHVP) Contract Amendment #6 with the
Colorado Department of Early Childhood
DEPARTMENT: PUBLIC HEALTH & ENVIRONMENT DATE: April 14, 2023
PERSON REQUESTING: JASON CHESSHER, EXECTUIVE DIRECTOR
Brief description of the problem/issue:
For the Board's review and approval for placement on the agenda is Amendment #6 to the FY23 Nurse Home
Visitor Program (NHVP) Contract between the Colorado Department of Early Childhood and the Board of
County 'Commissioners of Weld County for the use and benefit of the Weld County Department of Public
Health and Environment (WCDPHE) for the Nurse Home Visitor Program.
This purpose of this contract amendment is to correct an error made by the Colorado Department of Early
Childhood on the FY23 contract budget amount in Amendment #5. This contract amendment is required by
CDEC to reduce the contract amount for FY23 by $26 from $1,125,872 to $1,125,846.
This Amendment has been reviewed by Assistant County Attorney, Karin McDougal, and it meets with her
approval.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
Approving this contract amendment will allow WCDPHE nurses to continue to provide evidence -based
education and interventions to at -risk first-time mothers and children by teaching effective parenting and the
development of maternal/parental self-sufficiency for low-income, first-time mothers in Weld County.
These visits follow strictly prescribed curricula which results in high levels of engagement and successful
outcomes for mothers and children.
Declining this amendment will result in difficulties executing the next FY2024 contract with CDEC and
potentially the loss of current and future State funding for this evidence -based program.
Recommendation: I recommend approval of this FY23 Nurse Home Visitor Program Amendment 6 with the
Colorado Department of Early Childhood.
Approve Schedule
Recomm ndation Work Session Other/Comments:
Perry L. Buck, Pro -Tern
Mike Freeman, Chair
Scott K. James
Kevin D. Ross
Lori Saine
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
a
4f.
COLORADO
Department of Early Childhood
CONTRACT AMENDMENT #6
SIGNATURE AND COVER PAGE
State Agency
Colorado Department of Early Childhood
710 South Ash Street, Building C
Glendale, CO 80246
Original Contract Number
20 IHIA 129479
Contractor
Amendment Contract Number
Weld County Department of Public Health and Environment
23 QAAA 181848
1555 North 17th Avenue
Greeley, CO 80631
Current Contract Maximum Amount
Contract Performance Beginning Date
Initial Term
July 1, 2019
State Fiscal Year 2020 $954,006*
Current Contract Expiration Date
*An appropriation for NHVP General Accounting
June 30, 2023
Encumbrance (GAE) is hereby added to this contract in the
amount of $190,000, subject to appropriated funds which is
split among other NHVP vendors. See Exhibit C: Section 12.
NHVP General Accounting Encumbrance (GAE).
Extension Terms
State Fiscal Year 2021 $955,298*
*An appropriation for NHVP General Accounting
Encumbrance (GAE) is hereby added to this contract in the
amount of $70,000, subject to appropriated funds which is split
among other NHVP vendors. See Exhibit C: Section 12.
NHVP General Accounting Encumbrance (GAE).
State Fiscal Year 2022 $995,911*
*An appropriation for NHVP General Accounting
Encumbrance (GAE) is hereby added to this contract in the
amount of $140,000, subject to appropriated funds which is
split among other NHVP vendors. See Exhibit C: Section 12.
NHVP General Accounting Encumbrance (GAE).
State Fiscal Year 2023 $1,125,846*
*An appropriation for NHVP General Accounting
Encumbrance (GAE) is hereby added to this contract in the
amount of $70,000, subject to appropriated funds which is split
among other NHVP vendors. See Exhibit C: Section 11.
NHVP General Accounting Encumbrance (GAE).
Total for All State Fiscal Years $4,031,061
Signature Page begins on next page 4
Amendment Contract Numbcr: 23 QAAA 181848 Page 1 of 4
CDEC V.2 Rev. 07/08/2022
01O,2O - f��z
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
COLORADO
Department of Early Childhood
THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT
Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment
and to bind the Party authorizing his or her signature.
CONTRACTOR
Weld County Department of Public Health and Environment
--DocuSigned by:
M 'vt, Atu,
E74a8nR083D44A1
By: Chair, Weld County BOCC
Date: 4/26/2023
STATE OF COLORADO
Jared Polis, Governor
Colorado Department of Early Childhood
Lisa Roy, Ed.D., Executive Director
e--DocuSigned by:
(ila CASt4ia
x c 63,1:Tlsa y: L.. t`astiglia, Director of Finance Operations
Date:
4/28/2023
In accordance with §24-30-202 C.R.S., this Amendment is not valid until signed and dated below by the State Controller or an
authorized delegate.
By
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
DocuSigned by:
A EsmGt
`A—AFWi iEr Toni Williamson / Telly Belton
Amendment Effective Date:
5/1/2023
-- Signature and Cover Pages End --
Amendment Contract Number: 23 QAAA 181848
Page 2 of 4 CDEC V.2 Rev. 07/08/2022
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
a
�o«
COLORADO
Department of Early Childhood
a. PARTIES
This Amendment (the "Amendment") to the Original Contract shown on the Signature and Cover
Page for this Amendment (the "Contract") is entered into by and between the Contractor, and the
State.
2. TERMINOLOGY
Except as specifically modified by this Amendment, all terms used in this Amendment that are
defined in the Contract shall be construed and interpreted in accordance with the Contract.
3. AMENDMENT EFFECTIVE DATE AND TERM
A. Amendment Effective Date
This Amendment shall not be valid or enforceable until the Amendment Effective Date
shown on the Signature and Cover Page for this Amendment. The State shall not be bound
by any provision of this Amendment before that Amendment Effective Date, and shall have
no obligation to pay Contractor for any Work performed or expense incurred under this
Amendment either before or after of the Amendment term shown in §3.B of this Amendment.
B. Amendment Term
The Parties' respective performances under this Amendment and the changes to the Contract
contained herein shall commence on the Amendment Effective Date shown on the Signature
and Cover Page for this Amendment shall terminate on the termination of the Contract.
4. PURPOSE
In accordance with the provisions of this contract and its exhibits and attachments, the Contractor
shall: Provide trained visiting nurses to help educate mothers on the importance of nutrition and
avoiding alcohol and drugs, including nicotine, and to assist and educate mothers in providing
general care for their children. This Amendment shall decrease the budget for SFY23, and amend
Exhibits B and C. This contract is part of a pooled GAE.
5. MODIFICATIONS
The Contract and all prior amendments thereto, if any, are modified as follows:
A. Decrease the Contract Amount for SFY23 by $26 from $1,125,872 to $ 1,125,846 and
Decreases the Maximum Amount for All State Fiscal Years from $4,031,087 to
$4,031,061.
The Contract Maximum Amount table on the Contract's Signature and Cover Page is hereby
deleted and replaced with the Current Contract Maximum Amount table shown on the
Signature and Cover Page for this Amendment.
B. Exhibit B — Budget
Exhibit B — Amendment #6, which is attached and incorporated by this Amendment, shall
replace Exhibit B -Amendment #5 of the Original Contract.
C. Exhibit C — Additional Provisions
Exhibit C — Amendment #6, which is attached and incorporated by this Amendment, shall
replace Exhibit C — Amendment #5 of the Original Contract.
Amendment Contract Number: 23 QAAA 181848
Page 3 of 4 CDEC V.2 Rcv. 07/08/2022
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
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COLORADO
Department of Early Ctu'ldhood
6. LIMITS OF EFFECT AND ORDER OF PRECEDENCE
This Amendment is incorporated by reference into the Contract, and the Contract and all prior
amendments or other modifications to the Contract, if any, remain in full force and effect except
as specifically modified in this Amendment. Except for the Special Provisions contained in the
Contract, in the event of any conflict, inconsistency, variance, or contradiction between the
provisions of this Amendment and any of the provisions of the Contract or any prior modification
to the Contract, the provisions of this Amendment shall in all respects supersede, govern, and
control. The provisions of this Amendment shall only supersede, govern, and control over the
Special Provisions contained in the Contract to the extent that this Amendment specifically
modifies those Special Provisions.
Amcndmcnt ContractNumbcr: 23 QAAA 181848
Page 4 of 4 CDEC V.2 Rcv. 07/08/2022
Exhibit B - Amendment #6
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
COLORADO
Department of Early Childhood
Colorado Department of Early Childhood
BUDGET WITH JUSTIFICATION FORM
Contractor Name
Weld County Department of Public Health
and Environment
Budget Period
July 1, 2022 - June 30, 2023
Project Name
Nurse Home Visitor Program
Counites Served
Weld County
Program Contact
Name, Title
Phone
Email
Dana Garvey, RN, BSN, CLC, Nurse Home Visitor Program
Coordinator, Public Health Services
970-400-2405
dgarvey@co.weld.co.us
Fiscal Contact Name,
Phone
Email
Tanya Geiser, Director Finance & Contracting
970-400-2122
tgeiser@weldgov.com
Funded Caseload
150
Expenditure
Categories
Personnel Services - Salaried Employees
SFY 2023
Position Title
Description of Work and Fringe
Gross or
Annual
Salary
Fringe
Percent of
Time on
Project
Total Amount For
Project
A. Other
Sources of
Funding
B.
Medicaid
Revenue
C. CDEC Funding
(NHVP)
Individual Nursing staff salary not to exceed $99,762 (A Contract Amendment is required if any additional funds are added to the total contract amount)
Nursing Staff includes 1 Nurse Supervisors
and 6 Nurse Home Vis:tors
Overall Program implementation and home visiting service delivery
S771 376
50
$0
$771,376
Non Nursing Staff
Chief Nursing Officer
Provides oversight to ensure fidelity and quality of
program delivery and assists the home visitors. Fringe
includes: Medicare, unemployment, workers
compensation, PERA, life/AD&D insurance, health
insurance, accrual vacation, accrual holiday, accrual sick
5157,703
$64,121
5%
$10,841
$0
SO
$10,841
Public Health Services Director
Provides oversight to ensure fidelity and quality of
program delivery and assists the home visitors. Fringe
includes: Medicare, unemployment, workers
compensation, PERA, life/Af)&D insurance, health
insurance, accrual -vacation, accrual -holiday, accrual -sick
5173,492
551,855
2%
$3,507
$0
$0
53,507
Office Technician 1
Provides assistance in data uploading and general
support for the NHVP, supervisor, and nurse home
visitors. Position increased to support Medicaid billing
and referral processing.
$50,132
$21,141
45%
$32,073
$0
$0
$32,073
Office Technician 2
Provides assistance in data uploading and general
support for the NHVP, supervisor, and nurse home
visitors. Position increased to support Medicaid billing
and referral processing.
555,360
523,358
55%
$43,295
SO
$0
$43,295
1b. Non Nursing Staff Total
$89,716
$0
$0
$89,716
1. Total Personnel Services (including fringe benefits)
$ 861,092
$ -
$ -
$ 861,092
Supplies & Operating Expenses
FY 2023
Item
Description of Item
A. Other
Sources of
Funding
B.
Medicaid
Revenue
C. CDEC Funding
(NHVP)
Office Operating & Printing Expenses (i.e.
supplies,
Costs cover office supplies and printing which are necessary to perform the critical functions of this program.
$0
$0
$2,000
Client Support Materials
Costs include books, educational toys for clients, video clips and items that the team deems necessary for client
support.
$0
$0
$8,000
Translation Services
Translation Services to serve clients with various language needs.
$O
$0
$1,000
Postal & Shipping Services
Covers costs for shipping requirements.
$0
$0
$150
Communications (phones, cellular,
network services)
Costs include phone & cell phone services with unlimited texting and WIFI for up to 7 laptop computers. This
allows the home visiting nurses the ability to communicate with each other and clients to ensure the safety of
nurse home visitors and to enable charting in the field through the use of their cell phone hot spot capabilities.
S0
$0
$7,500
Medical Supplies
Covers costs for medical items purchased for client home visits.
$0
$0
$500
Technology (laptops, computers, tablets)
Covers costs associated with the calibration and servicing of scales used during home visits.
$0
$0
$750
Electronic Medical Records (approx
$1667 per month)
Covers computer and data processing expenses related to EMR maintenance and upgrades, EMR licenses, and
EMR operation and technical support (outside technical support). EMR is a technology driven norm in the
medical community and it enables us to progress from double charting to single charting in an electronic
format.
$0
$0
$17,800
Telehealth Operating Expenses
Costs to cover expenses related to telehealth delivery of the NFP program.
$0
$0
550
2. Total Supplies
& Operating Expenses
$0
SO
$37,750
Training and Technical
Assistance
SFY 2023
Item
Description of Item
Total
A. Other
Sources of
Funding
B.
Medicaid
Revenue
C. CDEC Funding
(NHVP)
Program Support Fee- All Teams
NSO Annual Program Support Fee For All Teams
$20,616
$0
$0
$20,616
NSO Education Fees
Required NSO fees for new nurses, supervisors and/or administrators
$0
$0
$0
$0
Dance Education & Licensing
Required Dance licencing and education fees
$1,165
$0
$0
$1,165
Professional Development _All
other professional development fer NHVP team
_ $4,200
$0
$0
54,200
3. Total Training and Technical Assistance
$25,981
$0
$0
$25,981
Page 1 of 2
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74ED6B9D99E0
Exhibit B - Amendment #6
Equipment
(Over $5,000 Per
Item)
SPY 2023
Name
Description of Item
A. Other
Sources of
Funding
B
Medicaid
Revenue
C. CDEC Funding
(NHVP)
No costs shall be reimbursed in this category by CDEC
$0
$0
$0
4. Total Equpment
SO
$0
$0
Travel
SFY 2023
Item
Description of Item
A. r
Sources eof
Funding
B.
Medicaid
Revenue
C. CDEC Funding
(NHVP)
Visit Outreach Mileage
Covers the costs for travel to client visits, community outreach, and trainings; as well as travel expenses for
training 6 NHVs, 1 NHV supervisor, and 1 Site Administrator
$0
$0
521,540
NFP Supervisor Meetings
Covers the cost for three state nurse supervisor meetings
$0
$0
$205
NFP Nurse Practice Council Meetings
Covers the cost for three state nurse practice council meetings
$0
$0
$205
5. Total Travel
S0
SO
$21,950
Contractors/Consultants (payments
to third parties or entities)
SFY 2023
Name
Description of Item
A. Other
Sources of
Funding
B.
Medicaid
Revenue
C. CDEC Funding
(NHVP)
Mental Health Consultation for Nurses
Covers the cost for monthly maternal/fetal mental health specialist consultation services to help nurses address
potentially volatile and complex situations with the clients (12 months)
$0
$0
$1,500
6. Total Contractors/Consultants
SO
SO
$1,500
SO
SO
$948,273
TOTAL DIRECT COSTS
MODIFIED TOTAL DIRECT COSTS (MTDC)
Uniform Guidance § 200.68 - MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the
first $25,000 of each subaward. MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and
fellowships, participant support costs and the portion of each subaward in excess of $25,000. REMOVE PROGRAM SUPPORT FEES.
$0
SO
$927,657
Indirect
Costs
SFY 2023
Item
Description of Item
A. Other
Sources of
Funding
g
Medicaid
Revenue
C. CDEC Funding
(NHVP)
State Federal Indirect cost rate
July - December (19.29% of MTDC of
$927,657 = $184,789 / 2 = $92,394,
$883,140 = $170,358 / 2 = S85,179) Jan. - June (19.92% of MTDC of
- Total Indirect $177,573
$0
$0
$177,573
Total Indirect
SO
SO
$177,573
TOTAL
SO
$0
$1,125,846
*Figures are rounded using basic accounting standards. (0.00-0.49 = 0; 0.50-0.99 = 1.0)
Page 2 of 2
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
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COLORADO
Department of Early Childhood
ADDITIONAL PROVISIONS
Exhibit C- Amendment #6
1. SERVICE PROVISIONS
The Contractor shall provide the services according to the plans submitted in the "Statement of Work", attached
and incorporated herein by this reference as EXHIBIT A. In all cases, the descriptions, plans, timetables, tasks,
duties, and responsibilities of the Contractor as described in the Statement of Work, shall be adhered to in the
performance of the requirements of this contract. In the event of a conflict, the terms and conditions of this
contract shall control over the Statement of Work. Any significant changes to the Statement of Work (SOW)
require an amendment to the contract.
2. GOALS AND OBJECTIVES
The Contractor shall be responsible for the achievement of any goals and objectives as specified within the
Statement of Work (EXHIBIT A) of this contract unless written notice of any modifications are furnished by
the State to the Contractor allowing adequate time for compliance during the term of this contract.
3. COPY OF SUBCONTRACT
The Contractor shall provide to the State a copy of any executed subcontract between the Contractor and any
provider of services to fulfill any requirements of this contract. Subcontracts shall be emailed to the Contract
Representative upon execution.
4. PAYMENT
In consideration of the provision of services and reporting and subject to all payment and price provisions and
further subject to verification by the State of full and satisfactory compliance with the terms of this contract, the
State shall pay to the Contractor an amount not to exceed the amount specified in the Budget (EXHIBIT B), of
this contract.
A. The Contractor shall submit requests for payment to CDEC Invoicing(&,,state.co.us no less than monthly
on forms prescribed and provided by the State.
B. Payment shall be made on a cost reimbursement basis for services rendered.
C. It is understood any vacancy savings in the personnel category and/or any savings in any other category
shall require written approval from the State prior to any redistribution of any savings by the Contractor.
ANY COST SAVINGS THAT ARE REDISTRIBUTED BY CONTRACTOR WITHOUT WRITTEN
APPROVAL SHALL NOT BE REIMBURSED BY THE STATE.
D. IT IS UNDERSTOOD ANY COSTS THAT EXCEED THE CONTRACTED AMOUNT SHALL NOT
BE PAID BY CDEC. If Contractor has a legitimate need for additional funds, the Contractor shall request
additional funds from the CDEC 60 days prior to projected depletion of contracted funds. CDEC shall
review each request and notify Contractor in writing of approval or denial. Approval of additional funds
shall require an official modification to the Contract by Amendment or Option Letter.
E. Timely Invoicing - Invoices shall be submitted no later than 30 days following the last day of the month.
End of State Fiscal Year invoices are on a compressed timeframe. Invoices for all services provided prior
to June 30th shall be invoiced by July 5th. Contractors who are unable to provide the invoice by July 5th
shall notify the state of the amount to be booked as accounts payable by July 13th by sending an email to
Page 1 of 5 Revision Date 03/01/2023
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
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COLORADO
Department of Early Childhood
Exhibit C- Amendment #6
CDEC Invoicing(a,state.co.us. Final invoices for services prior to June 30th shall be submitted by
September 14th. Invoices received after September 14th may not be paid.
F. The Contractor shall maintain source documentation to support all payment requested pursuant to this
contract. All source documentation shall be provided to the State by the Contractor upon request.
G. It is understood that the State reserves the right to offset funds pursuant to this contract based on the
discovery of overpayment or improper use of funds by the Contractor. Overpayment or improper use of
funds is interpreted to apply to specific terms of prior year contracts, and includes without limitation
requirements of the Generally Accepted Accounting Principles (GAAP) issued by the American Institute
of Certified Public Accountants, and applicable sections of the Colorado Revised Statutes.
H. The State shall review monthly invoices throughout the fiscal year. If, after a number of months, the State
determines the Contractor is not needing/using the funding allocated for the Contractor's work in the
Contract, the State shall remove these funds from the contract budget by Option Letter for a proportional
reduction of services with prior written notification to the Contractor. This provision does not allow for a
reduction in the rate of pay.
5. PARTICIPATION
The Contractor representative(s) is required to participate in any Department of Early Childhood -sponsored
meetings related to this contract.
6. SUPPLANTING
Payments made to the Contractor under this contract shall supplement and not supplant other state, local or
federal expenditures for services associated with this contract.
7. BUDGET CHANGES
Contractor may request in writing adjustments to the direct costs in the current year budget (EXHIBIT B) not
to exceed 10% of the total budget. Requests shall be made in the form of a written budget revision request to
the appropriate program staff. Written approval for the budget revision shall be required prior to any changes to
the budget related to the budget revision request. The total dollar amount of the contract budget cannot be
changed as a result of the budget revision request. Budget adjustment requests over 10%, adding new expense
lines, and/or changes to the total dollar amount of the budget require a formal amendment. No adjustments to
the Indirect Costs portion of the budget are allowable without a formal amendment.
Contractor may request in writing up to a 5% increase to the "Gross or Annual Salary" of an individual
employee if a position currently listed in the contract becomes vacant and the new incoming employee shall be
hired at a higher or lower salary. No increase within the salary range is authorized without prior written
approval from CDEC. Adding additional staff requires an amendment to the contract. Vacancy savings cannot
be used to change salary amounts for existing personnel without an amendment. Any change to personnel
requires prior written approval from CDEC staff This process shall never change the Contract Maximum
Amount. Contractor must use available unused funds from either vacancy savings or another category within
the contract. The revision request may not at any time compromise the integrity of the funded program as
determined by CDEC program staff
Page 2 of 5 Revision Date 03/01/2023
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
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COLORADO
Departrnent of Early Childhood
Exhibit C- Amendment #6
8. TRAVEL
Travel costs must be listed in Exhibit B — Budget under travel including airfare, hotel, mileage, and per diem
costs.
A. Mileage shall not exceed the State mileage rate per https://www.colorado.gov/pacific/osc/travel-fiscal-rule.
B. Per Diem shall not exceed the State per diem rate for the area of travel per
https://www.colorado.gov/pacific/osc/travel-fiscal-rule.
C. Hotel rates cannot exceed any rate established for conference attendance.
D. Usage of airfare or Out of State Travel requires pre -approval from CDEC.
9. CRITICAL INCIDENT REPORTING
Within 48 hours of the occurrence of a critical incident involving any child or family and/or an on duty agency
staff member of any family support program staff funded through the Department of Early Childhood (CDC),
the agency must report in writing the details of the critical incident to the CDEC Program Manager for the
involved family support program. Critical incidents may include, but are not limited to, awareness of an
egregious incident of abuse and/or neglect, near fatality, or fatality of any child currently enrolled in a family
support program; involuntary termination of a program staff's employment; criminal allegations involving
program staff and related to his/her employment; negative media attention about the family support program;
any major injury or threat to the security of an agency staff member while on duty and visiting an enrolled child
or family.
10. MANDATED REPORTING
A. All program staff are required by law to report suspected child abuse and neglect. Mandatory reporters
must report suspected child abuse and neglect to the local county child welfare agency, the local law
enforcement agency, or by calling the child abuse reporting hotline system at 1-844-CO-4KIDS (1-844-
264-5437).
B. All program staff are required to take the online mandatory reporter training on the Colorado Department
of Human Services (CDHS) Child Welfare Training System: https://www.coloradocwts.com/mandated-
reporter-training.
11. GENERAL ACCOUNTING ENCUMBRANCE (GAE)
A. Nurse Home Visitor General Accounting Encumbrance (NHVP-GAE) shall be utilized as follows:
i. Nurse Family Partnership (NFP) training costs, often sites experience staff turnover in a fiscal
year and they will be permitted to use the GAE to cover costs of NFP required training that was not
included in their budget.
ii. Travel costs associated with NFP training. For example, if a site hires a new Nurse Home
Visitor, and this staff member is required to attend NFP orientation, the site will be able to bill the GAE
Page 3 of 5 Revision Date 03/01/2023
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
a
COLORADO
Department of Early Childhood
Exhibit C- Amendment #6
for the training registration and travel expenses for the training. Travel costs may include mileage, hotel
accommodations and per diem for the staff member attending the training.
iii. Operational items not included in their budget such as cell phones, tablets, laptops. Due to staff
turnover, sites are to not include potential operational item expenses in their budgets, but rather utilize
the GAE in order to purchase necessary items for new staff
iv. Transition salaries to pay new staff during the overlap with the staff member leaving in order to
provide time for adequate training. Once the original staff member leaves, the new staff member's salary
would be paid against the existing line in their budget.
v. Translation and interpretation services to serve clients who are deaf or hard of hearing, and those
whose primary language is not English.
B. Payment to Contractor is made from available funds encumbered and shared across multiple
contractors. The State may increase or decrease the total funds encumbered at its sole discretion and
without formal notice to Contractor. No minimum payment is guaranteed to Contractor. The liability of
the State for such payments is limited to the encumbered amount remaining of such funds.
C. Invoices shall be submitted separately for pre -approved expenditures.
i. The Contractor shall submit requests for payment to CDEC_Invoicing@state.co.us.
12. GIFT CARDS
The Distribution of Gift Cards, where applicable, shall adhere to the following:
A. The contractor agency must have a written Gift Card Distribution Policy in place and this plan must
be approved by the Department of Early Childhood before gift cards may be purchased. The policy
must include maintaining an audit log of gift card purchases and disbursements and a process for
routine reconciliations.
B. The contractor agency's gift card policy must ensure that gift cards cannot be redeemed for cash and
must restrict the recipient from using gift cards for alcohol, firearms, tobacco, lottery tickets, or
entertainment.
C. Gift Cards must be distributed to recipients within five (5) business days of purchase.
D. Gift Cards should be given at the conclusion of an event or upon completion of an activity or
milestone.
E. Contractor agency staff shall have recipients sign a form that includes the following: Date, Name of
Gift Card Recipient, Purpose of Gift Card, Signature of Gift Card recipient acknowledging receipt of
Gift Card and Gift Card Amount.
F. The contractor cannot request reimbursement for the cost of gift cards until distribution of the gift
cards has been made to recipients. Additionally, the contractor must maintain adequate
documentation to show a record of all gift card distributions.
Page 4 of 5 Revision Date 03/01/2023
DocuSign Envelope ID: BAE6342F-0490-4741-AA1F-74E06B9D99E0
COLORADO
Department of Early Childhood
Exhibit C- Amendment #6
G. The contractor shall be held responsible for inappropriate use of gift cards.
13. SAM.GOV REQUIREMENT FOR STATE FUNDED CONTRACTS
A. Individuals who are excluded from participation in federal health care programs are also prohibited from
participating in federal government procurement and non -procurement programs according to title 2 of
the Code of Federal Regulations (CFR) § 376.147 and 42 CFR part 1001, which clarifies that this
applies to individuals and entities.
B. Any individual or entity excluded from participation in Medicare, Medicaid, and other Federal health
care programs under Title XI of the Social Security Act, 42 U.S.C. 1320a-7, 1320a -7a, 1320c-5, or
1395ccc, and implementing regulation at 42 CFR part 1001, will be subject to the prohibitions against
participating in covered transactions, as set forth in this part and part 180, and is prohibited from
participating in all Federal Government procurement programs and non -procurement programs.
C. Contractor shall have a formal written policy regarding SAM.gov checks for all staff upon hiring and
not less than annually including procedures for maintaining records of the evidence of this check.
Page 5 of 5 Revision Date 03/01/2023
New Contract Request
Entity hn r ation.
Entity Name. Entity ID
COLORADO DEPARTMENT OF EARLY O00004255
CHILDHOOD
Contract Name* Contract ID
FY23 NURSE HOME VISITOR PROGRAM (NHVP) CONTRACT 6867
AMENDMENT #6 WITH THE COLORADO DEPARTMENT OF
EARLY CHILDHOOD Contract Lest!
AGOMEZ
Contract Status
CTB REVIEW
❑ New Entity?
Contract Lead Email
agornez@weldgov.com
Contract Description.
CDEC FY23 NURSE HOME VISITOR PROGRAM (NHVP) CONTRACT AIM 6
Contract Description 2
23 QAAA 181848; 20 NIA 129479
Contract Type*
AMENDMENT
Amount.
$1,125,845.00
Renewable
NO
Automatic Renewal
NO
Grant
YES
!GA
NO
Department
HEALTH
Department Email
CM-Health@weldgov, com
Department Head Email
CM-Health-
DeptHead@weldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYATI-i ORNEYOWELDG
OV.COM
Grant Deadline Date
If this is a renewal enter previous Contract ID
If this is part of a MSA enter NSA Contract 1D
Requested BOCC Agenda
Date
04/25/2023
Parent Contract ID
6685
Requires Board Approval
YES
Department Project
Due Date
04:;22/2023
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
NO
Note: the Previous Contract Number and Master Services Agreement Number should be left blankif those contracts are not in
OnUase
Contract Dates
Effective Date
04/26/2023
Termination Notice Period
Contact
ion
Review Date*
05/15/2023
Committed Delivery Date
Renewal Date
Expiration Date *
06/30`.2023
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1
Purchasing
Purchasing Approver
Approval Process
Department Head Finance Approver
TANYA GEESER CHERYL PATTELLI
Purchasing raved Date
Legal Counsel
BRUCE BARKER
Contact Phone 2
DH Approved Date Finance Approved Date Legal Counsel Approved Date
04/21/2023 04/24/2023 04/24/2023
Final Approval
BOCC Approved
110CC Signed Date
BOCC Agenda. Date
04/26/2023
Originator
AGOMEZ
Tyler Ref #
AG 042623
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