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Home My WebLink About20230515.tiffRESOLUTION RE: APPROVE CONTRACT AMENDMENT #5 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 #5 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 #5 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 27th day of February, A.D., 2023, nunc pro tunc July 1, 2019. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: datAtio ', jeleo%vi Weld County Clerk to the Board eputy Clerk to the Boar APPROVED AS TO FOR County Attorney Date of signature: 03 /0°1/23 Miky-man, Chair erry, B k, Pro-Tem Sc•tt K. James evin D. Ross Lori Sai Cc'. N I - (T6) 03/10/23 2023-0515 HL0056 Cc n vact- 11 tc to% Memorandum TO: Mike Freeman, Chair Board of County Commissioners FROM: Gene O'Hara, Interim Executive Director Department of Public Health & Environment DATE: February 8, 2023 SUBJECT: FY22-23 Nurse Home Visitor Program (NHVP) Contract Amendment #5 with the Colorado Department of Early Childhood For the Board's approval is a FY22-23 Nurse Home Visitor Program (NHVP) Contract Amendment #5 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. With the approval of this contract amendment #5, WCDPHE will be receiving additional funding of $51,436 to bring the total from $1,074,436 to $1,125,872 to cover activities for FY22-23. The Statement of Work has also been modified to include the following activities: provide trained nurses to help educate mothers on the importance of nutrition and avoiding alcohol and drugs, including nicotine; to assist and educate mothers in providing general care for their children. These additional program activities will be integrated into services already provided by out NHVP team without the need for additional staffing. Assistant Weld County Attorney, Karin McDougal, has reviewed this Amendment and determined that its terms are acceptable. The Board approved placement of this Amendment on the Board's agenda via pass - around dated February 7, 2023. I recommend approval of this FY22-23 Nurse Home Visitor Program contract amendment with the Colorado Department of Early Childhood. 2023-0515 OZ/Z1 t Lc..C)s(0 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: FY22-23 Nurse Home Visitor Program (NHVP) Contract Amendment #5 with the Colorado Department of Early Childhood DEPARTMENT: PUBLIC HEALTH & ENVIRONMENT DATE: February 7, 2023 PERSON REQUESTING: Gene O'Hara, Interim Executive Director Brief description of the problem/issue: For the Board's review and approval is a FY22-23 Nurse Home Visitor Program (NHVP) Contract Amendment #5 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. With the approval of this contract amendment #5, WCDPHE will be receiving additional funding of $51,436 to bring the total from $1,074,436 to $1,125,872 to cover activities for FY22-23. The Statement of Work has also been modified to include the following activities: provide trained nurses to help educate mothers on the importance of nutrition and avoiding alcohol and drugs, including nicotine; to assist and educate mothers in providing general care for their children. These additional program activities will be integrated into services already provided by out NHVP team without the need for additional staffing. 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 provide additional funding to WCDPHE for NHVP nurses to continue to provide evidence -based education and interventions to at -risk first-time mothers and children 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 the loss of additional State funding for this evidence -based program that teaches effective parenting and the development of maternal/parental self-sufficiency for low-income, first-time mothers. Recommendation: I recommend approval of this FY22-23 Nurse Home Visitor Program contract amendment with the Colorado Department of Early Childhood. Perry L. Buck, Pro -Tern Mike Freeman, Chair Scott K. James Kevin D. Ross Lori Saine Approve Recommendation rnF VcaEma, Schedule Work Session Other/Comments: Karla Ford From: Sent: To: Subject: Approve Scott James Wednesday, February 8, 2O23 1:16 PM Karla Ford RE: Please Reply - PASS -AROUND: FY23 Nurse Home Visitor Contract Amendment #5 Scott K. James Weld County Commissioner, District 2 115O 0 Street, P.O. Box 758, Greeley, Colorado 80632 97O.336.72O4 (Office) 97O.381.7496 (Cell) 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: Karla Ford Sent: Wednesday, February 8, 2023 12:51 PM To: Scott James Subject: Please Reply - PASS -AROUND: FY23 Nurse Home Visitor Contract Amendment #5 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@weldgov.com :: www.weldgov.com **Please note my working hours are Monday -Thursday 7:OOa.m.-5:OOp.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. 1 DocuSign Envelope ID: 3E43B1C8-2206-479C-B33E-7374504A0320 It Po COLORADO Department of Early Childhood CONTRACT AMENDMENT # 5 SIGNATURE AND COVER PAGE State Agency Colorado Department of Early Childhood 1575 Sherman Street, 15` Floor Denver, CO 80203 Original Contract Number 20 IHIA 129479 Contractor Amendment Contract Number Weld County Department of Public Health and Environment 23 QAAA 180935 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 $1,125,872* *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 $4,031,087 Signature Page begins on next page 4 Amendment Contract Number: 23 QAAA 180935 Page 1 of 4 CDEC V.2 Rev. 07/08/2022 DocuSign Envelope ID: 3E43B1C8-2206-479C-633E-7374504A0320 a 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 Fis,kissietAtr DocuSigned by: Vru"a1n, -Eeas"ee42'4A7By: Chair, Weld County BOCC Date: 2/27/2023 STATE OF COLORADO Jared Polis, Governor Colorado Department of Early Childhood Lisa Roy, Ed.D., Executive Director e---DocuSigned by: Usa, (,aStti la L-Ft'AW.I.VieCastiglia, Director of Finance Operations 2/27/2023 Date: 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. STATE CONTROLLER Robert Jaros, CPA, MBA, JD JD�ocuSiggn�ed by: . f/1►vi. `vn. By D2A3 initurich / Toni Williamson Amendment Effective Date: 2/27/2023 -- Signature and Cover Pages End -- Amendment Contract Number: 23 QAAA 180935 Page 2 of 4 CDEC V.2 Rev. 07/08/2022 COLORADO Department of Early Childhood 1. 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 increase 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. Increase the Contract Amount for SFY23 by $51,436 from $1,074,436 to $1,125,872 and Increases the Maximum Amount for All State Fiscal Years from $3,979,651 to $4,031,087. 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 #5, which is attached and incorporated by this Amendment, shall replace Exhibit B — Amendment #4 of the Original Contract. C. Exhibit C — Additional Provisions Exhibit C — Amendment #5, which is attached and incorporated by this Amendment, shall replace Exhibit C — Amendment #4 of the Original Contract. Amendment Contract Number: 23 QAAA 180935 Page 3 of 4 CDEC V.2 Rev. 07/08/2022 COLORADO Department of Early Childhood 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. Amendment Contract Number: 23 QAAA 180935 Page 4 of 4 CDEC V.2 Rev. 07/08/2022 Exhibit B - Amendment #5 CCCI 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 Visitors Overall Program implementation and home visiting service delivery $771,376 SO SO 5/71,376 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 $152,703 $64,121 5% $10,841 $0 $0 $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/AD&D insurance, health insurance, accrual -vacation, accrual -holiday, accrual -sick $123,492 $51,855 2% $3,507 $0 $0 $3,507 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. $55,360 $23,358 55% $43,295 $0 $0 $43,295 lb. 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 supplies) & Printing Expenses (i.e. 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. $0 $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. $0 $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 $50 2. Total Supplies & Operating Expenses $0_ $0 $37,750 Training and Technical Assistance SPY 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 for NHVP team $4,200 $0 $0 $4,200 3. Total Training and Technical Assistance $25,981 $0 $0 $25,981 Page 1 of 2 Exhibit B - Amendment #5 Equipment (Over $5,000 Per Item) SFY 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 $O $O $O Travel SFY 2023 Item Description of Item A. Other Sources of 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 $21,540 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 $O $O $21,95O 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 $O $O $1,5OO $O $O $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. $O $0 $927,657 Indirect Costs SFY 2023 Item • Description of Item A. Other Sources Funding of B. Medicaid Revenue C. CDEC Funding (NHVP) State Federal Indirect cost rate July - December (19.29% of MTDC of $883,140 = $170,410 / 2 = $85,205) Jan. - June (19.92% of MTDC of $927,655 = $184,789 / 2 = $92,394) = Total Indirect $177,599 $0 $0 $177,599 Total Indirect $O $O $177,599 TOTAL $O_ $O_ $1,125,872 'Figures are rounded using basic accounting standards. (0.00-0.49 = 0; 0.50-0.99 = 1.0) Page 2 of 2 COLORADO Department of Early Childhood ADDITIONAL PROVISIONS Exhibit C -Amendment #5 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(a6state.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 CDEC Invoicingnstate.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. Page 1 of 4 Revision Date 07/08/2022 Kt 6' COLORADO Department of Early Childhood Exhibit C -Amendment #5 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. 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. 8. TRAVEL A. Mileage shall not exceed State mileage rate per https://www.colorado.gov/pacific/osc/travel-fiscal-rule. Page 2 of 4 Revision Date 07/08/2022 aCOLORADO Department of Early Childhood B. Per Diem shall not exceed 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. Exhibit C -Amendment #5 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 (CDEC), 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 staffs 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 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. Page 3 of 4 Revision Date 07/08/2022 aege COLORADO Exhibit C -Amendment #5 lto Department of Early Childhood 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(distate.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. 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 4 of 4 Revision Date 07/08/2022 Contract Form ❑ New Entity? far Entity Name* COLORADO DEPT OF PUBLIC HEALTH /ENVIRONMENT Entity ID. O00001926 Contract Name* CDPHE FY22-23 NURSE HOME VISITOR AMENDMENT #5 Contract Status CTB REVIEW Contract ID 6685 Contract Lead. AGOMEZ Contract Lead Email agomez@weldgov.com Contract Description. CDPHE FY22-23 NURSE HOME VISITOR AMENDMENT #5 FOR ADDITIONAL FUNDING Contract Description 2 20 IHIA 129479; 23 QAAA 180935 Contract Type. AMENDMENT Amount 91,125,872.00 Renewable. NO Automatic Renewal NO Grant YES IGA 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- COUNTYATTORNEY@WELDG OV.COM Grant Deadline Date If this is a renewal enter previous Contract ID 6002 If this is part of a MA enter MSA Contract ID Requested BOCC Agenda Date 02/15/2023 Parent Contract ID Requires Board Approval YES Department Project # Due Date 02/11/2023 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in Onase Effective Date 02/15/2023 Review Date* 01/01/2024 Renewal Date Termination Notice Period 111 Contact Name Purchasing Approver Approval rta ss Department Head TANYA GEISER DH Approved Date 02/10/2023 Finalppt oval BOCC Approved BDCC Signed Date BOCC Agenda Date 02/22;2023 Originator AGOMEZ Contact Type Committed Delivery Date Contact Email Finance Approver CHERYL PATTELLI Expiration Date* 06/30/2024 Contact Phone 1 Purchasing Approved Date Finance Approved Date 02/10/2023 Tyler Ref AG 022223 Legal Counsel KARIN MCD©UGAL Contact Phone 2 Legal Counsel Approved Date 02,13/2023 Hello