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Home My WebLink About20201521.tiffMariah Higgins From: Sent: To: Cc: Subject: Attachments: Kathy Snyder Tuesday, May 05, 2020 2:47 PM CTB HS Contract Management; Lesley Cobb FW: Community Services Block Grant - COVID-19 Response/Contract Updates CSBG Contract - Scope of Work - Exhibit B.pdf Good afternoon, Please add this as an Item of Communication on the Agenda. It is related to Tyler No. 2017-3361. Thank you. Kathy Snyder Contract Management and Compliance Coordinator Administration Support Unit (ASU) Contract Management Team: 970-400-6556 Direct: 970-400-6603 Fax: 970-353-5215 snyderkl@weldgov.com 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. Vision: The people of Weld County are connected to the resources needed to thrive in the community and feel safe and empowered. Mission: Engaging and partnering with the community to improve the safety, health and well-being of individuals and families through the delivery of responsive and collaborative services. From: Karin Crandall <crandakk@weldgov.com> Sent: Wednesday, April 22, 2020 10:54 AM To: HS Contract Management <HS-ContractManagement@co.weld.co.us> Cc: Jamie Ulrich <ulrichjj@weldgov.com>; Tami Grant <tgrant@weldgov.com>; Julie Witkowski <WITKOWJX@weldgov.com> Subject: FW: Community Services Block Grant - COVID-19 Response/Contract Updates Just received this new contact that was sent to Commissioner Freeman. This has the revised language to allow flexibility to spend the money for any allowable expense. Karin Crandall Outreach Manager Family Resource Unit 0.0m Wnie.O.. S cc,! E.-MOMC K M / (, K, acrc&,(c+�) 512-6/20 A.o2o - ►521 1-t ROOgB' 315 N. 11th Ave. Bldg. A Greeley, CO 80631 970-400-6637 To report abuse and neglect call 1-844-CO4KIDS Vision: The people of Weld County are connected to the resources needed to thrive in the community and feel safe and empowered. Mission: Engaging and partnering with the community to improve the safety, health and well-being of individuals and families through the delivery of responsive and collaborative services. 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: Vercio - DOLA, Alex <alex.vercio@state.co.us> Sent: Wednesday, April 22, 2020 10:49 AM To: Mike Freeman <mfreeman@weldgov.com> Cc: Audrey Field - DOLA <audrev.field@state.co.us>; Karin Crandall <crandakk@weldgov.com> Subject: Community Services Block Grant - COVID-19 Response/Contract Updates Caution; This email originated from outside of Weld County Government. Do not click links or open attachments unless you recognize the sender and know the content is safe. Dear Commissioner Freeman, Weld County Department of Human Services is an Eligible Entity for the Community Services Block Grant (CSBG), the federal anti -poverty block grant program. CSBG strategies are always determined locally, based on community needs and resources and with all of the drastic changes that have taken place over the past few weeks, the Office of Community Services (HHS/ACF), our federal funding office, has emphasized their recommendation, and our ability, to reprogram activities to meet the highest needs. We believe that CSBG's flexibility and responsiveness is especially important now with the impacts our communities are facing. In order to give your agency the flexibility to respond to those highest needs, we are making a few unilateral changes to your contract. Please note that no specific activities or outcomes are being added, these changes simply provide you with the ability to adjust to emerging needs. We will be adding the CSBG-defined Federal Objective of "Other - Emergency Management/Disaster Relief' to your contract, which would cover all responses to the COVID-19 outbreak and related impacts, and eligible expenses to allow your agency to spend CSBG funds in activities that were not originally identified in your agency's Community Action Plan. I've attached an example from the contract template that should help to show the changes. 2 The nature of our unilateral contract change means that if your agency requests funds after the receipt of the executed Option Letter (which will be dispersed through our electronic DocuSign system) you will be agreeing to these new terms. Please feel free to contact us if you have any questions, concerns, or feedback. My number is 720- 601-9539. The staff managing the program in your organization are also listed below, with contact information if you would like to reach out to them as well. Karin Crandall (970) 400-6637 crandakk(c'vco.weld.co.us Best regards, Alex Alex Vercio Grant Administrator leo COLORADO Department of Local Affairs Division of Local Government P 303.864.8431 I C 720.601.9539 I F 303.353.0751 1313 Sherman St., Room 521 Denver, CO 80203 alex.vercio@state.co.us I dola.colorado.gov/dlg Under the Colorado Open Records Act (CORA), all messages sent by or to me on this state-owned e-mail account may be subject to public disclosure. 3 CSBG # EXHIBIT B — SCOPE OF PROJECT (SOP) 1. PURPOSE 1.1. Community Services Block Grant. [Grantee Namel ("Grantee"), itself or through subawards, shall provide assistance or services from the following list of Federal Objective(s) for the Community Services Block Grant (CSBG) program ❑ Employment ❑ Education and Cognitive Development ❑ Income, Infrastructure, and Asset Building Housing Health and Social/Behavioral Development (includes Nutrition) Civic Engagement and Community Involvement Services Supporting Multiple Domains Linkages (e.g. partnerships that support multiple domains) Agency Capacity Building Other (e.g. emergency management/disaster relief) 2. DESCRIPTION OF THE PROJECT(S) AND WORK 2.1. Project Description. The Project consists of providing programs and services to address poverty in Colorado. 2.2. Service Area. The performance of the Work described within this Grant shall be located in [Service Areal. 3. DEFINITIONS All terms not defined in this Exhibit B shall have the meaning given in the main body of the Grant. 3.1. "Administrative Costs" means costs that are incurred for common objectives that benefit multiple programs administered by the grantee organization, or the organization as a whole, and as such are not readily assignable to a particular program funding stream. 3.2. "Direct Costs" means costs that can be specifically identified with delivery of a particular project, service, or activity undertaken by a grantee to achieve an outcome intended by the funding program. . 3.3. "Direct Services" means programs or services provided by the Grantee directly to clients. 3.4. "De minimis" means an alternative method of calculating an indirect rate. It permits any non -Federal entity that has never received a federally negotiated indirect cost rate, except for those non -Federal entities described in Appendix VII to Part 200 -States and Local Government and Indian Tribe Indirect Cost Proposals, paragraph D.l.b, to elect to charge a de minimis rate of 10% of modified total direct costs (MTDC). 3.5. "Indirect Cost Rate" means a device for determining in a reasonable manner the proportion of indirect costs each program should bear. It is the ratio (expressed as a percentage) of the indirect costs to a direct cost base. 4. PROJECT BUDGET 4.1. The State's obligation is limited to the unpaid obligated Grant Funds amount that have not expired. The Grantee may use such Grant Funds for any of the Services specified in this Project Budget up to the maximum amount specified for such activity on this Project Budget: 4.1.1. Initial Award Funding Type Budget Line # FFY (specify expiration date) Amount Page 1 of3 CSBG # Formulaic # FORM — FFY99 (expires 09/30/19) $0 (CS 1909) $0 Discretionary $0 $0 TOTAL 5. PAYMENT, FUNDING AND ELIGIBLE EXPENSES 5.1. The maximum amount payable under this Grant to Grantee by the State for Work performed is limited solely to the amount specified in §7(A) as Total Grant Amount. Grantee agrees to expend Grant Funds by the specified expiration date(s). 5.2. Payment Schedule. Grantee shall submit a request for reimbursement for grantee and all subrecipients, at a minimum, on a quarterly basis. All requests shall be for eligible expenses, as described in §5.5 below, and in accordance with §4 Project Budget, using the State -provided form and accompanied by supporting documentation equal to 100% of reimbursement request. 5.3. Matching/Other Funds. Matching funds are not required for this Grant. 5.4. Indirect Cost Rate. (mark one) U Federally negotiated rate ❑ De minimis (10%) ❑ No Indirect Cost Rate (grantee may cost allocate administrative costs/expenses) 5.5. Eligible Expenses. Expenses eligible for reimbursement under this Grant Award include the following: Direct Personnel Direct Fringe Benefits 04 Direct Operating — Travel and Training Direct Operating — Supplies Direct Operating — Services (does not include subrecipients) Direct Operating — Other Subrecipients Indirect Cost Rate — Federally Negotiated (documentation of rate MUST be provided) Indirect Cost Rate — 10% de minimis rate 6. PERSONNEL 6.1. Replacement. Grantee shall immediately notify the State if any personnel specified in §6 of this Exhibit B cease to serve. If Grantee replaces its named personnel, it shall notify the State in writing of the change, who the replacement is, and the effective date of the change. 6.2. Responsible Administrator. Grantee's performance hereunder shall be under the direct supervision of INSERT RESPONSIBLE ADMINISTRATOR NAME, TITLE (email address), an employee or agent of Grantee, who is hereby designated as the responsible administrator of this Project under this §6. If this person is an agent of the Grantee, such person must have signature authority to bind the Grantee and must provide evidence of such authority. 6.3. Other Personnel. name, title, and email address. 7. ADMINISTRATIVE REQUIREMENTS 7.1. Accounting. Grantee shall maintain properly segregated accounts of Grant Funds and other funds associated with the Project and make those records available to the State upon request. All receipts and expenditures associated with the Project shall be documented in a detailed and specific manner, in accordance with the Project Description and Budget. Page 2 of 3 CSBG # 7.2. Applicant/Participant Privacy. Grantee must establish internal policies to protect the privacy of applicants and participants. Paper records must be secured and access to records limited to appropriate staff Electronic records must also be protected with access limited to appropriate staff 7.3. Fraud. The U.S. Government Accountability Office (GAO) maintains FraudNet, a system for reporting allegations of fraud, waste and abuse under Federal grants and cooperative agreements. To report the possible misuse of Federal funds, the e-mail address is fraudnet@gao.gov, the fax number is 202-512-3086 and the mailing address is GAO, FraudNet, 441 G Street N.W., Washington, D.C. 20548. 7.4. Grant Modification. Any modifications of this Grant shall be in accordance with §18(D) of the Grant Award Letter Terms and Conditions. 7.5. Compliance with CSBG Program Requirements. Grantee agrees to comply with all requirements contained in the Community Services Block Grant Act and any subsequent amendment and/or reauthorization, any and all program requirements mandated by the Federal Awarding Agency and/or the State, and all requirements detailed in Exhibit A. 7.6. Reporting. Grantee shall submit the following reports to DOLA using the State -provided forms. DOLA may withhold payment(s) if such reports are not submitted timely. Milestone/Performance Measure: tilx Quarterly Financial Reports January and October 31, April 31 30, July 31, Semiannual Program Reports January 31 and July 31 Semiannual Desk Review April 30 and October 31 Annual Information Survey (IS) Report February 28 Annual Organizational Standards Submission September 30 Annual Budget Renewal September 30 Monitoring Visit As determined Program Manager by DOLA Triannual 7.7. Monitoring. The State shall monitor this Grant through review of submitted reports, sub -awards, and other documents as necessary or may also conduct on -site monitoring of the Grantee and/or Subrecipient, if applicable, to determine whether performance goals, administrative standards, financial management and other requirements of the CSBG Act and this Grant have been met. 7.8. Subrecipient Monitoring. Grantee shall monitor Subrecipient(s), at least once during the term of this Grant. Documentation of monitoring results must be made available to the State upon request. 7.9. Mileage Reimbursement Protocol. Mileage reimbursements, when allowable, are capped at the per - mile rate approved by the IRS at the time of travel. THE REST OF THIS PAGE INTENTIONALLY LEFT BLANK Page 3 of 3 Hello