HomeMy WebLinkAbout20181816.tiffRESOLUTION
RE: APPROVE CONTRACT AMENDMENT #7 FOR NURSE HOME VISITOR PROGRAM
AND AUTHORIZE CHAIR 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 Contract Amendment #7 for the Nurse
Home Visitor Program between the County of Weld, State of Colorado, by and through the Board
of County Commissioners of Weld County, on behalf of the Department of Public Health and
Environment, and the Colorado Department of Human Services, Office of Early Childhood,
commencing on July 1, 2018, and ending June 30, 2019, 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 #7 for the Nurse Home Visitor Program between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Department of Public Health and Environment, and the Colorado
Department of Human Services, Office of Early Childhood, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 11th day of June, A.D., 2018.
ATTEST: W,„„th,,,,
Weld County Clerk to the Board
BY:
Deputy Clerk to the
APP O /ED
ountyttorney
Date of signature: 07/2-49'
BOARD OF COUNTY COMMISSIONERS
WELD
COUNTY, COLORADO
Steve Moreno, Chair
EXCUSED
Barbara Kirkmeyer Pro-Tem
Sean P. Conway
A. Cozad
T
Mike Freeman
CC' t-iLL.7C>
11'DtI°I
2018-1816
H L0050
(p/n116
/D1-/fri
Memorandum
TO: Steve Moreno, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH
Executive Director
Department of Public Health & Environment
DATE: June 6, 2018
SUBJECT: FY18-19 Nurse Home Visitor Program
Contract Amendment #7
For the Board's approval is a FY18-19 Nurse Home Visitor Program (NHVP) continuation Contract
Amendment #7 between the Colorado Department of Human Services, Office of Early Childhood
("CDHS"), and the Board of County Commissioners for the County of Weld, State of Colorado, on
behalf of the Weld County Department of Public Health and Environment ("WCDPHE").
At no cost to the client, specially -trained registered nurses provide home visits to vulnerable low-
income, first-time mothers residing in Weld County beginning in pregnancy and continuing until
the client's child reaches the age of two years. Clients are educated on positive maternal/child
health practices, infant/toddler developmental needs, effective parenting, and maternal
economic self-sufficiency. This evidence -based program has shown multi -generational positive
outcomes that benefit both families and the community as a whole.
With the approval of this continuation contract amendment, WCDPHE will be receiving funding
of $944,079 to cover activities performed beginning July 1, 2018, and ending June 30, 2019.
This Agreement has been reviewed by Assistant County Attorney, Frank Haug, and it meets with
his approval.
This contract was approved for placement on the Board's agenda via pass -around dated May 29,
2018.
I recommend approval of this FY18-19 Nurse Home Visitor Program continuation contract
amendment.
2018-1816
HLco5o
CONTRACT AMENDMENT #7
SIGNATURE AND COVER PAGE
State Agency
Colorado Department of Human Services
Office of Early Childhood
1575 Sherman Street, l' Floor
Denver, CO 80203
Original Contract Number
15 IHA 68641
Contractor
Weld County Department of Public Health and Environment
1555 North 17th Avenue
Greeley, CO 80631
Amendment Contract Number
19 IHIA 109304
Current Contract Maximum Amount
Initial Term
State Fiscal Year 2015 $745,418
Extension Terms
State Fiscal Year 2016 $727,077
State Fiscal Year 2017 $860,027
State Fiscal Year 2018 $911,396
State Fiscal Year 2019 $944,079*
Total for All State Fiscal Years $4,187,997*
Contract Performance Beginning Date
July 1, 2014
Current Contract Expiration Date
June 30, 2019
*An appropriation for NHVP General Accounting
Encumbrance (GAE) is hereby added to this contract. The
maximum payable for GAE is subject to appropriated funds,
not to exceed $200,000 which is split among other NHVP
vendors. See Exhibit G: General Accounting Encumbrance
Provision.
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
By: Chair, Weld County Board of County Commissioners
Date: JUN 11 2018
STATE OF COLORADO
John W. Hickenlooper, Governor
Reggie Bicha
Executive Director
B. Anne Snyder, Director, Office of Early Childhood
Date: 5.-21- 15
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
Clint Woodruff / T,yfS Yoder / Andrea Eurich
Amendment Effective Date: d '- 1q z, 18
Amendment Contract Number: 19 IHIA 109304
Page 1 of 3
oLoa-/f/66)
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 or July 1, 2018, whichever is later and shall
terminate on the termination of the Contract.
4. PURPOSE
The Parties entered into the Contract for/to 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 extends
the contract term for FY19, increases funds for services to be provided in FY19, adds Exhibit G,
and amends Exhibits B, and C.
5. MODIFICATIONS
The Contract and all prior amendments thereto, (Original Contract CMS 15 IHA 68641; Option
Letter #1 CMS 15 IHIA 77080; Option Letter #2 CMS 16 IHIA 79371; Amendment #1 CMS 16
IHIA 79372; Amendment #2 CMS 16 [HIA 87817; Amendment #3 CMS 17 IHIA 88727;
Amendment #4 CMS 17 IHIA 99245; Amendment #5 CMS 18 IHIA 98826; Amendment #6
CMS 18 IHIA 107547), are modified as follows:
A. Extend Contract Expiration Date from June 30, 2018 to June 30, 2019
The Contract Initial Contract Expiration Date on the Contract's Signature and Cover Page
is hereby deleted and replaced with the Current Contract Expiration Date shown on the
Signature and Cover Page for this Amendment.
B. Increase Contract Maximum Amount by $944,079 for services in FY19 and increase the
Total for All State Fiscal Years from $3,243,918 to $4,187,997.
i. 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.
Amendment Contract Number: 19 IHIA 109304 Page 2 of 3
ii. An appropriation for NHVP General Accounting Encumbrance (GAE) is hereby
added to this contract. The maximum amount payable from the GAE is subject to
appropriated funds, not to exceed $200,000, which is split among other NHVP
vendors. See Exhibit G: General Accounting Encumbrance Provision.
C. Exhibit B — Budget
Exhibit B — Amendment #7, which is attached and incorporated into this Amendment, is
hereby added to Exhibit B of the Original Contract.
D. Exhibit C — Additional Provisions
Exhibit C — Amendment #7, which is attached and incorporated into this Amendment,
hereby replaces Exhibit C — Amendment #6.
E. Exhibit G — General Accounting Encumbrance Provision
Exhibit G, which is attached and incorporated into this Amendment, is hereby added to the
Original Contract.
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: 19 IHIA 109304 Page 3 of 3
Exhibit B - Amendment #7
COLORADO
Office of Early Childhood
newt marl ri kumar. Se ncst
Colorado Department of Human Services
Office of Early Childhood
BUDGET WITH JUSTIFICATION FORM
Contractor Name
Weld County Department of Public Health and
Environment
Budget Period
July 1, 2018 June 30, 2019
Project Name
Nurse Home Visitor Program
Counites Served
Weld County
Program Contact Name, Title
Phone
Email
Carrie Hanley, PhD, MPH
Director, Community Health Services
970-400-2316 chanley@co.weld.co.us
Fiscal Contact Name, Title
Phone
Email
Tanya Geiser
Director, Administrative Services
970-400-2122 tgeiser@co.weld.co.us
Funded Caseload
150
Expenditure Categories
Personnel Services - Salaried Employees
FY 2018-2019
Position Title/
Employee Name
Description of Work and Description of Fringe: Medicare at
1.45%; unemployment at 0.09%; workers' compensation at
0.08%; PERA at 13.7%; life/AD&D insurance at 0.33%; health
insurance at 12.14%; accrual -vacation at 4.61%; accrual-
holiday at 4.23%; and accrual -sick at 2.3%. Total fringe
benefits are 38.93%.
Gross or Annual
Salary
Fringe - 38.93%
Percent of Time on
Project
Total Amount
For Project
A. Other
Sources of
Funding
B. Medicaid
Revenue
C. CDHS
Funding
(NHVP)
Nurse Home Visitor 1 - Ariane Rowe -Denning
Delivers home visiting to mothers and families in Weld County.
$76,639
$29,836
100%
$106,475
$0
$0
$106,475
Nurse Home Visitor 2 - Nicole Ness
Delivers home visiting to mothers and families in Weld County.
$59,252
$23,067
100%
$82,319
$0
$0
$82,319
Nurse Home Visitor 3 - Nicole Bondy
Delivers home visiting to mothers and families in Weld County.
$58,815
$22,897
100%
$81,712
$0
$0
$81,712
Nurse Home Visitor 4 - TBD
Delivers home visiting to mothers and families in Weld County.
$58,815
$22,897
100%
$81,712
$0
$0
$81,712
Nurse Home Visitor 5 - TBD
Delivers home visiting to mothers and families in Weld County.
$58,815
$22,897
100%
$81,712
$0
$0
$81,712
Nurse Home Visitor 6 - TBD
Delivers home visiting to mothers and families in Weld County.
$58,815
$22,897
100%
$81,712
$0
$0
$81,712
NHV Interim Supervisor - Amy Antuna
Provides oversight and assistance to home visitors to implement
program within fidelity requirements and assists the new
supervisor.
$78,034
$30,379
10%
$10,841
$0
$0
$10,841
NHV Supervisor - Dana Garvey
Provides oversight and assistance to home visitors to implement
program within fidelity requirements.
$73,847
$28,749
100°c
$102,596
$0
$0
$102,596
Community Health Director - Carrie Hanley
Provides oversight to ensure fidelity and quality of program delivery
and assists the home visitors.
$103,180
$40,168
10°%
$14,335
$0
$0
$14,335
Office Technician 1 Rosie Varela Martinez
Provides assistance in data uploading and general support for the
NHVP, supervisor, and nurse home visitors. Average hourly wage
during funding period is $18.96/hour, average fringe is $7.38/hour
and will work approximately 936 hours.
$39,446
$15,356
.1',
$24,661
$0
$0
$24,661
Office Technician 2 - Mary Saldivar
Provides assistance in data uploading and general support for the
NHVP, supervisor, and nurse home visitors. Average hourly wage
during funding period is $21.37/hour, average fringe is $8.32/hour
and will work annrnYimately 674 hours
$44,447
$17,303
30%
$18,525
$0
$0
$18,525
Office Technician Supervisor Isabelle Vazquez
_uploading.
Provides assistance to office technicians regarding fidelity and data
_
$76,918
529,944
1.'4,
$1,069
$0
$o
$1,069
1. Total Personnel Services (including fringe benefits)
$687,669
$0
$0
$687,669
Page 1 of 3
Exhibit B - Amendment #7
Supplies & Operating Expenses
FY 2018-2019
Item
Description of Item
A. Other
Sources of
Funding
B. Medicaid
Revenue
C. CDHS
Funding
(NHVP)
Office Operating Expenses (i.e. supplies)
Costs cover office supplies such as pens, paper, ink/toner, folders, etc. which are necessary to perform the critical functions of this program.
$0
$0
$2,500
Client Support Materials
Costs include books, educational toys for clients, and items that the team deems necessary for client support.
$0
$0
$8,000
Printing & Publications
Covers costs for hard copies of documents and forms necessary to maintain model fidelity.
$0
$0
$2,000
Postal & Shipping Services
Covers costs for shipping requirements.
$0
$0
$2,500
Communications (cellular, network services)
Costs include 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 hat cnnt capabilities
$0
$0
$4,000
Medical Supplies
Covers costs for medical items purchased for client home visits.
$0
$0
$1,000
Outside Services
Covers costs associated with the calibration and servicing of scales used during home visits.
$0
$0
$500
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
SO
SO
S20,000
2. Total Supplies & Operating Expenses
$0
$0
$40,500
Training and Technical Assistance
FY 2018-2019
Item
Description of Item
Per
Fee
#
Total
A. Other
Sources of
Funding
B. Medicaid
Revenue
C. CDHS
Funding
(NHVP)
NHV Education
Covers the cost for new nurses to be fully trained in the NFP model.
This traininj is required and the cost set by NFP/NSO .
NHV
)41,.808
2
$9,616
$0
$0
$9,616
NFP Education Materials
Covers the cost for nurse educational materials for new NHVs and
Sups. These materials are required and the cost is set by NFP/NSO.
NHV
)t)11 1
2
$1,222
$0
$0
$1,222
Program Support Fee
Covers the fee charged by the Nurse -Family Partnership (NFP)
National Service Office (NSO) to maintain funding, improve nurse
recruitment, provide ongoing training, and expand assistance for
nublic affairs marketing and rnmmuniratinn
Supervisor
?H ;2H
1
$8 328
$0
$0
$8,328
DANCE Education
Covers the cost for the required Dyadic Assessment of Naturalistic
Caregiver -child Experiences (DANCE) training for all nurses (9 -
months after hire date will be within FY 2018). These costs include
the $535 education and $135 first year licensing fees.
NHV
610
5
$3,350
$0
SO
$3,350
DANCE Licensing
Covers the cost of the required DANCE recertification fees which
will enable the home visiting nurses to continue using the DANCE
jaol
NHV
$65
2
$130
$0
$0
$130
Nurse Consultation, 1st Supervisor
Covers the cost for Invest in Kids (IIK) to provide routine
consultation to the supervisor and advocacy for Colorado NFP
nirrcac
Supervisor
$3,685
1
$3,685
$0
$0
$3,685
Professional Development
These funds will be used to cover the costs associated with trainings
to enhance the skills and expertise of nurses in needed areas.
NHV/Supervisor
$600
7
$4,200
$0
$0
$4,200
PIPE Training
Covers the cost for the Partners in Parenting Education (PIPE) 2 -day
comprehensive training. This PIPE training is designed to provide a
foundation for teaching parenting techniques to NFP clients.
Per NHV
$300
3
SQOO
SO
SO
Son
3. Total Training and Technical Assistance
$31,431
$0
$0
$31,431
Rage 2 .;t
Exhibit B - Amendment #7
Equipment (Over $5,000 Per Item)
FY 2018-2019
Name
Description of Item
A. Other
Sources of
Funding
B Medicaid
Revenue
C. CDHS
Funding
(NHVP)
No costs in this category will be reimbursed by CDHS.
$0
SO
SO
4. Total Equipment
$0
$0
$0
Travel
FY 2018-2019
Item
Description of Item
A. Other
Sources of
_ Funding
B.Medicaid
Revenue
C. CDHS
Funding
(NHVP)
Mileage and Training/Travel Expenses
Covers costs for travel to client visits, community outreach, trainings, and state nurse supervisor meetings; as well as travel expenses including
mileage and per diem for training 6 NHVs and 1 NHV supervisor. Per Diem shall be calculated using the CONUS Per Diem
rates for the area of travel. Rates can be found at https://www.colorado.gov/pacific/osc/travel-fiscal-rule in Appendices Al and A2. Any out -of
state travel costs or airfare must be pre -approved by CDHS. Mileage reimbursement shall not exceed the State Mileage Rate of $0.49/mile. Rates
_can be found at https://www.colorado.gov/pacific/osc/travel-fiscal-rule.
SO
$0
S26,480
5. Total Travel
$0
$0
$26,480
Contractors/Consultants (payments to third parties or entities)
FY 2018-2019
Name
Description of Item
A. Other
Sources of
Funding
B. Medicaid
Revenue
C. CDHS
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 their clients ($120 per month for 12 months).
$0
$0
$1,440
6. Total Contractors/Consultants
$0
$0
$1,440
MODIFIED TOTAL DIRECT COSTS (MTDC)
$0
$0
$787,520
Indirect Costs
[not to exceed 10% unless Negotiated Federal Indirect Cost rate or Negotiated State Indirect Cost rate is attached]
FY 2018-2019
Item
Description of Item
A. Other
Sources of
Funding
B. Medicaid
Revenue
C. CDHS
Funding
(NHVP)
State Negotiated Indirect cost rate:19.88%
The CDPHE negotiated indirect cost for WCDPHE is 19.88% of the modified total direct costs
$0
$0
$ I5(),` ),)
Total
Indirect
$0
$0
$156,559
TOTAL
$o
$0
$94,079
Page 3 of 3
Exhibit C — Amendment #7
ADDITIONAL PROVISIONS
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 CDHS OEC 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. Timely Invoicing - Invoices shall be submitted no later than 45 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
CDHS OEC Invoicinga,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.
D. 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.
E. 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.
5. PARTICIPATION
The Contractor representative(s) is required to participate in any Office of Early Childhood sponsored meetings
related to this contract.
Page 1 of 3 Revision Date April 26, 2018
Exhibit C — Amendment #7
6. SUPPLANTING
Payments made to the Contractor under this contract will 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 5% of the total budget. If the adjustments to the direct costs in the current year budget are to exceed
5% 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. Any change to the "Gross of Annual Salary" on the Budget shall be
considered a rate change and shall require a formal amendment. Budget adjustment requests over 5% 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. In addition, all of the below provisions
shall apply to budget flexibility between Weld County Department of Public Health and Environment and the
State:
A. No modifications may be made to the following direct cost budget line items without prior written
approval from the NHVP Program Manager: Electronic Medical Records.
B. No modifications may be made to the following budget lines without prior written approval from the
NHVP Program Manager: NHV Interim Supervisor, NHV Supervisor, Community Health Director,
Office Technician 1, Office Technician 2, and Office Technician Supervisor.
8. RIGHTS IN DATA, DOCUMENTS, AND COMPUTER SOFTWARE
Any software, research, reports, studies, data, photographs, negatives or other documents, drawings, models,
materials, or work product of any type, including drafts, prepared by Contractor in the performance of its
obligations under this Contract shall be the exclusive property of the State, and all Work Product shall be
delivered to the State by Contractor upon completion, by request, or termination hereof. This ownership implies
that OEC has full control of these data, reports and analyses, as well as full access to these data, report and
analyses. Control implies full and complete control as to how any and all data, records, analyses and reports
produced as part of this contract are used. Access implies full and complete access to any and all data, records,
analyses and reports produced as part of this contract. Upon request by OEC at any time and from time to time
and without regard to the default status of the parties under this contract, the contractor and/or its subcontractors
shall promptly deliver to OEC the all existing data, records, analyses and reports in electronic format and in
such hard copy as exists on the date of the request by OEC.
The State's exclusive rights in such work product shall include, but not be limited to, the right to copy, publish,
display, transfer, and prepare derivative works. Contractor shall not use, willingly allow, cause or permit such
work product to be used for any purpose other than the performance of Contractor's obligations hereunder
without the prior written approval of the State.
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 Office of Early Childhood (OEC), the
agency must report in writing the details of the critical incident to the OEC 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
Page 2 of 3 Revision Date April 26, 2018
Exhibit C — Amendment #7
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
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).
All program staff are required to take the online mandatory reporter training on the CDHS Child Welfare
Training System: https://www.coloradocwts.com/mandated-reporter-training.
Page 3 of 3 Revision Date April 26, 2018
EXHIBIT G
GENERAL ACCOUNTING ENCUMBRANCE PROVISION
FUNDS FOR Nurse Home Visitor Program (NHVP):
Payment for Nurse Home Visitor Program (NHVP) General Accounting Encumbrance (GAE) to all
contractors will be made as incurred, in whole or in part, from the total available funds not to exceed
$200,000 for the GAE portion of the NHVP program. It is understood each contractor shall obtain prior
written approval from CDHS prior to incurring any costs related to NHVP GAE funds. It is further
understood and agreed that the maximum amount of funds available state wide for the current fiscal year
will be divided between all of the NHVP contracts. The State shall not be liable for any costs incurred
without obtaining prior approval for the expenditure of NHVP GAE funds.
The NHVP program manager will approve GAE expenditures on a case -by case basis. In order to get
approval the following criteria must be met:
A. Local Implementing Agency must provide a written request detailing the funding requested and why it
is necessary to implement or improve the home visiting program.
B. Only items which are permitted for purchase under the GAE may be purchased. These items include
the following:
NFP training costs- often sites experience staff turnover in a fiscal year, and the GAE may be
used to cover costs of NFP required training that was not included in their FY 18-19 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 can use the GAE for the
training registration and travel expenses for the training. Training costs may include mileage,
hotel accommodations, and per diem for the staff member attending the training. Per Diem shall
be calculated using the CONUS Per Diem rates found at
https://www.colorado.gov/pacific/osc/travel-fiscal-rule in Appendices Al and A2. Mileage shall
not exceed the State mileage rate of $0.49 cents per mile. Any out of state travel costs must be
pre -approved by the NHVP program manager.
iii. Operational items not included in the FY18-19 budget such as cell phones, tablets, and laptops
due to staff turnover.
C. Local Implementing Agency must not have other funding in their contract that could easily be used to
cover the cost of the expenditure without negatively impacting program deliverables.
D. The state intermediary must concur that they believe the expenditure to be necessary to improving the
program.
E. Funding must be available in the GAE.
F. NHVP program manager must approve the expenditure in writing.
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