HomeMy WebLinkAbout20181953.tiffRESOLUTION
RE: APPROVE ACCEPTANCE OF REVISIONS TO SINGLE ENTRY POINT CONTRACT
FOR LONG-TERM CARE SERVICES 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 Revisions to the Single Entry Point
Contract for Long -Term Care Services between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, on behalf of the Weld County
Department of Human Services, Area Agency on Aging, and the Colorado Department of Health
Care Policy and Financing, commencing upon full execution of signatures, and ending with further
terms and conditions being as stated in said contract revision, and
WHEREAS, after review, the Board deems it advisable to approve and accept said
contract revisions, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Revisions to the Single Entry Point contract for Long -Term Care
Services between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Weld County Department of Human Services,
Area Agency on Aging, and the Colorado Department of Health Care Policy and Financing, be
and hereby is, approved and accepted.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said contract revision.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 20th day of June, A.D., 2018.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dsed*V
Weld County Clerk to the Board
BY:
Deputy Clerk to the B
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Coun
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orney
Date of signature: o7-ai-'8'
Ste e Moreno, Chair
arbara Kirkmeyerkro-Tem
Mike Freeman
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Esther Gesick
From:
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Attachments:
Good afternoon, Karla.
Tobi Vegter
Monday, June 18, 2018 4:54 PM
Karla Ford
CTB; Barb Connolly; Bruce Barker; Esther Gesick; HS Contract Management; Jamie Ulrich;
Judy Griego; Lennie Bottorff
URGENT - PA for Routing (SEP Contract Modification)
061818 AAA SEP Contract Mod (Not in CMS).docx; Contractor Approval of Change
Letter (Weld) (003).pdf
Please see attached PA for a contract modification to the recently signed Single Entry Point (SEP) contract (CMS 1825),
along with the associated Change Letter. The contract, while signed by the Chair, has not been executed by the State. It
will be executed with this change incorporated through the attached Change Letter, due Friday, June 22.
*CTB — Please note for Wednesday's Agenda.
Thank you.
Regards,
Tobi A. Vegter
Contract and Services Coordinator
Organization Support and Development (OSD)
Weld County Department of Human Services
O: (970) 400-6392
F: (970) 353-5215
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.
2018-1953
1
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: June 18, 2018
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE: Area Agency on Aging FY2018-19 Single Entry
Point (SEP) Contract Modification
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval of the Department's Area Agency on Aging (AAA) FY2018-19
Single Entry Point (SEP) Contract Modification. The FY2018-19 Single Entry Point (SEP)
contract, identified by the State as Contract Number 19-110381, is being modified. This contract
was previously submitted to the Board for approval and signature May 30 (CMS ID 1825). The
State is deleting, in its entirety, Exhibit B Statement of Work, Section 2.14, pages 14-15: State of
Colorado Information Technology Requirements to include Cyber Security Policies and Cloud
and Vendor Hosed Solutions. This contract is not yet signed by the State so this modification
will be incorporated into the final contract. To proceed with this modification the State requires
acceptance of this change through signature on the attached Change Letter. A copy of the signed
Change letter is due Friday, June 22, 2018, to execute the new contract by June 30, 2018.
This change has been reviewed by Legal and County IT. All other terms of the contract remain the same.
I do not recommend a Work Session. I recommend approval of these changes and authorize the Chair
to sign the Change Letter.
Sean P. Conway
Julie A. Cozad
Mike Freeman
Approve Schedule
Recommendation Work Session
Barbara Kirkmeyer, Pro-Tern)C-.
Steve Moreno, Chair
Other/Comments:
Pass -Around Memorandum; June 18, 2018 — Not in CMS Page 1
;COLORADO
Department of Health Care
Policy & Financing
Department of Health Care Policy & Financing
1570 Grant Street
Denver, CO 80203
June 15, 2018
Eva Jewell
315 N. 11th Avenue
Greeley, CO 80631
RE: Contract between Weld County Department of Human Services and the
Department of Health Care Policy and Financing, Contract Routing Number 19-
110381.
Dear Eva Jewell:
The Department of Health Care Policy and Financing (Department) is revising the above
referenced Contract. This contract has been signed by your organization, but has not yet been
fully executed by the State. The revised pages are attached and the revisions are also described
below:
1. Exhibit B Statement of Work, Section 2.14, pages 14-15: State of Colorado Information
Technology Requirements to include Cyber Security Policies and Cloud and Vendor
Hosted Solutions shall be deleted in its entirety. Please note that pages 14-30 will be
renumbered.
Please indicate your acceptance of these changes by completing the signature, printed name, and
date in the signature block provided — the signatory should be the same as the signatory of the
contract. Following signature, please email a scanned pdf copy of this signed letter back to
Yasmin Gardner at Yasmin.gardnerAhcpfstate.co.us no later than Friday June 22, 2018. Follow
that up by mailing the original signed copy to:
Department of Health Care Policy and Financing
Purchasing and Contracting Services Section
1570 Grant Street
Denver, CO 80203-1818
ATTN: Ryan Dwyer
The final executed contracts you receive will have these changes incorporated.
Thank you for your prompt attention to this matter. If you have any questions, please feel free to
contact Yasmin Gardner at (303) 866-5150.
Sincerely,
Kim V. Eisen
Purchasing and Contracting Services Section
Attachments
Contract: Approval of Changes Letter
Page 1 of 2
HCPF
If
COLORADO
Department of Health Care
Policy & Financing
Department of Health Care Policy & Financing
1570 Grant Street
Denver, CO 80203
RE: Contract between Weld County Department of Human Services and the
Department of Health Care Policy and Financing, Contract Routing Number 19-
110381.
CHANGES ACCEPTED BY:
Signature (Contractor)
Steve Moreno, Chair, Board of
Weld County Commissioners
Print Name (Contractor)
June 20, 2018
Date
Contract: Approval of Changes Letter
Page 2 of 2
poi/-/9�5
2.1 1.3. The Contractor shall provide all information necessary for the Department to complete
all performance reviews or evaluations, as determined by the Department, upon the
Department's request. The Contractor shall provide this information regardless of
whether the Department decides to work with the Contractor on any aspect of the
performance review or evaluation.
2.11.4. The Department may conduct these performance reviews or evaluations at any point
during the term of the Contract, or after termination of the Contract for any reason.
2.11.5. The Department may make the final results of any performance reviews or evaluations
available to the public, or may publicly post the results of any performance reviews or
evaluations. The Contractor shall be allowed a comment period prior to any results are
posted publicly.
2.12. Renewal Options and Extensions
2.12.1. The Department may, within its sole discretion, choose to not exercise any renewal
option in the Contract for any reason. If the Department chooses to not exercise an
option, it may reprocure the performance of the Work in its sole discretion.
2.12.2. The Parties may amend the Contract to extend beyond five (5) years, in accordance
with the Colorado Procurement Code and its implementing rules, in the event that the
Department determines the extension is necessary to align the Contract with other
Department contracts, to address State or Federal programmatic or policy changes
related to the Contract or to provide sufficient time to transition the Work.
2.12.2.1. In the event that the Contract is extended beyond five (5) years, the annual
maximum compensation for the Contract in any of those additional years shall not
exceed the Contract maximum amount for the prior State Fiscal Year (SFY) plus
the annual percent increase in the Consumer Price Index for All Urban Consumers
(CPI -U) for the Denver -Boulder -Greeley metropolitan area for the calendar year
ending during that prior SFY. If the CPI -U for Denver -Boulder -Greeley is for some
reason not available as specified in this subsection, the increase shall be equal to the
percent increase in the CPI -U (U.S.) for the same period.
2.12.3. The limitation on the annual maximum compensation shall not include increases made
specifically as compensation for additional work added to the Contract.
2.13. Department System Access
2.13.1. In the event that the Contractor requires access to any Department computer system to
complete the Work, the Contractor shall have and maintain all hardware, software, and
interfaces necessary to access the system without requiring any modification to the
Department's system. The Contractor shall follow all Department policies, processes,
and procedures necessary to gain access to the Department's systems.
3. CONTRACTOR PERSONNEL
3.1.1. Personnel General Requirements
3.1.2. Contractor shall provide qualified Key Personnel and Other Personnel as necessary to
perform the Work throughout the term of the Contract.
Exhibit B, Statement of Work Page 14 of 29
3.1.2.1. Contractor shall provide the Department with a final list of Key Personnel assigned
to the Contract and appropriate contact information for those individuals.
3.1.2.1.1. DELIVERABLE: Final list of Key Personnel assigned to the Contract
3.1.2.1.2. DUE: Within five (5) Business Days following the Effective Date
3.1.2.2. The Contractor shall provide the Department with an updated final list of Key
Personnel assigned to the Contract annually.
3.1.2.3. DELIVERABLE: Updated Final list of names of the Key Personnel assigned to the
Contract
3.1.2.4. DUE: Annually, by July 15th of each year
3.1.3. The Contractor's Case Manager(s) and any Case Management Supervisor(s) who
maintains a case management caseload shall perform the majority of their work and
responsibilities on this project in the Region in which the Clients whose cases they
manage reside, unless the Department grants permission otherwise.
3.1.4. The Contractor shall maintain appropriate staffing levels throughout the term of the
Contract.
3.1.5. The Contractor shall ensure that all Key Personnel and Other Personnel have sufficient
training and experience to complete all portions of the Work assigned to them.
3.1.6. If any of Contractor's Key Personnel or Other Personnel are required to have and
maintain any professional licensure or certification issued by any federal, state or local
government agency, then Contractor shall submit copies of such current licenses and
certifications to the Department.
3.1.6.1. DELIVERABLE: All current professional licensure and certification
documentation as specified for Key Personnel or Other Personnel
3.1.6.2. DUE: Within five (5) Business Days of receipt of updated licensure or upon request
by the Department
3.1.7. The Contractor shall conduct background checks on all new applicants considered for
employment to include at a minimum a Colorado Bureau of Investigation check.
Pursuant to C.R.S. 25.5-6-106 on and after January 1, 2019, prior to employment, a
single entry point agency shall submit the name of a person who will be providing
direct care, as defined in section 26-3.1-101 (3.5), to an at -risk adult, as defined in
section 26-3.1-101 (1.5), as well as any other required identifying information, to the
department of human services for a check of the Colorado adult protective services data
system pursuant to section 26-3.1-111, to determine if the person is substantiated in a
case of mistreatment of an at -risk adult.
3.2. Personnel Availability
Exhibit B, Statement of Work Page 15 of 29
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