HomeMy WebLinkAbout20151915.tiffdie
PRIVILEGED AND CONFIDENTIAL
/D /9/f
MEMORANDUM
DATE: June 19, 2018
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE: Fiscal Year 2018-19 Purchase of Service
Agreement Amendments for the Area Agency on
Aging Outreach Services
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 Fiscal Year 2018-19 Purchase of Service
Agreement Amendments for the Area Agency on Aging (AAA) Outreach Services. AAA
wishes to continue to purchase outreach services through Older Americans Act funding. The
vendors noted below were initially brought under contract in FY2015-16 and have been renewed
each year thereafter (FY20 16-17 and FY2017-18). They are being renewed a third term for the
period of July 1, 2018, through June 30, 2019, for the services and amounts noted below.
CMS
ID
Vendor
Service
Description
Rate(s)/Unit
Maximum
Reimbursement
1917
Catholic
Community
the
Denver
Archdiocese
Charities
Services
of
and
for
Services
Hispanic
Adults
Case
for
Older
Management
$33.00/Hour
$40.00/Hour
$160,000.00
1918
Colorado
Legal
Services
Legal
Services
$100.00/Hour
$63,000.00
1919
Commission
ABA
Greeley
Now,
Gopher
LLC
Senior
Program
Nutrition
-
$8,419.00/Month
(Plus
surcharge.)
fuel
$101,028.00
surcharge.)
(Plus
fuel
Transportation
Services
1920
Meals
on Wheels
Purchase
Delivery
and
Meals
$8.00/Meal
$180,000.00
of
1921
North
Health
Range
Behavioral
Peer Counseling
Services
$22.94/Hour
$90,000.00
1922
Senior
Services
Resource
Transportation
Services
$12.55/Ride
(One-way)
$90,000.00
1923
University
Colorado
Services
--
of
Dining
Northern
_
Senior
Program
Nutrition
-
Meals
$6.57/Meal
$2.71/Serving
(Salad
Bar)
N/A
Pass -Around Memorandum; June 19, 2018 --
&64
,(Various)
f e D
x,,30 - !8
Page 1
44? -49A51 -/49/i
//iEj9O1(c
PRIVILEGED AND CONFIDENTIAL
I do not recommend a Work Session. I recommend approval of these amendments and authorize the
Director and Chair to sign.
Sean P. Conway
Julie A. Cozad
Mike Freeman
Barbara Kirkmeyer, Pro -Tern
Steve Moreno, Chair
Approve
Recommendation Work Session
10
Schedule
•
Other/Comments:
Pa e 2
Pass -Around Memorandum; June 19, 2018 --ID (Various) g
PURCHASE SERVICE AGREEMENT
AMENDMENT BETWEEN
THE WELD COUNTY DEPARTMENT OF HUMAN
SERVICES
AND COLORADO LEGAL SERVICES
This Agreement Amendment, made and entered intEAntil
A day o ' �: � 2018, by and between the Board of Weld
County Commissioners, on behalf of the Weld County Department of El f tiara a vices, Area Agency on Aging, lreleinalicr
referred to as the "AAA", and Colorado Legal Services, hereinafter referred to as t "CLS".
WHEREAS the panics entered into an Agreement to purchase Legal Services (the "Original Agreement") identified
by the Weld County Clerk to the Board of County Commissioners as document No. 2015-1915, approved on July I, 2015.
WHEREAS the parties hereby agree to amend the term(s) of the Original Agreement in accordance with the terms of
the Original Agreement and the previous amendment, which are incorporated by reference herein, as well as the terms
provided herein.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows:
• The terms of this agreement will extend from July 1, 2018 through June 30, 2019. This amendment will terminate
immediately in the event of loss of funding.
• This Amendment, together with the Original Agreement and previous amendments, constitutes the entire
understanding between the parties. The following change is hereby made to the agreement documents:
I , The AAA herby agrees to award grant monies in the sum of $63,000,000 ($63,000 Older Americans Act). AAA
will reimburse CLS at $100.00 per hour, CLS agrees to provide a total of 630 units of services for eligible
seniors.
• All other terms and conditions of the Original Agreement remain unchanged.
IN WITNESS W REOF, the par ' . hereto h e 4.
duly executed the Agreement as of the day, month and year first above written
AT r EST •
Wel• ot�nty Clerk to the Bo
COUNTY:
BOARD OF COUNTY COMMISSIONERS
LD CQUNTY COLORDO
Deputy Clerk t� th :. •aid r, .r''_���t��►� _ <Steve Moreno, Chair
WELD COON AREA AGENCY ON AGING
e• t ced
Eva M. Jewell, ivi 0D Head
QNTRACTOR:
Colorado Legal Services
912 8th Avenue
Greeley, CO 80631
1 1
dr (14
l n
pf,
Jofiathan Ash t r, Executive Director
JUL 3 0 2013
ghte
Unira.0- ID 1i cr1
PURCHASE SERVICE AGREEMENT
AMENDMENT BETWEEN
THE WELD COUNTY DEPARTMENT OF HUMAN
SERVICES
AND COLORADO LEGAL SERVICES
This Agreement Amendment made and entered into 0_,day o 2017, by and between the Board of Weld
County Commissioners, on behalf of the Weld County Department of H an ices, Area Agency on Aging, hereinafter
referred to as the "AAA", and Colorado Legal Services, hereinafter referred to as the "CLS".
WHEREAS the parties entered into an Agreement to purchase Legal Services (the "Original Agreement") identified
by the Weld County Clerk to the Board of County Commissioners as document No. 2015-1915, approved on July 1, 2015.
WHEREAS the parties hereby agree to amend the terms) of the Original Agreement in accordance with the terms of
the Original Agreement and the previous amendment which are incorporated by reference herein, as well as the terms
provided herein.
NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows:
• The terms of this agreement will extend through June 30, 2018. This amendment will terminate immediately in the event
of loss of funding.
• This Amendment, together with the Original Agreement and the amendment executed constitutes the entire
understanding between the parties. The following change is hereby made to the agreement documents:
1. The AAA herby agrees to award grant monies in the sum of $63,000 ($63,000 Older Americans Act) for the
period of July 1, 2017 through June 30, 2018. AAA will reimburse CLS at 5100.00 per hour, CLS agrees to
provide a total of 630 units of services for eligible seniors.
• All other terms and conditions of the Original Agreement remain unchanged.
IN WITNESS WHEREOF, the parties hereto have duty executed the Agreement as of the day, month and year first above written
ATTEST: d JetliOgi COUNTY:
Weld County Clerk to the Board BOARD OF COUNTY COMMISSIONERS
WELD CO COLORDO
By
ty Clerk to the Boa
WELD COUNTY DEPARTM
HU AN SEVICES
J d Grlego, r rector
D COUNTY AREA AGEN ON AGING
M. Jewell,
Division Head
L"arv�st arta&
-S-Zot 7
e A. Cozad, Chair JUL
NTRACTOR:
orado Legal Services
28"' Avenue
reeley, CO 80631
athan r. Asher, Executive
2017
rector
SpCan lSB T ) ao�s.II
'7f S/f7 k&oogb
RESOLUTION
RE: APPROVE PURCHASE OF SERVICES AGREEMENT AND AUTHORIZE CHAIR TO
SIGN - COLORADO LEGAL SERVICES
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 a Purchase of Service Agreement
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 Human Services, Area Agency
on Aging, and Colorado Legal Services, commencing upon the full execution of signatures, and
ending June 30, 2016, with further terms and conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, 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 Purchase of Services Agreement 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 Human Services, Area Agency on Aging, and Colorado Legal Services, be, and
hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 1st day of July, A.D., 2015.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:di v• jeliO;4
Weld County Clerk to the Board
Aount torney
Steve Moreno
Date of signature: 7/P`f
0-arbara Kirkmeyer,, Chair
Mike Freeman, Pro-Tem
et: hem g/c�
2015-1915
HR0086
6Y7Httact /D
MEMORANDUM
DATE: June 18, 2015
TO: Board of County Commissioners -- Pass -Around
FR: Judy A. Griego, Director, Human Services
RE:
Purchase of Services Agreements between the Weld County
Department of Human Services' Area Agency on Aging
(AAA) and Various Providers
Please review and indicate if you would like a work session prior to placing these items on the Board's
agenda.
Request Board Approval for Purchase of Services Agreements between the Departments' Area
Agency on Aging (AAA) and Various Providers. AAA desires to purchase outreach services from the
below providers. The term of these agreements begins upon the date of the execution of the agreement
by the County and shall continue through June 30. 2016.
Provider
Service
FY16
l nit Cost
FY16
Contract
FY IS
Current
Unit Cost
FY1S
Current
Contract
Catholic Charities
Northern
Hispanic Outreach
$33.00
$60,000
Expenditure
based
$60,000
Catholic Charities
Northern
Case Management
$40.00
$30,000
New Service
New
Service
Colorado l.egal Services
Legal Services
+$100.00
_
$70.000
Was
provided in-
house
Was
provided
In-house
Eldcrgarden
Adult Day Program
$16.88
$50,000
S15.69
$50.000
Commission Now. 1.1.C
dha The Greeley Gopher
Senior Nutrition Meal
Transport
$7472.00 plus
Fuel surcharge
$100.000
$7.261.00
$100.000
Meals on Wheels
Home Delivered Meals
$6.00
$140.00(1
$5.73
$130.000
North Range Behavioral
I Iealth
Peer Counseling
$21.34
$80.000
S21.33
580,000
Rehabilitation and
Visiting Nurse
Association
Homemaker and Personal
Care
$25.25
$1 15.000
$70,000
$24.74
$115,000
Senior Resource Services
Volunteer Transportation 1
$12.55
$1 1.98
550,000
I do not recommend a Work Session. l recommend approval of these Agreements.
Approve Request
B( 'C :.uenda Work Session
Sean Conway
Steve Moreno
Barbara Kirkmeyer
Mike Freeman
Julie Corad
Pass -Around Memorandum: June I8 2015 Page 1
2015-1915
C Ni Apei lb IUD
PURCHASE OF SERVICE AGREEMENT
THIS AGREEMENT is made and entered into this 1s` day of July, 2015, by and 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,
hereinafter referred to as "AAA" and Colorado Legal Services hereinafter referred to as
"Contractor."
WITNESSETH:
WHEREAS, AAA develops and administers the Area Plan for a comprehensive and coordinated
system of services, and
WHEREAS, AAA serves as the advocate and focal point for older persons with the greatest
economic and social need, and
WHEREAS, Contractor is a private, non-profit organization existing for the purpose of legal
services to residents of Weld County, and
WHEREAS, AAA desires to purchase legal services for low-income seniors from Contractor
NOW THEREFORE, it is mutually agreed:
1. Introduction.
The terms of this Agreement are contained in the terms recited in this document and in
Exhibits B and C, each of which forms an integral part of this Agreement. Exhibits B and C
are specifically incorporated herein by this reference. AAA and Contractor acknowledge
and agree that this Agreement, including specifically Exhibits B and C, define the
performance obligations of Contractor and Contractor's willingness and ability to meet those
requirements.
Exhibit B consists of AAA's Request for Bid (RFB) as set forth in "Bid Package No.
B1500061. The RFB contains all of the specific requirements of AAA.
Exhibit C consists of Contractor's Response to AAA's Request for Bid. The Response
confirms Contractor's obligations under this Agreement.
2. The AAA hereby agrees to award grant monies in the sum of $70,000 through the Older
Americans Act to Contractor.
3. Contractor agrees to provide 700 units of legal services to 200 seniors with a goal of
reaching 40 rural seniors and 40 minority seniors.
4. The AAA agrees to reimburse Contractor for all eligible project costs up to but not
exceeding the sum of $70,000 at a unit rate of $100.00 per unit.
aOis-19i5(i)
5. Contractor agrees to commence services with thirty (30) days after the signing of the
Agreement and assure completion of all services required hereunder by June 30, 2016.
6. Contractor agrees to document and report any project income received as a result of
services provided under the Agreement.
7. Contractor agrees to include the following statement in any written materials (pamphlets,
brochures, announcements, etc.) or in any verbal presentations: Contractor is supported, in
part by funds provided by the Weld County Area Agency on Aging through the Older
Americans Act.
8. Contractor understands that AAA is required to conduct periodic evaluations of the activities
conducted under this Agreement and to monitor on an ongoing basis the performance of
Contractor to insure that the funds made available by the Agreement are expended in
keeping with the purposes for which they were awarded; and Contractor accordingly agrees
to cooperate fully with the AM in the conduct of such evaluation and monitoring, including
the keeping and supplying of such information, and providing access to documents and
records to the AAA for the purpose of audit; and further agrees to do all things necessary to
enable AAA to fulfill its obligation to the State of Colorado and the United States
Government.
9. Any changes, including any increase or decrease in the amount of Contractor's
compensation, and including changes in budget allocations which are mutually agreed upon
by and between the AAA and Contractor, shall be incorporated in written amendments to
this Agreement and in appropriate revisions to the grant proposal.
10. Contractor understands and agrees that the following provisions are part of the official
application and as such become binding upon commencement of the project:
a. This Agreement and the provisions of services hereunder shall be subject to the
laws of Colorado and be in accordance with the policies, procedures, and practices
of the County, the Older Americans Act, the policies and procedures established by
the State Unit on Aging, and the terms and conditions of the project application
approved by AAA.
b. Understands that if there is FederaVState program income unearned at the time the
project is terminated, this amount must be returned to the AAA unless the AAA
otherwise stipulates.
c. Understands that the project's fiscal affairs are subject to audit. If costs are
disallowed, the proportion of Federal/State funds disallowed must be returned to the
MA.
d. Understands that this award is made for the period amounts stated in this
Agreement. This Agreement in no way implies further funding which is contingent
upon the availability of funds and approval of future project applications.
e. Agrees to keep records and make reports on the forms required by the AAA and in
accordance with guidelines issued by the State of Colorado and the Administration
on Aging, specifically,
i. To submit monthly financial and programmatic reports to the AAA by the 10th of
the following month;
U. To submit other reports to the MA as requested;
iii. Maintain a computer system that will be able to manage all required AM
reporting software;
iv. Maintain internet access in order to transfer all required data to the AAA.
f. Agrees to advise the AAA of needed program and financial changes and await
approval from the AAA prior to change implementation.
g. Agrees to have policies and procedures for complaint/appeal tracking, timely
disposition of complaints/appeals and documentation of such processes.
h. Agrees to have a client grievance policy, which will address any alleged infractions
of any federal state or local laws by Contractor against recipients of or applicants for
services.
Agrees to have a policy and procedure for wait lists that meets the requirements set
forth by the AM.
Agrees to provide recipients receiving services the opportunity to contribute to all or
part of the cost of the services received. Each recipient shall be given the
opportunity to determine if they are able to contribute to all or part of the cost of
services. No recipient shall be denied a service because of a failure to contribute to
all or part of the cost of the service. All contributions shall be considered program
income. All contributions shall be used to expand the services for which the
contributions were given.
k. Agrees that local cash or in -kind contributions have not been used to satisfy or
match another federal grant or funds. Supplies, volunteer services, and other in -kind
contributions shall be valued as described under 45 C.F.R. 874.5. All matching
contributions, including cash and in -kind shall be verifiable from agency records.
Agrees to perform background checks of all employees, volunteers or
subcontractors pursuant to C.R.S. 27-1-110 and in accordance with the policy of
AAA and the State Unit on Aging.
11. Performance Measures
a. The Performance Measures Process.
As set forth and defined herein, "Performance Focus" is a performance -based
analysis strategy the Parties shall use in association with the Contractor's
performance hereunder that allows the Parties to better focus on and improve
performance outcomes to obtain maximum benefits from the work of the Contractor
under this Contract. By identifying areas of focus, the Parties shall determine what
aspects of the Contractor's performance hereunder are working and what aspects
of said performance need improvement. By measuring the impact of day-to-day
work of the Contractor hereunder, the Parties will be able to make more informed
collaborative decisions to align the work of the Contractor to affect more positive
performance outcomes and change for the purposes served through this Contract.
b. Performance Measures Reports.
Performance Measures Reports shall reflect relevant report data for the
Performance Measures identified hereunder to be tracked on an ongoing basis
through the Contract Performance Focus process. Performance Measures shall
continue to evolve to meet the objective of measuring key performance outcome
indicators for the work of the Contractor hereunder. Performance Measures may be
changed via a contract amendment.
c. Contract Performance Measures
The Contractor agrees on the following initial Performance Measures
1. Measure: The Contractor shall increase unduplicated consumers served in
comparison to the same month In 2014.
2. Measure: In a consumer satisfaction survey provided by the State Unit on Aging
(SUA) the Contractor shall provide surveys to fifty percent (50%) of registered
consumers within the Contractor's region during the month of February. The
results shall be summarized by the Contractor and submitted to the AAA by May
1. The summarized results shall show the following measures:
I. 80% of responding consumers identify the services received through
OAA/SFSS maintain or improve their independence.
12. Service or Work. Contractor agrees to procure the materials, equipment and/or products
necessary for the Project and agrees to diligently provide all services, labor, personnel and
materials necessary to perform and complete the Project described in Exhibit B which is
attached hereto and incorporated herein by reference. Contractor shall coordinate with the
AAA to perform the services described on attached Exhibits B and C. Contractor shall
faithfully perform the work in accordance with the standards of professional care, skill,
training, diligence and judgment provided by highly competent individuals performing
services of a similar nature to those described in this Agreement. Contractor shall further be
responsible for the timely completion, and acknowledges that a failure to comply with the
standards and requirements of Exhibits B and C within the time limits prescribed by AAA
may result in AAA's decision to withhold payment or to terminate this Agreement. In its sole
discretion, the AAA, by the Director of the Department of Human Services or his or her
designee, may extend the time for the Contractor to complete the service or work, by not
more than thirty (30) days. Such extension shall not increase the compensation to be paid
to the Contractor nor change any other term herein.
13. Term. The term of this Agreement begins upon the date of the execution of this Agreement
by AAA, and shall continue through June 30, 2016. Both of the parties to this Agreement
understand and agree that the laws of the State of Colorado prohibit AAA from entering into
Agreements which bind AAA for periods longer than one year. Therefore, within the thirty
(30) days preceding the anniversary date of this Agreement, AAA shall notify Contractor if it
wishes to renew this Contract.
14. Termination. AM has the right to terminate this Agreement, with or without cause on thirty
(30) days written notice. Furthermore, this Agreement may be terminated at any time
without notice upon a material breach of the terms of the Agreement. However, nothing
herein shall be construed as giving Contractor the right to provide materials (or services)
under this Agreement beyond the time when such materials (or services) become
unsatisfactory to the AAA.
If this Agreement is terminated by AAA, Contractor shall be compensated for, and such
compensation shall be limited to, (1) the sum of the amounts contained in invoices which it
has submitted and which have been approved by the MA; (2) the reasonable value to AAA
of the materials which Contractor provided prior to the date of the termination notice, but
which had not yet been approved for payment; and (3) the cost of any work which the AM
approves in writing which it determines is needed to accomplish an orderly termination of
the work. AAA shall be entitled to the use of all material generated pursuant to this
Agreement upon termination.
Upon termination, AAA shall take possession of all materials, equipment, tools and facilities
owned by AAA which Contractor is using, by whatever method it deems expedient; and,
Contractor shall deliver to AAA all property or other documents it has possession of under
this Agreement, together with all other items, materials and documents which have been
paid for by MA, and these items, materials and documents shall be the property of AM.
Upon termination of this Agreement by AAA, Contractor shall have no claim of any kind
whatsoever against the MA by reason of such termination or by reason of any act
incidental thereto, except for compensation for work satisfactorily performed and/or
materials described herein properly delivered.
15. Extension or Modification. Any amendments or modifications to this agreement shall be in
writing signed by both parties. No additional services or work performed by Contractor shall
be the basis for additional compensation unless and until Contractor has obtained written
authorization and acknowledgement by AAA for such additional services. Accordingly, no
claim that the AAA has been unjustly enriched by any additional services, whether or not
there is in fact any such unjust enrichment, shall be the basis of any increase in the
compensation payable hereunder.
16. Compensation/Contract Amount.
In no event shall County be required to pay Contractor more than the available grant funds
contemplated in this Agreement, nor more than that amount stated in paragraph 1.
Contractor acknowledges no payment in excess of that amount will be made by County
unless a "change order" authorizing such additional payment has been specifically
approved by Weld County, or by formal resolution of the Weld County Board of County
Commissioners, as required pursuant to the Weld County Code.
Contractor shall provide invoices to County on a monthly basis. Monthly supporting
documentation shall match units of services in the data reporting system to the monthly
Invoice. County shall pay all such invoices, unless in dispute, within 30 days of receipt.
County will not withhold any taxes from monies paid to the Contractor hereunder and
Contractor agrees to be solely responsible for the accurate reporting and payment of any
taxes related to payments made pursuant to the terms of this Agreement.
The Parties understand that this Agreement is wholly funded by State and Federal funds,
and the County shall have no obligation to expend any funds not appropriated by the State
for purposes related to this Agreement.
17. Independent Contractor. Contractor agrees that it is an Independent Contractor and that
Contractor's officers, agents or employees will not become employees of AAA, nor entitled
to any employee benefits from AAA as a result of the execution of this Agreement.
Contractor shall perform its duties hereunder as an independent Contractor. Contractor
shall be solely responsible for its acts and those of its agents and employees for all acts
performed pursuant to this Agreement. Contractor, its employees and agents are not
entitled to unemployment insurance or workers' compensation benefits through AAA and
AAA shall not pay for or otherwise provide such coverage for Contractor or any of its agents
or employees. Contractor shall pay when due all applicable employment taxes and income
taxes and local head taxes (if applicable) incurred pursuant to this Agreement. Contractor
shall not have authorization, express or implied, to bind AAA to any agreement, liability or
understanding, except as expressly set forth in this Agreement.
18. Subcontractors. Contractor acknowledges that AAA has entered into this Agreement in
reliance upon the particular reputation and expertise of Contractor. Contractor shall not
enter into any subcontractor agreements for the completion of this Project without AM's
prior written consent, which may be withheld in AAA's sole discretion.
19. Ownership. All work and information obtained by Contractor under this Agreement or
individual work order shall become or remain (as applicable), the property of AAA.
20. Confidentiality. Confidential financial information of Contractor should be transmitted
separately from the main bid submittal, clearly denoting in red on the financial information at
the top the word, "CONFIDENTIAL." However, Contractor is advised that as a public entity,
Weld County must comply with the provisions of C.R.S. 24-72-201, et seq., with regard to
public records, and cannot guarantee the confidentiality of all documents. Contractor agrees
to keep confidential all of AAA's confidential information. Contractor agrees not to sell,
assign, distribute, or disclose any such confidential information to any other person or entity
without seeking written permission from the AM. Contractor agrees to advise its
employees, agents, and consultants, of the confidential and proprietary nature of this
confidential information and of the restrictions imposed by this agreement.
21. Warranty. Contractor warrants that the services performed under this Agreement will be
performed in a manner consistent with the standards governing such services and the
provisions of this Agreement. Contractor further represents and warrants that all services
shall be performed by qualified personnel in a professional and workmanlike manner,
consistent with industry standards, and that all services will conform to applicable
specifications.
22. Acceptance of Services Not a Waiver. In no event shall any action by AM hereunder
constitute or be construed to be a waiver by AAA of any breach of this Agreement or default
which may then exist on the part of Contractor. Acceptance by the AAA of, or payment for,
the services completed under this Agreement shall not be construed as a waiver of any of
the AAA's rights under this Agreement or under the law generally.
23. Insurance and Indemnification.
General Requirements: Contractors/Contract Professionals must secure, at or before the
time of execution of any agreement or commencement of any work, the following insurance
covering all operations, goods or services provided pursuant to this request.
Contractors/Contract Professionals shall keep the required insurance coverage in force at
all times during the term of the Agreement, or any extension thereof, and during any
warranty period.
The insurance coverage's specified in this Agreement are the minimum requirements, and
these requirements do not decrease or limit the liability of Contractor/Contract Professional.
The AM in no way warrants that the minimum limits contained herein are sufficient to
protect the Contractor from liabilities that might arise out of the performance of the work
under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor is not relieved of any liability or other obligations assumed
or pursuant to the Contract by reason of its failure to obtain or maintain insurance in
sufficient amounts, duration, or types. Any modification to these requirements must be
made in writing by Weld County.
The Contractor stipulates that it has met the insurance requirements identified herein. The
Contractor shall be responsible for the professional quality, technical accuracy, and quantity
of all construction services provided, the timely delivery of said services, and the
coordination of all services rendered by the Contractor and shall, without additional
compensation, promptly remedy and correct any errors, omissions, or other deficiencies.
INDEMNITY: The Contractor shall defend, indemnify and hold harmless AAA, its officers,
agents, and employees, from and against injury, loss damage, liability, suits, actions, or
claims of any type or character arising out of the work done in fulfillment of the terms of this
Contract or on account of any act, claim or amount arising or recovered under workers'
compensation law or arising out of the failure of the Contractor to conform to any statutes,
ordinances, regulation, law or court decree. The Contractor shall be fully responsible and
liable for any and all injuries or damage received or sustained by any person, persons, or
property on account of its performance under this Agreement or its failure to comply with the
provisions of the Agreement, or on account of or in consequence of neglect of the
Contractor in its methods or procedures; or in its provisions of the materials required herein,
or from any claims or amounts arising or recovered under the Worker's Compensation Act,
or other law, ordinance, order, or decree. This paragraph shall survive expiration or
termination hereof. It is agreed that the Contractor will be responsible for primary loss
investigation, defense and judgment costs where this contract of indemnity applies. In
consideration of the award of this contract, the Contractor agrees to waive all rights of
subrogation against the AAA its associated and/or affiliated entities, successors, or assigns,
its elected officials, trustees, employees, agents, and volunteers for losses arising from the
work performed by the Contractor for the MA. A failure to comply with this provision shaft
result in AAA's right to immediately terminate this Agreement.
Types of Insurance: The Contractor/Contract Professional shall obtain, and maintain at
all times during the term of any Agreement, insurance in the following kinds and amounts:
Workers' Compensation Insurance as required by state statute, and Employer's Liability
Insurance covering all of the Contractor's Contract Professional's employees acting within
the course and scope of their employment. Policy shall contain a waiver of subrogation
against the AAA. This requirement shall not apply when a Contractor or subcontractor is
exempt under Colorado Workers' Compensation Act., AND when such Contractor or
subcontractor executes the appropriate sole proprietor waiver form.
Commercial General Liability Insurance with the minimum limits as follows:
$1,000,000 each occurrence;
$1,000,000 general aggregate;
$1,000,000 products and completed operations aggregate; and
$50,000 any one fire
Professional Liability: Professional liability insurance with minimum limits of liability of
not less than $1,000,000, unless waived by the State.
Privacy Insurance: If this Contract includes a HIPAA Associates Addendum exhibit,
Contractor shall obtain and maintained during the term of this Contract liability insurance
covering all loss of Protected Health Information data and claims based upon alleged
violations of privacy rights through improper use or disclosure of Protected Health
Information (PHI) with a minimum annual limit of $1,000,000.
Automobile Liability: Contractor /Contract Professional shall maintain limits of $1,000,000
for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000
for property damage applicable to all vehicles operating both on AAA property and
elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of
this Contract.
Contractors/Contract Professionals shall secure and deliver to the AAA at or before the
time of execution of this Agreement, and shall keep in force at all times during the term of
the Agreement as the same may be extended as herein provided, a commercial general
liability insurance policy, including public liability and property damage, in form and
company acceptable to and approved by said Administrator, covering all operations
hereunder set forth in the related Bid or Request for Proposal.
Proof of Insurance: AAA reserves the right to require the Contractor/Contract Professional
to provide a certificate of insurance, a policy, or other proof of insurance as required by the
County's Risk Administrator in his sole discretion.
Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability,
liquor liability, and inland marine, Contractor/Contract Professional's insurer shall name
AAA as an additional insured.
Waiver of Subrogation: For all coverages, Contractor/Contract Professional's insurer shall
waive subrogation rights against AAA.
Subcontractors: All subcontractors, subcontractors, independent Contractors, sub -vendors,
suppliers or other entities providing goods or services required by this Agreement shall be
subject to all of the requirements herein and shall procure and maintain the same
coverage's required of Contractor/Contract Professional. Contractor/Contract Professional
shall include all such subcontractors, independent Contractors, sub -vendors suppliers or
other entities as insureds under its policies or shall ensure that all subcontractors maintain
the required coverages. Contractor/Contract Professional agrees to provide proof of
insurance for all such subcontractors, independent Contractors, sub -vendors suppliers or
other entities upon request by the County.
24. Non -Assignment. Contractor may not assign or transfer this Agreement or any interest
therein or claim thereunder, without the prior written approval of MA. Any attempts by
Contractor to assign or transfer its rights hereunder without such prior approval by AAA
shall, at the option of AAA, automatically terminate this Agreement and all rights of
Contractor hereunder. Such consent may be granted or denied at the sole and absolute
discretion of AAA.
25. Examination of Records. To the extent required by law, the Contractor agrees that any
duly authorized representative of AAA, including the Weld County Auditor, shall have
access to and the right to examine and audit any books, documents, papers and records of
Contractor, involving all matters and/or transactions related to this Agreement. The
Contractor agrees to maintain these documents for three years from the date of the last
payment received.
26. Interruptions. Neither party to this Agreement shall be liable to the other for delays in
delivery or failure to deliver or otherwise to perform any obligation under this Agreement,
where such failure is due to any cause beyond its reasonable control, including but not
limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions.
27. Notices. AAA may designate, prior to commencement of work, its project representative
("County Representative") who shall make, within the scope of his or her authority, and all
necessary and proper decisions with reference to the project. All requests for contract
interpretations, change orders, and other clarification or instruction shall be directed to
County Representative. The County Representative for purposes of this Agreement is
hereby identified as, Eva M. Jewell. All notices or other communications (including annual
maintenance made by one party to the other concerning the terms and conditions of this
contract shall be deemed delivered under the following circumstances:
a) personal service by a reputable courier service requiring signature for receipt; or
b) five (5) days following delivery to the United States Postal Service, postage
prepaid addressed to a party at the address set forth in this contract; or
c) electronic transmission via email at the address set forth below, where a receipt
or acknowledgment is required by the sending party; or
d) transmission via facsimile, at the number set forth below, where a receipt or
acknowledgment is required by the sending party.
Either party may change its notice address(es) by written notice to the other.
Notification Information:
Contractor: Colorado Legal Services
Attn.: Debora Wagner, Managing Attorney
Address: 912 8th Avenue
Address: Greeley, CO 80631
E-mail: dwagner@colegalserv.org
Weld County Area Agency on Aging:
Name: Eva Jewell
Position: Weld County Area Agency on Aging Division Head
Address: 315 North 11th Avenue, Building C or PO Box 1805
Address: Greeley, CO 80631
E-mail: ejewell@weldgov.com
Facsimile: (970) 346-3951
28. Compliance with Law. Contractor shall strictly comply with all applicable federal and State
laws, rules and regulations in effect or hereafter established, including without limitation,
laws applicable to discrimination and unfair employment practices.
29. Non -Exclusive Agreement. This Agreement is nonexclusive and AAA may engage or use
other Contractors or persons to perform services of the same or similar nature.
30. Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto
and incorporated herein, contains the entire agreement between the parties with respect to
the subject matter contained in this Agreement. This instrument supersedes all prior
negotiations, representations, and understandings or agreements with respect to the
subject matter contained in this Agreement. This Agreement may be changed or
supplemented only by a written instrument signed by both parties.
31. Fund Availability. Financial obligations of the AAA payable after the current fiscal year are
contingent upon funds for that purpose being appropriated, budgeted and otherwise made
available. Execution of this Agreement by AAA does not create an obligation on the part of
AAA to expend funds not otherwise appropriated in each succeeding year.
32. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24-
50-507. The signatories to this Agreement agree that to their knowledge, no employee of
Weld County has any personal or beneficial interest whatsoever in the service or property
which is the subject matter of this Agreement.
33. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or
unenforceable by a court of competent jurisdiction, this Agreement shall be construed and
enforced without such provision, to the extent that this Agreement is then capable of
execution within the original intent of the parties.
34. Governmental Immunity. No term or condition of this contract shall be construed or
interpreted as a waiver, express or implied, of any of the immunities, rights, benefits,
protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et
seq., as applicable now or hereafter amended.
35. No Third Party Beneficiary. It is expressly understood and agreed that the enforcement of
the terms and conditions of this Agreement, and all rights of action relating to such
enforcement, shall be strictly reserved to the undersigned parties and nothing in this
Agreement shall give or allow any claim or right of action whatsoever by any other person
not included in this Agreement. It is the express intention of the undersigned parties that
any entity other than the undersigned parties receiving services or benefits under this
Agreement shall be an incidental beneficiary only.
36. Board of County Commissioners of Weld County Approval. This Agreement shall not
be valid until it has been approved by the Board of County Commissioners of Weld County,
Colorado or its designee.
37. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant
thereto, shall be applied in the interpretation, execution, and enforcement of this
Agreement. Any provision included or incorporated herein by reference which conflicts with
said laws, rules and/or regulations shall be null and void. In the event of a legal dispute
between the parties, Contractor agrees that the Weld County District Court shall have
exclusive jurisdiction to resolve said dispute.
38. Public Contracts for Services C.R.S. §8-17.5-101. Contractor certifies, warrants, and
agrees that it does not knowingly employ or contract with an illegal alien who will perform
work under this contract. Contractor will confirm the employment eligibility of all employees
who are newly hired for employment in the United States to perform work under this
Agreement, through participation in the E -Verify program of the State of Colorado program
established pursuant to C.R.S. §8-17.5-102(5)(c). Contractor shall not knowingly employ or
contract with an illegal alien to perform work under this Agreement or enter into a contract
with a subcontractor that fails to certify with Contractor that the subcontractor shall not
knowingly employ or contract with an illegal alien to perform work under this Agreement.
Contractor shall not use E -Verify Program or State of Colorado program procedures to
undertake pre -employment screening or job applicants while this Agreement is being
performed. If Contractor obtains actual knowledge that a subcontractor performing work
under the public contract for services knowingly employs or contracts with an illegal alien
Contractor shall notify the subcontractor and County within three (3) days that Contractor
has actual knowledge that a subcontractor is employing or contracting with an illegal alien
and shall terminate the subcontract if a subcontractor does not stop employing or
contracting with the illegal alien within three (3) days of receiving notice. Contractor shall
not terminate the contract if within three days the subcontractor provides information to
establish that the subcontractor has not knowingly employed or contracted with an illegal
alien. Contractor shall comply with reasonable requests made in the course of an
investigation, undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado Department
of Labor and Employment. If Contractor participates in the State of Colorado program,
Contractor shall, within twenty days after hiring a new employee to perform work under the
contract, affirm that Contractor has examined the legal work status of such employee,
retained file copies of the documents, and not altered or falsified the identification
documents for such employees. Contractor shall deliver to County, a written notarized
affirmation that it has examined the legal work status of such employee, and shall comply
with all of the other requirements of the State of Colorado program. If Contractor fails to
comply with any requirement of this provision or of C.R.S. §8-17.5-101 et seq., County, may
terminate this Agreement for breach, and if so terminated, Contractor shall be liable for
actual and consequential damages.
Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3),
if Contractor receives federal or state funds under the contract, Contractor must confirm that
any individual natural person eighteen (18) years of age or older is lawfully present in the
United States pursuant to C.R.S. § 24-76.5-103(4), if such individual applies for public
benefits provided under the contract. If Contractor operates as a sole proprietor, it hereby
swears or affirms under penalty of perjury that it: (a) is a citizen of the United States or is
otherwise lawfully present in the United States pursuant to federal law, (b) shall produce
one of the forms of identification required by C.R.S. § 24-76.5-101, et seq., and (c) shall
produce one of the forms of identification required by C.R.S. § 24-76.5-103 prior to the
effective date of the contract.
Acknowledgment. AAA and Contractor acknowledge that each has read this Agreement,
understands it and agrees to be bound by its terms. Both parties further agree that this
Agreement, with the attached Exhibits B and C, is the complete and exclusive statement of
agreement between the parties and supersedes all proposals or prior agreements, oral or
written, and any other communications between the parties relating to the subject matter of
this Agreement.
Exhibit A
HIPAA BUSINESS ASSOCIATE ADDENDUM
This Business Associate Addendum ("Addendum") is a part of the Contract dated July 1, 2015
between the Department of Human Services Weld County Area Agency on Aging and Colorado
Legal Services. For purposes of this Addendum, the Weld County Department of Human Services
Area Agency on Aging is referred to as "Covered Entity" or "CE" and Colorado Legal Services is
referred to as "Associate". Unless the context clearly requires a distinction between the Contract
document and this Addendum, all references herein to "the Contract" or "this Contract" include this
Addendum.
RECITALS
A. CE wishes to disclose certain information to Associate pursuant to the terms of the
Contract, some of which may constitute Protected Health Information ("PHI") (defined
below).
B. CE and Associate intend to protect the privacy and provide for the security of PHI
disclosed to Associate pursuant to this Contract in compliance with the Health Insurance
Portability and Accountability Act of 1996, 42 U.S.C. §1320d -1320d-8 ("HIPAA") as
amended by the American Recovery and Reinvestment Act of 2009 ("ARRA")/HITECH Act
(P.L. 111-005), and its implementing regulations promulgated by the U.S. Department of
Health and Human Services, 45 C.F.R. Parts 160, 162 and 164 (the "HIPAA Rules") and
other applicable laws, as amended.
C. As part of the HIPAA Rules, the CE is required to enter into a written contract containing
specific requirements with Associate prior to the disclosure of PHI, as set forth in, but not
limited to, Title 45, Sections 160.103, 164.502(e) and 164.504(e) of the Code of Federal
Regulations ("C.F.R.") and contained in this Addendum.
The parties agree as follows:
1. Definitions
a. Except as otherwise defined herein, capitalized terms in this Addendum shall have the
definitions set forth in the HIPAA Rules at 45 C.F.R. Parts 160, 162 and 164, as
amended. In the event of any conflict between the mandatory provisions of the HIPAA
Rules and the provisions of this Contract, the HIPAA Rules shall control. Where the
provisions of this Contract differ from those mandated by the HIPAA Rules, but are
nonetheless permitted by the HIPAA Rules, the provisions of this Contract shall control.
b. "Protected Health Information" or "PHI" means any information, whether oral or recorded
in any form or medium: (i) that relates to the past, present or future physical or mental
condition of an individual; the provision of health care to an individual; or the past,
present or future payment for the provision of health care to an individual; and (H) that
identifies the individual or with respect to which there is a reasonable basis to believe
the information can be used to identify the individual, and shall have the meaning given
to such term under the HIPAA Rules, including, but not limited to, 45 C.F.R. Section
164.501.
c. "Protected Information" shall mean PHI provided by CE to Associate or created
received, maintained or transmitted by Associate on CE's behalf. To the extent
Associate is a covered entity under HIP AA and creates or obtains its own PHI for
treatment, payment and health care operations, Protected Information under this
Contract does not include any PHI created or obtained by Associate as a covered entity
and Associate shall follow its own policies and procedures for accounting, access and
amendment of Associate's PHI.
d. "Subcontractor" shall mean a third party to whom Associate delegates a function,
activity, or service that Involves CE's Protected Information, in order to carry out the
responsibilities of this Agreement.
2. Obligations of Associate
a. Permitted Uses. Associate shall not use Protected Information except for the
purpose of performing Associate's obligations under this Contract and as permitted
under this Addendum. Further, Associate shall not use Protected Information in any
manner that would constitute a violation of the HIPAA Rules if so used by CE, except
that Associate may use Protected Information: (i) for the proper management and
administration of Associate; (ii) to carry out the legal responsibilities of Associate; or
(Iii) for Data Aggregation purposes for the Health Care Operations of CE. Additional
provisions, if any, governing permitted uses of Protected Information are set forth in
Attachment A to this Addendum. Associate accepts full responsibility for any
penalties incurred as a result of Associate's breach of the HIPAA Rules.
b. Permitted Disclosures. Associate shall not disclose Protected Information in any
manner that would constitute a violation of the HIPAA Rules if disclosed by CE,
except that Associate may disclose Protected Information: (i) in a manner permitted
pursuant to this Contract; (ii) for the proper management and administration of
Associate; (iii) as required by law; (iv) for Data Aggregation purposes for the Health
Care Operations of CE; or (v) to report violations of law to appropriate federal or
state authorities, consistent with 45 C.F.R. Section 164.502(j)(1). To the extent that
Associate discloses Protected Information to a third party Subcontractor, Associate
must obtain, prior to making any such disclosure: (i) reasonable assurances through
execution of a written agreement with such third party that such Protected
Information will be held confidential as provided pursuant to this Addendum and only
disclosed as required by law or for the purposes for which it was disclosed to such
third party; and that such third party will notify Associate within two (2) business days
of any breaches of confidentiality of the Protected Information, to the extent it has
obtained knowledge of such breach. Additional provisions, if any, governing
permitted disclosures of Protected Information are set forth in Attachment A.
c. Appropriate Safeguards. Associate shall implement appropriate safeguards as are
necessary to prevent the use or disclosure of Protected Information other than as
permitted by this Contract. Associate shall comply with the requirements of the
HIPAA Security Rule at 45 C.F.R. Sections 164.308, 164.310, 164.312, and
164.316. Associate shall maintain a comprehensive written information privacy and
security program that includes administrative, technical and physical safeguards
appropriate to the size and complexity of the Associate's operations and the nature
and scope of its activities. Associate shall review, modify, and update documentation
of its safeguards as needed to ensure continued provision of reasonable and
appropriate protection of Protected Information.
d. Reporting of Improper Use or Disclosure. Associate shall report to CE in writing any
use or disclosure of Protected Information other than as provided for by this Contract
within five (5) business days of becoming aware of such use or disclosure.
e. Associate's Agents. If Associate uses one or more Subcontractors or agents to
provide services under the Contract, and such Subcontractors or agents receive or
have access to Protected Information, each Subcontractor or agent shall sign an
agreement with Associate containing the same provisions as this Addendum and
further identifying CE as a third party beneficiary with rights of enforcement and
indemnification from such Subcontractors or agents in the event of any violation of
such Subcontractor or agent agreement. The Agreement between the Associate and
Subcontractor or agent shall ensure that the Subcontractor or agent agrees to at
least the same restrictions and conditions that apply to Associate with respect to
such Protected Information. Associate shall implement and maintain sanctions
against agents and Subcontractors that violate such restrictions and conditions and
shall mitigate the effects of any such violation.
f. Access to Protected Information. If Associate maintains Protected Information
contained within CE's Designated Record Set, Associate shall make Protected
Information maintained by Associate or its agents or Subcontractors in such
Designated Record Sets available to CE for inspection and copying within ten (10)
business days of a request by CE to enable CE to fulfill its obligations to permit
individual access to PHI under the HIPAA Rules, including, but not limited to, 45
C.F.R. Section 164.524. If such Protected Information is maintained by Associate in
an electronic form or format, Associate must make such Protected Information
available to CE in a mutually agreed upon electronic form or format.
g. Amendment of PHI. If Associate maintains Protected Information contained within
CE's Designated Record Set, Associate or its agents or Subcontractors shall make
such Protected Information available to CE for amendment within ten (10) business
days of receipt of a request from CE for an amendment of Protected Information or a
record about an individual contained in a Designated Record Set, and shall
incorporate any such amendment to enable CE to fulfill its obligations with respect to
requests by individuals to amend their PHI under the HIPAA Rules, including, but not
limited to, 45 C.F.R. Section 164.526. If any individual requests an amendment of
Protected Information directly from Associate or its agents or Subcontractors,
Associate must notify CE in writing within five (5) business days of receipt of the
request. Any denial of amendment of Protected Information maintained by Associate
or its agents or Subcontractors shall be the responsibility of CE.
1•
h. Accounting Rights. If Associate maintains Protected Information contained within
CE's Designated Record Set, Associate and its agents or Subcontractors shall make
available to CE within ten (10) business days of notice by CE, the information
required to provide an accounting of disclosures to enable CE to fulfill its obligations
under the HIPAA Rules, including, but not limited to, 45 C.F.R. Section 164.528. In
the event that the request for an accounting is delivered directly to Associate or its
agents or Subcontractors, Associate shall within five (5) business days of the receipt
of the request forward it to CE in writing. It shall be CE's responsibility to prepare and
deliver any such accounting requested. Associate shall not disclose any Protected
Information except as set forth in Section 2(b) of this Addendum.
i. Governmental Access to Records. Associate shall keep records and make its
internal practices, books and records relating to the use and disclosure of Protected
Information available to the Secretary of the U.S. Department of Health and Human
Services (the "Secretary"), in a time and manner designated by the Secretary, for
purposes of determining CE's or Associate's compliance with the HIPAA Rules.
Associate shall provide to CE a copy of any Protected Information that Associate
provides to the Secretary concurrently with providing such Protected Information to
the Secretary when the Secretary is investigating CE. Associate shall cooperate with
the Secretary if the Secretary undertakes an investigation or compliance review of
Associate's policies, procedures or practices to determine whether Associate is
complying with the HIPAA Rules, and permit access by the Secretary during normal
business hours to its facilities, books, records, accounts, and other sources of
information, including Protected Information, that are pertinent to ascertaining
compliance.
Minimum Necessary. Associate (and its agents or subcontractors) shall only request,
use and disclose the minimum amount of Protected Information necessary to
accomplish the purpose of the request, use or disclosure, in accordance with the
Minimum Necessary requirements of the HIPAA Rules including, but not limited to 45
C.F.R. Sections 164.502(b) and 164.514(d).
k. Data Ownership. Associate acknowledges that Associate has no ownership rights
with respect to the Protected Information.
I. Retention of Protected Information. Except upon termination of the Contract as
provided in Section 4(d) of this Addendum, Associate and its Subcontractors or
agents shall retain all Protected Information throughout the term of this Contract and
shall continue to maintain the information required under Section 2(h) of this
Addendum for a period of six (6) years.
m. Associate's Insurance. Associate shall maintain insurance to cover loss of PHI data
and claims based upon alleged violations of privacy rights through improper use or
disclosure of PHI. All such policies shall meet or exceed the minimum insurance
requirements of the Contract (e.g., occurrence basis, combined single dollar limits,
annual aggregate dollar limits, additional insured status and notice of cancellation).
n. Notice of Privacy Practices. Associate shall be responsible for reviewing CE's Notice
of Privacy Practices, available on CE's external website, to determine any
requirements applicable to Associate per this Contract.
o. Notification of Breach. During the term of this Contract, Associate shall notify CE
within two (2) business days of any suspected or actual breach of security, intrusion
or unauthorized use or disclosure of PHI and/or any actual or suspected use or
disclosure of data in violation of any applicable federal or state laws or regulations.
Associate shall not initiate notification to affected individuals per the HIPAA Rules
without prior notification and approval of CE. Information provided to CE shaft include
the identification of each individual whose unsecured PHI has been, or is reasonably
believed to have been accessed, acquired or disclosed during the breach. Associate
shall take (i) prompt corrective action to cure any such deficiencies and (ii) any
action pertaining to such unauthorized disclosure required by applicable federal and
state laws and regulations.
p. Audits. Inspection and Enforcement. Within ten (10) business days of a written
request by CE, Associate and its agents or subcontractors shall allow CE to conduct
a reasonable inspection of the facilities, systems, books, records, agreements,
policies and procedures relating to the use or disclosure of Protected Information
pursuant to this Addendum for the purpose of determining whether Associate has
complied with this Addendum; provided, however, that: (i) Associate and CE shall
mutually agree in advance upon the scope, timing and location of such art
inspection; and (ii) CE shall protect the confidentiality of all confidential and
proprietary information of Associate to which CE has access during the course of
such inspection. The fact that CE inspects, or fails to inspect, or has the right to
inspect, Associate's facilities, systems, books, records, agreements, policies and
procedures does not relieve Associate of its responsibility to comply with this
Addendum, nor does CE's (i) failure to detect or (ii) detection, but failure to notify
Associate or require Associate's remediation of any unsatisfactory practices,
constitute acceptance of such practice or a waiver of CE's enforcement rights under
the Contract.
q. Safeguards During Transmission. Associate shall be responsible for using
appropriate safeguards, including encryption of PHI, to maintain and ensure the
confidentiality, integrity and security of Protected Information transmitted pursuant to
the Contract, in accordance with the standards and requirements of the HIPAA
Rules.
r. Restrictions and Confidential Communications. Within ten (10) business days of
notice by CE of a restriction upon uses or disclosures or request for confidential
communications pursuant to 45 C.F.R. Section 164.522, Associate will restrict the
use or disclosure of an individual's Protected Information. Associate will not respond
directly to an individual's requests to restrict the use or disclosure of Protected
Information or to send all communication of Protected Information to an alternate
address. Associate will refer such requests to the CE so that the CE can coordinate
and prepare a timely response to the requesting individual and provide direction to
Associate.
3. Obligations of CE
a. Safeguards During Transmission. CE shall be responsible for using appropriate
safeguards, including encryption of PHI, to maintain and ensure the confidentiality,
integrity and security of Protected Information transmitted pursuant to the Contract,
in accordance with the standards and requirements of the HIPAA Rules.
b. Notice of Changes. CE maintains a copy of its Notice of Privacy Practices on its
website. CE shall provide Associate with any changes in, or revocation of,
permission to use or disclose Protected Information, to the extent that it may affect
Associate's permitted or required uses or disclosures of PHI. CE shall notify
Associate of any restriction on the use or disclosure of Protected Information that CE
has agreed to in accordance with 45 C.F.R. Section 164.522.
4. Termination.
a. Material Breach. In addition to any other provisions in the Contract regarding breach,
a breach by Associate of any provision of this Addendum, as determined by CE,
shall constitute a material breach of this Contract and shall provide grounds for
immediate termination of this Contract by CE pursuant to the provisions of the
Contract covering termination for cause, if any. If the Contract contains no express
provisions regarding termination for cause, the following terms and conditions shall
apply:
(1) Default. If Associate refuses or fails to timely perform any of the provisions of
this Contract, CE may notify Associate in writing of the non-performance, and
if not promptly corrected within the time specified, CE may terminate this
Contract. Associate shall continue performance of this Contract to the extent
it is not terminated and shall be liable for excess costs incurred in procuring
similar goods or services elsewhere.
(2) Associate's Duties. Notwithstanding termination of this Contract, and subject
to any directions from CE, Associate shall take timely, reasonable and
necessary action to protect and preserve property in the possession of
Associate in which CE has an interest.
(3) Compensation. Payment for completed supplies delivered and accepted by
CE shall be at the Contract price. In the event of a material breach under
paragraph 4a, CE may withhold amounts due Associate as CE deems
necessary to protect CE against loss from third party claims of improper use
or disclosure and to reimburse CE for the excess costs incurred in procuring
similar goods and services elsewhere.
(4) Erroneous Termination for Default. If after such termination it is determined,
for any reason, that Associate was not in default, or that Associate's
action/inaction was excusable, such termination shall be treated as a
termination for convenience, and the rights and obligations of the parties shall
be the same as if this Contract had been terminated for convenience, as
described in this Contract.
b. Reasonable Steps to Cure Breach. If CE knows of a pattern of activity or practice of
Associate that constitutes a material breach or violation of the Associate's
obligations under the provisions of this Addendum or another arrangement and does
not terminate this Contract pursuant to Section 4(a), then CE shall take reasonable
steps to cure such breach or end such violation. If CE's efforts to cure such breach
or end such violation are unsuccessful, CE shall either (i) terminate the Contract, if
feasible or (ii) if termination of this Contract is not feasible, CE shall report
Associate's breach or violation to the Secretary of the department of Health and
Human Services. If Associate knows of a pattern of activity or practice of a
Subcontractor or agent that constitutes a material breach or violation of the
Subcontractor's or agent's obligations under the written agreement between
Associate and the Subcontractor or agent, Associate shall take reasonable steps to
cure such breach or end such violation, if feasible.
c. Judicial or Administrative Proceedings. Either party may terminate the Contract,
effective immediately, if (i) the other party is named as a defendant in a criminal
proceeding for a violation of the HIPAA Rules or other security or privacy laws or (ii)
a finding or stipulation that the other party has violated any standard or requirement
of the HIPAA Rules or other security or privacy laws is made in any administrative or
civil proceeding in which the party has been joined.
d. Effect of Termination.
(1) Except as provided In paragraph (2) of this subsection, upon termination of
this Contract, for any reason, Associate shall return or destroy all Protected
Information that Associate or its agents or Subcontractors still maintain in any
form, and shall retain no copies of such Protected Information. If Associate
elects to destroy the PHI, Associate shall certify in writing to CE that such PHI
has been destroyed.
(2) If Associate believes that returning or destroying the Protected Information is
not feasible, Associate shall promptly provide CE notice of the conditions
making return or destruction infeasible. Associate shall continue to extend the
protections of Sections 2(a), 2(b), 2(c), 2(d) and 2(e) of this Addendum to
such Protected Information, and shall limit further use of such PHI to those
purposes that make the return or destruction of such PHI infeasible.
5. Injunctive Relief. CE shall have the right to injunctive and other equitable and legal relief
against Associate or any of its Subcontractors or agents in the event of any use or
disclosure of Protected Information in violation of this Contract or applicable law.
6. No Waiver of Immunity. No term or condition of this Contract shall be construed or
interpreted as a waiver, express or implied, of any of the immunities, rights, benefits,
protection, or other provisions of the Colorado Governmental Immunity Act, CRS 24-10-
101 et seq. or the Federal Tort Claims Act, 28 U.S.C. 2671 et seq. as applicable, as now in
effect or hereafter amended.
7. Limitation of Liability. Any limitation of Associate's liability in the Contract shall be
inapplicable to the terms and conditions of this Addendum.
8. Disclaimer. CE makes no warranty or representation that compliance by Associate with
this Contractor the HIPAA Rules will be adequate or satisfactory for Associate's own
purposes. Associate is solely responsible for all decisions made by Associate regarding
the safeguarding of PHI.
9. Certification. To the extent that CE determines an examination is necessary in order to
comply with CE's legal obligations pursuant to the HIPAA Rules relating to certification of
its security practices, CE or its authorized agents or contractors, may, at CE's expense,
examine Associate's facilities, systems, procedures and records as may be necessary for
such agents or contractors to certify to CE the extent to which Associate's security
safeguards comply with the HIPAA Rules or this Addendum.
10. Amendment.
a. Amendment to Comply with Law. The parties acknowledge that state and federal laws
relating to data security and privacy are rapidly evolving and that amendment of this
Addendum may be required to provide for procedures to ensure compliance with such
developments. The parties specifically agree to take such action as is necessary to
implement the standards and requirements of the HIPAA Rules and other applicable
laws relating to the confidentiality, integrity, availability and security of PHI. The parties
understand and agree that CE must receive satisfactory written assurance from
Associate that Associate will adequately safeguard all Protected Information and that it
is Associate's responsibility to receive satisfactory written assurances from Associate's
Subcontractors and agents. Upon the request of either party, the other party agrees to
promptly enter into negotiations concerning the terms of an amendment to this
Addendum embodying written assurances consistent with the standards and
requirements of the HIPAA Rules or other applicable laws. CE may terminate this
Contract upon thirty (30) days written notice in the event (i) Associate does not
promptly enter into negotiations to amend this Contract when requested by CE
pursuant to this Section, or (ii) Associate does not enter into an amendment to this
Contract providing assurances regarding the safeguarding of PHI that CE, in its sole
discretion, deems sufficient to satisfy the standards and requirements of the HIPAA
Rules.
b. Amendment of Attachment A. Attachment A may be modified or amended by mutual
agreement of the parties in writing from time to time without formal amendment of this
Addendum.
11. Assistance in Litigation or Administrative Proceedings. Associate shall make itself, and any
Subcontractors, employees or agents assisting Associate in the performance of its
obligations under the Contract, available to CE, at no cost to CE up to a maximum of 30
hours, to testify as witnesses, or otherwise, in the event of litigation or administrative
proceedings being commenced against CE, its directors, officers or employees based
upon a claimed violation of the HIPAA Rules or other laws relating to security and privacy
or PHI, except where Associate or its Subcontractor, employee or agent is a named
adverse party.
12. No Third Part Beneficiaries. Nothing express or implied in this Contract is intended to
confer, nor shall anything herein confer, upon any person other than CE, Associate and
their respective successors or assigns, any rights, remedies, obligations or liabilities
whatsoever.
13. Interpretation and Order of Precedence. The provisions of this Addendum shall prevail
over any provisions in the Contract that may conflict or appear inconsistent with any
provision in this Addendum. Together, the Contract and this Addendum shall be
interpreted as broadly as necessary to implement and comply with the HIPAA Rules. The
parties agree that any ambiguity in this Contract shall be resolved in favor of a meaning
that complies and is consistent with the HIPAA Rules. This Contract supersedes and
replaces any previous separately executed HIPAA addendum between the parties.
14. Survival of Certain Contract Terms. Notwithstanding anything herein to the contrary,
Associate's obligations under Section 4(d) ("Effect of Termination") and Section 12 ("No
Third Party Beneficiaries") shall survive termination of this Contract and shall be
enforceable by CE as provided herein in the event of such failure to perform or comply by
the Associate. This Addendum shall remain in effect during the term of the Contract
including any extensions.
15. Representatives and Notice.
a. Representatives. For the purpose of the Contract, the individuals identified elsewhere
in this Contract shall be the representatives of the respective parties. If no
representatives are identified in the Contract, the individuals listed below are hereby
designated as the parties' respective representatives for purposes of this Contract.
Either party may from time to time designate in writing new or substitute
representatives.
b. Notices. All required notices shall be in writing and shall be hand delivered or given by
certified or registered mail to the representatives at the addresses set forth below.
State/Covered Entity Representative:
Name: Eva Jewell
Title: Division Head
Department
and Division: Weld County Department of Human Services Area Agency on Aging
Address: 315 North 11th Avenue or PO Box 1805
Greeley, Colorado 80631
Contractor/Business Associate Representative:
Name: Debora Wagner
Title: Managing Attorney
Department
and Division: Colorado Legal Services
Address: 912 8th Avenue
Greeley, Colorado 80631
ATTACHMENT A
This Attachment sets forth additional terms to the HIPAA Business Associate Addendum, which
is part of the Contract dated July 1, 2015, between Weld County Department of Human Services
Area Agency on Aging and Colorado Legal Services, ("Contract") and is effective as of July 1,
2015 (the "Attachment Effective Date"). This Attachment may be amended from time to time as
provided in Section 10(b) of the Addendum.
1. Additional Permitted Uses. In addition to those purposes set forth in Section 2(a) of the
Addendum, Associate may use Protected Information as follows:
2. Additional Permitted Disclosures. In addition to those purposes set forth in Section 2(b) of
the Addendum, Associate may disclose Protected Information as follows:
3. Subcontractor(s). The parties acknowledge that the following subcontractors or agents of
Associate shall receive Protected Information in the course of assisting Associate in the
performance of its obligations under this Contract:
4. Receipt. Associate's receipt of Protected Information pursuant to this Contract shall be
deemed to occur as follows, and Associate's obligations under the Addendum shall
commence with respect to such PHI upon such receipt: _
5. Additional Restrictions on Use of Data. CE is a Business Associate of certain other Covered
Entities and, pursuant to such obligations of CE, Associate shall comply with the following
restrictions on the use and disclosure of Protected Information:
6. Additional Terms. (This section may include specifications for disclosure format, method of
transmission, use of an intermediary, use of digital signatures or PKI, authentication,
additional security of privacy specifications, de -identification or re -identification of data and
other additional terms.]
IN WITNESS WHEREOF, the parties hereto have signed this Agreement this
JWy ,2015
CONTRACTOR:
Colorado Leal Services
By:
Na
T'tle:
Jonathan D. Asher
Executive Director
Date June 24, 2015
/ 54- day of
WELD C TY'
ATTEST.
Weld County Cler to the
BY:
BOARD OF COUNTY COMMISSIONERS
WELD COUN . 'OLORADO
D-puty Clerk to the B.�5r. ` "�k= /+rbara Kirkmeyer, Chair
APPROVED AS O F NDING
Controller
APPROVED AS�TOO FORM:
Director of General Services
County Attorney
JUL 0 1 2015
APPROVED AS TOSUB 11`NCE:
00i5-,916�
Exhibit B
OLDER AMERICANS ACT GRANT APPLICATION PACKET
For the Period of
July 1, 2015— June 30, 2016
With Conditional Option for Renewal through
June 30, 2019
Weld County Area Agency on Aging
315 C North 11th Ave
P.O. Box 1805
Greeley, Colorado 80632
970-349-6950, extension 6101
February 13, 2015
BI500061
TABLE OF CONTENTS
COUNTY GENERAL BID INFORMATION
BID SIGNATURE (REQUIRED)
I. INTRODUCTION
1. Summary
2. Background
3. Funding Schedule
II. APPLICATION REQUEST CATEGORIES
ACCESS SERVICES
1. Individual Outreach
2. Case Management Services
3. Transportation Services
IN -HOME SERVICES
1. Homemaker and Personal Care
COMMUNITY SERVICES
1. Adult Day Care
2. Counseling
3. Senior Legal Services
3
29
13
15
17
19
21
NUTRITION SERVICES 24
1. Home Delivered Meals
III. NARRATIVE DESCRIPTION OF PROJECT
IV. ATTACHMENT
1. Attachment A fiscal Packet (Excel Spreadsheet is a
separate document
25
28
V. ADDITIONAL REQUIRED INFORMATION 28
B1500061 2
DATE: February 13, 2015
BID NUMBER: B1500061
DESCRIPTION: Older Americans Act Grant Application
DEPARTMENT: Department of Human Services Area Agency on Aging
MANDATORY PRE -BID CONFERENCE DATE: February 19, 2015
BID OPENING DATE: March 13th, 2015
1. NOTICE TO BIDDERS:
The Board of County Commissioners of Weld County, Colorado, by and through its Director of
General Services (collectively referred to herein as, "Weld County"), wishes to purchase the
following:
1.
Access Services
• Outreach to Hispanic
Seniors $60,000
• Case Management
Services $30,000
• Transportation $70,000
2.
in -Home Services
• Homemaker and
Personal Care
$150,000
3.
Community Services
• Adult Day $50,000
• Counseling $80,000
• Senior Legal Services
$70,000
4.
Nutrition Services
• Home Delivered Meals
$130,000
A mandatory pre -bid conference will be held at 1:00 p.m., on February 19, 2015, at the Weld
County Department of Human Services Area Agency on Aging. The County Building is
located at 315 North 11th Ave Building C 3rd Floor North Conference Room in Greeley.
Bidders must participate and record their presence at the pre -bid conference to be allowed to submit
bids.
Bids MI be received at the Office of the Weld County Purchasing Department in the Weld County
Administrative Building, 1150 0 Street Room #107 Greeley CO 80631 until: 200 p.m. cn Mardi 13, 2015
/Weld County Purchasing Time Clockl
PAGES 1 — 8 OF THIS REQUEST FOR BIDS CONTAIN GENERAL INFORMATION FOR THE
REQUEST NUMBER REFERRED TO ABOVE. NOT ALL OF THE INFORMATION CONTAINED
IN PAGES 1.8 MAY BE APPLICABLE FOR EVERY PURCHASE. BID SPECIFICS FOLLOW
PAGE 8.
2. INVITATION TO BID:
Weld County requests bids for the above -listed merchandise, equipment, and/or services.
Said merchandise and/or equipment shall be delivered to the location(s) specified herein
Bids shall include any and all charges for freight, delivery, containers, packaging, less all taxes
and discounts, and shall, in every way, be the total net price which the bidder will expect the Weld
B1500061 3
County to pay if awarded the bid.
You can find bid information on the Weld County Purchasing website at
http://www.co.weld.co.us/Departments/Purchasinq/index.html located under Current Request for
Bids. Weld County Government is a member of the Rocky Mountain E -Purchasing System.
The Rocky Mountain E -Purchasing System (BidNet®) is an on-line notification system that is
being utilized by multiple governmental entities. Participating entities post their bids, quotes,
proposals, addendums, and awards on this one centralized system.
Did Delivery to Weld County — 3 methods:
1. Email. Emailed bids are preferred. Bids may be emailed to:
bids@weldgov.com. Emailed bids must include the following
statement on the email: "I hereby waive my right to a sealed bid". An email
confirmation will be sent when we receive your bid/proposal. If more than one
copy of the bid is requested, you must submit/mail hard copies of the bid
proposal.
2. Facsimile. Bids may be faxed to 970-336-7226 attention "Purchasing". The
vendor must include the following statement on the facsimile: "I hereby waive
my right to a sealed bid. If more than one copy of the bid is requested, you
must submit/mail hard copies of the bid proposal.
3. Mail or Hand Delivery. Mailed (or hand delivered) bids should be sent in a
sealed envelope with the bid title and bid number on it. Please address to:
Weld County Purchasing Department, 1150 O Street, Room #107 Greeley, CO
80631.
Please call Eva Jewell at (970) 346-6950, extension 6101, if
you have any questions.
3. INSTRUCTIONS TO BIDDERS: INTRODUCTORY INFORMATION
Bids shall be typewritten or written in ink on forms prepared by the Weld County
Purchasing Department. Each bid must give the full business address of bidder and be
signed by him with his usual signature. Bids by partnerships must furnish the full
names of all partners and must be signed with the partnership name by one of the
members of the partnership or by an authorized representative, followed by the
signature and title of the person signing. Bids by corporations must be signed with the
legal name of the corporation, followed by the name of the state of the incorporation
and by the signature and title of the president, secretary, or other person authorized to
bind it in the matter. The name of each person signing shall also be typed or printed
below the signature. A bid by a person who affixes to his signature the word
"president," "secretary," "agent," or other title without disclosing his principal, may be
held to be the bid of the individual signing. When requested by the Weld County
Director of General Services, satisfactory evidence of the authority of the officer signing
in behalf of a corporation shall be furnished. A power of attorney must accompany the
signature of anyone not otherwise authorized to bind the Bidder. All corrections or
erasures shall be initialed by the person signing the bid. All bidders shall agree to
comply with all of the conditions, requirements, specifications, and/or instructions of this
bid as stated or implied herein. All designations and prices shall be fully and clearly set
forth. All blank spaces in the bid forms shall be suitably filled in. Bidders are required to
use the Proposal Forms which are included in this package and on the basis indicated
81500061 4
in the Bid Forms. The Bid Proposal must be filled out completely, in detail, and signed by
the Bidder.
Late or unsigned bids shall not be accepted or considered. It is the responsibility of the
bidder to ensure that the bid arrives in the Weld County Purchasing Department on or
prior to the time indicated in Section 1, entitled, "Notice to Bidders." Bids received prior
to the time of opening will be kept unopened in a secure place. No responsibility will
attach to the Weld County Director of General Services for the premature opening of a
bid not properly addressed and identified. Bids may be withdrawn upon written request
to and approval of the Weld County Director of General Services; said request being
received from the withdrawing bidder prior to the time fixed for award. Negligence on
the part of a bidder in preparing the bid confers no right for the withdrawal of the bid after
it has been awarded. Bidders are expected to examine the conditions, specifications,
and all instructions contained herein, failure to do so will be at the bidders' risk.
In accordance with Section 14-9(3) of the Weld County Home Rule Charter, Weld
County will give preference to resident Weld County bidders in all cases where said bids
are competitive in price and quality. It is also understood that Weld County will give
preference to suppliers from the State of Colorado, in accordance with C.R.S. § 30-11-
110 (when it is accepting bids for the purchase of any books, stationery, records,
printing, lithographing or other supplies for any officer of Weld County). Weld County
reserves the right to reject any and all bids, to waive any informality in the bids, to award
the bid to multiple vendors, and to accept the bid that, in the opinion of the Board of
County Commissioners, is to the best interests of Weld County. The bid(s) may be
awarded to more than one vendor.
In submitting the bid, the bidder agrees that the signed bid submitted, all of the
documents of the Request for Bid contained herein (including, but not limited to, product
specifications and scope of services), the successful bidder's response, and the formal
acceptance of the bid by Weld County, together constitutes a contract, with the contract
date being the date of formal acceptance of the bid by Weld County. The County may
require a separate contract, which if required, has been made a part of this RFB.
4. SUCCESSFUL BIDDER HIRING PRACTICES- ILLEGAL ALIENS
Successful bidder certifies, warrants, and agrees that it does not knowingly employ or
contract with an illegal alien who will perform work under this contract. Successful bidder
will confirm the employment eligibility of all employees who are newly hired for
employment in the United States to perform work under this Agreement, through
participation in the E -Verify program or the State of Colorado program established
pursuant to C.R.S. §8-17.5-102(5)(c). Successful bidder shall not knowingly employ or
contract with an illegal alien to perform work under this Agreement or enter into a
contract with a subcontractor that fails to certify with Successful bidder that the
subcontractor shall not knowingly employ or contract with an illegal alien to perform work
under this Agreement. Successful bidder shall not use E -Verify Program or State of
Colorado program procedures to undertake pre -employment screening or job applicants
while this Agreement is being performed. If Successful bidder obtains actual knowledge
that a subcontractor performing work under the public contract for services knowingly
employs or contracts with an illegal alien Successful bidder shall notify the subcontractor
and County within three (3) days that Successful bidder has actual knowledge that a
subcontractor is employing or contracting with an illegal alien and shall terminate the
81500061 5
subcontract if a subcontractor does not stop employing or contracting with the illegal
alien within three (3) days of receiving notice. Successful bidder shall not terminate the
contract if within three days the subcontractor provides information to establish that the
subcontractor has not knowingly employed or contracted with an illegal alien. Successful
bidder shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado Department of Labor
and Employment. If Successful bidder participates in the State of Colorado program,
Successful bidder shall, within twenty days after hiring a new employee to perform work
under the contract, affirm that Successful bidder has examined the legal work status of
such employee, retained file copies of the documents, and not altered or falsified the
identification documents for such employees. Successful bidder shall deliver to County,
a written notarized affirmation that it has examined the legal work status of such
employee, and shall comply with all of the other requirements of the State of Colorado
program. If Successful bidder fails to comply with any requirement of this provision or of
C.R.S. §8-17.5-101 et seq., County, may terminate this Agreement for breach, and if so
terminated, Successful bidder shall be liable for actual and consequential damages.
Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-
103(3), if Successful bidder receives federal or state funds under the contract,
Successful bidder must confirm that any individual natural person eighteen (18) years of
age or older is lawfully present in the United States pursuant to C.R.S. § 24-76.5-103(4),
if such individual applies for public benefits provided under the contract. If Successful
bidder operates as a sole proprietor, it hereby swears or affirms under penalty of perjury
that it: (a) is a citizen of the United States or is otherwise lawfully present in the United
States pursuant to federal law, (b) shall produce one of the forms of identification
required by C.R.S. § 24-76.5-101, et seq., and (c) shall produce one of the forms of
identification required by C.R.S. § 24-76.5-103 prior to the effective date of the contract.
5. GENERAL PROVISIONS
A. Fund Availability: Financial obligations of Weld County payable after the current
fiscal year are contingent upon funds for that purpose being appropriated, budgeted
and otherwise made available. By acceptance of the bid, Weld County does not
warrant that funds will be available to fund the contract beyond the current fiscal
year.
B. Confidential Information: Confidential financial information of the bidder should be
transmitted separately from the main bid submittal, clearly denoting in red on the
financial information at the top the word, "CONFIDENTIAL." However, the
successful bidder is advised that as a public entity, Weld County must comply with
the provisions of C.R.S. 24-72-201, et seq., with regard to public records, and
cannot guarantee the confidentiality of all documents.
C. Governmental Immunity: No term or condition of the contract shall be construed
or interpreted as a waiver, express or implied, of any of the immunities, rights,
benefits, protections or other provisions, of the Colorado Governmental Immunity
Act §§24-10-101 et seq., as applicable now or hereafter amended.
D. Independent Contractor: The successful bidder shall perform its duties hereunder
as an independent contractor and not as an employee. He or she shall be solely
responsible for its acts and those of its agents and employees for all acts performed
81500061 6
pursuant to the contract. Neither the successful bidder nor any agent or employee
thereof shall be deemed to be an agent or employee of Weld County. The
successful bidder and its employees and agents are not entitled to unemployment
insurance or workers' compensation benefits through Weld County and Weld
County shall not pay for or otherwise provide such coverage for the successful
bidder or any of its agents or employees. Unemployment insurance benefits will be
available to the successful bidder and its employees and agents only if such
coverage is made available by the successful bidder or a third party. The
successful bidder shall pay when due all applicable employment taxes and income
taxes and local head taxes (if applicable) incurred pursuant to the contract. The
successful bidder shall not have authorization, express or implied, to bind Weld
County to any agreement, liability or understanding, except as expressly set forth in
the contract. The successful bidder shall have the following responsibilities with
regard to workers' compensation and unemployment compensation insurance
mailers: (a) provide and keep in force workers' compensation and unemployment
compensation insurance in the amounts required by law, and (b) provide proof
thereof when requested to do so by Weld County.
E. Compliance with Law: The successful bidder shall strictly comply with all
applicable federal and state laws, rules and regulations in effect or hereafter
established, including without limitation, laws applicable to discrimination and unfair
employment practices.
F. Choice of Law: Colorado law, and rules and regulations established pursuant
thereto, shall be applied in the interpretation, execution, and enforcement of the
contract. Any provision included or incorporated herein by reference which conflicts
with said laws, rules and/or regulations shall be null and void.
G. No Third Party Beneficiary Enforcement: It is expressly understood and agreed
that the enforcement of the terms and conditions of the contract, and all rights of
action relating to such enforcement, shall be strictly reserved to the undersigned
parties and nothing in the contract shall give or allow any claim or right of action
whatsoever by any other person not included in the contract. It is the express
intention of the undersigned parties that any entity other than the undersigned
parties receiving services or benefits under the contract shall be an incidental
beneficiary only.
H. Attorneys Fees/Legal Costs: In the event of a dispute between Weld County and
the successful bidder, concerning the contract, the parties agree that Weld County
shall not be liable to or responsible for the payment of attorney fees and/or legal
costs incurred by or on behalf of the successful bidder.
I. Disadvantaged Business Enterprises: Weld County assures that disadvantaged
business enterprises will be afforded full opportunity to submit bids in response to
all invitations and will not be discriminated against on the grounds of race, color,
national origin, sex, age, or disability in consideration for an award.
J. Procurement and Performance: The successful bidder agrees to procure the
materials, equipment and/or products necessary for the project and agrees to
diligently provide all services, labor, personnel and materials necessary to perform
and complete the project. The successful bidder shall further be responsible for the
B1500061 7
timely completion, and acknowledges that a failure to comply with the standards
and requirements outlined in the Bid within the time limits prescribed by County may
result in County's decision to withhold payment or to terminate this Agreement.
K. Term: The term of this Agreement begins upon the date of the execution of this
Agreement by County, and shall continue through and until successful bidder's
completion of the responsibilities described in the Bid.
L. Termination: County has the right to terminate this Agreement, with or without
cause on thirty (30) days written notice. Furthermore, this Agreement may be
terminated at any time without notice upon a material breach of the terms of the
Agreement.
M. Extension or Modification: Any amendments or modifications to this agreement
shall be in writing signed by both parties. No additional services or work performed
by the successful bidder shall be the basis for additional compensation unless and
until the successful bidder has obtained written authorization and acknowledgement
by County for such additional services. Accordingly, no claim that the County has
been unjustly enriched by any additional services, whether or not there is in fact any
such unjust enrichment, shall be the basis of any increase in the compensation
payable hereunder.
N. Subcontractors: The successful bidder acknowledges that County has entered
into this Agreement in reliance upon the particular reputation and expertise of the
successful bidder. The successful bidder shall not enter into any subcontractor
agreements for the completion of this Project without County's prior written consent,
which may be withheld in County's sole discretion. County shall have the right in its
reasonable discretion to approve all personnel assigned to the subject Project
during the performance of this Agreement and no personnel to whom County has
an objection, in its reasonable discretion, shall be assigned to the Project. The
successful bidder shall require each subcontractor, as approved by County and to
the extent of the Services to be performed by the subcontractor, to be bound to the
successful bidder by the terms of this Agreement, and to assume toward the
successful bidder all the obligations and responsibilities which the successful
bidder, by this Agreement, assumes toward County. County shall have the right (but
not the obligation) to enforce the provisions of this Agreement against any
subcontractor hired by the successful bidder and the successful bidder shall
cooperate in such process. The successful bidder shall be responsible for the acts
and omissions of its agents, employees and subcontractors.
O. Warranty: The successful bidder warrants that services performed under this
Agreement will be performed in a manner consistent with the standards governing
such services and the provisions of this Agreement. The successful bidder further
represents and warrants that all services shall be performed by qualified personnel
in a professional and workmanlike manner, consistent with industry standards, and
that all services will conform to applicable specifications.
The bidder warrants that the goods to be supplied shall be merchantable, of good
quality, and free from defects, whether patent or latent. The goods shall be sufficient
for the purpose intended and conform to the minimum specifications herein. The
successful bidder shall warrant that he has title to the goods supplied and that the
81500061 8
goods are free and clear of all liens, encumbrances, and security interests.
Service Calls in the First One Year Period: The successful bidder shall bear all
costs for mileage, travel time, and service trucks used in the servicing (including
repairs) of any of the goods to be purchased by Weld County, Colorado, pursuant to
this bid for as many service calls as are necessary for the first one (1) year period
after said goods are first supplied to Weld County.
Bidder shall submit with their bids the following information pertaining to the
equipment upon which the bids are submitted:
1. Detailed equipment specifications to include the warranty.
2. Descriptive literature.
P. Non -Assignment: The successful bidder may not assign or transfer this Agreement
or any interest therein or claim thereunder, without the prior written approval of
County. Any attempts by the successful bidder to assign or transfer its rights
hereunder without such prior approval by County shall, at the option of County,
automatically terminate this Agreement and all rights of the successful bidder
hereunder. Such consent may be granted or denied at the sole and absolute
discretion of County.
Q. Interruptions: Neither party to this Agreement shall be liable to the other for delays
in delivery or failure to deliver or otherwise to perform any obligation under this
Agreement, where such failure is due to any cause beyond its reasonable control,
including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or
Governmental actions.
R. Non -Exclusive Agreement: This Agreement is nonexclusive and County may
engage or use other contractors or persons to perform services of the same or
similar nature.
S. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq.
and §24-50-507. The signatories to this Agreement agree that to their knowledge,
no employee of Weld County has any personal or beneficial interest whatsoever in
the service or property which is the subject matter of this Agreement. County has no
interest and shall not acquire any interest direct or indirect, that would in any
manner or degree interfere with the performance of the successful bidder's services
and the successful bidder shall not employ any person having such known interests.
During the term of this Agreement, the successful bidder shall not engage in any in
any business or personal activities or practices or maintain any relationships which
actually conflicts with or in any way appear to conflict with the full performance of its
obligations under this Agreement. Failure by the successful bidder to ensure
compliance with this provision may result, in County's sole discretion, in immediate
termination of this Agreement. No employee of the successful bidder nor any
member of the successful bidder's family shall serve on a County Board, committee
or hold any such position which either by rule, practice or action nominates,
recommends, supervises the successful bidder's operations, or authorizes funding
to the successful bidder.
61500061 9
T. Severability: If any term or condition of this Agreement shall be held to be invalid,
illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall
be construed and enforced without such provision, to the extent that this Agreement
is then capable of execution within the original intent of the parties.
U. Binding Arbitration Prohibited: Weld County does not agree to binding
arbitration by any extra -judicial body or person. Any provision to the contrary in the
contract or incorporated herein by reference shall be null and void.
V. Board of County Commissioners of Weld County Approval: This Agreement
shall not be valid until it has been approved by the Board of County Commissioners
of Weld County, Colorado or its designee.
W. Compensation Amount: Upon the successful bidder's successful completion of
the service, and County's acceptance of the same, County agrees to pay an amount
no greater than the amount of the accepted bid. The successful bidder
acknowledges no payment in excess of that amount will be made by County unless
a "change order" authorizing such additional payment has been specifically
approved by the County's delegated employee, or by formal resolution of the Weld
County Board of County Commissioners, as required pursuant to the Weld County
Code.
X. Taxes: County will not withhold any taxes from monies paid to the successful bidder
hereunder and the successful bidder agrees to be solely responsible for the
accurate reporting and payment of any taxes related to payments made pursuant to
the terms of this Agreement. Contractor shall not be entitled to bill at overtime
and/or double time rates for work done outside of normal business hours unless
specifically authorized in writing by County.
6. INSURANCE REQUIREMENTS
General Requirements: Successful bidders must secure, at or before the time of
execution of any agreement or commencement of any work, the following insurance
covering all operations, goods or services provided pursuant to this request. Successful
bidders shall keep the required insurance coverage in force at all times during the term of
the Agreement, or any extension thereof, and during any warranty period. The required
insurance shall be underwritten by an insurer licensed to do business in Colorado and
rated by A.M. Best Company as "A"VIII or better. Each policy shall contain a valid
provision or endorsement stating "Should any of the above -described policies by canceled
or should any coverage be reduced before the expiration date thereof, the issuing
company shall send written notice to the Weld County Director of General Services by
certified mail, return receipt requested. Such written notice shall be sent thirty (30) days
prior to such cancellation or reduction unless due to non-payment of premiums for which
notice shall be sent ten (10) days prior. If any policy is in excess of a deductible or self -
insured retention, County must be notified by the Successful bidder. Successful bidder
shall be responsible for the payment of any deductible or self -insured retention. County
reserves the right to require Successful bidder to provide a bond, at no cost to County,
in the amount of the deductible or self -insured retention to guarantee payment of claims.
The insurance coverage's specified in this Agreement are the minimum requirements, and
these requirements do not decrease or limit the liability of Successful bidder. The
BI500061 10
County in no way warrants that the minimum limits contained herein are sufficient to
protect the Successful bidder from liabilities that might arise out of the performance of
the work under this Contract by the Successful bidder, its agents, representatives,
employees, or subcontractors. The successful bidder shall assess its own risks and if it
deems appropriate and/or prudent, maintain higher limits and/or broader coverages.
The successful bidder is not relieved of any liability or other obligations assumed or
pursuant to the Contract by reason of its failure to obtain or maintain insurance in
sufficient amounts, duration, or types. The successful bidder shall maintain, at its own
expense, any additional kinds or amounts of insurance that it may deem necessary to
cover its obligations and liabilities under this Agreement. Any modification to these
requirements must be made in writing by Weld County.
The successful bidder stipulates that it has met the insurance requirements identified
herein. The successful bidder shall be responsible for the professional quality, technical
accuracy, and quantity of all materials and services provided, the timely delivery of said
services, and the coordination of all services rendered by the successful bidder and
shall, without additional compensation, promptly remedy and correct any errors,
omissions, or other deficiencies.
INDEMNITY: The successful bidder shall defend, indemnify and hold harmless County,
its officers, agents, and employees, from and against injury, loss damage, liability, suits,
actions, or claims of any type or character arising out of the work done in fulfillment of
the terms of this Contract or on account of any act, claim or amount arising or recovered
under workers' compensation law or arising out of the failure of the successful bidder to
conform to any statutes, ordinances, regulation, law or court decree. The successful
bidder shall be fully responsible and liable for any and all injuries or damage received or
sustained by any person, persons, or property on account of its performance under this
Agreement or its failure to comply with the provisions of the Agreement, or on account of
or in consequence of neglect of The successful bidder in its methods or procedures; or
in its provisions of the materials required herein, or from any claims or amounts arising
or recovered under the Worker's Compensation Act, or other law, ordinance, order, or
decree. This paragraph shall survive expiration or termination hereof It is agreed that
the successful bidder will be responsible for primary loss investigation, defense and
judgment costs where this contract of indemnity applies. In consideration of the award
of this contract, the successful bidder agrees to waive all rights of subrogation against
the County its associated and/or affiliated entities, successors, or assigns, its elected
officials, trustees, employees, agents, and volunteers for losses arising from the work
performed by the successful bidder for the County. A failure to comply with this provision
shall result in County's right to immediately terminate this Agreement.
Types of Insurance: The successful bidder shall obtain, and maintain at all times during
the term of any Agreement, insurance in the following kinds and amounts:
Workers' Compensation Insurance as required by state statute, and Employer's
Liability Insurance covering all of the successful bidder's employees acting within the
course and scope of their employment. Policy shall contain a waiver of subrogation
against the County. This requirement shall not apply when a successful bidder or
subcontractor is exempt under Colorado Workers' Compensation Act., AND when such
successful bidder or subcontractor executes the appropriate sole proprietor waiver form.
Commercial General Liability Insurance for bodily injury, property damage, and liability
assumed under an insured contract, and defense costs, with the minimum limits must be as
follows:
81500061 II
$1,000,000 each occurrence;
$1,000,000 general aggregate;
$1,000,000 products and completed operations aggregate;
$1,000,000 Personal Advertising injury
Automobile Liability: Successful bidder shall maintain limits of $1,000,000 for bodily
injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for
property damage applicable to all vehicles operating both on County property and
elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance
of this Contract.
Successful bidders shall secure and deliver to the County at or before the time of
execution of this Agreement, and shall keep in force at all times during the term of the
Agreement as the same may be extended as herein provided, a commercial general
liability insurance policy, including public liability and property damage, in form and
company acceptable to and approved by said Administrator, covering all operations
hereunder set forth in the Request for Bid.
Proof of Insurance: County reserves the right to require the successful bidder to
provide a certificate of insurance, a policy, or other proof of insurance as
required by the County's Risk Administrator in his sole discretion.
Additional Insureds: For general liability, excess/umbrella liability, pollution legal
liability, liquor liability, and inland marine, Successful bidder's insurer shall name
County as an additional insured.
Waiver of Subrogation: For all coverages, Successful bidder's insurer shall waive
subrogation rights against County.
Subcontractors: All subcontractors, subcontractors, independent contractors, sub -
vendors, suppliers or other entities providing goods or services required by this
Agreement shall be subject to all of the requirements herein and shall procure and
maintain the same coverage's required of Successful bidder. Successful bidder
shall include all such subcontractors, independent contractors, sub -vendors
suppliers or other entities as insureds under its policies or shall ensure that all
subcontractors maintain the required coverages. Successful bidder agrees to
provide proof of insurance for all such subcontractors, independent contractors,
sub -vendors suppliers or other entities upon request by the County.
The terms of this Agreement are contained in the terms recited in this Request for Bid
and in the Response to the Bid each of which forms an integral part of this Agreement.
Those documents are specifically incorporated herein by this reference.
B1500061 12
I. INTRODUCTION
A. SUMMARY
The Weld County Area Agency on Aging (WCAAA) is requesting proposals from any
organization, public or private non-profit and for-profit organizations interested in
receiving a grant funded under the Older Americans Act to provide services described
in this request. Note: Preference will be given to non -profits as is required under the
Older Americans Act. The grant performance period is July 1, 2015 through June 30,
2016. If award recipients perform in a satisfactory manner the Area Agency on Aging
may extend contracts on a yearly basis up to June 30, 2019.
The deadline for receipt of proposals by the WCAAA is 2:00 p.m., March 13,
2015.
Bid Delivery to Weld County- 3 Methods
1. Email- Email bids are preferred. Bids may be emailed to bids@weldqov.com Email
bids must include the following statement on the email "I hereby waive my right to a
seal bid" An email confirmation will be sent when we receive your bid/proposal.
2. Facsimile- Bids may be faxed to 970-336-7226 attention `Purchasing" The vendor
must include the following statement on the facsimile "I hereby waive my right to a seal
bid"
3. Mail or Hand Delivery- Mailed or hand delivered bids should be sent in a sealed
envelope with the bid title and bid number on it. Please address to Weld County
Purchasing Department 1150 O Street, Room #107 Greeley, CO 80631.
All questions about this application packet should be directed to Eva Jewell at
(970)346-6950, extension 6101.
B. BACKGROUND
The Weld County Area Agency on Aging (WCAAA) is mandated by the Older Americans
Act of 1965 (OAA), as amended, to serve as advocates for older persons and to be visible
focal points for accessing the service delivery system within their designated planning and
service areas. Our major responsibility is to foster the development of a comprehensive
and coordinated service system to serve persons age 60 and older who are in need. The
basic mission of Weld County Area Agency on Aging is to help older Americans to remain
independent in their own homes and communities for as long as possible.
The WCAAA and the WCAAA Advisory Board develops planning and funding priorities for
services to adults 60 years of age and older based on the requirements under the Older
Americans Act and the needs within the senior community. Partnerships with other entities
are formed through a formal Purchase of Service Agreements process that will facilitate the
delivery of services to person aged 60 and older in Weld County. It is the intent of WCAAA
to obtain services from organizations that will not only provide quality services through our
grant process but will also actively seek and obtain funds from other public and private
sources to supplement the provisions of services.
B 150006 1 13
C. FUNDING SCHEDULE
2/13/2015 RFP announcements and press releases mailed.
2/19/2015 Pre -Bid Conference will be held at the:
Attendance is required
Weld County Area Agency 315 North 11 Ave Greeley
3rd Floor North conference room
1:00 p.m. - 3:00 p.m.
This meeting is being held to provide applicants the opportunity to ask
questions regarding the request for proposal and budget process.
Additional questions that occur after the 2/19/15 meeting will be
accepted through 2/25/15 and all responses will be posted on the Weld
County website, www.weldgov.com by 2/27/15.
3/13/2015 Proposals must be received by Weld County Purchasing by or before
2:00 p.m. on March 13, 2015
4/09/2015 Recommendations are presented to the Weld County Area Agency on
Aging Advisory Board
4/13/2015 Present vendors to the Weld County Board of Commissioners
4/27/2015 Final approval by the Weld County Board of Commissioners
6/30/2015 Purchase of Services Agreements are approved and effective July 1,
2015
B!500061 14
II. CATEGORIES OF SERVICE IN WHICH APPLICATIONS ARE BEING
REQUESTED
A. Applications are being requested for the following services and anticipated funding
levels. Funding levels are subject to change depending on available funding and
program priorities:
1.
Access Services
• Outreach to Hispanic
Seniors $60,000
• Case Management
Services $30,000
• Transportation $70,000
2.
In -Home Services
• Homemaker and
Personal Care $150,000
3.
Community Services
• Adult Day $50,000
• Counseling $80,000
• Senior Legal Services
$70,000
4.
Nutrition Services
• Home Delivered Meals
$130,000
A separate application must be submitted for each service in which funds are sought.
Applicants must provide services to persons 60 years of age and older, targeting those
individuals in greatest social and economic need with particular attention to low income
minority elderly, Native Americans, persons with Alzheimer's disease and Related
Disorders and rural elders. Services are to be provided through the Older Americans
Act only in cases where other resources are not available.
Applicants must comply with all pertinent and prevailing laws, regulations, and
ordinances of federal, state, and local governments, including but not limited to:
1. The Older Americans Act of 1965, As Amended (Public Law 89-73).
2. Code of Federal Regulations, Title 45 Part 74, "Administration of Grants."
3. Section 504 of the Rehabilitation Act of 1973 (Public Law 93-112,
Nondiscrimination on the Basis of Handicap). Agencies which are not currently
accessible to the handicapped must implement a plan to become accessible by
January 1, 1994.
4. Titles VI and VII of the Civil Rights Act of 1964 (Public Law 88-352, relating to
non-discrimination on the basis of race, color, religion, sex, age, handicap, or
B1500061 15
national origin).
5. Colorado Department of Human Services, State Unit on Aging's Older Americans
Act and Older Coloradan Program Rules (Volume X) and all corresponding
Policies and Procedures.
6. In addition to the required insurance noted on page 10, Vendors and its
applicable subcontractors shall obtain and maintain during the term of this
Contract privacy liability insurance covering all loss of Protected Health
Information data and claims based upon alleged violations of privacy rights
through improper use or disclosure of Protected Health Information with
minimum annual limits as follows.
Contractors with 10 or less clients and/or revenues of $250,000 or
less shall maintain limits on Privacy Liability Insurance of not less
than $50,000.
Contractors with 25 or less clients and/or revenues of $500,000 or
less shall maintain limits on Privacy Liability Insurance of not less
than $100,000.
Contractors with more than 25 clients and/or revenues of more than
$500,000 shall maintain limits on Privacy Liability Insurance of not
less than $1,000,000.
All Older Americans Act grantees are expected to offer information and referral service in
their daily courses of business.
A ten (10) percent local match is required of each funded program. Older Americans Act
funds cannot be utilized to replace funds from other sources. In addition, Older Americans
Act funds cannot be used to duplicate the services which may be funded through Medicaid,
Medicare, Title XX, or other available federal, state, or local sources.
WCAAA may choose not to fund any or all proposals.
Targeting of Services:
Preference and priority in the delivery of services shall be given to older adults with the
greatest social or economic heed with particular attention to low-income minority older
adults and individuals who are frail, homebound by reason of illness or incapacitating
disability or otherwise isolated as defined below:
a. Need caused by non -economic factors which include physical and mental
disabilities, language barriers and cultural , social or geographical (rural) isolation including
that caused by racial or ethnic status which restricts an older adult's ability to perform
normal daily tasks or which threatens such older adult's capacity to live independently.
b. Older adults with limited English proficiency
c. No person applying for or receiving services under the Older Americans Act shall be
discriminated against based on age, gender, religion, race ethnicity, sexual orientation,
political belief or disability.
B1500061 16
ACCESS SERVICES
A. SERVICE DEFINITIONS
Individual Outreach
Individual intervention initiated by a provider to identify at risk older adults and to
encourage use of appropriate needed services and benefits. This category of outreach
includes a range of services designed to identify populations such as minorities, the frail,
low-income adults and rural older adults who are unable to access necessary services
because of lack of knowledge, physical and mental disabilities, language barriers, cultural
differences, discrimination, geographic or social isolation. One contact equals one unit
of service.
Case Management
Case management, as defined by the Older Americans Act, is assistance provided either in
the form of access or care coordination in circumstances where the older person is
experiencing diminished functioning capacities, personal conditions or other characteristics
which require the provision of services by formal services providers or family caregivers.
Activities of case management include such practices as assessing needs, developing
care plans, authorizing and coordination services among providers and providing
follow-up and reassessment as required. One hour equals one unit of service
Transportation
Transportation is defined as travel to or from community services and resources, health
and medical care, shopping or other life sustaining activities. A one-way trip equals one
unit of service.
B. PROJECTS PROPOSED UNDER THIS FUNDING AREA ARE LIMITED TO:
• Outreach Services for Hispanic Seniors
• Case Management Services for At Risk Seniors
• Transportation Services
C. SERVICE REQUIREMENTS
• Outreach Services for Hispanic Seniors
Applicant is expected to identify older adults residing in Weld County, with heavy emphasis
in South County (Platteville and south) who are in need of assistance with service
identification and access.
B1500061 17
A minimum of 75 percent of the unduplicated older adults projected to be served by the
applicant must be newly identified older adults who have not been contacted by the agency
in the past. All older adults who receive one on one outreach assistance must be
documented in the Weld County Area Agency on Aging' data system known as SAMS as a
registered client. All group outreach efforts must be documented in SAMS as educational
outreach.
Applicant must demonstrate capacity to communicate with clients in their principal
language and demonstrate experience working with Hispanic older adults.
Applicant will utilize techniques that empower and encourage independence of older adults
and their support systems rather than fostering long-term dependence on the outreach
agency.
Applicant must coordinate with other community service agencies to ensure that clients
have access to all needed services.
• Case Management Services for At Risk Seniors
Applicant is expected to identify and serve older adults residing in Weld County who are in
need of assistance with service identification, access and support that can be provided
through a case management service model.
The Applicant must provide staff that have a background in human services and shall be
responsible of arranging and monitoring a package of long-term care services for a client.
Case management activities shall include at a minimum, the following:
• Initial screening to determine that each client meets per -established criteria
prior to the conduct of a comprehensive assessment
• A comprehensive assessment identify each client's problems, resources and
needs to determine eligibility
• Appropriate care planning to specify the types and amounts of care that shall
be provided to meet the identified needs of the client
• Service arrangement to implement the plan of care through formal and informal
services
• Ongoing monitoring to assure services are appropriately delivered and to
ensure the quality of those services
• Formalized reassessment conducted as necessary to adjust care plans to the
clients changing needs.
Applicant must have written policies and/or procedures to monitor the development,
implementation and management of case files
Applicant must maintain comprehensive and complete case files
All Applicants must operate in full compliance with all applicable federal, state, and local
fire, health, safety, sanitation and other standards prescribed in law or regulations
Applicant will utilize techniques that empower and encourage independence of older adults
81500061 18
and their support systems rather than fostering long-term dependence on the case
management agency.
Applicant must coordinate with other community service agencies to ensure that clients
have access to all needed services.
Applicant cannot charge clients for any services provided under this grant but the client
must be informed and allowed to give a donation.
• Transportation Services
Applicant is expected to identify and provide rides to Weld County older adults in need of
transportation assistance to critical appointments such as medical appointments, shopping,
banking and other essential life sustain activities. This program must have the ability
evaluate the transportation needs throughout Weld County and have the ability to expand
services throughout Weld County, if resources allow.
Applicant shall operate in full compliance with all applicable federal, state and local fire,
health, safety, sanitation, and other standards prescribed in law or regulations
Applicants shall keep such records and information as necessary to document the services
provided to the client receiving services
All transportation applicants rendering services to clients shall have all licenses, approvals,
or certifications required by federal, state and local law or regulations
All transportation applicants not requiring licensure by the Public Utilities Commission
(PUC) shall ensure that their drivers, vehicle safety, as well as all applicable safety
inspection and maintenance requirements and shall comply with the State's mandated
minimum insurance coverage
Applicant cannot charge clients for any services provided under this grant and the client
must be informed that they are allowed to give a donation for services received.
IN -HOME SERVICES
A. SERVICE DEFINITIONS
Homemaker Services
Homemaking services consist of services such as: housecleaning, laundry, essential
shopping, errands and meal preparation. Homemakers do not require supervision by
medical personnel since the tasks performed are non -medical in nature. One hour equals
one unit of service.
B1500061 19
Personal Care
Personal Care services consist of services such as: bathing, medication reminders,
dressing, general personal grooming, feeding and toileting and must be provided by a
certified personal care provider, under the direction of a medical professional. One hour
equals one unit of service.
B. PROJECTS PROPOSED UNDER THIS FUNDING AREA ARE LIMITED TO:
• Homemaker and Personal Care Services
C. SERVICE REQUIREMENTS
Priority will be given to public or private non-profit certified home health care agencies
(does not exclude for -profits and homemaker/personal care agencies) who have
experience providing services to seniors utilizing a wide variety of third party sources
including Medicare, Medicaid, United Way, Older Americans Act funds and other funding
streams.
Applicants must provide services to clients residing in Weld County and be able to provide
services at least five days per week throughout the contract year. If the applicant is unable
to provide coverage for all of Weld County the Request for Proposal must clearly outline
the parts of the county they would be able to serve and why they are unable to serve the
entire county. The inability to serve the entire county will have an impact on the grant
allocation.
Applicant must perform initial assessments of all new clients within one week of referral
with a shorter response time for emergency referrals. Subsequent follow-up assessments
must be conducted at least every six months. A written assessment instrument approved
by WCAAA shall be used and retained in the client's chart and documented in SAMS, the
WCAAA data system.
Applicant must assure that older persons with the greatest economic or social needs, with
particular attention to low-income minority individuals and individuals who are frail, rural,
homebound or otherwise isolated, are given priority for services.
Applicant must coordinate in -home services with other service providers in the area to be
served, including but not limited to, public health services, adult protective services, home -
delivered meal programs, case management agencies, nutrition programs, and other
programs to insure that a wide range of services are available to meet the client's needs.
Applicant must be certified by the Colorado Department of Health to provide nursing
(RN/LPN nurses and certified nursing assistants), homemaker, and personal care services.
Applicant must ensure ongoing training and supervision is provided to homemakers and
personal care aides. (Minimum 8 hours annually for homemakers and 20 hours for
personal care providers.)
Applicant will assure that all sources of third party reimbursement will be used before Area
Agency on Aging funding is expended.
81500061 20
COMMUNITY SERVICES
A. SERVICE DEFINITIONS
Adult Day Care
Provision of personal care for dependent adults in a supervised, protective; congregate
setting during some portion of a twenty-four hour day. Services offered in conjunction with
adult day care/adult day health typically include social and recreational activities, training,
counseling, meals for adult day care and services such as rehabilitation, medications
assistance and home health aide services for adult day health. One hour equals one unit
of service.
Counseling
To advise and/or enable the older person and/or his/her family to resolve problems or to
relieve temporary stresses encountered by them. Must be done on a one-to-one basis and
may be conducted by paid or volunteer staff. The Peer to Peer counseling model is the
Weld WCAAA's preferred method of service delivery. One hour of counseling equals one
unit of service.
Senior Legal Services
Legal advice, counseling and representation provided to an individual by an attorney or
other person under the supervision of an attorney. One hour of consultation equals one
unit of service.
B. PROJECTS PROPOSED UNDER THIS FUNDING AREA ARE LIMITED TO:
• Adult Day Care
• Counseling (Peer to Peer preferred)
• Senior Legal Services
C. SERVICE REQUIREMENTS
Adult Day Care
a. Eligible service providers shall establish program eligibility criteria which include:
1) Participants require supervision in order to continue living in their own homes;
2) Participants require a substitute caregiver when their regular caregiver is
unavailable; and
3) Participants have limited, or no ability to perform activities of daily living
without assistance.
a. Procedures for comprehensive client assessment shall be established by
the eligible service provider.
b. A service plan shall be developed for individuals served. The plan should
contain:
B1500061 21
1) Statement of client need;
2) Objectives for meeting identified needs;
3) Description of services to be utilized;
4) Treatment orders from a health professional, if necessary.
c. Each program shall maintain client files which include:
1) Client's referral;
2) Comprehensive assessment and subsequent reassessments;
3) Service plan;
4) Progress notes;
5) Notation of all patient medication;
6) Notation of all services provided.
d. The applicant is expected to identify older adults who exhibit the greatest
economic and social need, are not receiving appropriate services through
public and private agencies, and to facilitate their access to existing
services.
Counseling
Eligible service providers shall assure that all individuals (paid staff or volunteer) providing
counseling services are knowledgeable or trained to provide the specific type of counseling
services required by the client.
Applicants are expected to identify older adults who exhibit the greatest economic and
social need, are not receiving appropriate services through public and private agencies,
and to facilitate their access to existing services.
Applicant must coordinate with other community service agencies providing services to
older adults and be able to provide services throughout Weld County.
Applicant must be able to provide services to clients throughout Weld County.
Senior Legal Services
The goal of the Senior Legal Services component is to provide legal information, advice,
counseling, assistance, document preparation and administrative representation by an
attorney, who is a member of the Colorado State Bar to ensure the rights and entitlement of
older persons by providing or securing legal assistance ("Legal Services Provider").
The Weld County Area Agency on Aging Legal Assistance Program for Senior Citizens serves
Weld County adults aged 60 years and above. The program is mandated by The Older
Americans Act to assist those individuals who have the greatest economic and social need,
particularly low-income minority individuals. This mandate also requires that no fees for
services be assessed. However, donations are encouraged.
The Legal Services Provider shall, with the approval of Weld County AAA, set priorities for
the categories of cases for which it will provide legal representation in order to concentrate
on older persons with the greatest economic need. The provider will give preference to
those Senior Clients with no other options, provided needed legal services are within the
service areas delineated herein.
B1500061 22
SCOPE OF LEGAL SERVICES:
To provide legal information, legal interpretation, advice, brief service, document
preparation, counseling, negotiation and administrative representation to Senior Clients by
the Legal Services Provider as follows:
• PUBLIC ASSISTANCE BENEFITS:
Provide legal assistance and advice in applying for and determination of eligibility for
public assistance benefits, including but not limited to Long Term Care Medicaid,
Medicare Savings Plans, Old Age Pension, the Low -Income Energy Assistance program
(LEAP) and Supplement Nutrition Assistance Program (SNAP) . This will include
providing advice and information on specifics of Medicaid Programs and payment of
Long Term care, including Medicaid Qualifications, Medicaid Coverage, Spousal
Protection (Community Spouse Resource Allowance, Monthly Income Protection) and
Medicaid Estate Recovery. Assistance will consist of advice and/or administrative
representation for overpayments, reductions, termination or denial of Public Assistance
Benefits. The Legal Services Provider will provide in person representation before an
administrative tribunal to appeal the reduction, termination or denial of a Senior Client's
long term care Medicaid.
• CONSUMER MATTERS:
Provide legal advice, negotiation and brief service regarding debt collections, breach of
contract, garnishments, utility shut offs and other contract disputes. Services may
consist of assisting Senior Clients in preparing for self -representation, including, but not
limited to, Small Claims Court, objections to garnishments, interrogatories, etc.
• HOUSING ISSUES:
Provide legal advice, negotiation and brief service on matters related to landlord -tenant -
renting and subsidized housing.
• POWERS OF ATTORNEY AND LIVING WILLS:
Provide assistance with document preparation of General Durable Power of Attorney,
Medical Durable Power of Attorney and Living Wills.
SCOPE OF OTHER SERVICES:
• COMMUNITY EDUCATION:
Provide community legal education presentations as requested from Weld County
Senior Centers, Weld County Senior Housing, Long Term Care facilities, on topics of
legal interest to Senior Clients such as preventative measures against consumer fraud,
consumer debt issues, housing issues, advanced directives for healthcare, financial
powers of attorney and related issues.
B1500061 23
• COMMUNITY OUTREACH:
Capacity to reach Senior Clients unable to travel including visits to rural sites in Weld
County communities (e.g., senior centers, senior housing complexes, nutrition sites, etc.)
and to institutionalized, isolated and homebound elderly residents of Weld County as
needed, either by phone, e-mail, on-line resources, or in their homes to provide legal
assistance and meet the needs of Senior Clients. Assistance will include the capacity to
reach minority Senior Client by providing legal assistance in Spanish.
• ADMINISTRATIVE DUTIES:
The Legal Services Provider shall ensure service quality and maintain professional
standards by providing the following:
1. Case management, including establishing a system of filing, record keeping,
system for conflicts checks, docket control, and updating case activities;
2. Provide for the supervision of legal workers by an attorney;
3. Establish a system of review to evaluate the quality of legal work, determine what
pertinent issues have been identified, to assure the timely handling of cases, and
to ensure that clients are involved in establishing case objectives and are kept
informed of developments in the case;
4. Track unduplicated clients on a quarterly basis including units of services, types
of cases and demographics;
5. Document those Senior Clients the Legal Service Provider is unable to represent
and the reason why they cannot be served;
6. Give appropriate resources and referrals;
7. Provide training for legal workers based on responsibilities and skills; and
8. Ensure the confidences of clients are preserved from unauthorized disclosure
NUTRITION SERVICES
A. SERVICE DEFINITION
Home Delivered Meals
Home Delivered Meals is the provision of one hot meal at a client's home. Each meal must
meet a minimum of thirty-three and one-third (33 1/3) of the current daily recommended
dietary allowances as established by the Food and Nutrition Board of the Institute of
Medicine of the Nation Academy of Sciences. One meal equals one unit of service.
B. PROJECTS PROPOSED UNDER THIS FUNDING AREA ARE LIMITED TO:
Home Delivered Meals
B1500061 24
C. SERVICE REQUIREMENTS
Home Delivered Meals
Applicants will demonstrate that they have the ability to provide home delivered meals
efficiently and cost effectively.
Applicants are expected to identify older adults who are 60 years of age and over and
exhibit the greatest economic and social need and who are not receiving appropriate
services through other public and private agencies.
Eligible home -delivered meal service providers shall ensure that the client is homebound.
A person shall be determined to be homebound if he/she is unable to leave home because
of a disabling physical or emotional condition. Depending on the participant's condition,
homebound status shall be re-evaluated on a regular basis, but not less frequently than
once every six months.
Applicant must coordinate with other community service agencies providing services to
older adults to ensure that the home -bound client has access to other needed services not
provided by the home -delivered meals program.
Eligible home -delivered meal service providers shall ensure that procedures are in place to
use the WCAAA standardized assessment form to assess nutritional needs and resources.
Home -delivered meal providers can accept assessments from other service providers as
part of the client referral process. The requirement for an assessment may be waived if the
eligible nutrition program participant is temporarily incapacitated at home. Receipt of
home -delivered meals for more than 30 days requires that the home delivered meals
provider assess the participants status to determine if the individual is homebound.
Applicant will arrange for the availability of meals to home -delivered meal participants
during weather -related emergencies.
PART III: NARRATIVE DESCRIPTION OF PROJECT
(PLEASE ATTACH AS A SEPARATE DOCUMENT)
A. Description of Agency and Related Experience
Provide a brief description of your agency and the experience the agency has with programs
and services for older adults. Include in your description a defense of your agency's
administrative and financial capabilities to manage the program for which you are seeking Weld
County Area Agency on Aging funds.
Statement of Need
Describe the need for the service/program for which funds are being requested. Support with
data, needs assessments and anecdotal information.
B1500061 25
Services to be Provided
Identify and describe the services to be provided. Include an explanation of the system used to
deliver services, including facilities or equipment you will be using. For example, if people will
be coming to your office for services, describe your office facilities.
B. Objectives and Action Steps
List the major objectives and action steps for this specific project. Objectives and action steps
listed should address:
1. Services to be provided
2. Targeting
3. Acquisition of Client Contributions
4. Coordination
5. Project Monitoring and Evaluation
6. Outcome measures
Each objective should be numbered and followed by a number of action steps. Objectives are
clear statements of measurable results that take place. An objective should include a strong
action verb.
Action steps are important tasks that must be completed within a specific time frame. Identify
the date that each action step will be accomplished.
C. Targeting
The Older Americans Act requires that services be targeted to those most socially and
economically in need. Describe your plan for targeting services to socially and economically
disadvantaged older adults. Specifically, address older adults who are frail, homebound,
minorities, and have low income. The plan for targeting must be concrete and measurable,
similar to the format for the objectives and action steps.
Greatest Economic Need: The need resulting from an income level at or below the poverty
levels established by the federal Office of Management and Budget.
Greatest Social Need: The need is caused by factors other than economic. This includes
physical and mental disabilities, language barriers, cultural or social isolation including that
caused by racial or ethnic status that restrict an individual's ability to perform normal daily tasks
or that threaten his or her capacity to live independently. Racial or ethnic status as defined by
the federal government includes Black, Hispanic, American Indian, and Asian Americans.
D. Client Contributions
The Older Americans Act prohibits the charging of fees and the use of means testing. However,
the Older Americans Act requires that each older adult receiving services be provided with the
opportunity to contribute toward the cost of the service. In addition, no older adults can be
BI500061 26
refused service if they are not able to, or choose not to make a contribution.
Describe how client contributions will be solicited for this project. Include issues such as: client
confidentiality, the development of a suggested contribution fee schedule and the cash
management procedure for handling program income.
E. Coordination
Describe and list the agencies you will work with in order for your program to be the most
effective and well known in the community.
F. Project Monitoring, Evaluation and Outcomes
• Describe how progress on project objectives will be monitored.
• Who will be responsible for completing the monthly financial report and quarterly
statistical report? How will these reports be used to assist in monitoring project
progress?
• Describe the system that will be used to elicit feedback from service recipients about
services provided. When will this occur?
• How will you measure the outcomes of your program? Who will monitor and report on
outcome measurements?
Describe the agency's grievance procedure for service recipients and how recipients will be
informed of the availability of this process. Attach the agency's grievance procedure to this
application.
Each nonprofit grantee of Older Americans Act funds is required to assemble an advisory
board or committee to provide input about the project. The committee must meet at least
quarterly and have representation of older adults. Please describe the membership, size,
number of persons age 60 and older, ethnic composition, and functions of the proposed
advisory board or committee.
G. Future Goals and Plans
Identify for the Area Agency on Aging what you believe to be the future for your program. This
could be in terms of physical location, changes in needs of clients and what programs would
need to be implemented to meet those needs, demographic changes that could impact the need
for your project, changes within your parent organization, competition from other sectors,
application of technology that could change the way your program works, and any other
changes that could impact your program.
B1500061 27
PART IV: ATTACHMENT
Attachment A- Fiscal Packet (Separate Excel spreadsheet)
PART V: ADDITIONAL INFORMATION REQUIRED
1. The agency's grievance procedure for service recipients.
2. The agency's most recent audit.
3. The agency's 2015 total budget or projected budget for 2016.
4. A list of the agency's Board of Directors and/or Advisory Board Members.
5. In -Home Services Only
a. Training plan for homemakers, personal care providers and home health
aides workers.
b. Documentation of certification by the Colorado Department of Health.
6. Verification of all required insurance coverage
Before submitting the bid please make sure that you have included
all of requested information (Narrative section, Budget section,
Part V section and the signature page). Remember the bid cannot
be accepted after the deadline.
BI500061 28
SPECIFICATIONS AND/OR SCOPE OF WORK AND PROPOSED PRICING:
The undersigned, by his or her signature, hereby acknowledges and represents that:
1. The bid proposed herein meets all of the conditions, specifications and special provisions set
forth in the request for proposal for Request No. #B1500061.
2. The quotations set forth herein are exclusive of any federal excise taxes and all other state
and local taxes.
3. He or she is authorized to bind the below -named bidder for the amount shown on the
accompanying proposal sheets.
4. The signed bid submitted, all of the documents of the Request for Proposal contained herein
(including, but not limited to, product specifications and scope of services), and the formal
acceptance of the bid by Weld County, together constitutes a contract, with the contract date
being the date of formal acceptance of the bid by Weld County.
5. Weld County reserves the right to reject any and all bids, to waive any informality in the bids,
and to accept the bid that, in the opinion of the Board of County Commissioners, is to the
best interests of Weld County. The bid(s) may be awarded to more than one vendor.
FIRM BY
(Please print)
BUSINESS
ADDRESS DATE
CITY, STATE, ZIP CODE
TELEPHONE NO FAX TAX ID #
SIGNATURE E-MAIL
**THE SUCCESSFUL BIDDER SHALL PROVIDE A W-9 IF NOT ALREADY ON FILE**
WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF
EXEMPTION NUMBER IS #98-03551-0000. YOU DO NOT NEED TO SEND BACK PAGES 1 -12
BI500061 29
Exhibit C
Agency: Colorado Legal Services
Program: Senior Legal Services
PART III: NARRATIVE DESCRIPTION OF PROJECT
A. Description of Agency and Related Experience
Colorado Legal Services (CLS) is a private, non-profit statewide agency that
provides high quality free civil legal assistance to indigent clients and members of other
vulnerable populations throughout the state of Colorado. CLS' mission is to provide
meaningful access to high quality, civil legal services in the pursuit of justice for as
many low-income persons and members of vulnerable populations throughout Colorado
as possible. CLS has ninety years of collective knowledge and experience and employs
approximately 47 attorneys and 33 paralegals staffed in fourteen local offices. The
Greeley office of CLS has been a constant presence in Weld County for forty-five years
and is staffed by three highly trained civil attorneys and an experienced paralegal.
CLS already provides legal services under the Older Americans Act in 8 of the 16
Regions.
Statement of Need
According to the United States Census Bureau, 10.9% of Weld County's
population was age 65 and older in 2013 (the most recent year for which data is
available). In addition, 14.7% of individuals in Weld County lived below the poverty line
during 2009-2013 (the most recent years for which data is available). Both of these
percentages are higher than statewide averages.
Older adults frequently have a number of legal issues, including problems
obtaining or maintaining public benefits, such as Medicaid, Social Security, and Old Age
Pension; difficulty finding and maintaining affordable and accessible housing; dealing
with overreaching creditors; and needing help with estate planning documents, including
medical and financial powers of attorney and advanced health care directives.
Services to be Provided
CLS will provide legal advice, brief services (including document preparation),
representation before courts and administrative agencies, legal information, and legal
referrals, as appropriate, to older clients as follows:
PUBLIC ASSISTANCE BENEFITS
CLS will provide legal assistance and advice in applying for and determination of
eligibility for public assistance benefits, including but not limited to Long Term Care
Medicaid, Medicare Savings Plans, Old Age Pension, the Low -Income Energy
Assistance program (LEAP), and Supplement Nutrition Assistance Program (SNAP) .
This will include providing advice and information on specifics of Medicaid Programs
and payment of Long Term care, including Medicaid Qualifications, Medicaid Coverage,
Spousal Protection (Community Spouse Resource Allowance, Monthly Income
Protection) and Medicaid Estate Recovery. Assistance will consist of advice and/or
administrative representation for overpayments, reductions, termination or denial of
public assistance benefits. CLS will provide in person representation before an
administrative tribunal to appeal the reduction, termination or denial of long term care
Medicaid.
CONSUMER MATTERS
CLS will provide legal advice, negotiation and brief service regarding debt collections,
breach of contract, garnishments, utility shut offs and other contract disputes. Services
may consist of assisting in preparing for self -representation, including, but not limited to,
Small Claims Court, objections to garnishments, and the completion of interrogatories.
HOUSING ISSUES
CLS will provide legal advice, negotiation and brief service on matters related to
landlord -tenant disputes, obtaining and maintaining subsidized housing, and foreclosure
options.
POWERS OF ATTORNEY AND LIVING WILLS
CLS will provide legal advice regarding estate planning options and assistance with
document preparation of General Durable Powers of Attorney, Medical Durable Powers
of Attorney and Living Wills.
Legal services will be provided from CLS' Greeley office, located at 912 8th
Avenue, in downtown Greeley. The office is ADA accessible. CLS has free parking in
nearby lots and on the street. The reception area has a large waiting space. Attorneys
and the paralegal have private offices to meet with clients. CLS staff can also travel to
clients to meet with them if they are unable to travel to the offices. CLS has laptops, a
portable printer, and other technology tools that are used regularly to enable staff to
meet and work with clients outside of the office, when necessary.
In addition to the provision of legal assistance outlined above, CLS will conduct
community legal education presentations as requested from Weld County Senior
• Centers, Weld County Senior Housing, and Long Term Care facilities. These
presentations will discuss topics of legal interest to older adults, such as preventative
measures against consumer fraud, consumer debt issues, housing issues, advanced
directives for healthcare, financial powers of attorney and related issues.
CLS will use a variety of tools to assist older adults who are unable to travel to
CLS offices, including visits to rural sites in Weld County communities (e.g., senior
centers, senior housing complexes, nutrition sites, etc.) and to institutionalized, isolated
and homebound elderly residents of Weld County as needed Examples of these tools
include phone appointments, e-mail communications, maintaining on-line resources,
and traveling to clients' homes to provide legal assistance and meet the needs of older
clients who are not fully mobile. Program staff can also provide services in English and
in Spanish (and in other languages, as needed, with the assistance of CLS' telephone
interpretation service).
If applicants cannot receive services from CLS for any reason, then they will be
given appropriate resource and referral information to find the legal help that they need.
CLS will track these applicants and the reasons that CLS could not serve them.
CLS will ensure that all staff working on the program receives substantive and
skills training needed to provide assistance under the grant.
B. Objectives and Action Steps
1. Objective: Provide 700 hoursof high quality legal advice, brief services,
and representation to 200 unduplicated clients in the first year of the grant.
Action Steps:
a. Ensure that all staff working under the grant receives any necessary
training within the first three months of the grant.
b. If CLS cannot help an applicant for any reason, provide appropriate
resource and referral information within 2 business days.
c. Review applications as they are received, assess for the level of service
needed, and inform applicants regarding the assistance CLS will be able
to provide within 3 business days.
d. Provide legal advice within 5 business days of receiving all information
needed.
e. Provide brief services within 10 business days of receiving all information
needed.
f. Provided legal representation, when appropriate, that complies with all
professional ethical obligations and standards of practice.
2. Objective: Provide outreach to partner agencies and the client -eligible
community in the first six months of the grant.
Action Steps:
a. Within the first two months of the grant, create a brochure in English and
Spanish that describes the services provided and how to access services.
b. Distribute brochures to existing and new partner agencies within the first
three months of the grant.
c. Within the first four months of the grant, conduct outreach with existing
partner organizations and new partner organizations to inform them about
the services provided and how to refer older adults to CLS for assistance.
d. Within the first six months of the grant, conduct three community legal
education presentations on topics of interest to older adults.
e. Conduct additional community legal education as requested by partner
agencies.
3. Objective: Collect at least $100 from clients served under this grant during
the first year.
Action Steps:
a. In every case closing letter to clients served under the grant, inform clients
of the opportunity to make a charitable contribution.
b. Send letter of appreciation for each contribution received.
c. Handle all contributions using established financial protocols.
4. Objective: Monitor progress and outcomes on at least a monthly basis.
Action Steps:
a. Complete monthly financial reports and review for progress toward stated
goals.
b. Complete quarterly statistical reports and review for progress toward
stated goals.
c. Review all closed cases to monitor for compliance with grant
requirements.
d. Conducted periodic case staffings and reviews to monitor progress under
the grant.
5. Objective: Obtain favorable outcomes for at least 70% of clients for whom
we provide representation in court or before an administrative agency in
the first year.
Action Steps:
a. Provide high quality representation to all clients.
b. Record objective case outcomes in the case management database.
c. Compile and analyze outcome data on a quarterly basis to monitor
compliance with this objective.
d. Take corrective action when needed.
6. Objective: Obtain favorable ratings in at least 80% of the client satisfaction
surveys that are returned in the first year.
Action Steps:
a. Send every client a client satisfaction survey when the case is closed.
b. Review returned surveys and tabulate ratings on a quarterly basis to
monitor compliance with this objective.
c. Take corrective action when needed.
C. Targeting
CLS has an established client base among low-income, minority, and vulnerable
populations in Weld County; however, it would be beneficial for CLS to engage in
additional outreach targeted to older adults. CLS will use the existing network of Weld
County senior services providers to provide outreach and community legal education to
reach more low-income, minority, and vulnerable older adults. Within the first six
months, CLS would provide at least 3 community legal education events and provide
outreach materials to senior services providers in Weld County.
The Greeley office has 4 bilingual staff members who work with clients in English
and Spanish. For applicants for services and clients who speak other languages, we
regularly work with interpreters through Lutheran Family Services, Ethnic Bridge, and
the Courts. We also have experience working with American Sign Language
interpreters to assist clients with hearing impairments. CLS has experience using
interpreters and bilingual staff when doing community legal education and outreach.
In addition, within the first two months of the grant, CLS will create a brochure in
English and Spanish that will describe the services provided under the grant and how to
access those services. The brochures will be distributed through senior services
providers, our existing network of nonprofit partners, the Courts, government agencies
serving older adults, public libraries, and other forums.
D. Client Contributions
When CLS closes cases, a closing letter is sent to every client. The closing letter
includes information about CLS' grievance procedure and also a client satisfaction
survey. When cases are closed under this grant, CLS will inform clients that they may
make a contribution to CLS, if they wish. However, no client will ever be required to
make a donation.
All monetary donations are forwarded to CLS' Denver office for processing.
Donations made by check or money order are mailed. Cash donations are hand
delivered —the Director of Advocacy for the program lives in northern Colorado and
travels to the Denver office on a regular basis. CLS' Controller has a system in place
which earmarks donations made by Title III clients to fund additional services in the
County in which the donation was made.
E. Coordination
CLS will collaborate with the existing base of Weld County nonprofit and
government agencies, including
1. Victims' advocates from the Greeley Police Department and Weld County
Sheriffs office, and victims' advocates with the Weld County District Attorney's
office.
2. The Weld County Combined Courts, especially the Court Information Center.
3. Connections for Independent Living.
4. The Greeley -Weld Housing Authorities.
5. Catholic Charities.
6. Lutheran Family Services.
7. Weld County Legal Services.
8. North Range Behavioral Health.
In addition, we will collaborate with new partners, including:
1. Meals on Wheels.
2. Eldergarden Adult Day Care.
3. Senior Resource Services.
4. Rehabilitation and Visiting Nursing Association.
5. RSVP.
6. Weld County Senior Centers.
7. Weld County Senior Housing Communities.
8. Long Term Care Facilities.
CLS will collaborate with these partners to provide outreach and community legal
education for older adults.
F. Project Monitoring, Evaluation and Outcomes
CLS has a case management database that is used to check conflicts, track all
case activity, measure outcomes, and record time spent on every case. The Managing
Attorney of the Greeley Office will be responsible for supervising the work of all staff
providing Senior Legal Services under the terms of this grant. This supervision will
include periodic case staffings and case reviews, closed case reviews, and an
evaluation of progress based on outcome measures.
CLS has two systems for tracking outcomes. CLS' case management database
has a system for recording objective outcome measures, including the results obtained
for the client, any money recovered for the client, and any financial obligations
eliminated for the client (for example, discharging a debt or waiving an overpayment).
In addition, CLS sends a client satisfaction survey to every client at the time the case is
closed . Clients have the option of completing a paper survey or an online survey. All
data from these client satisfaction surveys is compiled and reviewed in order to monitor
the quality of services being provided.
The Managing Attorney will be responsible for monitoring progress on project
objectives. In addition, the Managing Attorney will be responsible for completing the
monthly financial report and quarterly statistical report. Completing these reports will
help the Managing Attorney evaluate progress on project objectives and take corrective
action, if needed.
G. Future Goals and Plans
CLS also plans to apply for the Title III Legal Services Grant in Larimer County.
CLS would like to be able to hire a Staff Attorney who could provide services under both
grants and travel between Larimer and Weld Counties. The Staff Attorney could
specialize in issues affecting older adults, and serve as a resource to other CLS
attorneys in both the Greeley and Fort Collins offices.
Applicant Agency's Program Title for Services to be Provided:
Senior Legal Services
X I First Time Applicant } 'Prior Applicant ("X" one)
Category of Service to be Provided ("X" only one box. A separate application
must be completed for each service in which funding is sought.)
Access Services
In -Home Services
X
Community Services
Nutrition Services
Amount of Program Funding Requested:
(Enter the amount from line h of the Program - Expenditures tab.)
$
70,000
Applicant Agency's Information
Agency Name:
Agency Director's Name:
Phone Number:
Program Director's Name:
Title:
Phone Number:
Agency Type:
Public Agency
Non -Profit Agency
X
Mailing Address:
Physical Address: (if different
from Mailing Address)
Colorado Legal Services
Jonathan D. Asher
(303) 866-9399
Debora Wagner
Managing Attorney
(970) 493-2891 x267
Private For Profit Agency
Other:
912 8th Avenue
Greeley, CO 80631
Terms and Conditions: It Is understood and agreed by the undersigned that:1). Funds granted as a result of this request are to be expended for
the purpose set forth herein and in accordance with all applicable laws, regulations, policies, and procedures of the WCAAA, the State of
Colorado, and the Older Americans Act; 2). arty proposed changes in the proposal will be submitted In writing by the applicant and upon
notification of approval by the WCAAA Aging Services Division shall become part of this agreement; and 3). funds awarded as a result of this
application may be terminated at any time for violations of any terms or requirements of this agreement, or for any unanticipated `ending
modifications.
Signature: (Must be that of Applicant Agency Representative lawfully authorized to enter into
agreements on behalf of the agency and bind the agency to such agreements.)
Name:
Tina Smith
Sign ure
Title:
Chair, Board of Directors
Da
te
Applicant Agency: Colorado Legal Services
Program: Senior Legal Services
Description
Program Expense
(Round to Whole
Number)
Personnel (Salary & Wages)
( List each position directly working on this program separately, specifying annual salary
and percentage of time expended on this program.)
Paralegal 0.2 FTE
10,573
Managing Attorney 0.15 FTE
13,680
Staff Attorney 0.5 1 FTE
32,221
Personnel
(a). TOTAL Expenditures
= .
Fringe Benefits
( List each position directly working on this program separately, specifying annual fringe
benefit and percentage of time expended on this program.)
Paralegal 0.2 FTE
1,057
Managing Attorney 0.15 FTE
1,368
Staff Attorney 0.5 FTE
3,222
(b). TOTAL Fringe Benefit Expenditures.
Travel - Mileage
(Itemize mileage expense reimbursed to staff and volunteers for mileage incurred while
directly working on this program, including the number of miles and the reimbursement
rate. For other types of program travel costs, specify the nature of the expense and the
need.)
Mileage 500 miles x.46
230
(c). TOTAL Travel Expenditures
r-‘,
_ _
Supplies
(Itemize supply costs used for direct operations of this program.)
Brochures I
1,285
Page 1 of 2
(d). TOTAL Supply Expenditures
Other
(Itemize all other program costs directly used in the operations of this program and not
already included any other above category.)
(e). TOTAL Other Expenditures
(1). TOTAL DIRECT PROGRAM EXPENDITURES (Sum of lines a through e)
(g). Allowable Indirect Expenditures (Enter 10% of Line f)
(h). TOTAL PROPOSED PROGRAM EXPENDITURES (Sum of tines f and g)
(Equals the amount of Older Americans Act Funding requested.)
Page 2 of 2
Applicant Agency: Colorado Legal Services
Program: Senior Legal Services
Area Agency on Aging Funding Requested (Amount from Line h of Proposed Program Budget
Expenditures)
Match Requirement: Cash and In kind contributions must be verifiable from the applicant agency's
records; Not be included as match for any other federally assisted project or program; Be reasonable and
necessary for proper and efficient accomplishment of the program objectives; Be allowable under
applicable federal cost principles; Be provided for in the overall budget; and, conform to federal matching
requirements.
(a). Minimum Required Match: 10% of Older Americans Act Funding
w
Local Cash Match (Enter Amount from Local Cash Match tab)
In -Kind Match (Enter Amount from in -Kind Match tab)
(b). Total Match Contributed
Match Requirement Met (Line b minus line a - Cannot be a Negative Number) :
-
_re° m -_ - Wiz.==
-
Program Income (Enter any income generated by the applicant agency that is from activities, for which part
or all of the cost of which is borne by the program. Include voluntary client contributions received directly
from clients, for services or goods provided by the program. NOTE: Charging a fee for clients to receive
program services or goods is prohibited. In addition, all program income is to be expended for program
costs.)
Description
Amount
Individual Contributions
500
Title III Contributions
100
TOTAL Program Income
— -
r
_______ _
Applicant Agency: Colorado Legal Services
Program: Senior Legal Services
Local Cash Match
(Local Cash Match ore sources of cash to be received from non -Federal and non -State sources passing to the control of the applicant agency,
or those of the applicant agency, which are to be used for the payment of allowable program expenditures.)
Amount of Cash Match
to be Contributed
O
in
O
r i.
Commitment Agreement
in Place to Provide
Contribution y/N
>-
TOTAL Cash Match (Transfer Amount to Proposed Program Budget - Sources of Funding Worksheet)
Existing Relationship with
Contributor In Place 'UN
>-
Source of Funds (Name of contributor or if applicant
agency, list applicant agency name)
[19th JD VALE Board Grant
3
Applicant Agency: Colorado Legal Services
Program: Senior Legal Services
In -Kind Match
(In -Kind Match are services, goods, and property to be donated by the applicant agency or a third party, which are allowable costs of the
program for which no cash reimbursement is required.)
Commitment
Agreement in Place to Value of In -Kind
Provide Contribution Goods or Services
y/N Contributed
o
o
a
o
0
N
.ti
E'"
>-
>-
>-
TOTAL In -Kind Match (Transfer Amount to Proposed Program Budget - Sources of Funding Worksheet)
Description of Goods or Services to be Contributed
overhead expenses
overhead expenses
overhead expenses -
Source of Funds (Name of contributor or if
applicant agency, list applicant agency
name)
Legal Services Corporation
Colorado Lawyers Trust Account Found.
Aid Foundation
Applicant Agency: Colorado Legal Services
Program: Senior Legal Services
N
a..
C
CU
a
O
C
C
D
v
V
G1
U,
V
U
d
O
0-
r
O
U,
0
List the name of the services or services per program service descriptions.•
In most instances one hour equals one unit of services. Refer to each service category description for unit
of service value.
Total of all persons receiving services through this program for the contract year. Each person receiving services
is to be counted only one time, regardless of how many times he/she utilizes the service.
Allocate the unduplicated clients identified in ( C ) into one of the following categories, based on the client's primary
category classification. Note: The sum of (0)1-5 = (C).
(1). Rural List the number of adults age 60 and older who will be rural. Definition of Rural: Persons who reside in an
area that 1) is not urbanized, and 2) has less than 2,500 inhabitants. An urbanized area has a population
a
O
(4). Frail
40
Y
ro
_V
•a
s-
ro
m
I-
(3). Minority
40
0.
a
.c
_
d
u
"
(2). Low Income
Co
u
J
C
laj
v
0
q�
TOTAL
Unduplicated
Clients
O
0
N
s�S
b8
3 U
Units of Service
700 hours
Services to be Provided
Legal Services
( A ). Services to be Provided
( B ). Units of Service
( C ). Total Unduplicated Clients
( D ). Unduplicated Clients by
Primary Target Category
I
Q
w
concentration of at least 50,000 inhabitants, generally consisting of a central city and the surrounding
closely -settled contiguous territory (suburbs).
List the number of adults age 60 and older who will be at or below the poverty threshold established by
the Bureau of the Census.
List the number of adults 60 and older to be served by ethnic/racial group.
Asian/Pacific Islander: A person having origins in any of the original peoples of the Far East, Southeast Asia,
the India subcontinent or the Pacific Islands including China, India, Japan, Korea, the Philippine Islands and Samoa.
Black (Not of Hispanic Origin): A person having origins in any black racial group of Africa.
American Indian/Alaskan Native: A person having origins in any of the original people of North America, and
who maintains cultural identification through tribal affiliation or community recognition.
Hispanic: A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture
or origin, regardless of race.
List the number of older adults who will be frail/disabled.
Definition of Frail: Persons having a physical or mental impairment that affects his/her ability to perform normal
daily tasks or that threatens the capacity of an individual to live independently. A frail/disabled person has
functional limitations in two or more of activities of daily living.
(5). Other list the number of older adults identified in ( C ) that are not included in category 1-4.
(2). Low Income
(3). Minority
it
L
LL
Gi
WHAT TO DO IF YOU ARE DISSATISFIED WITH THE SERVICES PROVIDED BY
COLORADO LEGAL SERVICES
Colorado Legal Services (CLS) is dedicated to providing quality legal services to persons eligible for its services. If you
have a question regarding eligibility for services, the quality of legal services provided by a staff attorney or paralegal, or
if you believe CLS has violated the Legal Services Corporation Act or any Regulation, Instruction or Guideline of the
Legal Services Corporation, you may make a complaint as follows:
1. If you are a client you should first talk with your attorney or paralegal concerning your questions about eligibility or the
quality of services being provided. Usually such questions can be answered if they are brought to the attention of your
attorney or paralegal.
2. You may file a complaint either orally or in writing. If a complaint is made orally, a written summary of the complaint
shall be prepared by the person receiving it.
3. If you requested services from or were provided services by the Denver office of CLS, and you are 60 or older and your
complaint is not resolved to your satisfaction by the procedures below, you may contact:
DENVER REGIONAL COUNCIL OF GOVERNMENTS
1290 Broadway, Suite 700
Denver, CO 80203
(303)455-1000
4. If the Denver Regional Council of Governments does not resolve your complaint to your satisfaction, you may
complain to:
Director of Aging and Adult Services
1575 Sherman Street, 1011 Floor
Denver, CO 80203
Complaints Concerning Manner or Quality of Services Provided
All complaints concerning the manner or quality of services provided shall be filed with the Managing or Supervising
Attorney of the CLS office or unit that provided the services. The Managing or Supervising Attorney of the appropriate
CLS office or unit shall review and resolve the complaint promptly. If the complaint is not resolved to the satisfaction of
the complainant, the complainant should forward the complaint to the Executive Director of CLS at 1905 Sherman Street,
Suite 400, Denver, CO 80203. The Executive Director, or his designee, will review and investigate the complaint and
respond to the complainant promptly.
If the complaint is not resolved to the satisfaction of the complainant by the Executive Director, then the complainant may
have the complaint heard by the Grievance Committee of the Board of Directors of CLS. The complainant may be
accompanied by another person to the Grievance Committee meeting and may present both an oral and a written
statement to the Grievance Committee. Upon the complainant's request, a brief written statement, dictated by the
complainant, shall be transcribed by the Grievance Committee for inclusion in the CLS complaint file. Any decision by
the Grievance Committee shall be binding with no further right to appeal. Consideration by the Grievance Committee of
a complaint may require the disclosure to such committee of confidential information of the complainant provided to CLS
attorneys and staff.
If the subject of any complaint concerning the manner or quality of service is the Managing or Supervising Attorney of
the CLS office or unit with whom the complaint would otherwise be filed as provided above, then the complaint shall be
filed initially with the Executive Director of CLS, who shall review and resolve the complaint, with the right to appeal
such resolution to the Grievance Committee of the Board of Directors of CLS as set forth above.
If the subject of any complaint concerning the manner or quality of service is the Executive Director of CLS, then the
complaint shall be filed initially with the Grievance Committee of the Board of Directors of CLS. The Grievance
Committee shall then hear the complaint as provided above.
Complaints Concerning Denial of Assistance
All complaints concerning a denial of assistance due to financial ineligibility, or because the services requested are
prohibited by LSC Act or regulation, or because the services requested are not within the priorities established by CLS,
shall be filed with the Managing or Supervising Attorney of the CLS office or unit that denied assistance to the applicant.
If the complaint is not resolved to the applicant's satisfaction, the applicant may forward the complaint to the Executive
Director of CLS at 1905 Sherman Street, Suite 400, Denver, CO 80203. The Executive Director, or his designee, will
review and investigate the complaint and respond to the complainant promptly.
If the complaint is not resolved to the satisfaction of the complainant by the Executive Director, then the complainant may
have the complaint heard by the Chair of the Grievance Committee of the Board of Directors of CLS. The complainant
may be accompanied by another person to any such meeting and may present both an oral and a written statement at the
meeting. Upon the complainant's request, a brief written statement, dictated by the complainant, shall be transcribed by
the Chair of the Grievance Committee, or his designee, for inclusion in the CLS complaint file. Any decision by the Chair
of the Grievance Committee shall be binding with no further right to appeal.
2
QUE HACER SI USTED ESTA INSATISFECHO CON LOS SERVICIOS PROPORCIONADOS POR LA
OFICINA DE SERVICIOS LEGALES DE COLORADO
La oficina de Servicios Legates de Colorado (CLS) se dedica a proporcionar servicios legates de calidad alas personas
que califican para recibirlos. Si usted tiene alguna pregunta con respecto a su elegibilidad pars recibir estos servicios, la
calidad de los servicios legates proporcionados por un abogado o ayudante legal ("paralegal"), o si cree que CLS ha
violado el Acta de la Corporation de Servicios Legates o cualquier Regulation, Instruccion o Pauta de la Corporation de
Servicios Legates, usted puede presentar una queja de la siguiente manera:
I. Si usted es un cliente, primero debe hablar con su abogado o ayudante legal ("paralegal") con respecto a sus preguntas
sobre su elegibilidad o la calidad de los servicios proporcionados. Usualmente sus preguntas pueden ser contestadas por
su abogado o ayudante legal.
2. Usted puede presentar una queja de manera oral o escrita. Si la presenta oralmente, la persona que la recibe prepara
por escrito un resumen de la queja.
3. Si pidi6 a recibio servicios de parte de la oficina de CLS en Denver, es mayor de 60 altos de edad y su queja no ha
sido resuelta a su satisfaccion por media del siguiente procedimiento, puede comunicarse con:
DENVER REGIONAL COUNCIL OF GOVERNMENTS
1290 Broadway, Suite 700
Denver CO 80246
(303) 455-1000
4. Si el Denver Regional Council of Governments no resuelva su queja a su satisfaccion, puede quejarse a:
Director of Aging and Adult Services
1575 Sherman Street, 101h Floor
Denver, CO 80203
Quejas Sob re la Manera o la Catidad de Servicios Proporcionados
Todas las quejas sobre la manera o calidad de los servicios proporcionados seran presentadas con el Abogado Gerente o
el Abogado Supervisor de la oficina o unidad de CLS que le proportion los servicios. El Abogado revisara y resolvers
su queja to mss pronto posible. Si Ia queja no es resuelta a la satisfaccion del demandante, el/ella debera presentar al
Director Ejecutivo de CLS en la 1905 Sherman Street, Suite 400, Denver, CO 80203. El Director Ejecutivo, o su
designado, revisara e investigara la queja y le contestara al demandante de forma inmediata.
Si el Director Ejecutivo no resuelve la queja a la satisfaccion del demandante, el/ella puede presentarla ante el Comite de
Agravios de la Junta Directiva de CLS. El demandante puede ser acompaiiado por otra persona a la reunion del Comite
de Agravios y puede presentar al Comite de Agravios una declaration tanto oral Como escrita. El demandante puede
solicitar que una breve declaration escrita, dictada por el mismo, sea transcrita por el Comite de Agravios pars ser
incluida en el expediente de CLS de la queja. Cualquier decision del Comitd de Agravios sera obligatoria sin was
derecho de apelaci6n. La consideration de una queja por el
Comite de Agravios podria requerir que se divulgue a los abogados y al personal de CLS information confidential
acerca del demandante.
Si Ia queja sabre la manera o calidad de servicios es acerca del Abogado Gerente o del Abogado Supervisor de la oficina
o unidad de CLS a quien se le deberia presentar la queja segtin se ha indicado aniba, entonces la queja sera presentada
inicialmente al Director Ejecutivo de CLS, quien la revisara y resolved, con el derecho de apelar la resolution de la
queja al Comitd de Agravios de la Junta Directive de CLS en la manera indicada arriba.
Si la queja sobre la manera a calidad de servicios es acerca del Director Ejecutivo de CLS, entonces la queja sera
presentada inicialmente ante el Comite de Agravios de la Junta Directiva de CLS. El Comite de Agravios dare audiencia
a la queja en la manera indicada arriba.
Quejas Sobre la Negation de Servicios
Todas las quejas sobre la negation de servicios ya sea porno calificar economicamente, porque los servicios solicitados
son prohibidos por alguna regulation o pot el Acta de CLS, o porque no estan dentro de las prioridades establecidas por
CLS, scan presentadas al Abogado Gerente o al Abogado Supervisor de la oficina o unidad de CLS que nee los
servicios al solicitante.
Si la queja no se resuelve a la satisfaction del solicitante, el/ella puede presentarla al Director Ejecutivo de CLS al 1905
Sherman Street, Suite 400, Denver, CO 80203. El Director Ejecutivo, o su designado, revisara investigara la queja y
responders al demandante lo mss pronto posible.
Si el Director Ejecutivo no resuelve la queja a is satisfaction del demandante, este puede presentarla ante el Presidente
del Comite de Agravios de la Junta Directiva de CLS. El demandante puede ser acompafiado por otra persona a
ctialquier reunion y puede presentar una declaration tante oral como escrita en la reunion. El demandante puede solicitar
que una breve declaration escrita, dictada por el mismo, sea transcrita por el Presidente del Comite de Agravios, o por
su designado, para ser incluida en el expediente de CLS de la queja. Cualquier decision del Presidente del Comite de
Agravios es obligatoria sin mils derecho de apelacion.
Rev. Marzo, 2008
COLORADO LEGAL SERVICES, INC
REPORT OF EXAMINATION
Year Ended December 31, 2013
Green & Associates LLC
Certified Public Accountants & Business Consultants
April 16, 2014
Board of Directors
Colorado Legal Services, Inc.
We have audited the financial statements of Colorado Legal Services, Inc. for the year ended
December 31, 2013 and have issued our report thereon dated April 16, 2014. Professional
standards require that we provide you with the following information related to our audit.
Our Responsibility under Generally Accepted Auditing Standards
As stated in our engagement letter, our responsibility, as described by professional standards, is to
plan and perform our audit to obtain reasonable, but not absolute, assurance that the financial
statements are free of material misstatements and are fairly presented in accordance with
generally accepted accounting principles. Because an audit is designed to provide reasonable, but
not absolute, assurance and because we did not perform a detailed examination of all transactions,
there is a risk that material misstatements, illegal acts, or noncompliance may exist and not be
detected by us including fraud and defalcations.
A deficiency in internal control exists when the design or operation of a control does not allow
management or employees, in the normal course of performing their assigned functions, to
prevent, or detect and correct misstatements on a timely basis. A material weakness is a
deficiency, or a combination of deficiencies, in internal control such that there is a reasonable
possibility that a material misstatement of the entity's financial statements will not be prevented,
or detected and corrected on a timely basis. As part of our audit, we considered the internal
control structure of the Organization as a basis for designing our auditing procedures not for the
purpose of providing any assurance concerning the effectiveness of the internal controls. Our
consideration of internal control was not designed to identify all deficiencies in internal control
that might be significant deficiencies or material weaknesses. Accordingly, we do not express an
opinion on the effectiveness of the Organization's internal controls.
Significant Audit Adjustments
For purposes of this letter, professional standards define a significant audit adjustment as a
proposed correction of the financial statements that, in our judgment, may not have been detected
except through our auditing procedures. These adjustments may include those proposed by us but
not recorded by the Organization that could potentially cause future financial statements to be
materially misstated even though we have concluded that such adjustments are not material to the
current financial statements.
We noted no items that are considered to be significant accounting adjustments.
Significant Accounting Policies
Management has the responsibility for selection and use of appropriate accounting policies. In
accordance with the terms of our engagement letter, we will advise management about the
appropriateness of accounting policies and their application. The significant accounting policies
used by Colorado Legal Services, Inc. are outlined in Note 1 to the financial statements.
2700 East Bridge St., Ste A
Brighton, CO 80601
Green & Associates LLC
PRONE (720) 339-6458
sww,,GreenCP nn.com
Certified Public Accountants & Business Consultants
Accounting Estimates
Accounting estimates are an integral part of the financial statements prepared by management and
are based upon management's knowledge and experience about past and current events and
assumptions about future events. Certain accounting estimates are particularly sensitive because
of their significance to the financial statements and because of the possibility that future events
affecting them may differ significantly from those expected. We evaluated the key factors and
assumptions used to develop the significant estimates in determining that they are reasonable in
relation to the financial statements taken as a whole.
Issues Discussed Prior to Retention of Independent Auditors
We generally discuss a variety of matters, including the application of accounting principles and
auditing standards, with management each year prior to retention as the Organization's
auditors. However, these discussions occurred in the normal course of our professional
relationship and our responses were not a condition to our retention.
Disagreements with Management
For purposes of this letter, professional standards define a disagreement with management as a
matter, whether or not resolved to our satisfaction, concerning a financial accounting, reporting,
or auditing matter that could be significant to the financial statements or the auditor's report. We
are pleased to report that no such disagreements arose during the course of our audit.
Difficulties Encountered When Performing the Audit
We encountered no difficulties in dealings with the Organization's management in performing
and completing our audit.
Independence
We are also required to disclose to you in writing, at least annually, all relationships between our
firm and Colorado Legal Services, Inc. that in our professional judgment may reasonably be
thought to bear on independence. We are not aware of any such relationships and therefore
confirm to you that we are independent with respect to Colorado Legal Services, Inc.
We would like to express our appreciation for the cooperation that we received from the staff
with whom we worked.
This information is intended solely for the use of the Board of Directors and management of
Colorado Legal Services, Inc. and should not be used for any other purpose.
Sincerely,
J< ` -[.ye -040
Green & Associates LLC
TABLE OF CONTENTS
Independent Auditor's Report
Statement of Financial Position
Statement of Activities
Statement of Cash Flows
Notes to the Financial Statements
Supplemental Information:
Schedule of Functional Expense
Schedule of Grants and Contracts
Schedule of Support, Expenditures and Changes in Net Assets
Schedule of Expenditures of Federal Awards
Note to Schedule of Expenditures of Federal Awards
Private Attorney Involvement
A-133 Reports:
Report on Compliance for Each Major Federal Program:
Report on Internal Control Over Compliance;
Report on Internal Control Over Financial Reporting and on
Compliance and Other Matters Based on an Audit of
Financial Statements Performed in Accordance with
Government Auditing Standards
1
3
4
5
6
12
13
14-15
16
17
18
19-20
21-22
Summary of Findings and Questioned Costs 23
Green & Associates LLC
Certified Public Accountants & Business Consultants
INDEPENDENT AUDITOR'S REPORT
To the Board of Directors
Colorado Legal Services, Inc.
Report on the Financial Statements
We have audited the accompanying financial statements of Colorado Legal Services, Inc. (a non-profit
corporation), which comprise the statement of financial position as of December 31, 2013, and the
related statements of activities, and cash flows for the year then ended, and the related notes to the
financial statements. The prior year summarized comparative information has been derived from
Colorado Legal Services 2012 financial statements and, in our report dated April 12, 2013; we
expressed an unmodified opinion on those financial statements.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these financial statements in
accordance with accounting principles generally accepted in the United States of America; this includes
the design, implementation, and maintenance of internal control relevant to the preparation and fair
presentation of financial statements that are free from material misstatement, whether due to fraud or
error.
Auditor's Responsibility
Our responsibility is to express an opinion on these financial statements based on our audit. We
conducted our audit in accordance with auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards,
issued by the Comptroller General of the United States. Those standards require that we plan and
perform the audit to obtain reasonable assurance about whether the financial statements are free from
material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in
the financial statements. The procedures selected depend on the auditor's judgment, including the
assessment of the risks of material misstatement of the financial statements, whether due to fraud or
error. In making those risk assessments, the auditor considers internal control relevant to the entity's
preparation and fair presentation of the financial statements in order to design audit procedures that are
appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness
of the entity's internal control. Accordingly, we express no such opinion. An audit also includes
evaluating the appropriateness of accounting policies used and the reasonableness of significant
accounting estimates made by management, as well as evaluating the overall presentation of the
financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for
our audit opinion.
2700 East Bridge St., Ste A
Brighton, CO 80601
Cree n&Associates • LLC
PHONE (720) 839-6458
www.GreenCPAfinn.com
Certified Public Accountants & Business Consultants
Opinion
In our opinion, the financial statements referred to above present fairly, in all material respects, the
financial position of Colorado Legal Services, Inc. as of December 31, 2013, and the changes in its net
assets and its cash flows for the year then ended in accordance with accounting principles generally
accepted in the United States of America.
Other Matters
Other Information
Our audit was conducted for the purpose of forming an opinion on the financial statements as a whole.
The schedule of expenditures of federal awards as required by Office of Management and Budget
Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations, and the other
information required by Legal Services Corporation is presented for purposes of additional analysis and
is not a required part of the financial statements. Such information is the responsibility of management
and was derived from and relates directly to the underlying accounting and other records used to prepare
the financial statements. The information has been subjected to the auditing procedures applied in the
audit of the financial statements and certain additional procedures, including comparing and reconciling
such information directly to the underlying accounting and other records used to prepare the financial
statements or to the financial statements themselves, and other additional procedures in accordance with
auditing standards generally accepted in the United States of America. In our opinion, the information is
fairly stated, in all material respects, in relation to the financial statements as a whole.
Schedule VI sets forth the income and expenses relating to the Private Attorney Involvement (P.A.I.)
requirements of Colorado Legal Services during the year ended December 31, 2013. In accordance with
Regulation 45 CFR, Part 1614 (Private Attorney Involvement), we have reviewed the P.A.I. policies and
procedures of Colorado Legal Services. In our opinion, Colorado Legal Services is in compliance with
the requirements of Regulation 45 CFR, Part 1614.
Other Reporting Required by Government Auditing Standards
In accordance with Government Auditing Standards, we have also issued our report dated April 16, 2014
on our consideration of Colorado Legal Services, Inc.'s internal control over financial reporting and on
our tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements
and other matters. The purpose of that report is to describe the scope of our testing of internal control
over financial reporting and compliance and the results of that testing, and not to provide an opinion on
internal control over financial reporting or on compliance. That report is an integral part of an audit
performed in accordance with Government Auditing Standards in considering Colorado Legal Services,
Inc.'s internal control over financial reporting and compliance.
April 16, 2014
Brighton, Colorado
COLORADO LEGAL SERVICES
STATEMENT OF FINANCIAL POSITION
December 31, 2013
(With Comparative Totals for the Year December 31, 2012)
ASSETS
Current Assets:
Cash
Marketable Securities
Cash in Escrow - Client Deposits
Receivables:
Victims of Crime Act
Northwest Colorado Legal Services Project
Area Agencies on Aging
Victims of Human Trafficking
Legal Services Corporation
Miscellaneous
Security Deposits
Prepaid Expenses
Total Current Assets
Property And Equipment
Furniture and Equipment - Net of accumulated depreciation
of $254,953 in 2013 and $251,638 in 2012
Law Library
Total Property and Equipment - Net
Total Assets
LIABILITIES AND NET ASSETS
LIABILITIES:
Accounts Payable
Unemployment Compensation
Client Deposits
Employee Vacations
Total Liabilities
NET ASSETS:
Temporarily Restricted
LSC
LSC Property
Non-LSC
Unrestricted
Total Net Assets
Total Liabilities and Net Assets
2013 2012
$ 511,347 $ 367,088
3,343,000 3,600,000
3,603 5,683
34,167 27,098
448 5,278
77,564 46,556
106,347 96,018
6,504 -
8,125 13,472
9,745 9,745
31,251 37,827
4,132,101 4,208,765
192,947 194,240
11,669 11,669
204,616 205,909
$ 4,336,717 $ 4,414,674
$ 84,814 $ 104,710
25,000 25,000
3,603 5,683
107,447 107,165
220,864 242,558
95,392 15,697
33,709 43,336
1,163,968 1,268,203
2,822,784 2,844,880
4,115,853 4,172,116
$ 4,336,717 $ 4,414,674
The accompanying notes are an integral part of these financial statements.
3
COLORADO LEGAL SERVICES
STATEMENT OF ACTIVITIES
For the Year Ended December 31, 2013
(With Summarized Totals for the Year Ended December 31, 2012)
Temporarily Restricted Total
Unrestricted LSC Non LSC 2013 2012
REVENUE, SUPPORT AND OTHER
INCOME
Grants and Contracts
General Contributions
Investment Income
In -kind Contributions
Other Income
Gain/Loss on Disposal of Assets
Attorney Fees Received
Net Assets Released from Restrictions
Total Revenue, Support, Other Income and
Reclassifications
EXPENSES
Program Services - Legal Services
Management and General
Fundraising
Total Expenses
Funds returned to LSC
Change in Net Assets
Net Assets - Beginning of Year
$ - $3,693,535 $4,731,623 $8,425,158 $8,793,669
1,327,209 - - 1,327,209 1,358,814
1,605 207 - 1,812 1,951
3,032,235 - - 3,032,235 2,647,801
4,685 4,685 9,985
(466) (466) -
38,541 45,244 83,785
8,504,776 (3,668,918) (4,835,858) -
12,908,585 70,068 (104,235) 12,874,418 12,812,220
11,508,308
1,293,068
129,305
11,508,308 10,739,105
- 1,293,068 1,768,794
129,305 126,342
12,930,681 - 12,930,681 12,634,241
(22,096) 70,068 (104,235) (56,263) 177,979
2,844,880 59,033 1,268,203 4,172,116 3,994,137
Net Assets- End of Year $ 2,822,784 $ 129,101 $1,163,968 $4,115,853 $4,172,116
The accompanying notes are an integral part of these financial statements.
4
COLORADO LEGAL SERVICES
STATEMENT OF CASH FLOWS
For the Years Ended December 31, 2013
(With Comparative Totals for the Year Ended December 31, 2012)
2013 2012
CASH FLOWS FROM OPERATING ACTIVITIES:
Changes in Net Assets
Adjustments to reconcile change in net assets
to net cash used by operating activities:
Depreciation
Loss on Disposal of Capital Assets
(Increase)/Decrease in Receivables
(Increase)/Decrease in Prepaid Expenses
(Increase)/Decrease in Security Deposits
Increase/(Decrease) in Accounts Payable
Increase/(Decrease) in Deferred Revenue
Increase/(Decrease) in Accrued Vacation
Total Adjustments
Net Cash Provided by Operating Activities
CASH FLOWS FROM INVESTING ACTIVITIES:
(Increase)/Decrease in Marketable Securities
Capital Acquisitions
Net Cash F.ows From Investing Activities
Net Increase (Decrease) in Cash and Cash Equivalents
Cash and Cash Equivalents - Beginning of Year
Cash and Equivalents - End of Year
SUPPLEMENTAL DISCLOSURE
In -Kind Contributions - Revenue
In -Kind Contributions - Expense
$ (56,263) $ 177,979
37,296 20,346
466
(44,733) 5,002
6,576 9,466
(4,745)
(19,896) 31,551
(178,873)
282 (3,727)
(20,009) (120,980)
(76,272) 56,999
257,000 200,000
(36,469) (68,014)
220,531 131,986
144,259 188,985
367,088 178,103
$ 511,347 $ 367,088
$ 3,032,235 $ 2,647,801
$ (3,032,235) $ (2,647,801)
The accompayning notes are an integral part of these financial statements
5
COLORADO LEGAL SERVICES
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 2013
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Organization and Operations
Colorado Legal Services (CLS) is a non-profit corporation, organized for the purpose of providing legal
assistance in non -criminal matters for persons financially unable to afford legal assistance in Colorado.
Providing legal services is the sole program within the organization. Colorado Legal Services changed
its name from the Legal Aid Society of Metropolitan Denver (LASMD) on October 1, 1999, when it
combined with the former Colorado Rural Legal Services and Pikes Peak/Arkansas River Legal Aid
programs.
The Legal Services Corporation, a non-profit organization established by Congress to administer a
nationwide legal assistance program, the Colorado Lawyer Trust Account Foundation, the Legal Aid
Foundation of Colorado, the State of Colorado various, Area Agencies on Aging and United Ways are
primary sources of support for CLS.
Basis of Accounting
The financial statements of the Organization have been prepared on the accrual basis of accounting and
accordingly reflect all significant receivables, payables, and other liabilities.
Basis of Presentation
Financial statement presentation follows the recommendation of the Financial Accounting Standard
Board in its Financial Accounting Standards (FASB ASC 958-205-45), Financial Statements of Non -for -
Profit Organizations. The organization is required to report information regarding its financial position
and activities according to three classes of net assets: unrestricted net assets, temporarily restricted net
assets, and permanently restricted net assets.
The financial statements are presented with certain prior year summarized comparative information.
Such information does not include sufficient detail to constitute a presentation in conformity with
generally accepted accounting principles. Accordingly, such information should be read in conjunction
with the Organization's financial statements for the year ended December 31, 2012, from which the
summarized information was derived.
Grant and Contract Support
In accordance with FASB ASC 98 (formerly SFAS No. 117), any restricted grant funds remaining at the
end of an accounting period are reflected as temporarily restricted net assets. In accordance with the
policies of LSC, CLS may retain unexpended funds for use in future periods provided expenditures are
in compliance with the specified terms of each grant/contract. LSC funds are subject to the provisions of
the LSC Regulation on Recipient Fund Balances Regulation 45 CFR Part 1628. Under this Regulation
any unspent LSC funds in excess of 10 percent of LSC support is subject to offset against the subsequent
year's grant, unless a plan for expenditures is expressly approved by LSC. LSC may, at its discretion,
request reimbursement for expenses or return of funds, or both, as a result of non-compliance by CLS for
the terms of the grants/contract. It is the practice of CLS, pursuant to resolution of its Board of
Directors, to prohibit deficit net assets and, should a deficit exist, it would be reflected as unrestricted. In
theory and in practice, CLS generally but not always spends all of the money it receives from LSC and
other grant sources. Unrestricted net assets represent unrestricted monies such as contributions and
interest income that exceed program expenditures. Such revenues do not include LSC derivative income
which is temporarily restricted.
6
COLORADO LEGAL SERVICES
NOTES TO FINANCIAL STATEMENTS (CONTLNUED)
DECEMBER 31, 2013
NOTE I SUMMARY OFSIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Grant Contract and Support (Continued)
Unrestricted net assets are used for general purposes that are in compliance with the Legal Services
Corporation Act, and Congressional Appropriation or Grant Condition. This is in accordance with
Policy No. 2000-1, approved by the CLS Board of Directors on April 28, 2000 and as revised and
approved October 7, 2009. The primary grants and contracts received by the organization are:
LEGAL SERVICES CORPORATION - Temporarily restricted funds are typically spent in their entirety
in the year of receipt. Non-LSC funded expenditures, among others, include dues payments to the
National Legal Aid and Defender Association, the Colorado Nonprofit Association, the Colorado Bar
Association, various local bar associations, Management Information Exchange and Directors of
Volunteers in Agencies and other expenditures for which the use of LSC funds is prohibited.
UNITED WAY — These funds are temporarily restricted and are reflected as such in net assets.
OLDER AMERICANS ACT, TITLE LIB - The program has contracted with the Denver Regional
Council of Governments, Boulder, Pueblo and Pikes Peak Aging Services, the South -Central Colorado
Seniors, Inc., and other Area Agencies on Aging, for reimbursement of personnel, travel, mileage and
some overhead costs.
BOULDER COUNTY LEGAL SERVICES - Local funding helps support the office located in Boulder
County. Program expenses in excess of local funding are paid out of LSC and general program funds.
NORTHWEST COLORADO LEGAL SERVICES PROJECT - Local funding helps support three
staffed offices in Northwest Colorado. Program expenses in excess of local funding are paid out of LSC
and general program funds.
ALAMOSA, COLORADO SPRINGS, DURANGO, FT. COLLINS, GRAND JUNCTION, GREELEY,
LA JUNTA, PUEBLO AND SALIDA - Local funding helps support staffed offices throughout the State.
Program expenses in excess of local funding are paid out of LSC and general program funds.
COLORADO LAWYERS TRUST ACCOUNT FOUNDATION - Interest on Lawyers Trust Accounts
(IOLTA) finding helps support staffed offices and programs operations throughout the state.
THE LEGAL AID FOUNDATION OF COLORADO - Funding helps support staffed offices and
programs operations throughout the state.
General Contributions
General Contributions represent cash donations and miscellaneous income to the program from private
organizations and individuals. CLS received $1,250,000 from the Legal Aid Foundation of Colorado
during the year 2013.
Property and Equipment
Property and equipment acquired with LSC funds are considered to be owned by CLS while in use by
the program or in future authorized programs. However, the funding source has a reversionary interest
in the property, including the right to determine the use of any proceeds arising from the sale of assets
purchased with LSC funds, thus the value of such property is categorized as temporarily restricted.
7
COLORADO LEGAL SERVICES
NOTES TO FINANCIAL STATEMENTS (CONTINUED)
DECEMBER 31, 2013
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Property and Equipment (Continued)
CLS capitalizes expenditures for property and equipment based on the type of equipment being
purchased regardless of value and with a useful life of more than one year. All property and equipment
is capitalized at cost or fair market value if the property was donated. The organization does not have a
formal policy regarding time restrictions of long lived assets. Depreciation of all property and
equipment is computed on a straight-line basis over the estimated service life of the assets as follows:
Office furniture - 10 years
Office equipment - 5 years
Law Library
CLS capitalizes the costs of major additions (over $5,000) to its law library. Maintenance items such as
updates, replacements, periodicals and loose leafs are expensed. Because these supplements preserve the
original value of the library, depreciation is not recorded.
Donated Property and Services
CLS and various Denver area bar associations sponsor the "Metro Volunteer Lawyers," through which
volunteer attorneys offer free or reduced -cost services to income eligible clients. CLS reflects the
proportionate share of the pro bono services provided through Metro Volunteer Lawyers. CLS also
supports programs through which volunteer attorneys offer free or reduced -cost services to income
eligible clients in various areas of the State of Colorado.
Attorney Pro Bono services (MW)
Northwest Cob. Legal Services Project
Boulder County
Colorado Springs/Pueblo
Denver/Greeley/Durango
Internal program volunteers (non -attorneys)
Donated property
Donated space
TOTAL
$ 364,688
243,256
1,078,055
647,435
332,180
354,471
1,290
10,860
3,032,235
In -kind contributions are recorded both as support and expense and, therefore, do not affect CLS' net
assets. Property donated to CLS is recorded at its market value at the time of receipt.
Allocation of Program Expenses
It is the practice of CLS to identify and charge Legal Services Corporation (LSC) restricted expenditures
to other grants, where such expenditures are allowable. In some cases, common expenses are incurred
which support the work performed under more than one grant or contract. Such expenses are allocated
as agreed to by these funding sources. LSC funds are used partially to support private attorney
involvement (P.A.I.) in Denver, Boulder, the Northwest Colorado Legal Services Project (NWCLSP),
Colorado Springs, Durango, Pueblo, La Junta and in Southeastern Colorado (see Schedule VI for
complete detail of P.A.I. expenses).
8
COLORADO LEGAL SERVICES
NOTES TO FINANCIAL STATEMENTS (CONTINUED)
DECEMBER 31, 2013
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Cash and Investments
The organization maintains deposits on behalf of clients. These funds are maintained in separate bank
accounts and are reflected on the Statement of Financial Position as Cash in Escrow — Client Deposits.
A corresponding liability is established for these in an amount equal to the amount in escrow.
All investments are measured at fair value in the Statement of Financial Position. Investment income or
loss (including gains and losses on investments, interest and dividends) is included in the Statement of
Activities as an increase or decrease in unrestricted net assets, unless it is restricted by the donor or by
law. For purposes of the statement of cash flows, the organization considers petty cash, deposits in bank
accounts and certificates of deposit which mature within 90 days of purchase to be cash equivalents.
Grants Receivable
The organization receives funding from certain sources based on a reimbursement of expenses. When
the organization has expended the funds and is waiting on the reimbursement from the funding source it
is recorded as a receivable. Receivables have been recorded at their net realizable value. Management
has assessed the collectability of each receivable and has determined they are all fully collectible.
Accordingly no allowance for doubtful accounts has been established.
Net Assets
Contributions received are recorded as unrestricted, temporarily restricted, or permanently restricted
support, depending on the existence and/or nature of any donor restrictions.
All donor -restricted support is reported as an increase in temporarily restricted or permanently
(endowments) restricted net assets, depending on the nature of the restriction. When a restriction expires
(when a stipulated time restriction ends or purpose restriction is accomplished), temporarily restricted net
assets are reclassified to unrestricted net assets and reported in the Statement of Activities as net assets
released from restrictions. When both restricted and unrestricted net assets are available to be used it is
the policy of the organization to use restricted assets first. Temporarily restricted net assets at December
31, 2013 consisted of capital assets that were purchased with restricted funds totaling $204,616 and LSC
and Non-LSC contributions to be used to fund future years operations totaling $1,088,453.
Use of Estimates
The preparation of financial statements in conformity with accounting principles generally accepted in
the United States of America requires management to make estimates and assumptions that affect certain
reported amounts and disclosures. Accordingly, actual results could differ from those estimates.
NOTE 2 MARKETABLE SECURITIES
At December 31, 2013 the organization had investments that consisted of United States Treasury Bills in
the amount of $3,343,000. The securities are not insured under the Federal Deposit Insurance
Corporation (FDIC) and therefore are subject to credit risk. The securities are shown at their fair value
using level one inputs. Securities are re -invested or analyzed on a 30 day basis. Components of income
are as noted below:
Investment Income $ 1,810
Interest Income 2
Total $ 1,812
9
COLORADO LEGAL SERVICES
NOTES TO FINANCIAL STATEMENTS (CONTINUED)
DECEMBER 31, 2013
NOTE 2 CAPITAL ASSETS
A summary of changes to capital assets for 2013 is as follows:
Balance at
12/31/2012 Additions
Depreciable
Furniture
Equipment
Computer Equipment
Software
Law Library
Total Depreciable
Less Accumulated Depreciation
Net Capital Assets
NOTE 3 LIABILITIES
$ 10,750
211,963
208,300
14,865
11,669
Balance at
Deletions 12/31/2013
$ 1,168 $ -
19,285 (34,447)
15,751 -
265
$ 11,918
196,801
224,051
15,130
11,669
457,547 36,469 (34,447) 459,569
(251,638) (37,296) 33,981 (254,953)
$ 205,909 $ (827) $ (466) $ 204,616
Unemployment/Vacation Accruals
Colorado Legal Services, because of its non-profit status, pays unemployment compensation by "direct
reimbursement," pursuant to Section 8-76-110 (3) of the Colorado Employment Security Act. To ensure
that it is able to pay approved claims, CLS maintains a reserve of $25,000 for unemployment benefits.
The employees of CLS accrue vacation based on length of service. CLS' year-end vacation liability was
$107,447 which represents one-half of the total amount payable for all employees. This represents an
accounting change that took effect January 1, 2003 and reflects a fair representation in accordance with
generally accepted accounting principles.
Deferred Revenue
CLS receives grants from agencies that the organization is required to perform certain acts or meets
certain thresholds in order to earn the money. When these grants are received they are recorded as
deferred revenue in the liability section of the Statement of Financial Position in the year they are
received. When they become available to fund operations they are removed from deferred revenue and
recorded as revenue in the Statement of Activities.
NOTE 4 OPERATING LEASES
CLS has entered into twelve lease agreements for the rental of office space. Under the lease agreements,
CLS is required to make annual office rental payments. In addition, CLS has leased office equipment.
Rent charged to expense for the year consisted of office rent $653,412 and equipment rental of $43,768.
Minimum future rental payments under current operating leases having remaining terms in excess of one
year, as of December 31, 2013:
2014
2015
2016
2017
2018
Thereafter
Total minimum future payment
10
$ 644,323
579,495
470,270
455,936
439,102
475,392
$ 3,064,518
COLORADO LEGAL SERVICES
NOTES TO FINANCIAL STATEMENTS (CONTINUED)
DECEMBER 31, 2013
NOTE 5INCOME TAXES
CLS is exempt from Federal income taxes under Section 501 (c) (3) of the Internal Revenue Code. In
addition, the Internal Revenue Service has determined that CLS is not a "private foundation" within the
meaning of Section 509 (a) of the Code. The tax returns of the organization are subject to review and
examination by authorities. Tax returns for the year ended December 31, 2010, 2011 and 2012 are open
for examination by authorities. There was no income tax charged to expense for the current year.
NOTE 6 MANAGEMENT/GENERAL AND FUND-RAISING COSTS
CLS estimates its management/general costs (which includes overall program direction, accounting,
budgeting and board activities) were $1,293,068 representing 10% of its operating budget. Fund-raising
costs were $129,305 and, thus, represent less than 1% of its operating budget.
NOTE 7 SUBSEOUENT EVENTS
Management has evaluated subsequent events through April 14, 2014, the date the financial statements
were available to be issued. There were no material subsequent events that required recognition or
additional disclosure.
NOTE 8 RECLASSIFICATIONS
Certain items relating to the prior year's financial statements have been reclassified to conform to the
presentation of the current years financial statements.
I1
SUPPLEMENTAL INFORMATION
COLORADO LEGAL SERVICES
SCHEDULE OF FUNCTIONAL EXPENSES
For the Year Ended December 31, 2013
Schedule I
Attorney Salaries
Paralegal Salaries
Other Salaries
Total Salaries
Employee Benefits
Temporary Help
Donated Services
Total Personnel
Rent & Maintenance
Equipment Rental & Repair
Consumable Supplies
Training & Travel
Telephone
Insurance
Contractual Services
Books & Periodicals
Depreciation
Other Operating
Total Non -Personnel
Total Expenses
2013 ratios
2012 ratios
Legal Management
Services Si General
Fund
Raising Total
$ 3,119,689 $ 350,527
1,417,876 159,312
1,021,336 114,757
5,558,901 624,596
1,430,464 160,729
4,433 498
2,686,682 303,095
9.680,480 1,088,918
$ 35,053 $ 3,505,269
15,931 1,593,119
11,472 1,147,565
62,456 6,245,953
16,073 1,607,266
50 4,981
30,308 3,020,085
108,887 10,878,285
676,911 74,837 7,484 759,232
38,954 4,377 438 43,769
120,282 13,515 1,351 135,148
151,295 16,999 1,700 169,994
102,627 11,531 1,153 115,311
16,914 1,900 190 19,004
253,358 28,467 2,847 284,672
39,811 4,473 447 44,731
33,193 3,730 373 37,296
394,483 44,321 4,435 443,239
1,827,828 204,150 20,418 2,052,396
$ 11,508,308
$ 1,293,068 $ 129,305 $ 12,930,681
89% 10% 1% 100%
85% 14% 1% 100%
See the accompanying independent auditors' report.
12
COLORADO LEGAL SERVICES
SUMMARY OF GRANTS AND CONTRACTS
For the Year Ended December 31, 2013
Schedule II
Amount Temporarily
GRANTOR Period Received Unrestricted Restricted
Legal Services Corporation 1/1-12/31/13 $3,693,535 $ - $ 3,693,535
Colorado Lawyers Trust Account Foundation 1/1-12/31/13 978,000 978,000
State of Colorado 1/1-12/31/13 735,952 735,952
Colorado Supreme Court 1/1-12/31/13 750,000 750,000
Dept of Health and Human Services -Aging 1/1-12/31/13 507,597 - 507,597
Colorado Attorney General I/1-12/31/13 500,000 500,000
Department of Health and Human Services-ORR 1/1-12/31/13 283,375 - 283,375
Victims Assistance and Law Enforcement 1/1-12/31/13 262,912 - 262,912
U.S. Department of Justice - VOCA 1/1-12/31/13 136,662 136,662
United Ways 1/1-12/31/13 109,849 - 109,849
Colorado Health Foundation 1/1-12/31/13 100,000 100,000
U. S. Department ofJustice 1/1-12/31/13 59,370 - 59,370
County of Boulder 1/1-12/31/13 55,000 - 55,000
Denver Center for Crime Victims 1/I-12/31/13 43,247 43,247
City of Boulder I/I-12/31/13 36,497 - 36,497
City of Longmont 1/1-12/31/13 25,000 - 25,000
Bureau ofJustice Assist (OW-B.TA) 1/1-12/31/13 22,169 22,169
Connie & William White 1/1-12/31/13 20,000 - 20,000
Other Grant 1/1-12/31/13 105,993 105,993
$ 8,425,158 $ $ 8,425,158
Note: Northwest Colorado Legal Services Project included in each type of grant.
See the accompanying independent auditors' report.
13
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COLORADO LEGAL SERVICES
SCHEDULE OF SUPPORT, EXPENDITURES AND CHANGES IN NET ASSETS (CONTINUED)
For the Year Ended December 31, 2013
Schedule IV
LSC OTHER
Attorney
TIG-11074 TIG-12074 Fee Interest Property Total
Grants and Contracts
Interest Income
Gain on Sale of Equipment
Other
Total
PERSONNEL EXPENSES
Lawyers
Paralegal
Other
Employee Benefits
Total Personnel Expenses
Rent & Maintenance
Equipment
Consumable Supplies
Training & Travel
Insurances
Contractual Services
Books & Periodicals
Litigation
Depreciation
Other Operating
Total Non Personnel Expenses
TOTAL EXPENSES
Revenues Over / (Under) Expenditures
$ 10,804 $ 5,640 $ 45,244 $ - $ $ 61,688
207 207
10,804 5,640 45,244 207 61,895
7,453
1,339 2,583
5,639 3,089 520
499 518 2,824
6,138 4,946 13,380 24,464
7,453
3,922
9,248
3,841
2,484 2,484
1,173 1,173
2,966 - - 2,966
1,063 - 1,063
- - 168 168
3,269 18,429 21,698
- - 1,213 - - 1,213
3,770 207 - 3,977
- - - 10,272 10,272
1,397 225 598 - 2,220
4,666 225 31,864 207 10,272 47,234
10,804 5,171 45,244 207 10272 71,698
469
Acquisition of Property (645)
Return to LSC
Net other Changes
CHANGE IN NET ASSETS
Net Asscls - Beginning of Year
Net Assets - End of Year
(10,272)
645
(645) 645
(9,803)
(176) (9,627) (9,803)
15,697 43,336 59,033
$ - $ 15,521 $ $ - $ 33,709 $ 49,230
See the accompanying independent auditors' report.
15
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COLORADO LEGAL SERVICES
NOTES TO SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
DECEMBER 31, 2013
EXPENDITURES OF FEDERAL AWARDS
General
The accompanying schedule of expenditures of federal awards includes the federal grant activity
of the Colorado Legal Services, Inc. ("CLS"). All federal financial assistance received by the
reporting entity directly from federal agencies, as well as federal financial assistance passed
through other government agencies, is included on the schedule.
Basis of presentation
The accompanying schedule of expenditures of federal awards is presented using the accrual
basis of accounting. The information in this schedule is presented in accordance with the
requirements of OMB Circular A-133, Audits of States, Local Governments, and Non -Profit
Organizations. Therefore, some amounts presented in this schedule may differ from amounts
presented in, or used in the preparation of, the basic financial statements. Federal financial
assistance provided to subrecipients is treated as an expenditure when it is paid to the
subrecipient.
17
Schedule VI
Colorado Legal Services
The following schedule reflects the expenditure of not less than an amount equal to 12.5%
of CLS' basic grant from the Legal Services Corporation to support the involvement of
private attorneys in the delivery of legal services to income eligible program clients.
2013
SALARY AND FRINGE: Documented personnel expenses of designated
program staff $86,998
OPERATING EXPENSES: Actual space costs and other non -personnel expenses
directly attributable to private attorney involvement 29,882
CONTRACTUAL AGREEMENTS: Actual contractual payments to private
attorneys to represent income eligible program clients 83,126
NORTHWEST COLORADO LEGAL SERVICES PROJECT: Costs for staff
salaries, fringe and non -personnel costs for the support of the provision of pro
bono services and contract payments to private attorneys for representation of
income eligible program clients in eleven Colorado mountain counties 295,265
TOTAL EXPENDITURE 495,271
TOTAL REQUIREMENT 431,423
EXCESS £63,848
18
Green & Associates LLC
Certified Public Accountants & Business Consultants
REPORT ON COMPLIANCE FOR EACH MAJOR FEDERAL PROGRAM; REPORT ON
INTERNAL CONTROL OVER COMPLIANCE
INDEPENDENT AUDITOR'S REPORT
To the Board of Directors
Colorado Legal Services
Report on Compliance for Each Major Federal Program
We have audited Colorado Legal Services compliance with the types of compliance requirements
described in the OMB Circular A-133 Compliance Supplement that could have a direct and material
effect on each of Colorado Legal Services major federal programs for the year ended December 31,
2013. Colorado Legal Services major federal programs are identified in the summary of auditor's
results section of the accompanying schedule of findings and questioned costs.
Management's Responsibility
Management is responsible for the compliance with the requirements of laws, regulations, contracts,
and grants applicable to each of its major federal programs.
Auditor's Responsibility
Our responsibility is to express an opinion on compliance for each of Colorado Legal Services major
federal programs based on our audit of the types of compliance requirements referred to above. We
conducted our audit of compliance in accordance with auditing standards generally accepted in the
United States of America; the standards applicable to financial audits contained in Government
Auditing Standards, issued by the Comptroller General of the United States; and OMB Circular A-133,
Audits of States, Local Governments, and Non -Profit Organizations. Those standards and OMB
Circular A-133 require that we plan and perform the audit to obtain reasonable assurance about whether
noncompliance with the types of compliance requirements referred to above that could have a direct
and material effect on a major federal program occurred. An audit includes examining, on a test basis,
evidence about Colorado Legal Services compliance with those requirements and performing such
other procedures as we considered necessary in the circumstances.
We believe that our audit provides a reasonable basis for our opinion on compliance for each major
federal program. However, our audit does not provide a legal determination of Colorado Legal Services
compliance.
Opinion on Each Major Federal Program
In our opinion, Colorado Legal Services complied, in all material respects, with the types of compliance
requirements referred to above that could have a direct and material effect on each of its major federal
programs for the year ended December 31, 2013.
2700EastBridgeSt.,SteA Creen&Associates • LLC
Brighton, CO 80601
PHONE (720) 939-6458
www, GreenCPAf inn.com
Certified Public Accountants & Business Consultants
Report on Internal Control over Compliance
Management of Colorado Legal Services is responsible for establishing and maintaining effective
internal control over compliance with the types of compliance requirements referred to above. In
planning and performing our audit of compliance, we considered Colorado Legal Services internal
control over compliance with the types of requirements that could have a direct and material effect on a
major federal program to determine the auditing procedures that are appropriate in the circumstances
for the purpose of expressing an opinion on compliance for each major federal program and to test and
report on internal control over compliance in accordance with OMB Circular A-133, but not for the
purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly,
we do not express an opinion on the effectiveness of Colorado Legal Services internal control over
compliance.
A deficiency in internal control over compliance exists when the design or operation of a control over
compliance does not allow management or employees, in the normal course of performing their
assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance
requirement of a federal program on a timely basis. A material weakness in internal control over
compliance is a deficiency, or combination of deficiencies, in internal control over compliance, such
that there is a reasonable possibility that material noncompliance with a type of compliance requirement
of a federal program will not be prevented, or detected and corrected, on a timely basis. A sign fcant
deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in
internal control over compliance with a type of compliance requirement of a federal program that is less
severe than a material weakness in internal control over compliance, yet important enough to merit
attention by those charged with governance.
Our consideration of internal control over compliance was for the limited purpose described in the first
paragraph of this section and was not designed to identify all deficiencies in internal control over
compliance that might be deficiencies, significant deficiencies, or material weaknesses. We did not
identify any deficiencies in internal control over compliance that we consider to be material
weaknesses, however material weaknesses may exist that have not been identified.
The purpose of this report on internal control over compliance is solely to describe the scope of our
testing of internal control over compliance and the results of that testing based on the requirements of
OMB Circular A-133. Accordingly, this report is not suitable for any other purpose.
April 16, 2014
Brighton, Colorado
Green & Associates LLC
Certified Public Accountants & Business Consultants
REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON
COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL
STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING
STANDARDS
INDEPENDENT AUDITOR'S REPORT
To the Board of Directors
Colorado Legal Services
We have audited, in accordance with the auditing standards generally accepted in the United States of
America and the standards applicable to financial audits contained in Government Auditing Standards
issued by the Comptroller General of the United States, the financial statements of Colorado Legal
Services which comprise the statement of financial position, as of December 31, 2013, and the related
statement of activities and cash flows for the year then ended and the related notes to the financial
statements and have issued our report thereon dated April 16, 2014.
Internal Control Over Financial Reporting
In planning and performing our audit of the financial statements, we considered Colorado Legal
Services internal control over financial reporting (internal control) to determine the audit procedures
that are appropriate in the circumstances for the purpose of expressing our opinion on the financial
statements, but not for the purpose of expressing an opinion on the effectiveness of Colorado Legal
Services internal control. Accordingly, we do not express an opinion on the effectiveness of Colorado
Legal Services internal control.
A deficiency in internal control exists when the design or operation of a control does not allow
management or employees, in the normal course of performing their assigned functions, to prevent, or
detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a
combination of deficiencies, in internal control, such that there is a reasonable possibility that a material
misstatement of the entity's financial statements will not be prevented, or detected and corrected on a
timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal
control that is less severe than a material weakness, yet important enough to merit attention by those
charged with governance.
Our consideration of internal control was for the limited purpose described in the first paragraph of this
section and was not designed to identify all deficiencies in internal control that might be material
weaknesses or significant deficiencies. Given these limitations, during our audit we did not identify any
deficiencies in internal control that we consider to be material weaknesses. However, material
weaknesses may exist that have not been identified.
2700 East Bridge St., Ste A
Brighton, CO 80601
Green&Associates • LLC
rzsamme-vni
PHONE (720) 839-6458
www.CreenCPAfirm.com
Certified Public Accountants & Business Consultants
Compliance and Other Matters
As part of obtaining reasonable assurance about whether Colorado Legal Services financial statements
are free from material misstatement, we performed tests of its compliance with certain provisions of
laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and
material effect on the determination of financial statement amounts. However, providing an opinion on
compliance with those provisions was not an objective of our audit, and accordingly, we do not express
such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that
are required to be reported under Government Auditing Standards.
Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and
compliance and the results of that testing, and not to provide an opinion on the effectiveness of the
entity's internal control or on compliance. This report is an integral part of an audit performed in
accordance with Government Auditing Standards in considering the entity's internal control and
compliance. Accordingly, this communication is not suitable for any other purpose.
April 16, 2014
Brighton, Colorado
22
SCHEDULE OF FINDINGS AND QUESTIONED COSTS
December 31, 2013
Section I — Summary of Auditor's Results
FINANCIAL STATEMENTS
Type of Auditors Report Issued: UNMODIFIED
Internal Control over Financial Reporting:
Material weakness identified?
• Significant deficiencies identified?
Noncompliance material to financial statement noted?
FEDERAL AWARDS
Internal control over major programs:
• Material weakness identified?
• Significant deficiencies identified?
Type of Auditor's Report issued
on Compliance for Major Programs:
Any Audit findings disclosed that are required to be reported
In accordance with section 510 (a) of Circular A -I33?
Identification of Major Programs:
Federal Program or Cluster: CFDA # 9.706060 Legal Services Corporation
Dollar threshold used to distinguish between Type A
and Type B programs: $300,000
Auditee qualified as low -risk?
SECTION II FINANCIAL STATEMENT FINDINGS
Current Year Audit Findings:
Prior Year Audit Findings:
No
None Reported
No
No
None Reported
UNMODIFIED
No
Yes
None
None
SECTION III FEDERAL AWARDS FINDINGS AND QUESTIONED COSTS
Current Year Audit Findings:
Prior Year Audit Findings:
23
None
None
COLORADO LEGAL SERVICES
C1)12
-DEIDaiir
CLS Board of Directors
February 26, 2014
Colorado Legal Services
2/20/2014
REVENUE
Legal Services Corporation
State of Colorado (FVJF)
Colorado Supreme Court
Colorado Attorney General
Mile High United Way
Pikes Peak United Way
Larimer County United Way
Foothills United Way
Colorado Springs - Title IIIB
DRCOG - Tile IIIB
Grand Junction - Title IIIB
Pueblo County - Title IIIB
Boulder - Title IIIB
City of Boulder
County of Boulder
City of Longmont
VALE
VOCANAWA Combined
NWCLSP
COLTAF
LAF - General
Interest Income
Other Revenue
TOTAL REVENUE
EXPENDITURES
Attorney Salaries
Paralegal Salaries
Other Salaries
Fringe Benefits
Temporary Agencies
TOTAL PERSONNEL
Space
Equipment
Supplies
Mileage Si Parking
Training & Travel - Unit
Training & Travel - Mgmt
Training & Travel - Board
Program Audit
Telephone
Litigation
Insurance
Data Processing
Membership Fees
Contract Services- Program
Contract Services - Clients
Capital Acquisitions
Library
Other Operating
TOTAL EXPENDITURES
Surplus (Deficit)
Beginning Net Assets
Beg Restricted Net Assets
Total Net Assets
2014
Operating
Budget
$4,587,199
875,000
297,253
582,699
75,000
14,848
0
2,439
40,000
218,392
110,000
59,960
27,000
37,000
55,000
20,000
225,903
136,662
112,663
700,000
1,350,000
1,000
833,602
$10,361,620
3,879,804
1,657,767
1.168.757
6,706,327
1,720,601
16O_00
8,441,928
736,004
100,000
155,000
140,000
20,000
100,000
3,000
12,500
120,750
150,000
25,000
8,500
33,350
75,000
225,000
75,000
60,000
249725
$2,288,830
10,730,758
(369,138)
3,147,567
0
3,147,867
ENDING NET ASSETS 2,778,729
GREELEY - OFFICE
OPERATING BUDGET
REVENUE
State VALE .
19th JD VALE
Individual Donations
Title III Donations
State of Colorado
COLTAF ,
Legal Aid Foundation
Legal Service Corp
TOTAL
EXPENDITURES
Salaries
Fringe
Space -Rent
Audit
Contract Srv-Clients
Utilities/Jan itoriall
Equipment Rental
Equip/Software/Repairs
Supplies/Postage
Travel
Training
Telephone
Library
Litigations
insurance
Membership Fees
Other Operating
Budget
2015
15,272
36,000
500
100
53,664
18,346
105,487
334,806
584,174
363,889
138,278
24,000
700
1,000
3,000
1,508
3,000
8,500
4,500
3,000
4,500
2,000
2,500
1,300
2,000
500
TOTAL 564,174
SURPLUS(DEFICIT) 0
Colorado Legal Services Board of Directors - 2015
Sharon Cochran
Aurora, Colorado
Attorney, Sam Cary Bar
Association
Pete Cordova
Salida, Colorado
Attorney, Colorado Bar
Association
Jerome DeHerrera
Denver Public Schools
Denver, Colorado
Attorney, Colorado Bar
Association
John P. Frey
Frey Plock & Root, LLC
Fort Collins, Colorado
Attorney, Colorado Bar
Association
Larry Gaddis
Gaddis Kin & Herd PC
Colorado Springs, Colorado
Attorney, Colorado Bar
Association
Allison Gober
Salida, Colorado
Client Eligible Board Member
The Alliance Against
Domestic Abuse
Paula Greisen
King & Greisen, LLP
Denver, Colorado
Attorney, Colorado Bar
Association
Trudee Gurley
Gurley Law Group
Grand Junction, Colorado
Attorney, Colorado Bar
Association
Patricia Hall
Maynes Bradford Shipps, Et Al
Durango, Colorado
Attorney, Colorado Bar
Association
Dorothy Hensley
Longmont, Colorado
Client Eligible Board Member
Boulder County Agency on Aging
Nancy Hijar
Clifton, Colorado
Client Eligible Board Member
Western Slope Center for
Children
Kenzo Kawanabe
Davis Graham & Stubbs, LLP
Denver, Colorado
Attorney, Colorado Bar
Association
Regina Kazeck
Alamosa, Colorado
Client Eligible Board Member
La Puente
John Livingston, Jr.
Magistrate, retired
Denver, Colorado
Attorney, Colorado Bar
Association
Angela Martinez
La Junta, Colorado
Client Eligible Board Member
Arkansas Valley Farmworkers'
Services Coalition
Harry Barton (Bart)
Mendenhall, II
Mendenhall & Malouff
Rocky Ford, Colorado
Attorney, Colorado Bar
Association
Kymberly Merrick
Craig, Colorado
Client Eligible Board Member
Moffat County United Way
Meredith Munro
liamil/Hecht, LLC
Denver, Colorado
Attorney, Colorado Bar
Association
MacKenzie O'Shea
Greeley, Colorado
Client Eligible Board Member
Project WISE
Bruce Saltier
Faegre & Benson, retired
Denver, Colorado
Attorney, Colorado Bar Association
Tina Smith
Denver, Colorado
Client Eligible Board Member
AFDC Coalition
Amber Springstead
Fort Collins, Colorado
Client Eligible Board Member
Mathews House
Alan C. Stine
Aurora Municipal Court
Aurora, Colorado
Attorney, Colorado Bar Association
Helen Stone
Stone, Rosen & Byrne, PC
Boulder, Colorado
Attorney, Colorado Bar Association
Kara Veitch
Denver, Colorado
Attorney, Colorado Women's Bar
Association
Daniel A. Vigil
University of Denver College of Law
Denver, Colorado
Attorney, Colorado Hispanic Bar
Association
Officers:
Chair:
Vice Chair:
Secretary:
Treasurer:
2/24/15
Tina Smith
John Frey
MacKenzie O'Shea
Larry Gaddis
COLEGALSI
ACORD.CERTIFICATE OF LIABILITY INSURANCE
DATE(MMfDDrTYYY)
1113/2015
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: if the certificate holder is an ADDITIONAL tt1StJRED, the policy(les} must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder In lieu of such endorsement(e).
PRODUCER
g are Susan Stoehr
HUB International Ins Svcs Inc
111 S. Tejon St, Suite 113
pat 303-291-2002 x. No 866-243.0727
',�Dc�eEsE%It= tA�a: Susan.steell:QhubilTtorlation0l.corn
Colorado Springs, CO 80903
INSURER(S) AFFORDING COVERAGE MAIO I
719 864-0700
INSURER Hartford Life Group Insurance C 14268
INSURERe: Pinnacol Assurance Company
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;29459
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INSURED
Colorado Legal Services
1905 Sherman St Ste 400
tNsuReRc, Twin City Fire Insurance Compan
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Denver, CO 80203
IHBURERD.
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INSURER E :
-- - _i.. ....
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED NOTWRHSTANDIND ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS 01- SUCH POLICIES
flitiu
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TYPE OF INSURANCE PISA
GENERAL UABILITY
X COMMERCIAL GENERAL LIABILITY
CUIMS-MADE Lxl OCCUR
GEN'L AGGREGATE UMIT APPUEB PER:
XI POLICY 1 jr.
AUTOMOBILE LIABILITY
x
LOC
ANY AUTO
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AUTOS AUTOS
NON -OWNED
HIRED AUTOS X AUTOS
UMBRELLA LUIS I OCCUR
EXCESS LIA9
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WORKERS COMPENSATION
AND EMPLOYERS' LIABIUTY t N
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LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS
POLICY NUMBER (Nta'!IS(.1'1 rY1') IR 41�d0TWRI
34SBAPP3232 12/01/2014,12/011201
34SBAPP3232
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12/01/2014
0/01/2014
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BODILY INJURY (Per poison)
BODILY INJURY (Per =Meal)
(t(8)I tlIl1'Y DAh1AOI-. _
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EACH OCCURRENCE _
AGGREGATt
LIMITS
EACH OCCURRENCE �_— S2,000,000
1t F1111 INT$ilCoar$l. $1,000,000
MED E%P (llnr one r "•r+H_ $ )0;000
PERsoNAI.anovINJURY x2,000,000
OENI32ALAGGREGATE 34,000,000
PRODUCTS - cOMPIOP AGO 84,000,000
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$
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FL EACHni:Clyl.NI $590,000
E L. DISEASE - EA PWLtYFEF4 in00,000
E.L. DISEASE - POLICY UNIT x'800,000
81,000,000 Data Privacy
$1,000,000 Network Sec
5 000 Retention
DESCRIPTION OF OPERATIONS /LOCATIONS I VEF/CLES (Attach ACORD 101, Additional Remarks Schedule, If more spew Is required)
This section intentionally left blank
CERTIFICATE BOLDER
Insured Copy
_Q CI5N ELATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
ACORD 25 {2010/05} 1 of 1
#53304778/N13303491 •
81986.2010 ACORD CORPORATION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
KY01
SPECIFICATIONS AND/OR SCOPE OF WORK AND PROPOSED PRICING:
The undersigned, by his or her signature, hereby acknowledges and represents that:
1. The bid proposed herein meets all of the conditions, specifications and special provisions set
forth in the request for proposal for Request No. #81500061,
2. The quotations set forth herein are exclusive of any federal excise taxes and all other state
and local taxes.
3. He or she is authorized to bind the below -named bidder for the amount shown on the
accompanying proposal sheets.
4. The signed bid submitted, all of the documents of the Request for Proposal contained herein
(including, but not limited to, product specifications and scope of services), and the formal
acceptance of the bid by Weld County, together constitutes a contract, with the contract date
being the date of formal acceptance of the bid by Weld County.
5. Weld County reserves the right to reject any and all bids, to waive any informality in the bids,
and to accept the bid that, in the opinion of the Board of County Commissioners, is to the
best interests of Weld County. The bid(s) may be awarded to more than one vendor.
FIRM Colorado Legal Services BY Tina Smith, Chair, Board of Directors
(Please print)
BUSINESS 1905 Sherman Street, Suite 400 2/25/2015
CITY, STATE, ZIP CODE Denver, CO 80203
TELEPHONE NO 6-99 FAX 303-830-7860 TM ID # 84-0402702
SIGNATURE
E-MAIL morlenes@comcast.net
tHE SUCCESSFUL BIDDER SHALL Pi3ovic) A W-9 IF NOT ALREADY ON Fl LE*"
WELD COUNTY IS EXEMPT FROM COLORADO SALES TAXES. THE CERTIFICATE OF
EXEMPTION NUMBER IS #98-03551-0000. YOU DO NOT NEED TO SEND BACK PAGES 1 -12
81500061 29
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