HomeMy WebLinkAbout20171570.tiffRESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR LOW INCOME ENERGY
ASSISTANCE PROGRAM (LEAP) AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Memorandum of Understanding for the
Low Income Energy Assistance Program (LEAP) 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, and the Colorado Department of Economic Security, Division of Food and
Energy Assistance, commencing October 1, 2017, and ending September 30, 2021, with further
terms and conditions being as stated in said memorandum of understanding, and
WHEREAS, after review, the Board deems it advisable to approve said memorandum of
understanding, 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 Memorandum of Understanding for the Low Income Energy Assistance
Program (LEAP) 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, and the
Colorado Department of Economic Security, Division of Food and Energy Assistance, be and
hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said memorandum of understanding.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 22nd day of May, A.D., 2017.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
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Weld County Clerk to the Board
uty Clerk to the Board
APPR• D AS T
Coun y A ttorney
Date of signature: CO (' (3 /1
A. Cozad, Chair
Steve Moreno, Pro-Tem
rbara Kirkmeyer
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2017-1570
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PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: May 2, 2017
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE: Weld County Department of Human Services'
Memorandum of Understanding (MOU) with the
Colorado Department of Human Services (CDIIS)
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 Memorandum of Understanding (MOU)
with the Colorado Department of Human Services (CDHS). In lieu of self-administering the
State Low Income Energy Assistance Program (LEAP), the Department would like to continue
the current opt out option through September 30, 2021. CDI-IS has asked that all Counties
interested in opting out and using the State contracted vendor, Discover Goodwill of Southern
and Western Colorado, sign the attached MOU. Weld County has used the contracted vendor for
the last few years and the Department is requesting Director Signature on the MOU.
1 do not recommend a Work Session. I recommend approval of the MOU with Director
Signature.
Scan P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Approve
Recommendation Work Session
Schedule
Other/Comments:
Pass -Around Memorandum; May 2, 2017 — CMS 1142
Pa2e I
2017-1570
(-IROo&8
COLORADO
Office of Economic Security
rcod :, - -3
Office and Division. Economic SecurityFood and Energy Assistance
Humber: OM FEA•2017.0004
Program Areal LEAP
issue Date; march 31, 2017
Title memorandum of Understanding
Office Director Phyllis
Albritton
Memo Type: Operation
Division Director; Lena
Wilson
9 CCR 2503.7: Section 3.770
Expiration Date'
September 30, 2021
Outcome' Counties who wish to participate in the statewide LEAP contract
understand the procedures to do so
Effective Date: October 1,
2017
Key Words: LEAP. Discover Goodwill, Low Income Energy Assistance Program
Intended Recipients: County Departments of Human Services Directors
Purpose: This Operations Memorandum establishes mutually -agreed procedures among the Colorado Department
of Human Services (OOHS) Low income Energy Assistance Program (LEAP), the statewide LEAP contractor of
Discover Goodwill of Southern and Western Colorado (Discover Goodwill), and counties who wish to use the
statewide contract to operate the program. By signing the attached Memorandum of Understanding (MOU) and
returning it to the State LEAP office, the county confirms its intent to use the contracted vendor through
September 30, 2021 in lieu of administering the LEAP program internally. (However, any county signing the MOU
will have an option to withdraw from the statewide contract annually.) Counties currently participating in the
statewide contract who wish to continue to participate and any counties who are self-administering LEAP who
want to opt Into the statewide contract must sign and return the MOU in order to participate in the statewide
contract beginning on October 1, 2017.
Action: Confirm the county's intention to use services procured through Discover Goodwill, in lieu of self-
administering LEAP, by reviewing, signing, scanning, and returning the MOU to Esther.Cooisr9state.co.us no later
than April 30, 2017.
Counties currently particIpatinu In statewide LEAP contract.
• The 39 counties currently participating in the statewide contract must sign and return the MOU to
continue participating under the terms of this agreement after September 30, 2017.
If the MOU is not signed and returned, the county will cease participating under the terms of the
agreement and must begin sell•administering LEAP as of October 1, 2017.
020/7- /670
Counties self-administering LEAP:
• Any of the 25 counties who are administering LEAP themselves and would like to opt into the statewide
LEAP contract beginning on October 1, 2017 must sign and return the MOU. Counties who return the MOU
will begin to be served under the terms of this agreement as of October 1, 2017.
• Counties who want to continue selfadministering LEAP do not need to do anything.
Background: The State LEAP office procured a statewide contract with Discover Goodwill, through a competitive
Request for Proposal (RFP) process, to administer LEAP on behalf of counties, effective October 1, 2016 through
September 30, 2017. The contract includes an annual option to renew for four years. October 1, 2017 will begin
the first of the four renewal years.
Contact: Aggie Berens, LEAP Manager
(303) 861.0337
Aggie.Berens@state co.u1
Website: https://sites.gooale,c.rxniatstate.co.us/cdhs,memo series/home
Memorandum of Understanding
CDHS/LEAP Responsibilities:
1. Elicit county commitment to participate in the statewide contract via this Memorandum of Understanding
2. Contract negotiation with Discover Goodwill throughout the contract period.
3. Oversee and monitor Discover Goodwill's performance in the administration of LEAP.
4. Make all payments to Discover Goodwill for providing services, as defined in the contract.
5. Coordinate with all stakeholders including the Office of Information Technology (OJT), eCallogy (Heat
Help), Energy Outreach Colorado, the Bawmann Group (LEAP Ad Campaign), CDHS Settlement Accounting
(for CFMS issues), and others in transitioning from county administration to the statewide contract.
6. Provide all necessary training and materials to Discover Goodwill to administer LEAP.
7. Assign and manage county access to the LEAP eligibility system.
8. Provide training on system log -in and access to information and reports.
9. Be available to answer all contractor questions and assist with matters that may arise.
Discover Goodwill Responsibilities:
1. Work closely with CDHS/LEAP staff in implementing the contract.
2. Submit detailed monthly invoices to CDHS/LEAP for payment for services delivered under this contract,
3. Coordinate with other CDHS/LEAP contractors, including eCattogy, Bawmann Group, Energy Outreach
Colorado. and others.
4. Process all LAEAP applications in a timely manner in order to meet the State's performance goals,
5. Ensure a team is available to assist clients, as needed, and answer their questions.
6, Provide appropriate equipment required to process LEAP applications.
7. Provide technicians access to the LEAP system.
8. Train staff beyond the pre -season training offered by CDHS/LEAP.
9. Follow all rules, policies, and procedures outlined by CDHS/LEAP and adhere to any other state or federal
laws applicable to LEAP.
10. Coordinate with LEAP vendors on behalf of LEAP clients, as necessary,
County Responsibilities:
1. Inform the CONS/LEAP office of the intention to use services procured with Discover Goodwill by signing
the Memorandum of Understanding.
2. If intending to discontinue use of Discover Goodwill and assume local administration of LEAP, inform the
CDHSILEAP office by April 30 each year.
3. Maintain a county presence for LEAP services_ This may be accomplished by using Outreach funds in order
to increase awareness about LEAP in the community, faxing applications received to Discover Goodwill,
making copies, providing applications to customers, assisting in emergencies, and more.
4. Provide the CDHS/LEAP office with the name and contact information for the individual who will serve as
the county contact for all LEAP -related communication by August 31 each year throughout the contract
period,
S. Assign one individual who will be responsible for accessing county LEAP reports through the LEAP web -
based eligibility system.
6_ Communicate to the CDHS Settlement Accounting unit its election to leave any expenditures
distributed via the Random Moment Sampling cost allocationprocess as LEAP exi nditures within the
County Administration allocation, so as to avoid any expenditures being (reclassified to the LEAP
Administration allocation. Counties will not enter any LEAP Administrative Charges In the Colorado
Financial Management System (CFMSI.
Name.
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*See Below
Name, Title
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