HomeMy WebLinkAbout20172442RESOLUTION
RE: APPROVE GRANT AWARD CONTRACT FOR AREA AGENCY ON AGING LONG-
TERM CARE SERVICES AND MEDICAID FINANCIAL ELIGIBLITY COORDINATION
PROJECT AND AUTHORIZE DIRECTOR OF HUMAN SERVICES 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 Grant Contract for Area Agency on
Aging Long -Term Care Services and Medicaid Financial Eligibility Coordination Project between
the County of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Weld County Department of Human Services, Area Agency on
Aging, and the Colorado Department of Health Care Policy and Financing, commencing upon full
execution of signatures and ending with further terms and conditions being as stated in said award
contract, and
WHEREAS, after review, the Board deems it advisable to approve said grant award
contract, 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 Grant Award Contract for Area Agency on Aging Long -Term Care
Services and Medicaid Financial Eligibility Coordination Project 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 the Colorado Department of
Health Care Policy and Financing, be, and hereby is approved and accepted.
BE IT FURTHER RESOLVED by the Board that the Director of Human Services be, and
hereby is, authorized to sign said grant contract.
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2017-2442
HR0088
RE: GRANT AWARD CONTRACT FOR AREA AGENCY ON AGING LONG-TERM CARE
SERVICES AND MEDICAID FINANCIAL ELIGIBILITY COORDINATION PROJECT
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 19th day of July, A.D., 2017.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dithev lik
Weld County Clerk to the Board
BY
uty Clerk to the Board
APPD AS
ttorney
Date of signature: g/ lS I l'7
Ata
Cozad, Chair
Steve Moreno, Pro-Tem
Sean P. Conway
arbara Kirkmeyer
C
J
2017-2442
HR0088
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: July 14, 2017
TO: Board of County Commissioners — Pass -Around
FR: Judy A. Griego, Director, Human Services
RE: Weld County Department of Human Services' Grant
Funding for the Area Agency on Aging Long -Term Care
Services and Medicaid Financial Eligibility Coordination
Project
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 Grant Funding for the Area Agency on Aging Long -Term
Care Services and Medicaid Financial Eligibility Coordination Project. On June 9, 2017, a Pass -Around
Memorandum was circulated regarding the submission of an application to the Colorado Department of I-Iealth
Care Policy and Financing (HCPF). The Pass -Around was approved and the application listed on the
Wednesday, June 21, 2017 agenda, item 2017-1819.
The application was submitted and on July 12, 2017, the Department received a Notice of Determination
confirming the project has been approved with an award amount of $80,880. This is a request to have Judy
Griego, Department Head, sign the Acceptance of Grant Funding page. This must be submitted prior to close of
business Friday, July 21, 2017, otherwise the funding will be forfeited.
I do not recommend a Work Session. I approve Judy Griego as the Signing Authority.
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro-Tem
Approve Schedule
Recommendation Work Session
Other/Comments:
2017-2442
Pass -Around Memorandum; July 14, 2017 - Not in CMS Page 1
COLORADO
Department of Health Care
Policy & Financing
Notice of Determination
FY 2017-18 County Grant Program
July 12, 2017
Judy Griego, Director
Weld County
The Colorado Department of Health Care Policy and Financing's County Grant Scoring
Committee reviewed your application for the FY 2017-18 County Grant Program and
made a determination on whether to approve or deny the proposed project:
FY 2017-18 County Grant Program Proposed Project
Proposed Project:
Requested total
funding:
Long Term Care Services and Medicaid Financial
Eligibility Coordination Project
$80,880.00 Grant Proposal
Project Manager:
Eva Jewell
FY 2017-18 County Grant Scoring Committee Determination
Final
Determination:
Awarded Amount:
Additional Notes:
Approved
Final Score:
13.8 out of 18
$80,880.00 Remaining Balance: $0.00
If the proposed project was approved, please follow instructions on the following
pages to accept the project's funding. If the proposed project was denied, no further
action is required.
The Department thanks all applicants for their hard work and continued dedication to
serving Coloradans. Although not all proposed projects were approved, the Department
encourages all counties to participate in future grant cycles, if funding is approved by
the General Assembly.
For questions regarding this Notice of Determination, please contact:
Joshua Montoya Joshua.montoya(astate.co.us
County Relations 303-866-2403
Our mission is to improve health care access and outcomes for the people we serve while (y
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf \•%�
tail; t,-/
Notice of Determination: FY 2017-18 County Grant Program Page 2 of 3
Approval of Grant Funding
County Partner,
Congratulations! Your proposed project was approved by the County Grant Scoring
Committee. Please follow the instructions below to access funding approved through
the FY 2017-18 County Grant Program.
The county director or signing authority must return the Acceptance of Grant Funding
page with signature no later than close of business Friday, July 21, 2017.
By returning this signed document, the county is agreeing to abide by all Conditions of
Funding (COF) as found in the attached Conditions of Funding, also found in the grant
application's Appendix D, including:
1. Acceptance of Conditions of Funding (Page 12)
2. Program Conditions of Funding (Page 12)
3. Budget Conditions of Funding (Page 13)
4. Audits and Sanctions (Page 14)
All COF must be met to be eligible for funding under the County Grant Program.
The Department looks forward to working with you on this exciting project. Further
questions and inquiries regarding your county's approval, or the County Grant program,
can be directed to Joshua Montoya at 303-866-2403.
Sincerely,
�Q.
Susan E. Birch MBA, BSN, RN
Executive Director
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
Notice of Determination: FY 2017-18 County Grant Program Page 3 of 3
Acceptance of Grant Funding
County: Weld
Proposed Project: Long Term Care Services and Medicaid Financial Eligibility
Coordination Project
Requested Amount: 80,880.00
Approved Amount: 80,880.00
2riy checking this box and signing below, the county acknowledges and
accepts all Conditions of Funding as found in Appendix D of the FY 2017-18
County Grant Program Track 1 and Track 2 Applications for the Proposed
Project found on the top of page three. The county acknowledges that
failure to abide by any Conditions of Funding may result in corrective action
as referenced in Appendix D, Audits and Sanctions.
Name: Judy Griego
Signing under authority for: Weld County Department of Human/Social Services
JUL 1 9 2017
Signature
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
Date
I476
/ 7- 024-4,2_,
FY 2017-18 County Grant Program Track 1 Application Page 12 of 15
Appendix D: County Grant Program Conditions of
Funding
Acceptance of Conditions of Funding
By completing and submitting the FY 2017-18 County Grant Program Application, the
applicant is agreeing, if the proposed project is approved, to abide by the County Grant
Program Conditions of Funding and Department finance rules as stated in 10 CCR 2505-
5.
County Grant Program Conditions of Funding can be found in Appendix D. The
applicant's proposed project may come with additional Conditions of Funding. Any
additional conditions will be listed on the applicant's Award Letter. All Conditions of
Funding must be met to be eligible for funding through the County Grant Program.
Failure to comply with the Conditions of Funding may result in disallowances, per
Appendix D, Audits and Sanctions.
Program Conditions of Funding
The applicant's proposed project must be replicable statewide or regionally, if the
project is deemed a success. Projects that are not replicable statewide or regionally are
not eligible for funding.
Grant projects funded through the County Grant Program must be complete no later
than June 30, 2018. Project deliverables are due to the Department no later
than July 15, 2018.
Grantees are required to participate in Quarterly Check -Ins, which will include a
minimum of one Site Visit and one Year -End Report Out. Failure to comply with the
Quarterly Check -Ins, Site Visit(s) and/or Year -End Report Out may result in
disallowances per Appendix D, Audits and Disallowances.
To fulfill the requirements of the Quarterly Check-In(s) and/or Site Visit(s), the grantee
must submit, no later than the following deadlines, proposed dates for the calendar
quarter in which the Quarterly Check-In(s) and/or Site Visit(s) will occur.
FY 2017-18 Quarter
Deadline to Submit
Proposed Dates
Proposed Quarterly Check-In/Site
Visit Dates
Quarter 1
July 1 - September 30
July 15, 2017
September 1 - 30, 2017
Quarter 2
October 1 - December 31
October 15, 2017
November 15 - December 15, 2017
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application
Page 13 of 15
Quarter 3
January 1 — March 31
January 15, 2018
March 1 — March 30, 2018
Quarter 4
April 1— June 30
Year -End Report Out in June 2018 will count for Q4 Check -In
For the Year -End Report Out requirement, grantees should include travel costs for the
Grant Program Manager and one (1) additional staff, if necessary, to travel to and stay
in Denver, CO for formal presentations on the proposed project in June 2018. Please
note that State fiscal travel rules must be followed in funding requests for travel for the
Year -End Report Out.
A Final Deliverable must be submitted to the Department no later than close of
business July 15, 2018. The Final Deliverable can vary based on the proposed
project, but should include a final itemized budget with actual costs and any outcomes
template the Department may provide.
Budget Conditions of Funding
Grant funds will only be used as specified in the approved grant proposal. No other
expenditures other than those directly tied to the proposed project are allowed.
Indirect costs are not allowable expenses in the Itemized Budget and will be denied.
Grant Program funds are intended to fulfill one-time funding requests, and the
Department may deny any request for a continuation of a project from the previous
fiscal year or additional funding for an ongoing project.
Reimbursement of expenditures related to this grant must occur through the County
Financial Management System (CFMS). All expenses are to be entered using CFMS
account code M210.5400 to request reimbursement.
All expenditures associated with the approved grant proposal must occur on or before
June 30, 2018; expenditures should be entered in CFMS no later than July 5,
2018. Expenses submitted after this date will not be reimbursed.
Proposed projects can be based on estimates of costs. Actual costs may require budget
flexibility in the Itemized Budget. Funds may be moved from one line -item to another in
these instances but require an updated Itemized Budget be submitted no later than
June 30, 2018. However, any changes to the Itemized Budget may not exceed the
original request for funding that was approved.
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www.colorado.gov/hcpf
FY 2017-18 County Grant Program Track 1 Application Page 14 of 15
Beginning in FY 2017-18, expenditures above the proposed project's budget will not be
allowed. Any expenditures above the approved project's budget must be paid for with
county -only funds.
Funding requests exceeding the fiscal year's average application funding request
amount may be required to provide additional information and/or supplemental
documentation during the application scoring process and/or interview. Those
applicants impacted by this requirement may be notified prior to the scoring process
and/or interview.
For proposed projects that involve external vendors, partners, or agencies where the
applicant will serve as a pass -through entity for County Grant Program funds, the
applicant should provide quotes, letters of support, or other supporting documentation
that supports the budget request and/or partnership with the submitted application.
For proposed projects that impact other public assistance programs managed by the
Colorado Department of Human Services or county -only programs, cost allocation
methodology, approved by the Centers for Medicare and Medicaid Services (CMS), is
applied. This cost allocation methodology typically requires forty percent (40%) of the
cost is paid for by the Department; the remaining sixty percent (60%) of the cost is the
responsibility of the applicant. In some instances, 100% time reporting may allow for a
greater cost allocation than the 40%/60% methodology described above.
For approved projects where the true cost to Medical Assistance is unknown or
ambiguous, the staff supporting the proposed project may be required to complete
100% time reporting to support expenses associated with the project. Applicants will be
notified of this requirement in the Award Letter.
Audits and Sanctions
Records are required documenting all expenses and accounting for the uses of all grant
funds.
All tasks and expenditures associated with the proposed project are subject, at any time
and without prior notification to the grantee, to audit by Department staff and/or an
external auditor, per 10 C.C.R. 1.010.8.C, Audits by the Colorado Department of Health
Care Policy and Financing.
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources.
www. colora do. gov/hcpf
FY 2017-18 County Grant Program Track 1 Application Page 15 of 15
Failure to comply with any oversight requirements as listed in Appendix D, Conditions of
Funding, are subject to County Administrative Rules as stated in 10 C.C.R 1.020. If the
grantee fails to comply with 10 C.C.R. 1.010.8.C, 10 C.C.R. 1.020, or any requirement
listed in Appendix D, County Grant Program Conditions of Funding or the Award Letter,
the Department may, at its discretion, and only after the remedies described in 10
C.C.R. 1.020 are exhausted, subject the grantee to disallowance per 10 C.C.R. 1.020.2,
Sanctions. The Department's decisions based on requirements in Appendix D, Audits
and Sanctions, are final and not subject to appeal.
Our mission is to improve health care access and outcomes for the people we serve while
demonstrating sound stewardship of financial resources,
www.colorado.gov/hcpf
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