HomeMy WebLinkAbout20161327.tiff .'
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RESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR STATE 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 Memorandum of Understanding for the
State 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 Human Services, commencing
October 1, 2016, and ending September 30, 2017, 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 State 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 Human Services 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 18th day of April, A.D., 2016.
BOARD OF COUNTY COMMISSIONERS
��,,,// WELD COUNTY, COLORADO
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ATTEST: G/ kC �C.Gto;t k. 'Thalia.- —
Mike Freeman, Chair
Weld County Clerk to th Board C -
Sean P. Conway, Pro-Temm1_
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Deput Clerk to the Board ���+a.
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Date of signature: 6111.1
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(CJ6rM'ii S4�) 2016-1327
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MEMORANDUM
DATE: March 25, 2016
TO: Board of County Commissioners—Pass-Around
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rr FR: Judy A. Griego, Director, Human Services
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RE: Weld County Department of Human Services
Memorandum of Understanding (MOU) with Colorado
Department of Human Services(CDHS)
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval to enter into a Memorandum of Understanding(MOU) between
Weld County Department of Human Services and Colorado Department of Human
Services (CDHS). The State Low Income Energy Assistance Program (LEAP)office seeks to
secure a statewide contract to permit counties to opt out of administering the LEAP program
and use an awarded contractor. Counties selecting to use the awarded contractor shall
relinquish their administrative allocations, but may retain the Outreach funds to use for
administration costs or emergency needs with the intent to maintain a County LEAP presence.
Weld County will retain the Outreach allocations. CDHS has asked that all Counties interested
in using the State contracted vendor, in lieu of self-administering LEAP, confirm their intent to
commit by signing the attached MOU.
Weld County has used a contracted vendor, Discover Goodwill, for the last few years in lieu of
self-administering LEAP.
[ do not recommend a Work Session. I recommend approval to enter into the MOU with CDHS.
Approve Request
BOCC Agenda Work Session
Sean Conway
Steve Moreno
Barbara Kirkmeyer
Mike Freeman
Julie Cozad
2016-1327
Pass-Around Memorandum; March 25, 2016 Contract ID#400 Page 1
CDHS O 3 C LO R A D O * cD s COLORADO
CO j�
s � Department of Human Services CO g Office of Economic Security
Dieasr- of Fc�d b rer�y Assistance
Office and Division: Economic Security/Food and Number: OM-FEA - 2016-001
Energy Assistance
Program Area: LEAP Issue Date: January 19, 2016
Title: Memorandum of Understanding Office Director: Levetta Love
Memo Type: Operation Division Director: Lena Wilson
9 CCR 2503-7; Section 3.770 Expiration Date:
September 30, 2017
Outcome: Effective Date: October 1, 2016
Key Words: LEAP
Intended Recipients: County Departments of Human Services Directors
Purpose: The purpose of this Memorandum of Understanding (MOU) is to establish
procedures, through mutual agreement, between the Colorado Department of Human Services
(CDHS) - the Low Income Energy Assistance Program (LEAP), the awarded statewide
contractor, and those counties who wish to utilize the statewide contract. By signing this
MOU and returning it to the LEAP office, the county is confirming its intent to commit to using
the contracted vendor in lieu of self-administering LEAP.
Action: Review the Memorandum of Understanding, sign, scan, and return to Esther Cook at
Esther.Cook@state.co.us by February 15, 2016 to confirm the county's intent to commit to
using the contracted vendor in lieu of self-administering LEAP.
Background: The State LEAP office seeks to secure a statewide contract to permit counties
to opt out of administering the LEAP program and use an awarded contractor. Counties
selecting to use the awarded contractor shall relinquish their administrative allocations.
Counties that wish to continue administering LEAP may certainly do so. Allocations will be
based on previous year's applications, as has been the process historically.
CDHS anticipates that the statewide contract will begin on October 1, 2016.
Contact: Aggie Berens, (303) 861-0337 - Aggie.Berens@state.co.us
Website: https://sites.google.com/a/state.co.us/cdhs-memo-series/home
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Memorandum of Understanding
CDHS/LEAP Responsibilities
1. LEAP will elicit county commitment through this Memorandum of Understanding.
2. LEAP will publish an RFP for a contractor to administer the program, upon request, in
Colorado.
3. LEAP will secure a contract with the entity selected through the RFP process.
4. LEAP will coordinate this change with all stakeholders including OIT, eCallogy (Heat
Help), Energy Outreach Colorado, the Bawmann Group (LEAP Ad Campaign), CDHS
Settlement Accounting (for CFMS issues), etc.
5. LEAP will provide all training and materials necessary.
6. LEAP will work with contractor to make certain that the annual mass mailing of
applications is coordinated efficiently.
7. LEAP staff will be available to assist with all contractor questions.
Contractor Responsibilities:
1. Contractor will work closely with LEAP staff in implementing the new contract.
2. Contractor will submit monthly detailed invoices to LEAP.
3. Contractor will participate in stakeholder meetings.
4. Contractor will coordinate with other LEAP contractors, such as eCallogy, Bawmann
Group, Energy Outreach Colorado, etc.
5. Contractor will have the capacity to process all applications in a timely manner.
6. Contractor will have a team that will answer client inquiries and assist them as
needed.
7. Contractor will have the equipment necessary to process applications.
8. Contractor shall have access to the LEAP system for all technicians.
9. Contractor will have the ability to train staff beyond the state offered pre-season
training.
10. Follow all rules, policies, and procedures outlined by state LEAP.
11. Coordinate with LEAP vendors, as necessary, on behalf of LEAP clients.
County Responsibilities
1. Inform the State LEAP office whether they intend to self-administer or contract
services.
2. At the end of the first year, inform the State LEAP office if they intend to discontinue
use of the contracted vendor to assume administering the program at the county level.
3. Maintain a county presence for LEAP. This may be accomplished by utilizing Outreach
funds in order to assist with LEAP in the community. Duties may include faxing
applications, making copies, providing applications, assist in emergencies, etc.
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461/4 c COLORADO * CDM• COLORADO
CO ! Department of Human Services CO Office of Economic Security
4. County will communicate to the CDHS Settlement Accounting unit its election to
leave any expenditures distributed via the Random Moment Sampling cost
allocation process as LEAP expenditures 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 (CFMS).
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Judy .ego, rector Mike Freeman, Chair R
On be if of t e Depart ent Human On behalf of Board of We(Q C'ot n y�d16
Servi s Commissioners
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