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Home My WebLink About20142815.tiffCONTRACT AGREEMENT AMENDMENT BETWEEN THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES AND WELD COUNTY SCHOOL DISTRICT RE -8 (Core) This Agreement Amendment, made and entered into _day of til5tv 2016, by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Human Services, hereinafter referred to as the "Department", and Weld County School District RE -8, hereinafter referred to as the "Contractor". WHEREAS the parties entered into an Agreement for Community Based Family Support Services (Compass Program) (the "Original Agreement") identified by the Weld County Clerk to the Board of County Commissioners as document No. 2014-2815, approved on September 15, 2014. WHEREAS the parties hereby agree to amend the term of the Original Agreement in accordance with the terms of the Original Agreement, which is 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 Original Agreement ended on June 30, 2015. • The Original Agreement was amended for an additional term of June 1, 2015 -May 31, 2016. This Agreement Amendment is identified by the Weld County Clerk to the Board of County Commissioners as document No. 2015-1850(1), approved on June 24, 2015. • The Amendment(s), together with the Original Agreement, constitutes the entire understanding between the parties. The following change is hereby made to the Contract Documents: 1. Term This agreement shall become effective on July 1, 2014, upon proper execution of this Agreement and shall expire May 31, 2017, unless sooner terminated as provided herein. 2. Exhibit B, Scope of Services, is hereby amended as attached. 3. Exhibit C, Rate Schedule, is hereby amended as attached. • All other terms and conditions of the Original Agreement remain unchanged. IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. COUNTY: ATTEST ditittA) v• Weld County Clerk to the Board B eputy Clerk to the Board IELa BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO i 0 `j -c ]1.4.4 --� Mike Freeman. Chair , ONTRACTOR: eld County School District RE -8 301 Reynolds Street Fort Lupton, Colorado 80621 (303) 857-3207 By: Date: Rohn Hoag, Superint`ident EXHIBIT B SCOPE OF SERVICES Human Services has the opportunity to continue developing a Compass: Weld County Family Support Team program, hereinafter referred to as "Compass", through a collaborative partnership in the interest of positive youth development and the strengthening of families eligible under Child Welfare programs. 1. General Description of Services A. Contractor and Human Services collaboratively will develop and refine Compass quality services and evidence -based practices and outcomes in the areas of: 1) A community -wide intensive case management system to meet the needs of families at risk. 2) Specific family services plans that incorporate access to existing community services and the development of new service alternatives to address: drug and alcohol issues including utilization of Detox, youth services, education groups, support groups, Alcoholics Anonymous, assessment and testing; and mental health issues including assessment, individual treatment, medication evaluations, psychological evaluations; and mediation/mentoring issues including family group conferencing, mediation, teen parenting classes; and educational and employment issues including interfacing with schools and facilitating extracurricular recreational activities; and community issues including collaboration between various agencies and coordination of mentoring, counseling and other activities especially for south Weld County; and juvenile delinquency issues including assessment, case management, supervision, restorative justice, and other related activities. 3) Comprehensive case management services, as outlined in the Compass Operational Manual; including interviewing, making appropriate home visits, accepting the assignment of specific cases for purposes of connecting services outlined in the family services plan for families and youth, reporting the outcomes of such treatment plans, and identifying gaps, duplication, outcomes, and system modification needs. Updates to the Compass Operational Manual will be sent out within 30 days of the respective update. 4) Psychosocial educational groups that provide prevention messages around subjects such as substances abuse, suicide, domestic violence, unhealthy lifestyles, child maltreatment, and/or anger management. 5) Circle of Parent weekly support group for Compass clients to find and receive support. The Compass Circle of Parent group would adhere to the guidelines set forth in the Prevention Services Unit Circle of Parent group manual. 8. Contractor would be unable to provide full participation to this project without program development funds to be made available under this Agreement. Resources from this Agreement will allow Contractor to provide various levels of expertise from its organization to meet the planning and implementation needs for this project. C. The aforementioned Compass Operational Manual will be provided to the Contractor by the Human Services Prevention Services Unit Manager at the onset of this Agreement. 2. Scope of Services At a minimum, Compass, through its collaboration between Contractor and Human Services, will document if: A. The project successfully reduced the number of open cases in the child welfare system or adjudicated youth in the juvenile justice system. B. The project successfully reduced high cost services, such as out -of -home placement, detention, or DYC Commitment. C. The project successfully focused resources within Human Services and Contractor to continue the Compass project. D. The project successfully developed a better system design to meet the needs of the youth and families in regards and, at a minimum, to: 1) Keep families together through a better utilization of existing community resources to avoid the opening of a case in the child welfare and juvenile justice systems. 2) Increase families' protective factors. 3) Improve the ability of families to access and maintain services as documented by outcomes of treatment plans. 3. Youth and Families to be Served Contractor agrees to serve an average caseload of up to fifteen (15) families monthly, unduplicated, per FTE, through case management services unless Contractor does not provide a full year of services or provides a partial FTE. Contractor also agrees to facilitate one (1) to two (2) groups either monthly or per curriculum, per FTE. The number of eligible youth and families will be prorated based on the time period that Contractor provided Compass services and/or the corresponding FTE. 4. Eligibility for Funding Human Services shall be responsible for identifying and referring families who are eligible for the project. The eligible families include: A. Families who are not involved with child welfare or the juvenile justice system, with children/youth currently enrolled in school if 18; or B. Families, with children/youth ages 6-19, who require intervention that focuses on the family unit, as well as the needs and aspirations of the family. C. Families who meet the eligibility requirements of Program Area Three (PA3), Program for Children and Families at Risk of Involvement with Child Welfare, under Volume 7.200 (12 CCR 2509-3). D. Families who meet the rules and requirements governing the specific funding stream utilized. 5. Role of Human Services and Lease of Office Spaces A. Human Services will administer, organize the planning and implementation of the programs to be offered, provide written policies as approved by the Board of County Commissioners, and document the outcomes of the project. B. Human Services will assign its Manager(s) to assist in the development and implementation of the assessment team and assignment of cases for Contractor. C. Human Services will be responsible for the identification and referral of youth and families and assignment of cases to Contractor. D. Human Services will meet as needed with assigned contracted staff. Human Services will manage weekly team meetings to be held at Human Services. Human Services will manage at least quarterly meetings to be held between the assigned Contractor managerial/supervisory staff person with Human Services Manager(s) to promote quality communication and resolve implementation issues. E. Human Services will administer and provide funding for direct services to Compass clients, as authorized by Human Services, and which are not duplicative of existing community resources, identified as a result of the Compass recommended treatment plan options. F. Human Services, as the Lessor, will provide "Office Space", located in the Weld County Department of Human Services Building at 315 North 11th Avenue, Greeley, Colorado, hereinafter referred to as "the Premises," until such time that Human Services no longer offices at 315 North 11th Avenue, as follows: 1) Human Services, as the Lessor, will provide one shared work space to Contractor, as Lessee, which will be located at the 315 North 11th Avenue and will provide one work space to be located at the Premises, until such time that Human Services no longer offices at 315 North 11`h Avenue. 2) In consideration of leasing of the aforesaid, the parties covenant and agree as follows: a. Human Services will charge no rent to Contractor for use of the Office Space; b. Contractor agrees to use ordinary care when using the Office Space; c. Contractor may not sublet any part of the Office Space; d. Contractor may not use the Office Space for any purpose other than conducting the business and duties under this Agreement; e. Contractor shall keep the Office Space clean and in sanitary condition; f. Contractor shall allow Human Services any reasonable hour of the day to enter into or upon the Office Space. g. Contractor shall be responsible for loss or damage of equipment. Any time a Laptop Computer that is assigned to a Contractor staff member, who is acting in his or her capacity as a Compass worker, is lost or damaged, the situation will be assessed on a case -by -case basis with regard to whether the Compass worker will be issued another Laptop Computer and/or whether Contractor will be required to reimburse the County for the lost or damaged equipment. h. Human Services shall pay all utilities and trash removal expenses. 3) Furthermore, the parties hereto agree as follows: a. That no assent, express or implied, to any breach of any one or more of the covenants or agreements hereof shall be deemed or taken to be a waiver or any succeeding or other breach; b. That, to the extent permitted by law, Contractor agrees to indemnify, save, and hold harmless Human Services from any and all loss, injury, or damage whatsoever, to all office equipment, furniture, equipment, office supplies and other personal property owned by Contractor or its employees as the result of fire, flood, inclement weather, or other casualty, other than by negligence of Human Services; c. That Human Services shall own and maintain the filing cabinets and computer systems including computers, modems, printers, and associated computer equipment, used in the Office Space, unless provided by Contractor; d. That Contractor's employees shall escort all Compass clients to and from the Office Space and reception area; e. Human Services shall pay for the use of the telephones and all miscellaneous office supplies used by Contractor, including photocopying for purposes of Compass functions only. 4) Human Services will provide training to the Contractor Compass Employee regarding the operations manual, the database, case documentation, treatment planning, community resources, team building and intervention skills. 6. Role of Contractor A. Contractor agrees to participate in the four functions of the project as follows: 1) As a policy and program developer and planning partner for the project by attending meetings or utilizing other forms of communication at least monthly with assigned Human Services Manager(s). 2) The supervisor for the assigned or selected FTE will attend and participate in the mandatory quarterly program collaboration meeting. 2) As a member of Compass to enter into a Memorandum of Understanding with Human Services outlining how its employees will meet the expectations of the Compass Operational Guidelines, as revised, and to develop appropriate treatment plans for youth and families through FTE commitment by Contractor. Contractor agrees to comply with the Compass Operational Guidelines, as revised, and Compass participation standards through a Memorandum of Understanding with Contractor through its assigned supervisor/manager and employee(s). 3) As a case manager to provide intervention, connection skills for program services and post -participation services, as appropriate and recommended by Compass. Contractor assigned employees will assist clients in finding counseling, basic needs and other related family support information and services. This may include information on linkages, primarily in South Weld County, to other organizations providing community resources and family support. 4) As a community resource for appropriate services, including Medicaid services, to meet the requirements of treatment plans. B. Contractor agrees to serve an average caseload of up to fifteen (15) families monthly, unduplicated, per FTE, through case management services unless Contractor does not provide a full year of services or provides a partial FTE. Contractor also agrees to facilitate one (1) to two (2) groups either monthly or per curriculum, per FTE. The number of eligible youth and families will be prorated based on the time period that Contractor provided Compass services and/or the corresponding FTE. C. Contractor agrees to assign staff to be housed at the Department who will be familiar with and review with the Compass worker the Compass Operational Procedures. Contractor will also provide the Compass worker with the updates of changes to the Procedures as provided by Human Services. Contractor agrees to ask the Human Services manager for clarification regarding any policy or procedure that is ambiguous. D. Contractor agrees to provide one work space, which will be located on the Contractor's premises, for use by the assigned FTE, or partial FTE. E. Contractor agrees that the assigned or selected FTE will complete the Strengthening Families' Protective Factors Framework training online through the National Alliance of Children's Trust and Prevention Funds, as required by the Colorado Community Response, upon award of contract. F. Contractor agrees that the assigned or selected FTE will attend scheduled Family Team Meetings, Team Decision Making Meetings, and Group Supervisions as assigned by the Prevention Programs Supervisor or other Human Services management. G. Contractor agrees to assign an immediate supervisor to the assigned or selected FTE for purposes of direct supervision and oversight of caseload. Contractor agrees the immediate supervisor will meet with the assigned or selected FTE a minimum of one time per month. 7. Weld County Families, Youth, and Children Commission: Human Services and Contractor agree to assign oversight responsibilities to the Weld County Families, Youth, and Children's (FYC) Commission to evaluate the implementation of the Compass program. At a minimum, the FYC Commission will document and review, at least at the end of each program year the outcomes identified in Exhibit 8, Item 2, Scope of Services. EXHIBIT C PAYMENT SCHEDULE 1. Funding and Method of Payment The Department agrees to reimburse the Contractor in consideration of the work and services performed under this Agreement at the rate specified in Paragraph 2, below. The total amount to be paid to the Contractor during the term of this Agreement shall be reported in Trails by the Department after May 31, 2016. Expenses incurred by the Contractor prior to the term of this agreement are not eligible Department expenditures and shall not be reimbursed by the Department. Payment pursuant to this Agreement, whether in whole or in part, is subject to and contingent upon the continuing availability of said funds for the purposes hereof. In the event thatsaid funds, or any part thereof, become unavailable as determined by the Department, the Department may immediately terminate the Agreement or amend it accordingly. 2. Match Requirement Contractor shall provide a 20% match in the form of in -kind and/or cash match. The match requirement is 20% of the award amount. Contractor shall provide the Department with acceptable written evidence of compliance with this requirement prior to any work being completed under the Agreement. 3. Fees for Services Human Services agrees to pay Contractor a maximum of $48,105.48 per Full Time Employee (FTE) for two (2) 40 -hour FTE, or pro -rated for partial PTE. This reimbursement to Contractor will be made in twelve (12) monthly installments of $4,008.79, if Contractor substantially meets the requirements of full participation on a monthly basis, as follows: A. The assigned Contractor supervisor/manager or designee will have contact at least once per quarterly with Human Services Manager(s) responsible for the Compass program to actively participate in the planning and implementation of Compass. B. The supervisor for the assigned or selected FTE will attend and participate in the mandatory quarterly program collaboration meeting. C. Contractor assigned employees who comprise the FTE, and are participating in the required activities of Compass as demonstrated by time sheets. D. Contractor assigned employees are providing quality data entry into the Compass data system to document progress in serving an average caseload of up to fifteen (15) families, unduplicated, per FTE through contacts, follow-up and case management services, on a monthly basis. E. Contractor facilitated one (1) to two (2) groups per month, or as determined by curriculum, and as verified by Human Services. 4. Submittal of Vouchers Contractor agrees to bill Human Services monthly. Billing shall be submitted to the Human Services Prevention Services Unit Manager by the 3rd day of the month following the month in which the expense was incurred. Failure to submit by the aforementioned deadline may result in forfeiture of payment.. 07/01/2016 MEMBER: ATTN: ADDRESS: CITY, STATE ZIP: POLICY NUMBER: POLICY PERIOD: COLORADO SCHOOL DISTRICTS SELF INSURANCE POOL CERTIFICATE OF COVERAGE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND ALTER THE COVERAGE AFFORDED BY THE POLICY BELOW. THIS CERTIFICATE OF INSURANCE DOES CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER, AUTHORIZED REPRESENTATIVE CERTIFICATE HOLDER. FT LUPTON SCHOOL DISTRICT RE -8 Brenda Johnson 301 REYNOLDS STREET FT LUPTON, CO 80621 6208-16-00019 07/01/2016 to 07/01/2017 Colorado School Districts Self Insurance Pool, 6857 South Spruce St. Centennial, Colorado 80112 (303) 722-2600 (303) 722-7888 Fax THE OR NOT THE THIS IS TO CERTIFY THAT THE POLICY OF COVERAGE LISTED BELOW HAS BEEN ISSUED TO THE MEMBER ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE COVERAGE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCWSIONS, DEFINITIONS AND CONDITIONS OF SAID POLICY. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. TYPE OF COVERAGE LIMITS/DEDUCTIBLES SCHOOL ENTITY LIABILITY Occurrence Form EACH OCCURRENCE, SCHOOL LEADERS WRONGFUL ACT & EMPLOYMENT WRONGFUL ACT ANNUAL AGGREGATE LIMIT MEDICAL EXPENSE (PER PERSON/PER ACCIDENT) $2,000,000 $5,000,000 $1,000/$10,000 SCHOOL AUTO Any Auto, Hired and Non -Owned Medical Payments Auto Physical Damage Coverage LIMIT PER ACCIDENT LIMIT PER ACCIDENT/PER PERSON AUTO PHYSICAL DAMAGE DEDUCTIBLE $2,000,000 - $5,000 $500 PROPERTY Special Form BUILDING/BUSINESS PERSONAL PROPERTY LIMIT DEDUCTIBLE PROPERTY DAMAGE TO PREMISES RENTED TO YOU $127,359,662 $1,000 $500,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS Certificate Holder has been included as an Additional Insured on the Member's School Entity Liability Coverage for "bodily injury", "personal injury" or "property damage" caused by the Member's negligence if required by written contract or agreement subject to the policy terms and conditions with respect to District employing staff for the Compass Program. CERTIFICATE HOLDER: Attn: C/O Brenda Johnson, Ft. Lupton School District Email: bjohnson@ftlupton.k12.co.us Weld County Department of Human Services CANCELLATION! SHOULD THE ABOVE DESCRIBED POLICY BE CANCELLED BEFORE THE EXPIRATION DATE, WE WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE RESOLUTION RE: APPROVE TWO (2) CHILD PROTECTION AGREEMENTS FOR SERVICES AND LEASES 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 two (2) Child Protection Agreements for Services and Leases between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, and the following providers, commencing July 1, 2014, and ending June 30, 2015, with further terms and conditions being as stated in said agreement, and 1. Weld County Department of Public Health and Environment 2. Weld County School District RE -8 WHEREAS, after review, the Board deems it advisable to approve said agreements and leases, copies of which are attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the two (2) Child Protection Agreements for Services and Leases between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Human Services, and the providers listed above be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreements and leases. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 15th day of September, A.D., 2014, nunc pro tunc July 1, 2014. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: ddtifa1/ C ;41 Weld County Clerk to the Board ty Clerk to the B. AP ED A9 T 1 FOf2M: o Attorney Date of signature 4/ILO Dougl L o r fG ✓ Rademacher, Chair CC. i$b(sr, us* rbara Kirkmey- , Pro-Tem an P Conway - X( 41,0 Mike Free Iliam Gar 2014-2815 HR0085 MEMORANDUM DATE: September 1 I , 2014 TO: Douglas Rademacher, Chair, Board o County C mmii9ners FROM: Judy A. Griego, Director, Human e c pre RE: Child Protection Agreements for Sbfvices and Lease between the Weld County Department of Human Services and Various Providers Enclosed for Board approval are Child Protection Agreements for Services and Lease between the Weld County Department of Human Services and Various Providers. These Agreements were reviewed under a Pass -Around Memorandum dated July 15, 2014, and approved for placement on the Board's Agenda. The Department wishes to continue to enter into Child Protection Agreements for Services and Lease. The goal of the program continues to be to intervene successfully with families in the least intrusive manner while maximizing safety before they enter the child welfare and juvenile justice systems; and upon entry into the child welfare systems, to expedite the positive resolution of their treatment or case plans. The major provisions for these Agreements are as follows: No Contractor Number to be Served Maximum Contract Amount I Weld County Public Health Department Average caseload of up to 10 (10) families monthly 1-2 Group Sessions per month $4,008.79/Month ($48,105.48/Year) per one (1) partial FTE (30 - hours) 2 Weld County School District RE -8 Average caseload of up to fifteen (I 5) families monthly 1-2 Group Sessions per month $4,008.79/Month ($48,105.48/Year) per FTE for two (2) 40 -hour FTE's Maximum: $96,210.96 Human Services will provide "Office Space", as located in either the Weld County Department of Human Services Building at 315 North 11`' Avenue, Greeley, Colorado, or the Weld County Southwest Administration Building at 4209 WCR 24 '/:, Longmont, Colorado The term of these Agreements is from July 1, 2014 through June 30, 2015. if you have questions, please give me a call at extension 6510. �2o�y_aFis CHILD PROTECTION AGREEMENT FOR SERVICES BETWEEN THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES AND WELD COUNTY PUBLIC HEALTH DEPARTMENT This Agreement, made and entered into their day of_pb7/b"' 2014. by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Human Services, hereinafter referred to as the "Department' and Weld County Public Health Department, hereinafter referred to as the "Contractor". The parties to this Agreement understand and agree that the provisions of this Agreement specifically include the following documents: Exhibit A, Scope of Services and Exhibit B, Payment Schedule. Each of these documents is attached hereto and incorporated herein by this reference. WITNESSETH WHEREAS, required approval, clearance and coordination has been accomplished from and with appropriate agencies; and WHEREAS, the County of Weld has provided Human Services fund resources for education, training, and support services for Weld County's at -risk families; and WHEREAS, positive youth development and the strengthening of families are major goals for Colorado including Weld County; and WHEREAS, meeting the needs of at -risk youth and their families in Weld County is a critical issue; and WHEREAS, Human Services and Contractor agree to a common planning goal of "intervening successfully with families in the least intrusive manner while maximizing safety before they enter the child welfare and juvenile justice systems; and upon entry into the child welfare systems, to expedite the positive resolution of their treatment or case plans"; and WHEREAS, Human Services and Contractor agree that that a multi -disciplinary approach will assist in building a strong collaborative system on behalf of at -risk youth and their families; and WHEREAS, Contractor is dedicated to develop and participate in the Compass: Weld County Family Support Team, hereinafter referred to as "Compass", with other agencies that are recognized experts in their respective fields and that are contractors under Compass; and WHEREAS, Contractor has the expertise and wishes to commit the appropriate staff and managerial support on behalf of Compass to plan, collaborate, provide case management, and related services required of Compass; and WHEREAS, Human Services wishes to enter into an agreement and lease with Contractor to enable Contractor facilitate the positive development of youth and the strengthening of families through Compass. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: 1 1. Term This agreement shall become effective on July 1, 2014 upon proper execution of this Agreement and shall expire June 30, 2015 unless sooner terminated as provided herein. 2. Scope of Services Services shall be provided by the Contractor to any person(s) eligible for services in compliance with Exhibit A, Scope of Services. 3. Payment a. Payment shall be made in accordance with Exhibit A, Scope of Services and Exhibit B, Payment Schedule, attached hereto and incorporated herein by reference, so long as services are rendered satisfactorily and in accordance with the Agreement. b. Payment pursuant to this Agreement, whether in whole or in part, is subject to, and contingent upon, the continuing availability of said funds for the purposes hereof. c. The Department may withhold reimbursement if Contractor has failed to comply with any part of the Agreement, including the Financial Management requirements, program objectives, contractual terms, or reporting requirements. In the event of forfeiture of reimbursement, Contractor may appeal such circumstance in writing to the Director of Human Services. The decision of the Director of Human Services shall be final. 4. Financial Management At all times from the effective date of the Agreement until completion of the Agreement, Contractor shall comply with the administrative requirements, cost principles and other requirements set forth in the Financial Management Manual adopted by the State of Colorado. The required annual audit of all funds expended under this Agreement must conform to the Single Audit Act of 1984 and OMG Circular A-133. 5. Payment Method Unless otherwise provided in Exhibit A, Scope of Services and Exhibit B, Payment Schedule: a. If services are funded through Core Services, Contractor agrees to accept reimbursement through ACH direct deposit one time per month. b. If Contractor is not currently set up with the State of Colorado to accept direct deposit, Contractor agrees to complete and submit an ACH Form for Colorado Providers which will be provided by the Department. Contractor is solely responsible to submit the ACH Form to the State of Colorado per the directions on the form. Failure to complete and submit this form in a timely and accurate manner may result in a delay of payment. 2 c. Contractor agrees to accept payment through county warrant when funding source does not allow for direct deposit. 6. Compliance with Applicable Laws a. At all times during the performance of this Agreement, Contractor will strictly adhere to all applicable Federal and State laws, order, and applicable standards, regulations, interpretations and/or guidelines issued pursuant thereto. This includes protection of the confidentiality of all applicant/recipient records, papers, documents, tapes and any other materials that have been or may hereafter be established which relate to the Agreement. Contractor shall abide by all applicable laws and regulations, including, but not limited to the following: Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections 2000d-1 Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections 2000d-1 et. seq. and its implementing regulation, 45 C.F.R. Part 80 et. seq. ' and - all provisions of the Civil Rights Act of 1986 so that no person shall, on the grounds of race, creed, color, sex, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under the approved Agreement. Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. Section 794, and its implementing regulations, 45 C.F.R. Part 84; and - the Age Discrimination Act of 1975, 42 U.S.C. Section 6101 et. seq. and its implementation regulations, 45 C.F.R. Part 91; and - Title VII of the Civil Rights Act of 1964; and - the Age Discrimination in Employment Act of 1967; and - the Equal Pay Act of 1963; and - the Education Amendments of 1972; and - Immigration Reform and Control Act of 1986, P.L. 99-603, 42 C.F.R. Part 2; and all regulations applicable to these laws prohibiting discrimination because of race, color, national origin, sex, religion, and handicap, including Acquired Immune Deficiency Syndrome (AIDS) or AIDS related conditions covered under Section 504 of the Rehabilitation Act of 1973, as amended, cited above. If necessary, Contractor and the Department will resist in judicial proceedings any efforts to obtain access to client records except as permitted by 42 C.F.R. Part 2. 45 C.F.R. Part 74, Appendix G 9, which requires that affirmative steps be taken to assure that small and minority businesses are utilized, when possible, as sources of supplies, equipment, construction and services. This assurance is given in consideration of and for the purpose of obtaining any all Federal and/or State financial assistance. 3 - Colorado Revised Statute (C.R.S.) 26-6-104, requiring criminal background record checks for all employees, contractors and sub -contractors. b. Contractor is further charged with the knowledge that any person who feels that s/he has been discriminated against has the right to file a complaint either with the Colorado Department of Human Services or with the United States Department of Health and Human Services, Office for Civil Rights. c. Contractor assures that it will fully comply with all other applicable Federal and State laws which may govern the ability of the Department to comply with the relevant funding requirements. Contractor understands the source of funds to be accessed under the Agreement is Core Services. d. Contractor assures and certifies that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transaction by a Federal or State department or agency; and have not, within a three-year period preceding this Agreement, been convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; and are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in this certification; and have not, within a three-year period preceding this Agreement, had one or more public transactions (federal, state, or local) terminated for cause or default. e. Contractor certifies that it shall comply with the provision of the Colorado Revised Statutes (C.R.S.) 8- 17.5-101 et. seq. 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 to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor represents, warrants, and agrees that it (a) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (b) otherwise will comply with the requirements of C.R.S. 8-17.5-102(2)(b). Contractor shall comply with all reasonable requires made in the course of an investigation under C.R.S. 8-17.5-102 by the Colorado Department of Labor and Employment. If Contractors fails to comply with any requirement of this provision or C.R.S. 8-17.5-101 et. seq., the Department may terminate this Agreement for breach and Contractor shall be liable for actual and consequential damages to the Department. 4 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 this Agreement, 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 this Agreement. If Contractor operates as a sole proprietor, it hereby affirms under penalty of perjury that s/he (a) is a citizen of the United States or is otherwise lawfully present in the United State 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 this Agreement. 7. Compliance with Child and Family Services Review The Child and Family Services Review (CFSR) examines child welfare service outcomes in three areas; Safety, Permanency and Well Being of families. For each outcome, data and performance indicators measure each state's performance according to national standards and monitor progress over time. Following the review, a Program Improvement Plan (PIP) will be implemented for the state to enhance services to families. Contractor agrees to continually strive for positive outcomes in the areas of Safety, Permanency and Well Being. Contractor will ensure that any employee or subcontractor of Contractor providing services under this Agreement will work towards positive outcomes in the aforementioned three areas as outlined under the Child and Family Services Review (CFSR), and will address the aforementioned three areas when completing monthly reports as required by Paragraph 3(d) of this Agreement. 8. Insurance Requirements Contractor and Department agree that Weld County, the Board of County Commissioners of Weld County, its officers and employees, shall not be held liable for injuries or damages caused by any negligent acts or omissions of the Contractor, it subcontractor, or their employees, volunteers, or agents while performing duties described in this Agreement. Contractor shall indemnify, defend and hold harmless Weld County, the Board of County Commissioners of Weld County, its employees, volunteers and agents. Contractor shall provide the liability insurances (including professional liability insurances where necessary) and worker's compensation insurances for all its employees, volunteers, and agents engaged in the performance of this Agreement which required by the Colorado Worker's Compensation Act. Contractor shall provide the Department with the acceptable evidence that such coverage is in effect prior to the start of this Agreement. At a minimum, Contractor shall procure, either personally or through its employer as applicable to the Contractor's business, at its own expense, and maintain for the duration of the work, the following insurance coverage. Weld County, State of Colorado, by and through the Board of County Commissioners of Weld County, its employees and agents, shall be named as additional named insured on the insurance, where permissible the insurance provider. a. 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 5 Professionals shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, during any warranty period, and for three (3) years after termination of the Agreement. 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 Contractor/Contract Professional. Contractor/Contract Professional shall be responsible for the payment of any deductible or self -insured retention. County reserves the right to require Contractor/Contract Professional 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 coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor/Contract Professional. Contractor/Contract Professional 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. b. Types of Insurance: Contractor/Contract Professional shall obtain, and maintain at all times during the term of any Agreement, insurance in the following kinds and amounts: i. Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of Contractor's Contract Professional's employees acting within the course and scope of their employment. If Contractor is an Independent Contractor, as defined by the Colorado Worker's Compensation Act, this requirement shall not apply. Contractor must submit to the Department a Declaration of Independent Contractor Status Form prior to the start of this agreement. H. Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent Contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows: - $1,000,000 each occurrence; $2,000,000 general aggregate; - $50,000 any one fire; and - $500,000 errors and omissions. Hi. 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 County property and elsewhere. iv. Additional Provisions: Policies for all general liability, excess/umbrella liability, liquor liability and pollution liability must provide the following: If any aggregate limit is reduce by twenty-five percent (25%) or more by paid or reserved claims, Contractor shall notify County within ten (10) days and reinstate the aggregates required; Unlimited defense costs in excess of policy limits; - Contractual liability covering the indemnification provisions of this Agreement; A severability of interests provision; Waiver of exclusion for lawsuits by one insured against another; A provision that coverage is primary; and A provision that coverage is non-contributory with other coverage or self- insurance provided by County. 6 v. For all general liability, excess/umbrella liability, liquor liability, pollution liability and professional liability policies, if the policy is a claims -made policy, the retroactive date must be on or before the contract date or the first date when any goods or services were provided to County, whichever is earlier. c. Contractors/Contract Professionals shall secure and deliver to County's Risk Administrator ("Administrator") 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. d. Proof of Insurance: Contractor/Contract Professional shall provide a copy of this information to its insurance agent or broker, and shall have its agent or broker provide proof of Contractor/Contract Professional's required insurance. County reserves the right to require 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. e. Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor liability, and inland marine, Contractor/Contract Professional's insurer shall name County as an additional insured as follows f. Waiver of Subrogation: For all coverages, Contractor/Contract Professional's insurer shall waive subrogation rights against County. g. 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 coverages 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. A provider of Professional Services (as defined in the Bid or RFP) shall provide the following coverage: Professional Liability: Contract Professional shall maintain limits of $1,000,000 for each claim, and $2,000,000 aggregate limit for all claims. 9. Certification Contractor certifies that, at the time of entering into this Agreement, it has currently in effect all necessary licenses, approvals, insurance, etc., required to properly provide the services and/or supplies covered by this Agreement. Copies of all necessary licenses shall be provided to the Department by the Contractor prior to the start of any Agreement. 10. Training Contractor may be required to attend training that the request of the Department specific to services provided under this Agreement. The Department will not compensate the Contractor for said training in the form of registration fees, time spent traveling to and from training, attending the training or any other associated costs unless otherwise agreed to by the Department. 7 11. Subpoenas Contractor will, on behalf of its employees and/or officers, accept any subpoena for testimony from the Weld County Attorney's Office by e-mail and will return a waiver of services within 72 business hours. For this purpose, Contractor will designate an e-mail address prior to the start of this Agreement. If the Contractor receives a subpoena via e-mail but will only accept personal service, the Contractor will contact the Weld County Attorney's Office immediately at 970-352-1551, x6503, and advise that the subpoena must be personally served. 12. Monitoring and Evaluation Contractor and the Department agree that monitoring and evaluation of the performance of this Agreement shall be conducted by the Contractor and the Department. The results of the monitoring and evaluation shall be provided to the Board of Weld County Commissioners, the Department and the Contractor. Contractor shall permit the Department, and any other duly authorized agent or governmental agency, to monitor all activities conducted by the Contractor pursuant to the terms of this Agreement. As the monitoring agency may in its sole discretion deem necessary or appropriate, such program data, special analyses, on -site checking, formal audit examinations, or any other reasonable procedures. All such monitoring shall be performed in a manner that will not unduly interfere with the work conducted under this Agreement. 13. Modification of Agreement All modifications to this Agreement shall be in writing and signed by both parties. 14. Remedies The Director of Human Services or designee may exercise the following remedial actions should s/he find the Contractor substantially failed to satisfy the scope of work found in this Agreement. Substantial failure to satisfy the scope of work shall be defined to mean incorrect or improper activities or inaction by the Contractor. These remedial actions are as follows: Withhold payment to the Contractor until the necessary services or corrections in performance are satisfactorily completed. Deny payment or recover reimbursement for those services or deliverables, which have not been performed and which due to circumstances caused by the Contractor cannot be performed or if performed would be of no value to the Department. Denial of the amount of payment shall be reasonably related to the amount of work or deliverables lost to the Department. Incorrect payment to the Contractor due to omission, error, fraud, and/or defalcation shall be recovered from Contractor by deduction from subsequent payments under this Agreement or other agreements between the Department and Contractor, or by the 8 Department as a debt due to the Department or otherwise as provided by law. 15. Representatives For the purpose of this Agreement, the individuals identified below are hereby designated representatives of the respective parties. Either party may from time to time designate in writing a new or substitute representative(s). For Department: For Contractor: Heather Walker, Administrator Debbie Drew, Director of Nursing 16. Notice All notices required to be given by the parties hereunder shall be given by certified or registered mail to the individuals at the addresses set forth below. Either party may from time to time designate in writing a substitute person(s) or address to whom such notices shall be sent. For Department: Judy A. Griego, Director P.O. Box A Greeley, CO 80632 j970) 352-1551 17. Litigation For Contractor: Dr. Mark Wallace, Executive Director 1555 North 17`h Avenue Greeley, CO 80631 (970) 304-6410 Contractor shall promptly notify the Department in the event that Contractor learns of any actual litigation in which it is a party defendant in a case that involves services provided under this Agreement. Contractor, within five (5) calendar days after being served with a summons, complaint, or other pleading which has been filed in any Federal or State court or administrative agency, shall deliver copies of such document(s) to the Director of Human Services. The term "litigation" includes an assignment for the benefit of creditors, and filings of bankruptcy, reorganization and/or foreclosure. 18. Termination This Agreement may be terminated at any time by either party giving thirty (30) days written notice to the individuals identified in paragraph 18. No portion of this Agreement shall be deemed to create an obligation on the part of the County of Weld, State of Colorado, to expend funds not otherwise appropriated in each succeeding year, as this Agreement is subject to the availability of funding. Therefore, the Department may terminate this Agreement at any time if the source of funding for the services made available to the Contractor is no longer available to the Department, or for any other reason. Contractor reserves the right to suspend services to clients if funding is no longer available. 19. No Third Party Beneficiary Enforcement 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 9 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. 20. 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 of §§24-10-101 et. seq., as applicable now or hereafter amended. 21. Partial Invalidity of Agreement If any section, subsection, paragraph, sentence, clause, or phrase of this Agreement is for any reason held or decided to be unconstitutional, such decision shall not affect the validity of the remaining portions. The parties hereto declare that they would have entered into this Agreement and each and every section, subsection, paragraph, sentence, clause, and phrase thereof irrespective of the fact that any one or more sections, subsections, paragraphs, sentences, clauses, or phrases might be declared to be unconstitutional or invalid. 22. Improprieties/Conflict of Interest No officer, member or employee of weld County and no member of their governing bodies shall have any pecuniary interest, direct or indirect, in the approved Agreement or the proceeds thereof. The Appearance of Conflict of Interest applies to the relationship of a Contractor with the Department when the Contractor also maintains a relationship with a third party and the two relationships are in opposition. In order to create the appearance of a conflict of interest, it is not necessary for the Contractor to gain from knowledge of these opposing interests. It is only necessary that the Contractor know that the two relationships are in opposition. During the term of the Agreement, Contractor shall not enter into any third party relationship that gives the appearance of creating a conflict of interest. Upon learning of an existing appearance of a conflict of interest situation, Contractor shall submit to the Department, a full disclosure statement setting forth the details that create the appearance of a conflict of interest. Failure to promptly submit a disclosure statement required by this paragraph shall constitute grounds for the Department's termination, for cause, of its Agreement with the Contractor. Contractor certifies that Federal appropriated funds have not been paid or will be paid, by or on behalf of Contractor, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of an Federal contract, loan, grant, or cooperative agreement. 23. Storage, Availability and Retention of Records Contractor agrees that authorized local, Federal, and State auditors and representatives shall, during 10 business hours, have access to inspect and copy records, and shall be allowed to monitor and review through on -site visits, all activities related to this Agreement, supported with funds under this Agreement, to ensure compliance with the terms of this Agreement. Contracting parties agree that monitoring and evaluation of the performance of the Agreement shall be conducted by appropriate funding sources. The results of the monitoring and evaluation activities shall be provided to the appropriate and interested parties. All such records, documents, communications, and other materials created pursuant or related to this Agreement shall be maintained by the Contractor in a central location and shall be made available to the Department upon its request, for a period of seven (7) years from the date of final payment under this Agreement, or for such further period as may be necessary to resolve any matters which may be pending, or until an audit has been completed with the following qualifications: If an audit by or on behalf of the Federal and/or State government has begun but is not completed at the end of the seven (7) year period, or if audit findings have not been resolved after a seven (7) period, the materials shall be retained until the resolution of the audit finding. 24. Confidentiality of Records Contractor shall protect the confidentiality of all applicant records and other materials that are maintained in accordance with this Agreement except for purposes directly connected with the administration of Child Protection. No information about or obtained from any applicant/recipient in possession of Contractor shall be disclosed in a form identifiable with the applicant/recipient or a minor's parent or guardian unless in accordance with the Contractor's written policy governing access to, duplication and dissemination of, all such information, in any form, including social networks. Contractor shall advise its employees, agents, and subcontractor, if any, that they are subject to these confidentiality requirements. Contractor shall provide its employees, agents, and subcontractors, if any, with a copy or written explanation of these confidentiality requirements before access to confidential data is permitted. Contractor shall have its employees, agents, and subcontractors, if any, sign a written confidentiality agreement and shall provide a copy of such agreement to the Department, if requested. 25. Proprietary Information Proprietary information for the purposes of this Agreement is information relating to a party's research, development, trade secrets, business affairs, internal operations and management procedures and those of its customers, clients or affiliates, but does not include information (1) lawfully obtained from third parties, (2) that which is in the public domain, or (3) that which is developed independently. Neither party shall use or disclose directly or indirectly without prior written authorization any proprietary information concerning the other party obtained as a result of this Agreement. Any proprietary information removed from the Department's site by the Contractor in the course of providing services under this Agreement will be accorded at least the same precautions as are employed by the Contractor for similar information in the course of its own business. 11 26. Independence of Contractor: Not an Employee of Weld County Contractor agrees it is an independent contractor and that its officers and employees do not become employees of Weld County, nor are they entitled to any employee benefits as Weld County employees, as the result of this Agreement. 27. Entire Agreement This Agreement, together with all attachments hereto, constitutes the entire understanding between the parties with respect to the subject matter hereof, and may not be changed or modified except as state in Paragraph 14 herein. This Agreement shall be binding upon the parties hereto, their successors, heirs, legal representatives, and assigns. The Contractor and the Department may not assign any of its rights or obligations hereunder without the prior consent of both parties. 28. Agreement Nonexclusive This Agreement does not guarantee any work nor does it create an exclusive agreement for services. 29. Warranty The Contractor warrants that services performed under this Agreement will be performed in a manner consistent with the professional standards governing such services and the provisions of this Agreement. The Contractor shall faithfully perform the work in accordance with the standards of care, skill, training, diligence and judgment provided by highly competent individuals and entities that perform services of a similar nature to those described in this Agreement including Exhibits A, B, C, and D. 30. Acceptance of Services Not a Waiver Upon completion of the work, the Contractor shall submit to Department originals of all tests and results, reports, etc., generated during completion of this work. Acceptance by Department of reports and incidental material(s) furnished under this Agreement shall not in any way relieve the Contractor of responsibility for the quality and accuracy of the services. In no event shall any action by the Department hereunder constitute or be construed to be a waiver by the Department of any breach of covenant or default which may then exist on the part of the Contractor, and the Department's action or inaction when any such breach or default shall exist shall not impair or prejudice any right or remedy available to the Department with respect to such breach or default; and no assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the Department of, or payment for, any services performed under this Agreement shall not be construed as a waiver of any of the Department's rights under this Agreement or under the law generally. 31. Employee Financial Interest/Conflict of Interest, C.R.S. §§24-18-201 et seq. and §24-50-507 The signatories to this Agreement aver 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. The Contractor has no interest and shall not acquire any interest direct or indirect, which 12 would in any manner or degree with the performance of the Contractor's services and the Contractor, shall not employ any person having such known interests. During the term of this Agreement, the Contractor shall not engage in any in any business or personal activities or practices or maintain any relationships which actually conflict with or in any way appear to conflict with the full performance of its obligations under this Agreement. Failure by the Contractor to ensure compliance with this provision may result, in the Department's sole discretion, in immediate termination of this Agreement. No employee of the Contractor nor any member of the Contractor's family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises Contract Professional's operations, or authorizes funding to the Contractor. 32. 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. 33. 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, Contract Professional agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 34. Attorneys Fees/Legal Costs In the event of a dispute between County and Contract Professional, concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 13 IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. ATlgaLV /lie Weld County Clerk to the Board By: Deputy Cler Vo the Board ty Attorney WELD COUNTY DEPARTMENT OF HUMAN SERVICES By: ¶t6t 14 BOARD OF COUNTY COMMISSIONERS D COUNTY, e ' :ADO emacher, Chair SEP 1 5 2014 WELD COUNTY PUBLIC HEALTH DEPARTMENT By: ' .ftCl Dr. Mark Wallace, Executive Director EXHIBIT A SCOPE OF SERVICES Human Services has the opportunity to continue developing a Compass: Weld County Family Support Team program, hereinafter referred to as "Compass", through a collaborative partnership in the interest of positive youth development and the strengthening of families eligible under Child Welfare programs. 1. General Description of Services A. Contractor and Human Services collaboratively will develop and refine Compass quality services and evidence -based practices and outcomes in the areas of: 1) A community -wide intensive case management system to meet the needs of families at risk. 2) Specific family services plans that incorporate access to existing community services and the development of new service alternatives to address: drug and alcohol issues including utilization of Detox, youth services, education groups, support groups, Alcoholics Anonymous, assessment and testing; and mental health issues including assessment, individual treatment, medication evaluations, psychological evaluations; and mediation/mentoring issues including family group conferencing, mediation, teen parenting classes; and educational and employment issues including interfacing with schools and facilitating extracurricular recreational activities; and community issues including collaboration between various agencies and coordination of mentoring, counseling and other activities especially for south Weld County; and juvenile delinquency issues including assessment, case management, supervision, restorative justice, and other related activities. 3) Comprehensive case management services, as outlined in the Compass Operational Manual; including interviewing, making appropriate home visits, accepting the assignment of specific cases for purposes of connecting services outlined in the family services plan for families and youth, reporting the outcomes of such treatment plans, and identifying gaps, duplication, outcomes, and system modification needs. Updates to the Compass Operational Manual will be sent out within 30 days of the respective update. 4) Psychosocial educational groups that provide prevention messages around subjects such as substances abuse, suicide, domestic violence, unhealthy lifestyles, child maltreatment, and/or anger management. 15 5) Circle of Parent weekly support group for Compass clients to find and receive support. The Compass Circle of Parent group would adhere to the guidelines set forth in the Prevention Services Unit Circle of Parent group manual. B. Contractor would be unable to provide full participation to this project without program development funds to be made available under this Agreement. Resources from this Agreement will allow Contractor to provide various levels of expertise from its organization to meet the planning and implementation needs for this project. C. The aforementioned Compass Operational Manual will be provided to the Contractor by the Human Services Prevention Services Unit Manager at the onset of this Agreement. 2. Scope of Services At a minimum, Compass, through its collaboration between Contractor and Human Services, will document if: A. The project successfully reduced the number of open cases in the child welfare system or adjudicated youth in the juvenile justice system. B. The project successfully reduced high cost services, such as out -of -home placement, detention, or DYC Commitment. C. The project successfully focused resources within Human Services and Contractor to continue the Compass project. D. The project successfully developed a better system design to meet the needs of the youth and families in regards and, at a minimum, to: 1) Keep families together through a better utilization of existing community resources to avoid the opening of a case in the child welfare and juvenile justice systems. 2) Increase families' protective factors. 3) Improve the ability of families to access and maintain services as documented by outcomes of treatment plans. 3. Youth and Families to be Served Contractor agrees to serve an average caseload of up to ten (10) families monthly, unduplicated, per FTE, through case management services unless Contractor does not provide a full year of services or provides a partial FTE. Contractor also agrees to facilitate one (1) to two (2) groups either monthly or per curriculum, per FTE. The number of eligible youth and families will be prorated based on the time period that Contractor provided Compass services and/or the corresponding FTE. 4. Eligibility for Funding Human Services shall be responsible for identifying and referring families who are eligible for the project. The eligible families include: 16 A. Families who are not involved with child welfare or the juvenile justice system, with children/youth currently enrolled in school if 18; or B. Families, with children/youth ages 6-19, who require intervention that focuses on the family unit, as well as the needs and aspirations of the family. C. Families who meet the eligibility requirements of Program Area Three (PA3), Program for Children and Families at Risk of Involvement with Child Welfare, under Volume 7.200 (12 CCR 2509-3). D. Families who meet the rules and requirements governing the specific funding stream utilized. 5. Role of Human Services and Lease of Office Spaces A. Human Services will administer, organize the planning and implementation of the programs to be offered, provide written policies as approved by the Board of County Commissioners, and document the outcomes of the project. B. Human Services will assign its Manager(s) to assist in the development and implementation of the assessment team and assignment of cases for Contractor. C. Human Services will be responsible for the identification and referral of youth and families and assignment of cases to Contractor. D. Human Services will meet as needed with assigned contracted staff. Human Services will manage weekly team meetings to be held at Human Services. Human Services will manage at least monthly meetings to be held between the assigned Contractor managerial/supervisory staff person with Human Services Manager(s) to promote quality communication and resolve implementation issues. E. Human Services will administer and provide funding for direct services to Compass clients, as authorized by Human Services, and which are not duplicative of existing community resources, identified as a result of the Compass recommended treatment plan options. F. Human Services, as the Lessor, will provide "Office Space", located in the Weld County Department of Human Services Building at 315 North 11th Avenue, Greeley, Colorado, hereinafter referred to as "the Premises," as follows: 1) Human Services, as the Lessor, will provide one shared work space to Contractor, as Lessee, which will be located at the Southwest Premises and will provide one work space to be located at the Premises. 2) In consideration of leasing of the aforesaid, the parties covenant and agree as follows: a. Human Services will charge no rent to Contractor for use of the Office Space; b. Contractor agrees to use ordinary care when using the Office Space; c. Contractor may not sublet any part of the Office Space; 17 d. Contractor may not use the Office Space for any purpose other than conducting the business and duties under this Agreement; e. Contractor shall keep the Office Space clean and in sanitary condition; Contractor shall allow Human Services any reasonable hour of the day to enter into or upon the Office Space. g Contractor shall be responsible for loss or damage of equipment. Any time a Laptop Computer that is assigned to a Contractor staff member, who is acting in his or her capacity as a Compass worker, is lost or damaged, the situation will be assessed on a case -by -case basis with regard to whether the Compass worker will be issued another Laptop Computer and/or whether Contractor will be required to reimburse the County for the lost or damaged equipment. h. Human Services shall pay all utilities and trash removal expenses. 3) Furthermore, the parties hereto agree as follows: a. That no assent, express or implied, to any breach of any one or more of the covenants or agreements hereof shall be deemed or taken to be a waiver or any succeeding or other breach; b. That, to the extent permitted by law, Contractor agrees to indemnify, save, and hold harmless Human Services from any and all loss, injury, or damage whatsoever, to all office equipment, furniture, equipment, office supplies and other personal property owned by Contractor or its employees as the result of fire, flood, inclement weather, or other casualty, other than by negligence of Human Services; c. That Human Services shall own and maintain the filing cabinets and computer systems including computers, modems, printers, and associated computer equipment, used in the Office Space, unless provided by Contractor; d. That Contractor's employees shall escort all Compass clients to and from the Office Space and reception area; e. Human Services shall pay for the use of the telephones and all miscellaneous office supplies used by Contractor, including photocopying for purposes of Compass functions only. 4) Human Services will provide training to the Contractor Compass Employee regarding the operations manual, the database, case documentation, treatment planning, community resources, team building and intervention skills. 6. Role of Contractor A. Contractor agrees to participate in the four functions of the project as follows: 18 1) As a policy and program developer and planning partner for the project by attending meetings or utilizing other forms of communication at least monthly with assigned Human Services Manager(s). 2) The supervisor for the assigned or selected FTE will attend and participate in the mandatory quarterly program collaboration meeting. 2) As a member of Compass to enter into a Memorandum of Understanding with Human Services outlining how its employees will meet the expectations of the Compass Operational Guidelines, as revised, and to develop appropriate treatment plans for youth and families through FTE commitment by Contractor. Contractor agrees to comply with the Compass Operational Guidelines, as revised, and Compass participation standards through a Memorandum of Understanding with Contractor through its assigned supervisor/manager and employee(s). 3) As a case manager to provide intervention, connection skills for program services and post -participation services, as appropriate and recommended by Compass. Contractor assigned employees will assist clients in finding counseling, basic needs and other related family support information and services. This may include information on linkages, primarily in South Weld County, to other organizations providing community resources and family support. 4) As a community resource for appropriate services, including Medicaid services, to meet the requirements of treatment plans. B. Contractor agrees to serve an average caseload of up to ten (10) families monthly, unduplicated, per FTE, through case management services unless Contractor does not provide a full year of services or provides a partial FTE. Contractor also agrees to facilitate one (1) to two (2) groups either monthly or per curriculum, per FTE. The number of eligible youth and families will be prorated based on the time period that Contractor provided Compass services and/or the corresponding FTE. C. Contractor agrees to assign staff to be housed at the Department who will be familiar with and review with the Compass worker the Compass Operational Procedures. Contractor will also provide the Compass worker with the updates of changes to the Procedures as provided by Human Services. Contractor agrees to ask the Human Services manager for clarification regarding any policy or procedure that is ambiguous. D. Contractor agrees to provide one work space, which will be located on the Contractor's premises, for use by the assigned FTE, or partial FTE. E. Contractor agrees that the assigned or selected FTE will complete the Strengthening Families'" Protective Factors Framework training online through the National Alliance of Children's Trust and Prevention Funds, as required by the Colorado Community Response, upon award of contract. 19 8. Weld County Families, Youth, and Children Commission: Human Services and Contractor agree to assign oversight responsibilities to the Weld County Families, Youth, and Children's (FYC) Commission to evaluate the implementation of the Compass program. At a minimum, the FYC Commission will document and review, at least at the end of each program year the outcomes identified in Exhibit A, Item 2, Scope of Services. 20 EXHIBIT B PAYMENT SCHEDULE 1. Funding and Method of Payment The Department agrees to reimburse the Contractor in consideration of the work and services performed under this Agreement at the rate specified in Paragraph 2, below. The total amount to be paid to the Contractor during the term of this Agreement shall be reported by the Department after June 30, 2015. Expenses incurred by the Contractor prior to the term of this agreement are not eligible Department expenditures and shall not be reimbursed by the Department. Payment pursuant to this Agreement, whether in whole or in part, is subject to and contingent upon the continuing availability of said funds for the purposes hereof. In the event that said funds, or any part thereof, become unavailable as determined by the Department, the Department may immediately terminate the Agreement or amend it accordingly. 2. Match Requirement Contractor shall provide a 20% match in the form of in -kind and/or cash match. The match requirement is 20% of the awarded amount. Contractor shall provide the Department with acceptable written evidence of compliance with this requirement prior to any work being completed under the Agreement. 3. Fees for Services Human Services agrees to pay Contractor a maximum of $48,105.48 per FTE for one (1) partial FTE (30 Hours). This reimbursement to Contractor will be made in twelve (12) monthly installments of $4,008.79, if Contractor substantially meets the requirements of full participation on a monthly basis, as follows: A. The assigned Contractor supervisor/manager or designee will have contact at least once per month with Human Services Manager(s) responsible for the Compass program to actively participate in the planning and implementation of Compass. B. The supervisor for the assigned or selected FTE will attend and participate in the mandatory quarterly program collaboration meeting. C. Contractor assigned employees who comprise the FTE, and are participating in the required activities of Compass as demonstrated by time sheets. D. Contractor assigned employees are providing quality data entry into the Compass data system to document progress in serving an average caseload of up to ten (10) families, unduplicated, per FTE through contacts, follow-up and case management services, on a monthly basis. Contractor facilitated one (1) to two (2) groups per month, or as determined by curriculum, and as verified by Human Services. 21 4. Submittal of Vouchers Contractor agrees to bill Human Services monthly. Billing shall be on or about the fifteenth (15) day of the month following the month in which the expense was incurred, and payments from Human Services will be made within thirty (30) days following receipt of the invoice. 22 CHILD WELFARE AGREEMENT FOR SERVICES AND LEASE BETWEEN THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES AND WELD COUNTY SCHOOL SCHOOL DISTRICT RE -8 This Agreement, made and entered into the /5day ofFaX2014 by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Human Services, hereinafter referred to as the "Department' and Weld County School District RE -8, hereinafter referred to as the "Contractor". The parties to this Agreement understand and agree that the provisions of this Agreement specifically include the following documents: Exhibit A, Department's Request for Proposal, Exhibit B, Contractor's Response to the Request for Proposal, Exhibit C, Scope of Services, and Exhibit D, Payment Schedule. Each of these documents is attached hereto and incorporated herein by this reference. WITNESSETH WHEREAS, required approval, clearance and coordination has been accomplished from and with appropriate agencies; and WHEREAS, the County of Weld has provided Department fund resources for education, training, and support services for Weld County's at -risk families; and WHEREAS, positive youth development and the strengthening of families are major goals for Colorado including Weld County; and WHEREAS, meeting the needs of at -risk youth and their families in Weld County is a critical issue; and WHEREAS, the Department and Contractor agree to a common planning goal of "intervening successfully with families in the least intrusive manner while maximizing safety before they enter the child welfare and juvenile justice systems; and upon entry into the child welfare systems, to expedite the positive resolution of their treatment or case plans"; and WHEREAS, the Department and Contractor agree that that a multi -disciplinary approach will assist in building a strong collaborative system on behalf of at -risk youth and their families; and WHEREAS, Contractor is dedicated to develop and participate in the Compass: Weld County Family Support Team, hereinafter referred to as "Compass", with other agencies that are recognized experts in their respective fields and that are contractors under Compass; and WHEREAS, Contractor has the expertise and wishes to commit the appropriate staff and managerial support on behalf of Compass to plan, collaborate, provide case management, and related services required of Compass; and WHEREAS, the Department wishes to enter into an agreement and lease with Contractor to enable Contractor facilitate the positive development of youth and the strengthening of families through Compass. NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: 1 At ic 1. Term This agreement shall become effective on July 1, 2014 upon proper execution of this Agreement and shall expire June 30, 2015 unless sooner terminated as provided herein. 2. Scope of Services Services shall be provided by the Contractor to any person(s) eligible for services in compliance with Exhibit C, Scope of Services. 3. Payment a. Payment shall be made in accordance with Exhibit C, Scope of Services and Exhibit D, Payment Schedule, attached hereto and incorporated herein by reference, so long as services are rendered satisfactorily and in accordance with the Agreement. b. Payment pursuant to this Agreement, whether in whole or in part, is subject to, and contingent upon, the continuing availability of said funds for the purposes hereof. c. The Department may withhold reimbursement if Contractor has failed to comply with any part of the Agreement, including the Financial Management requirements, program objectives, contractual terms, or reporting requirements. In the event of forfeiture of reimbursement, Contractor may appeal such circumstance in writing to the Director of Human Services. The decision of the Director of Human Services shall be final. 4. Financial Management At all times from the effective date of the Agreement until completion of the Agreement, Contractor shall comply with the administrative requirements, cost principles and other requirements set forth in the Financial Management Manual adopted by the State of Colorado. The required annual audit of all funds expended under this Agreement must conform to the Single Audit Act of 1984 and OMG Circular A-133. 5. Payment Method Unless otherwise provided in Exhibit C, Scope of Services and Exhibit D, Payment Schedule: a. If services are funded through Core Services Contractor agrees to accept reimbursement through ACH direct deposit one time per month. b. If Contractor is not currently set up with the State of Colorado to accept direct deposit, Contractor agrees to complete and submit an ACH Form for Colorado Providers which will be provided by the Department. Contractor is solely responsible to submit the ACH Form to the State of Colorado per the directions on the form. Failure to complete and submit this form in a timely and accurate manner may result in a delay of payment. 2 c. Contractor agrees to accept payment through county warrant when funding source does not allow for direct deposit. 6. Compliance with Applicable Laws a. At all times during the performance of this Agreement, Contractor will strictly adhere to all applicable Federal and State laws, order, and applicable standards, regulations, interpretations and/or guidelines issued pursuant thereto. This includes protection of the confidentiality of all applicant/recipient records, papers, documents, tapes and any other materials that have been or may hereafter be established which relate to the Agreement. Contractor shall abide by all applicable laws and regulations, including, but not limited to the following: Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections 2000d-1 Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections 2000d-1 et. seq. and its implementing regulation, 45 C.F.R. Part 80 et. seq.; and all provisions of the Civil Rights Act of 1986 so that no person shall, on the grounds of race, creed, color, sex, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under the approved Agreement. Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. Section 794, and its implementing regulations, 45 C.F.R. Part 84; and - the Age Discrimination Act of 1975, 42 U.S.C. Section 6101 et. seq. and its implementation regulations, 45 C.F.R. Part 91; and - Title VII of the Civil Rights Act of 1964; and - the Age Discrimination in Employment Act of 1967; and - the Equal Pay Act of 1963; and - the Education Amendments of 1972; and - Immigration Reform and Control Act of 1986, P.L. 99-603, 42 C.F.R. Part 2; and all regulations applicable to these laws prohibiting discrimination because of race, color, national origin, sex, religion, and handicap, including Acquired Immune Deficiency Syndrome (AIDS) or AIDS related conditions covered under Section 504 of the Rehabilitation Act of 1973, as amended, cited above. If necessary, Contractor and the Department will resist in judicial proceedings any efforts to obtain access to client records except as permitted by 42 C.F.R. Part 2. 45 C.F.R. Part 74, Appendix G 9, which requires that affirmative steps be taken to assure that small and minority businesses are utilized, when possible, as sources of supplies, equipment, construction and services. This assurance is given in consideration of and for the purpose of obtaining any all Federal and/or State financial assistance. 3 Colorado Revised Statute (C.R.S.) 26-6-104, requiring criminal background record checks for all employees, contractors and sub -contractors. b. Contractor is further charged with the knowledge that any person who feels that s/he has been discriminated against has the right to file a complaint either with the Colorado Department of Human Services or with the United States Department of Health and Human Services, Office for Civil Rights. c. Contractor assures that it will fully comply with all other applicable Federal and State laws which may govern the ability of the Department to comply with the relevant funding requirements. Contractor understands the source of funds to be accessed under the Agreement is Core Services. d. Contractor assures and certifies that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transaction by a Federal or State department or agency; and - have not, within a three-year period preceding this Agreement, been convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; and - are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in this certification; and have not, within a three-year period preceding this Agreement, had one or more public transactions (federal, state, or local) terminated for cause or default. e. Contractor certifies that it shall comply with the provision of the Colorado Revised Statutes (C.R.S.) 8- 17.5-101, et. seq. 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 to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor represents, warrants, and agrees that it (a) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (b) otherwise will comply with the requirements of C.R.S. 8-17.5-102(2)(6). Contractor shall comply with all reasonable requires made in the course of an investigation under C.R.S. 8-17.5-102 by the Colorado Department of Labor and Employment. If Contractors fails to comply with any requirement of this provision or C.R.S. 8-17.5-101 et seq., the Department may terminate this Agreement for breach and Contractor shall be liable for actual and consequential damages to the Department. 4 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 this Agreement, 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 this Agreement. If Contractor operates as a sole proprietor, it hereby affirms under penalty of perjury that s/he (a) is a citizen of the United States or is otherwise lawfully present in the United State 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 this Agreement. 7. Compliance with Child and Family Services Review The Child and Family Services Review (CFSR) examines child welfare service outcomes in three areas; Safety, Permanency and Well Being of families. For each outcome, data and performance indicators measure each state's performance according to national standards and monitor progress over time. Following the review, a Program Improvement Plan (PIP) will be implemented for the state to enhance services to families. Contractor agrees to continually strive for positive outcomes in the areas of Safety, Permanency and Well Being. Contractor will ensure that any employee or subcontractor of Contractor providing services under this Agreement will work towards positive outcomes in the aforementioned three areas as outlined under the Child and Family Services Review (CFSR), and will address the aforementioned three areas when completing monthly reports as required by Paragraph 3(d) of this Agreement. 8. Insurance Requirements Contractor and Department agree that Weld County, the Board of County Commissioners of Weld County, its officers and employees, shall not be held liable for injuries or damages caused by any negligent acts or omissions of the Contractor, it subcontractor, or their employees, volunteers, or agents while performing duties described in this Agreement. Contractor shall indemnify, defend and hold harmless Weld County, the Board of County Commissioners of Weld County, its employees, volunteers and agents. Contractor shall provide the liability insurances (including professional liability insurances where necessary) and worker's compensation insurances for all its employees, volunteers, and agents engaged in the performance of this Agreement which required by the Colorado Worker's Compensation Act. Contractor shall provide the Department with the acceptable evidence that such coverage is in effect prior to the start of this Agreement. At a minimum, Contractor shall procure, either personally or through its employer as applicable to the Contractor's business, at its own expense, and maintain for the duration of the work, the following insurance coverage. Weld County, State of Colorado, by and through the Board of County Commissioners of Weld County, its employees and agents, shall be named as additional named insured on the insurance, where permissible the insurance provider. a. 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 5 Professionals shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, during any warranty period, and for three (3) years after termination of the Agreement. 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 Contractor/Contract Professional. Contractor/Contract Professional shall be responsible for the payment of any deductible or self -insured retention. County reserves the right to require Contractor/Contract Professional 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 coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor/Contract Professional. Contractor/Contract Professional 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. b. Types of Insurance: Contractor/Contract Professional shall obtain, and maintain at all times during the term of any Agreement, insurance in the following kinds and amounts: i. Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of Contractor's Contract Professional's employees acting within the course and scope of their employment. If Contractor is an Independent Contractor, as defined by the Colorado Worker's Compensation Act, this requirement shall not apply. Contractor must submit to the Department a Declaration of Independent Contractor Status Form prior to the start of this agreement. H. Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent Contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows: $1,000,000 each occurrence; - $2,000,000 general aggregate; $50,000 any one fire; and $500,000 errors and omissions. Hi. 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 County property and elsewhere. iv. Additional Provisions: Policies for all general liability, excess/umbrella liability, liquor liability and pollution liability must provide the following: If any aggregate limit is reduce by twenty-five percent (25%) or more by paid or reserved claims, Contractor shall notify County within ten (10) days and reinstate the aggregates required; Unlimited defense costs in excess of policy limits; Contractual liability covering the indemnification provisions of this Agreement; - A severability of interests provision; - Waiver of exclusion for lawsuits by one insured against another; A provision that coverage is primary; and A provision that coverage is non-contributory with other coverage or self- insurance provided by County. 6 v. For all general liability, excess/umbrella liability, liquor liability, pollution liability and professional liability policies, if the policy is a claims -made policy, the retroactive date must be on or before the contract date or the first date when any goods or services were provided to County, whichever is earlier. c. Contractors/Contract Professionals shall secure and deliver to County's Risk Administrator ("Administrator") 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. d. Proof of Insurance: Contractor/Contract Professional shall provide a copy of this information to its insurance agent or broker, and shall have its agent or broker provide proof of Contractor/Contract Professional's required insurance. County reserves the right to require 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. e. Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor liability, and inland marine, Contractor/Contract Professional's insurer shall name County as an additional insured as follows f. Waiver of Subrogation: For all coverages, Contractor/Contract Professional's insurer shall waive subrogation rights against County. g. 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 coverages 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. A provider of Professional Services (as defined in the Bid or RFP) shall provide the following coverage: Professional Liability: Contract Professional shall maintain limits of $1,000,000 for each claim, and $2,000,000 aggregate limit for all claims. 9. Certification Contractor certifies that, at the time of entering into this Agreement, it has currently in effect all necessary licenses, approvals, insurance, etc., required to properly provide the services and/or supplies covered by this Agreement. Copies of all necessary licenses shall be provided to the Department by the Contractor prior to the start of any Agreement. 10. Training Contractor may be required to attend training that the request of the Department specific to services provided under this Agreement. The Department will not compensate the Contractor for said training in the form of registration fees, time spent traveling to and from training, attending the training or any other associated costs unless otherwise agreed to by the Department. 7 11. Subpoenas Contractor will, on behalf of its employees and/or officers, accept any subpoena for testimony from the Weld County Attorney's Office by e-mail and will return a waiver of services within 72 business hours. For this purpose, Contractor will designate an e-mail address prior to the start of this Agreement. If the Contractor receives a subpoena via e-mail but will only accept personal service, the Contractor will contact the Weld County Attorney's Office immediately at 970-352-1551, x6503, and advise that the subpoena must be personally served. 12. Monitoring and Evaluation Contractor and the Department agree that monitoring and evaluation of the performance of this Agreement shall be conducted by the Contractor and the Department. The results of the monitoring and evaluation shall be provided to the Board of Weld County Commissioners, the Department and the Contractor. Contractor shall permit the Department, and any other duly authorized agent or governmental agency, to monitor all activities conducted by the Contractor pursuant to the terms of this Agreement. As the monitoring agency may in its sole discretion deem necessary or appropriate, such program data, special analyses, on -site checking, formal audit examinations, or any other reasonable procedures. All such monitoring shall be performed in a manner that will not unduly interfere with the work conducted under this Agreement. 13. Modification of Agreement All modifications to this Agreement shall be in writing and signed by both parties. 14. Remedies The Director of Human Services or designee may exercise the following remedial actions should s/he find the Contractor substantially failed to satisfy the scope of work found in this Agreement. Substantial failure to satisfy the scope of work shall be defined to mean incorrect or improper activities or inaction by the Contractor. These remedial actions are as follows: - Withhold payment to the Contractor until the necessary services or corrections in performance are satisfactorily completed. Deny payment or recover reimbursement for those services or deliverables, which have not been performed and which due to circumstances caused by the Contractor cannot be performed or if performed would be of no value to the Department. Denial of the amount of payment shall be reasonably related to the amount of work or deliverables lost to the Department. - Incorrect payment to the Contractor due to omission, error, fraud, and/or defalcation shall be recovered from Contractor by deduction from subsequent payments under this Agreement or other agreements between the Department and Contractor, or by the 8 Department as a debt due to the Department or otherwise as provided by law. 15. Representatives For the purpose of this Agreement, the individuals identified below are hereby designated representatives of the respective parties. Either party may from time to time designate in writing a new or substitute representative(s). For Department: Heather Walker, Administrator 16. Notice For Contractor: John Hoag, Assistant Superintendent of Operations and Human Resources All notices required to be given by the parties hereunder shall be given by certified or registered mail to the individuals at the addresses set forth below. Either party may from time to time designate in writing a substitute person(s) or address to whom such notices shall be sent. For Department: Judy A. Griego, Director P.O. Box A Greeley, CO 80632 (970) 352-1551 17. Litigation For Contractor: Mark A. Pavler, Superintendent 301 Reynolds Street Fort Lupton, CO 80621 (303) 857-3207 Contractor shall promptly notify the Department in the event that Contractor learns of any actual litigation in which it is a party defendant in a case that involves services provided under this Agreement. Contractor, within five (5) calendar days after being served with a summons, complaint, or other pleading which has been filed in any Federal or State court or administrative agency, shall deliver copies of such document(s) to the Director of Human Services. The term "litigation" includes an assignment for the benefit of creditors, and filings of bankruptcy, reorganization and/or foreclosure. 18. Termination This Agreement may be terminated at any time by either party giving thirty (30) days written notice to the individuals identified in paragraph 18. No portion of this Agreement shall be deemed to create an obligation on the part of the County of Weld, State of Colorado, to expend funds not otherwise appropriated in each succeeding year, as this Agreement is subject to the availability of funding. Therefore, the Department may terminate this Agreement at any time if the source of funding for the services made available to the Contractor is no longer available to the Department, or for any other reason. Contractor reserves the right to suspend services to clients if funding is no longer available. 19. No Third Party Beneficiary Enforcement It is expressly understood and agreed that the enforcement of the terms and conditions of this 9 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. 20. 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 of §§24-10-101 et. seq. as applicable now or hereafter amended. 21. Partial Invalidity of Agreement If any section, subsection, paragraph, sentence, clause, or phrase of this Agreement is for any reason held or decided to be unconstitutional, such decision shall not affect the validity of the remaining portions. The parties hereto declare that they would have entered into this Agreement and each and every section, subsection, paragraph, sentence, clause, and phrase thereof irrespective of the fact that any one or more sections, subsections, paragraphs, sentences, clauses, or phrases might be declared to be unconstitutional or invalid. 22. Improprieties/Conflict of Interest No officer, member or employee of weld County and no member of their governing bodies shall have any pecuniary interest, direct or indirect, in the approved Agreement or the proceeds thereof. The Appearance of Conflict of Interest applies to the relationship of a Contractor with the Department when the Contractor also maintains a relationship with a third party and the two relationships are in opposition. In order to create the appearance of a conflict of interest, it is not necessary for the Contractor to gain from knowledge of these opposing interests. It is only necessary that the Contractor know that the two relationships are in opposition. During the term of the Agreement, Contractor shall not enter into any third party relationship that gives the appearance of creating a conflict of interest. Upon learning of an existing appearance of a conflict of interest situation, Contractor shall submit to the Department, a full disclosure statement setting forth the details that create the appearance of a conflict of interest. Failure to promptly submit a disclosure statement required by this paragraph shall constitute grounds for the Department's termination, for cause, of its Agreement with the Contractor. Contractor certifies that Federal appropriated funds have not been paid or will be paid, by or on behalf of Contractor, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of an Federal contract, loan, grant, or cooperative agreement. 10 23. Storage, Availability and Retention of Records Contractor agrees that authorized local, Federal, and State auditors and representatives shall, during business hours, have access to inspect and copy records, and shall be allowed to monitor and review through on -site visits, all activities related to this Agreement, supported with funds under this Agreement, to ensure compliance with the terms of this Agreement. Contracting parties agree that monitoring and evaluation of the performance of the Agreement shall be conducted by appropriate funding sources. The results of the monitoring and evaluation activities shall be provided to the appropriate and interested parties. All such records, documents, communications, and other materials created pursuant or related to this Agreement shall be maintained by the Contractor in a central location and shall be made available to the Department upon its request, for a period of seven (7) years from the date of final payment under this Agreement, or for such further period as may be necessary to resolve any matters which may be pending, or until an audit has been completed with the following qualifications: If an audit by or on behalf of the Federal and/or State government has begun but is not completed at the end of the seven (7) year period, or if audit findings have not been resolved after a seven (7) period, the materials shall be retained until the resolution of the audit finding. 24. Confidentiality of Records Contractor shall protect the confidentiality of all applicant records and other materials that are maintained in accordance with this Agreement except for purposes directly connected with the administration of Child Protection. No information about or obtained from any applicant/recipient in possession of Contractor shall be disclosed in a form identifiable with the applicant/recipient or a minor's parent or guardian unless in accordance with the Contractor's written policy governing access to, duplication and dissemination of, all such information, in any form, including social networks. Contractor shall advise its employees, agents, and subcontractor, if any, that they are subject to these confidentiality requirements. Contractor shall provide its employees, agents, and subcontractors, if any, with a copy or written explanation of these confidentiality requirements before access to confidential data is permitted. Contractor shall have its employees, agents, and subcontractors, if any, sign a written confidentiality agreement and shall provide a copy of such agreement to the Department, if requested. 25. Proprietary Information Proprietary information for the purposes of this Agreement is information relating to a party's research, development, trade secrets, business affairs, internal operations and management procedures and those of its customers, clients or affiliates, but does not include information (1) lawfully obtained from third parties, (2) that which is in the public domain, or (3) that which is developed independently. Neither party shall use or disclose directly or indirectly without prior written authorization any proprietary information concerning the other party obtained as a result of this Agreement. Any proprietary information removed from the Department's site by the Contractor in the course of providing services under this Agreement will be accorded at least the same precautions as are employed by the Contractor 11 for similar information in the course of its own business. 26. Independence of Contractor: Not an Employee of Weld County Contractor agrees it is an independent contractor and that its officers and employees do not become employees of Weld County, nor are they entitled to any employee benefits as Weld County employees, as the result of this Agreement. 27. Entire Agreement This Agreement, together with all attachments hereto, constitutes the entire understanding between the parties with respect to the subject matter hereof, and may not be changed or modified except as state in Paragraph 14 herein. This Agreement shall be binding upon the parties hereto, their successors, heirs, legal representatives, and assigns. The Contractor and the Department may not assign any of its rights or obligations hereunder without the prior consent of both parties. 28. Agreement Nonexclusive This Agreement does not guarantee any work nor does it create an exclusive agreement for services. 29. Warranty The Contractor warrants that services performed under this Agreement will be performed in a manner consistent with the professional standards governing such services and the provisions of this Agreement. The Contractor shall faithfully perform the work in accordance with the standards of care, skill, training, diligence and judgment provided by highly competent individuals and entities that perform services of a similar nature to those described in this Agreement including Exhibits A, B, C, and D. 30. Acceptance of Services Not a Waiver Upon completion of the work, the Contractor shall submit to Department originals of all tests and results, reports, etc., generated during completion of this work. Acceptance by Department of reports and incidental material(s) furnished under this Agreement shall not in any way relieve the Contractor of responsibility for the quality and accuracy of the services. In no event shall any action by the Department hereunder constitute or be construed to be a waiver by the Department of any breach of covenant or default which may then exist on the part of the Contractor, and the Department's action or inaction when any such breach or default shall exist shall not impair or prejudice any right or remedy available to the Department with respect to such breach or default; and no assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the Department of, or payment for, any services performed under this Agreement shall not be construed as a waiver of any of the Department's rights under this Agreement or under the law generally. 12 31. Employee Financial Interest/Conflict of Interest. C.R.S. §§24-18-201 et seq. and §24-50-507 The signatories to this Agreement aver 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. The Contractor has no interest and shall not acquire any interest direct or indirect, which would in any manner or degree with the performance of the Contractor's services and the Contractor, shall not employ any person having such known interests. During the term of this Agreement, the Contractor shall not engage in any in any business or personal activities or practices or maintain any relationships which actually conflict with or in any way appear to conflict with the full performance of its obligations under this Agreement. Failure by the Contractor to ensure compliance with this provision may result, in the Department's sole discretion, in immediate termination of this Agreement. No employee of the Contractor nor any member of the Contractor's family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises Contract Professional's operations, or authorizes funding to the Contractor. 32. 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. 33. 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, Contract Professional agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 34. Attorneys Fees/Legal Costs In the event of a dispute between County and Contract Professional, concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 13 IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. ATTEST: dastal Weld County Clerk to the Board By: APP C.."ty Attor WELD COUNTY DEPARTMENT OF HUMAN SERVICES By: 14 BOARD OF COUNTY COMMISSIONERS D COUNTY, C• ORADO emacher, Chair SEP 1 5 2014 WELD COUNTY SCHOOL DISTRICT RE -8 By: ark A. Payler, Superintendent 3oaL-ally EXHIBIT A DEPARTMENT'S REQUEST FOR PROPOSAL BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF WELD, STATE OF COLORADO, BY AND THROUGH THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES DATE: April 25, 2014 PAGES 1-4 OF THIS REQUEST FOR PROPOSAL CONTAIN GENERAL INFORMATION. NOT ALL OF THE INFORMATION CONTAINED IN PAGES 1-4 MAY BE APPLICABLE. SPECIFICATIONS UNIQUE TO THIS REQUEST FOR PROPOSAL FOLLOW PAGE 4. NOTICE TO BIDDERS A. The Families, Youth and Children's Commission, on behalf of the Weld County Department of Human Services, by and through the Board of Weld County Commissioners, wishes to purchase the following: FAMILY SUPPORT SERVICES (WELD COUNTY COMPASS PROGRAM) B. Bids for the stated services will be received by e-mail at vegterta@weldgov.com or at the Weld County Department of Human Services, Resource Unit, Attn: Tobi Vegter, 315 A North 11th Avenue, P.O. Box A, Greeley, CO 80632, through: THURSDAY, MAY 15, 2014, AT 5:00 P.M. (WELD COUNTY DEPARTMENT OF HUMAN SERVICES, RESOURCE UNIT TIME CLOCK). II. INVITATION TO BID A. The Families, Youth and Children's Commission, on behalf of the Weld County Department of Human Services, by and through the board of Weld County Commissioners requests bids for the purchase of Family Support Services (Weld County Compass Program). B. Bids shall include any and all charges for service(s) applied for by the bidder, and shall, in every way, be the total net price which the bidder will expect the Board of County Commissioners of Weld County to pay if awarded the bid. C. Emailed Bids Are Preferred. Emailed (fully typed) bids are preferred. However, if the bidder is unable to submit an emailed bid, the bidder must comply with the requirements set forth in Paragraph II D below. An emailed bid must contain the following statement: "I hereby waive my right to a sealed bid." D. Unless the Bid is emailed, one original and one copy of the Bid must be submitted. One complete bid document, which will be the only official copy of the bid, shall be filed at the Weld County Department of Human Services, Resource Unit. After certification of the bid, the other copy will be routed for applicable review. An e-mail confirmation will be sent when we receive your bid/proposal. Page 1 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) III, INSTRUCTIONS TO BIDDERS A. Bids shall be typewritten. Each bid must give the full business address of the 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 partners 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 this matter. Bids submitted by limited liability companies must furnish the full names of all members and managers and must be signed by a manager or by an authorized representative, followed by the signature and title of the person signing. 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, satisfactory evidence of the authority of the officer signing in behalf of a corporation shall be furnished. 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. B. Bids may be withdrawn upon written request to the Weld County Department of Human Services received from bidders prior to the submission deadline. Negligence on the part of bidder in preparing the bid confers no right for the withdrawal of the bid after it has been opened. C. Bidders are expected to examine the conditions, specifications, and all instructions contained herein. Failure to do so will be at the bidder's risk. D. Bidders shall not stipulate in their proposals any conditions not contained in the instructions and specifications herein unless specifically requested by the special instructions attached hereto. Any proposal which fails to comply with the letter of the instructions and specifications herein may be rejected. E. 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 Department of Human Services, Service Utilization Unit, on or prior to the time indicated in Section I., entitled "Notice to Bidders." F. When approximate quantities are stated, Weld County reserves the right to increase or decrease quantity as best fits its needs. G. Whenever requested, samples or descriptive matter shall be filed prior to the opening of bids. H. In accordance with Section 14-9(3) of the Weld County Home Rule Charter, the Board of County Commissioners of 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 the Board of County Commissioners of Weld Page 2 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) County will give preference to suppliers from the State of Colorado, in accordance with Section 30-11-110, CRS, when it is accepting bids for the purchase of any books, stationery, records, printing, lithographing or other supplies for any officer of Weld County. I. All discounts shall be figured from the date of delivery and acceptance of the articles, or in the case of an incorrect invoice, from the date of receipt of corrected invoice, if this be subsequent to delivery and acceptance. J. Substitutions or modifications to any of the terms, conditions, or specifications of this bid package which are made by Weld County, Colorado, after the bids have been distributed to prospective bidders, and prior to the date and time of bid opening, will be made in writing and signed by the Families, Youth and Children's Commission. No employee of Weld County, Colorado, is authorized in any way to modify any of the terms, conditions, or specifications of this bid without written approval of Families, Youth and Children's Commission. This is not to imply that bids will not be accepted or considered with specifications which are different from those herein. Any item which does not meet all the terms, conditions, or specifications of this bid, must be clearly indicated on a separate sheet of paper, attached to the bid specification and proposal sheets and returned with the bid. K. The successful bidder shall indemnify and hold harmless Weld County, Colorado, against all claims for royalties, for patents or suit for infringement thereon, which may be involved in the manufacture or use of the material to be furnished. L. Contractor certifies that it shall comply with the provisions of Colorado Revised Statutes (C.R.S.) 8-17.5-101, et seq. Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract or enter into a contract with a subcontractor that fails to certify to Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Contractor represents, warrants, and agrees that it (a) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (b) otherwise will comply with the requirements of C.R.S. 8-17.5-102(2)(b). Contractor shall comply with all reasonable requests made in the course of an investigation under C.R.S. 8-17.5-102 by the Colorado Department of Labor and Employment. If Contractor fails to comply with any requirement of this provision or C.R.S. 8-17.5-101, et seq., Weld County may terminate this Contract for breach and Contractor shall be liable for actual and consequential damages to Contractor. 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 this 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 this 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 Page 3 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) 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 a Contract. M. All goods shall remain the property of the seller until delivered to and accepted by Weld County, Colorado. N. Bids received prior to the time of opening will be kept unopened in a secure place. No responsibility will attach to the Families, Youth and Children Commission, the Weld County Department of Human Services, or the Board of Weld County Commissioners, for the premature opening of a bid not properly addressed and identified. O. In submitting the bid, the bidder agrees that the acceptance of any and all bids by the Board of County Commissioners of Weld County within a reasonable time or period does not constitute a contract. The Board of County Commissioners of Weld County, Colorado, reserves the right to reject any and all bids, to waive any informality in the bids, and to accept the bid, or part of a bid, that, in the opinion of the Board, is in the best interests of the Board and of the County of Weld, State of Colorado. P. These instructions, the proposal forms, and specifications have been developed with the hope of raising the standard of purchasing negotiations to a level wherein all transactions will be mutually satisfactory. Your cooperation is invited. Q. Substitutions or modifications to any of the terms, conditions, or specifications of this which are made by Weld County after the bids have been distributed to prospective bidders and prior to the date and time of bid opening, will be made in writing. No employee of Weld County is authorized in any way to modify any of the terms, conditions, or specifications of this bid without written approval of said Director of the Weld County Department of Human Services. This is not to imply that bids will not be accepted or considered with specifications which are different from those herein. Any item which does not meet all the terms, conditions, or specifications of this bid, must be clearly indicated on a separate sheet of paper, attached to the bid specification and proposal sheets and returned with the bid. Page 4 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) IV. General Specifications. A. Fund Availability: Financial obligations of the 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. 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. C. 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 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 matters: (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. D. 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. E. 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. F. 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. Page 5 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) 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. Insurance Requirements. i. 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, during any warranty period, and for three (3) years after termination of the Agreement. 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 Contractor/Contract Professional. Contractor/Contract Professional shall be responsible for the payment of any deductible or self -insured retention. County reserves the right to require Contractor/Contract Professional 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 coverages specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor/Contract Professional. Contractor/Contract Professional 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. ii. Types of Insurance: Contractor/Contract Professional shall obtain, and maintain at all times during the term of any Agreement, insurance in the following kinds and amounts: (a). Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of Contractor's Contract Professional's employees Page 6 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) acting within the course and scope of their employment. (b). Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering premises operations, fire damage, independent Contractors, products and completed operations, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows: * $1,000,000 each occurrence; * $2,000,000 general aggregate; * $2,000,000 products and completed operations aggregate; * $50,000 any one fire; and * $500,000 errors and omissions. (c). 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 County property and elsewhere. (d). Additional Provisions: * Policies for all general liability, excess/umbrella liability, liquor liability and pollution liability must provide the following: * If any aggregate limit is reduce by twenty-five percent (25%) or more by paid or reserved claims, Contractor shall notify County within ten (10) days and reinstate the aggregates required; * Unlimited defense costs in excess of policy limits; * Contractual liability covering the indemnification provisions of this Agreement; * A severability of interests provision; • Waiver of exclusion for lawsuits by one insured against another; * A provision that coverage is primary; and * A provision that coverage is non-contributory with other coverage or self- insurance provided by County. (e). For all general liability, excess/umbrella liability, liquor liability, pollution liability and professional liability policies, if the policy is a claims -made policy, the retroactive date must be on or before the contract date or the first date when any goods or services were provided to County, whichever is earlier. iii. Contractors/Contract Professionals shall secure and deliver to County's Risk Administrator ("Administrator") 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 Page 7 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) 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. iv. Proof of Insurance: Contractor/Contract Professional shall provide a copy of this information to its insurance agent or broker, and shall have its agent or broker provide proof of Contractor/Contract Professional's required insurance. County reserves the right to require 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. v. Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor liability, and inland marine, Contractor/Contract Professional's insurer shall name County as an additional insured. vi. Waiver of Subrogation: For all coverages, Contractor/Contract Professional's insurer shall waive subrogation rights against County. vii. 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 coverages 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. A provider of Professional Services (as defined in the Bid or RFP) shall provide the following coverage: Professional Liability: Contract Professional shall maintain limits of $1,000,000 for each claim, and $2,000,000 aggregate limit for all claims. V. Warranty. The successful bidder shall warrant that: A. The services to be supplied pursuant to this bid are fit and sufficient for the purpose intended; B. The services sold to Weld County, Colorado pursuant to this bid conform to the minimum Weld County specifications as established herein. Page 8 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) Proiect Overview: The Weld County Department of Human Services (WCDHS) is seeking Family Support Services through established school districts for its Compass Program, a prevention program available through the WCDHS Prevention Services Unit. Family Support Services are defined as specific family services that incorporate access to existing community services and the development of new service alternatives to address: drug and alcohol issues including utilization of Detox, youth services, education groups, support groups, Alcoholics Anonymous, assessment and testing; and * mental health issues including assessment, individual treatment, medication evaluations, psychological evaluations; and * mediation/mentoring issues including family group conferencing, mediation, teen parenting classes; and * educational and employment issues including interfacing with school and facilitating extracurricular recreational activities; and * community issues including collaboration between various agencies and coordination of mentoring, counseling and other activities; and * juvenile delinquency issues including assessment, case management, supervision, restorative justice, and other related activities. Services must also include: * Comprehensive case management services, as outlined in the Compass Operational Manual, attached here as Exhibit B. Services must include, but are not limited to; interviewing, making appropriate home visits, accepting the assignment of specific cases for purposes of connecting services outlined in the family services plan for families and youth, reporting the outcomes of such treatment plans, and identifying gaps, duplication, outcomes, and system modification needs. Three (3) to four (4) psychosocial educational groups per year specific to prevention topics including, but not limited to; bullying, suicide, making healthy choices, drop- out prevention, substance abuse, and healthy relationships. • Weekly facilitation of Circle of Parent support groups for referred clients. Bidder must agree to adhere to the guidelines set forth in the Circle of Parent group manual, attached here as Exhibit C. Page 9 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) Qualifications: To be considered, a bidder must meet the following minimum qualifications: 1) Bidder must demonstrate that it is an established school district within Weld County. 2) Bidder must demonstrate it has the capacity to provide the requested services in accordance with the information set forth in this Request for Proposal and the corresponding attached exhibits. 3) Bidder must agree to assign two (2) 40 -hour Full Time Employee (FTE) to provide the services. Bidder must agree that each assigned FTE will carry a maximum caseload up to fifteen (15) families monthly, unduplicated. Bidder must agree that each assigned FTE will facilitate one (1) to two (2) Circle of Parents groups per week and will provide three (3) to four (4) psychosocial educational groups per year at all district schools. 4) Bidder must agree to provide one (1) work space, which will be located on the bidder's premises, for use by the assigned FTE. The Weld County Department of Human Services (WCDHS) will also provide a shared work space on the WCDHS premises. Bidder agrees to abide by the non -financial lease agreement included in Exhibit A. 5) Bidder must provide a 20% match in the form of in -kind or cash match. The match requirement is 20% of the awarded amount. 6) Bidder must agree that the assigned FTE will meet with the assigned Prevention Programs Supervisor as needed/requested. Additionally, the assigned FTE must attend weekly group supervision, monthly Prevention Service Unit meetings, administrative meetings as requested, quarterly Child Welfare division meetings. Other meetings may be required as needed. 7) Bidder must agree to ensure that assigned FTE are providing quality data entry into the Compass data system to document progress. Training will be provided to the successful bidder(s). 8) Bidder must demonstrate the knowledge, training and expertise to conduct Family Support Services in accordance with the information set forth in this Request for Proposal and the corresponding attached exhibits. Page 10 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) 9) Bidder acknowledges that the assigned FTE must retain a Bachelor's degree or higher. Bidder must provide a current resume, proof of licensure (if applicable), and copies of applicable training certificates for the assigned FTE who will manage and/or administer services under this proposal. If an FTE is not identified, bidder must agree to work collaboratively with Human Services regarding the selection of an appropriate candidate. Bilingual (Spanish) is preferred. 10) Bidder must agree that the assigned or selected FTE will complete the Strengthening FamiliesTM Protective Factors Framework training online through the National Alliance of Children's Trust and Prevention Funds, as required by the Colorado Community Response, upon award of contract. 11) Bidder must demonstrate prior and current capacity to be organized, responsive and to quickly and successfully schedule services as requested. 12) Bidder must submit sufficient information concerning the proposed services for Weld County to evaluate whether or not the bidder meets "minimum qualifications" for all bidders. Bidders should avoid elaborate artwork, graphics, binding, presentation or other artifice that does not directly address the requirements set forth in this Request for Proposal. 13) Bidder must agree to enter into an agreement, attached here in draft form as Exhibit A, with the Weld County Department of Human Services and comply with all requirements set forth in the agreement. Contract Period and Pricing: 1) The initial contract period shall commence on July 1, 2014, through June 30, 2015, so long as both parties are satisfied. The selected vendor(s) will have the opportunity to resubmit annually. 2) The initial contract will be funded through Weld County funding, so long as funding is made available. 3) The selected vendor(s) shall bill the Weld County Department of Human Services monthly according to billing requirements set forth by the Weld County Department of Human Services in Exhibit A. Page 11 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) Submittal Requirements for All Proposals: All proposals must be submitted in accordance with Paragraph II above by the identified deadline. All proposals must contain the following specific information: 1) One page or less cover letter that introduces the bidder. 2) Sufficient information concerning the proposed services for Weld County to evaluate whether or not the bidder meets "minimum qualifications" for all bidders. Bidders should avoid elaborate artwork, graphics, binding, presentation or other artifice that does not directly address the requirements set forth in this Request for Proposal. 3) Current resume, proof of licensure (if applicable) and copies of applicable training certificates for the assigned FTE who will manage and/or administer services under this proposal. 4) All proposals must demonstrate that the bidder has the ability to deliver the services as proposed, and comply with the specific requirements set forth by the Weld County Department of Human Services in this Request for Proposal and the corresponding attached exhibits. 5) All proposals must contain a Standard Certificate of Insurance, or letter of intent from an insurance company authorized to do business in the State of Colorado stating its willingness to insure the bidder pursuant to the terms of this Request for Proposal. 6) All proposals must clearly demonstrate a 20% match (required) and the source of the match (cash or in -kind). If in -kind, a clear description is required. 7) All proposals must include a clear and concise monthly rate that accurately correlates to the proposed services and is inclusive of all possible charges related to the proposed service(s). The rate must demonstrate an exact fee for the described service (s). Approximate rates or a range of rates for a service will not be accepted. Page 12 Weld County Department of Human Services Request for Proposal (Program Year 2014-15) Evaluation of Proposals: All proposals that meet the basic proposal, service and qualification requirements will be reviewed by the Families, Youth and Children (FYC) Commission. The FYC Commission will make recommendations to the Board of Weld County Commissioners by and through the Weld County Department of Human Services. The Weld County Department of Human Services will make its award of contract to the successful bidders upon final approval of the Board of Weld County Commissioners. Page 13 Bid No. 81400090 EXHIBIT A CHILD PROTECTION AGREEMENT FOR SERVICES BETWEEN THE WELD COUNTY DEPARTMENT OF HUMAN SERVICES AND « CONTRACTOR1s> This Agreement, made and entered into the _day of by and between the Board of Weld County Commissioners, on behalf of the Weld County Department of Human Services, hereinafter referred to as the "Department' and «Contractor>, hereinafter referred to as the "Contractor". The parties to this Agreement understand and agree that the provisions of this Agreement specifically include the following documents: Exhibit A Department's Request for Proposal, Exhibit B, Scope of Services, Exhibit C, Contractor's Response to the Request for Proposal, and Exhibit D, Payment Schedule. Each of these documents is attached hereto and incorporated herein by this reference. WITNESSETH WHEREAS, required approval, clearance, and coordination have been accomplished from and with appropriate agencies; and WHEREAS, the Colorado Department of Human Services has provided «funding» to the Department for «Services»; and NOW THEREFORE, in consideration of the premises, the parties hereto covenant and agree as follows: 1. Term This agreement shall become effective on «TermStart», upon proper execution of this Agreement and shall expire «TermEnd», unless sooner terminated as provided herein. 2. Scope of Services Services shall be provided by the Contractor to any person(s) eligible for services in compliance with Exhibit A, Weld County's Request for Proposal, and Exhibit B, Scope of Services. 3. Referrals, Billing and Tracking a. Contractor understands and will comply with all aspects of the referral authorization, billing and tracking requirements as set forth by the Department. Failure to comply with all aspects may result in a forfeiture of payment. b. Contractor agrees to receive referrals for services through e-mail and will provide an identified e-mail address prior to the start of this Agreement. Contractor acknowledges that services are not authorized until the Contractor has received an authorized referral form from the Department. Contractor further acknowledges that services provided prior to the authorized start date or outside the scope of services on the referral form will not be eligible for reimbursement. Contractor acknowledges that any and all modifications to an existing referral must be approved 1 Bid No. 81400090 through the Department's Resource Manager or the Prevention Programs Supervisor. No other Department staff or other party to the case may authorize services or modifications to services. c. Contractor agrees to submit an itemized complete billing statement by the 15`h of the month, following the month of service, utilizing billing forms required by the Department. d. Contractor agrees to submit a monthly report with the billing statement by the 15`h of the month following the month of service for each client receiving ongoing services. Contractor will document in detail any and all observed or verbalized concerns regarding any child whom the Contractor is working with under the Agreement. Areas of concern may include, but are not limited to, any physical, emotional, educational or behavioral issues. Areas of concern should be reported immediately to the caseworker AND on the required monthly report. Monthly reports will be submitted through the Department's online reporting system, unless otherwise directed or agreed to by the Department. 4. Payment a. The Department and the Contractor agree that all benefits from private insurance and/or other funding sources such as Medicaid (if Contractor is a Medicaid eligible provider) or Victim's Compensation must be exhausted before Core Services or other Department funds can be accessed for services. b. Payment shall be made in accordance with Exhibit A, Department's Request for Proposal, Exhibit B, Scope of Services, , Exhibit C, Contractor's Response to the Request for Proposal, and Exhibit D , Payment Schedule, attached hereto and incorporated herein by reference, so long as services are rendered satisfactorily and in accordance with the Agreement. c. Payment pursuant to this Agreement, whether in whole or in part, is subject to, and contingent upon, the continuing availability of said funds for the purposes hereof. d. The Department may withhold reimbursement if Contractor has failed to comply with any part of the Agreement, including the Financial Management requirements, program objectives, contractual terms, or reporting requirements. In the event of forfeiture of reimbursement, Contractor may appeal such circumstance in writing to the Director of Human Services. The decision of the Director of Human Services shall be final. 5. Financial Management At all times from the effective date of the Agreement until completion of the Agreement, Contractor shall comply with the administrative requirements, cost principles and other requirements set forth in the Financial Management Manual adopted by the State of Colorado. The required annual audit of all funds expended under this Agreement must conform to the Single Audit Act of 1984 and OMG Circular A-133. 2 Bid No. B1400090 6. Payment Method Unless otherwise provided in Exhibit A, Department's Request for Proposal, Exhibit B, Scope of Services, , Exhibit C, Contractor's Response to the Request for Proposal, and Exhibit D , Payment Schedule: a. If services are funded through Core Services, Contractor agrees to accept reimbursement through ACH direct deposit one time per month. b. If Contractor is not currently set up with the State of Colorado to accept direct deposit, Contractor agrees to complete and submit an ACH Form for Colorado Providers, which will be provided by the Department. Contractor is solely responsible to submit the ACH Form to the State of Colorado per the directions on the form. Failure to complete and submit this form in a timely and accurate manner may result in a delay of payment. c. Contractor agrees to accept payment through county warrant when funding source does not allow for direct deposit. 7. Compliance with Applicable Laws a. At all times during the performance of this Agreement, Contractor will strictly adhere to all applicable Federal and State laws, order, and applicable standards, regulations, interpretations and/or guidelines issued pursuant thereto. This includes protection of the confidentiality of all applicant/recipient records, papers, documents, tapes and any other materials that have been or may hereafter be established which relate to the Agreement. Contractor shall abide by all applicable laws and regulations, including, but not limited to the following: Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections 2000d-1 Title VI of the Civil Rights Act of 1964, 42 U.S.C. Sections 2000d-1 et. seq. and its implementing regulation, 45 C.F.R. Part 80 et. seq.; and all provisions of the Civil Rights Act of 1986 so that no person shall, on the grounds of race, creed, color, sex, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under the approved Agreement. Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. Section 794, and its implementing regulations, 45 C.F.R. Part 84; and - the Age Discrimination Act of 1975, 42 U.S.C. Section 6101 et. seq. and its implementation regulations, 45 C.F.R. Part 91; and - Title VII of the Civil Rights Act of 1964; and - the Age Discrimination in Employment Act of 1967; and the Equal Pay Act of 1963; and 3 Bid No. B1400090 - the Education Amendments of 1972; and - Immigration Reform and Control Act of 1986, P.L. 99-603, 42 C.F.R. Part 2; and all regulations applicable to these laws prohibiting discrimination because of race, color, national origin, sex, religion, and handicap, including Acquired Immune Deficiency Syndrome (AIDS) or AIDS related conditions covered under Section 504 of the Rehabilitation Act of 1973, as amended, cited above. If necessary, Contractor and the Department will resist in judicial proceedings any efforts to obtain access to client records except as permitted by 42 C.F.R. Part 2. 45 C.F.R. Part 74, Appendix G 9, which requires that affirmative steps be taken to assure that small and minority businesses are utilized, when possible, as sources of supplies, equipment, construction and services. This assurance is given in consideration of and for the purpose of obtaining any all Federal and/or State financial assistance. - Colorado Revised Statute (C.R.S.) 26-6-104, requiring criminal background record checks for all employees, contractors and sub -contractors. b. Contractor is further charged with the knowledge that any person who feels that s/he has been discriminated against has the right to file a complaint either with the Colorado Department of Human Services or with the United States Department of Health and Human Services, Office for Civil Rights. c. Contractor assures that it will fully comply with all other applicable Federal and State laws which may govern the ability of the Department to comply with the relevant funding requirements. Contractor understands the source of funds to be accessed under the Agreement is <<funding». d. Contractor assures and certifies that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transaction by a Federal or State department or agency; and have not, within a three-year period preceding this Agreement, been convicted of or had a civil judgment rendered against them for commission of fraud or criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; and are not presently indicted for or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in this certification; and have not, within a three-year period preceding this Agreement, had one or more public transactions (federal, state, or local) terminated for cause or default. 4 Bid No. 81400090 e. Contractor certifies that it shall comply with the provision of the Colorado Revised Statutes (C.R.S.) 8- 17.5-101 et. seq. 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 to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor represents, warrants, and agrees that it (a) has verified that it does not employ any illegal aliens, through participation in the Basic Pilot Employment Verification Program administered by the Social Security Administration and Department of Homeland Security, and (b) otherwise will comply with the requirements of C.R.S. 8-17.5-102(2)(b). Contractor shall comply with all reasonable requires made in the course of an investigation under C.R.S. 8-17.5-102 by the Colorado Department of Labor and Employment. If Contractors fails to comply with any requirement of this provision or C.R.S. 8-17.5-101 et. seq., the Department may terminate this Agreement for breach and Contractor shall be liable for actual and consequential damages to the Department. 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 this Agreement, 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 this Agreement. If Contractor operates as a sole proprietor, it hereby affirms under penalty of perjury that s/he (a) is a citizen of the United States or is otherwise lawfully present in the United State 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 this Agreement. 8. Compliance with Child and Family Services Review The Child and Family Services Review (CFSR) examines child welfare service outcomes in three areas; Safety, Permanency and Well Being of families. For each outcome, data and performance indicators measure each state's performance according to national standards and monitor progress over time. Following the review, a Program Improvement Plan (PIP) will be implemented for the state to enhance services to families. Contractor agrees to continually strive for positive outcomes in the areas of Safety, Permanency and Well Being. Contractor will ensure that any employee or subcontractor of Contractor providing services under this Agreement will work towards positive outcomes in the aforementioned three areas as outlined under the Child and Family Services Review (CFSR), and will address the aforementioned three areas when completing monthly reports as required by Paragraph 3(d) of this Agreement. 9. Insurance Weld County, the Board of County Commissioners of Weld County, its officers and employees, shall not be held liable for injuries or damages caused by any negligent acts or omissions of the Contractor, it subcontractor, or their employees, volunteers, or agents while performing duties described in this Agreement. Contractor shall indemnify, defend and hold harmless Weld County, the Board of County Commissioners of Weld County, its employees, volunteers and agents. 5 Bid No. B1400090 Contractor shall provided the liability (including professional liability insurances where necessary) and worker's compensation insurances for all its employees, volunteers, and agents engaged in the performance of this Agreement which are required under Weld County's Request for Proposal. Contractor shall provide the Department with the acceptable evidence that such coverage is in effect within seven (7) days of the date of this Agreement. At a minimum, Contractor shall procure, either personally or through its employer as applicable to the Contractor's business, at its own expense, and maintain for the duration of the work, the following insurance coverage. Weld County, State of Colorado, by and through the Board of County Commissioners of Weld County, its employees and agents, shall be named as additional named insured on the insurance, where permissible the insurance provider. Standard Workman's Compensation and Employer's Liability o As required by State statute including occupational disease, covering all employees at the work site. General Liability (PL and PD) (Minimum) o Combined single limit - $500,000.00 written on an occurrence basis. c Additional insurance required if claims reduce the annual aggregate below $500,000.00. c Weld County, State of Colorado, to be named as additional insured on each comprehensive general liability policy. o Certificate of Insurance to be provided to Weld County. o Insurance shall include provision preventing cancellation without 60 days prior notice by certified mail to Weld County. - Automobile Liability (Minimum) for any Contractor transporting children or any party to whom Department services are being provided. Additional coverage may be required in specific program areas. For any insurance that are required by this Agreement, a completed Standard Certificate of Insurance shall be provided to the Department by the Contractor prior to the start of any Agreement. 10. Certification Contractor certifies that, at the time of entering into this Agreement, it has currently in effect all necessary licenses, approvals, insurance, etc., required to properly provide the services and/or supplies covered by this Agreement. Copies of all necessary licenses shall be provided to the Department by the Contractor prior to the start of any Agreement. 11. Training Contractor may be required to attend training that the request of the Department specific to services provided under this Agreement. The Department will not compensate the Contractor for said training in the form of registration fees, time spent traveling to and from training, attending the training or any other associated costs unless otherwise agreed to by the Department. 6 Bid No. B1400090 12. Subpoenas Contractor will, on behalf of its employees and/or officers, accept any subpoena for testimony from the Weld County Attorney's Office by e-mail and will return a waiver of services within 72 business hours. For this purpose, Contractor will designate an e-mail address prior to the start of this Agreement. If the Contractor receives a subpoena via e-mail but will only accept personal service, the Contractor will contact the Weld County Attorney's Office immediately at 970-352-1551, x6503, and advise that the subpoena must be personally served. 13. Monitoring and Evaluation Contractor and the Department agree that monitoring and evaluation of the performance of this Agreement shall be conducted by the Contractor and the Department. The results of the monitoring and evaluation shall be provided to the Board of Weld County Commissioners, the Department and the Contractor. Contractor shall permit the Department, and any other duly authorized agent or governmental agency, to monitor all activities conducted by the Contractor pursuant to the terms of this Agreement. As the monitoring agency may in its sole discretion deem necessary or appropriate, such program data, special analyses, on -site checking, formal audit examinations, or any other reasonable procedures. All such monitoring shall be performed in a manner that will not unduly interfere with the work conducted under this Agreement. 14. Modification of Agreement All modifications to this Agreement shall be in writing and signed by both parties. 15. Remedies The Director of Human Services or designee may exercise the following remedial actions should s/he find the Contractor substantially failed to satisfy the scope of work found in this Agreement. Substantial failure to satisfy the scope of work shall be defined to mean incorrect or improper activities or inaction by the Contractor. These remedial actions are as follows: Withhold payment to the Contractor until the necessary services or corrections in performance are satisfactorily completed. Deny payment or recover reimbursement for those services or deliverables, which have not been performed and which due to circumstances caused by the Contractor cannot be performed or if performed would be of no value to the Department. Denial of the amount of payment shall be reasonably related to the amount of work or deliverables lost to the Department. Incorrect payment to the Contractor due to omission, error, fraud, and/or defalcation shall be recovered from Contractor by deduction from subsequent payments under this 7 Bid No. B1400090 Agreement or other agreements between the Department and Contractor, or by the Department as a debt due to the Department or otherwise as provided by law. 16. Representatives For the purpose of this Agreement, the individuals identified below are hereby designated representatives of the respective parties. Either party may from time to time designate in writing a new or substitute representative(s). For Department: For Contractor: Heather Walker, Administrator «RepFName» «RepLName», «RepTitle» 17. Notice All notices required to be given by the parties hereunder shall be given by certified or registered mail to the individuals at the addresses set forth below. Either party may from time to time designate in writing a substitute person(s) or address to whom such notices shall be sent. For Department: Judy A. Griego, Director P.O. Box A Greeley, CO 80632 (970) 352-1551 18. Litigation For Contractor: «NoticeFName» «NoticeLName», «Addressl», «Address2» «City». «State» ((Zip* «Phone» Contractor shall promptly notify the Department in the event that Contractor learns of any actual litigation in which it is a party defendant in a case that involves services provided under this Agreement. Contractor, within five (5) calendar days after being served with a summons, complaint, or other pleading which has been filed in any Federal or State court or administrative agency, shall deliver copies of such document(s) to the Director of Human Services. The term "litigation" includes an assignment for the benefit of creditors, and filings of bankruptcy, reorganization and/or foreclosure. 19. Termination This Agreement may be terminated at any time by either party giving thirty (30) days written notice to the individuals identified in paragraph 18. No portion of this Agreement shall be deemed to create an obligation on the part of the County of Weld, State of Colorado, to expend funds not otherwise appropriated in each succeeding year, as this Agreement is subject to the availability of funding. Therefore, the Department may terminate this Agreement at any time if the source of funding for the services made available to the Contractor is no longer available to the Department, or for any other reason, Contractor reserves the right to suspend services to clients if funding is no longer available. 8 Bid No. B1400090 20. No Third Party Beneficiary Enforcement 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. 21. 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 of §§24-10-101 et. seq. as applicable now or hereafter amended. 22. Partial Invalidity of Agreement If any section, subsection, paragraph, sentence, clause, or phrase of this Agreement is for any reason held or decided to be unconstitutional, such decision shall not affect the validity of the remaining portions. The parties hereto declare that they would have entered into this Agreement and each and every section, subsection, paragraph, sentence, clause, and phrase thereof irrespective of the fact that any one or more sections, subsections, paragraphs, sentences, clauses, or phrases might be declared to be unconstitutional or invalid. 23, Improprieties/Conflict of Interest No officer, member or employee of weld County and no member of their governing bodies shall have any pecuniary interest, direct or indirect, in the approved Agreement or the proceeds thereof. The Appearance of Conflict of Interest applies to the relationship of a Contractor with the Department when the Contractor also maintains a relationship with a third party and the two relationship are in opposition. In order to create the appearance of a conflict of interest, it is not necessary for the Contractor to gain from knowledge of these opposing interests. It is only necessary that the Contractor know that the two relationships are in opposition. During the term of the Agreement, Contractor shall not enter into any third party relationship that gives the appearance of creating a conflict of interest. Upon learning of an existing appearance of a conflict of interest situation, Contractor shall submit to the Department, a full disclosure statement setting forth the details that create the appearance of a conflict of interest. Failure to promptly submit a disclosure statement required by this paragraph shall constitute grounds for the Department's termination, for cause, of its Agreement with the Contractor. Contractor certifies that Federal appropriated funds have not been paid or will be paid, by or on behalf of Contractor, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, 9 Bid No. B1400090 amendment, or modification of an Federal contract, loan, grant, or cooperative agreement. 24. Storage, Availability and Retention of Records Contractor agrees that authorized local, Federal, and State auditors and representatives shall, during business hours, have access to inspect and copy records, and shall be allowed to monitor and review through on -site visits, all activities related to this Agreement, supported with funds under this Agreement, to ensure compliance with the terms of this Agreement. Contracting parties agree that monitoring and evaluation of the performance of the Agreement shall be conducted by appropriate funding sources. The results of the monitoring and evaluation activities shall be provided to the appropriate and interested parties. All such records, documents, communications, and other materials created pursuant or related to this Agreement shall be maintained by the Contractor in a central location and shall be made available to the Department upon its request, for a period of seven (7) years from the date of final payment under this Agreement, or for such further period as may be necessary to resolve any matters which may be pending, or until an audit has been completed with the following qualifications: If an audit by or on behalf of the Federal and/or State government has begun but is not completed at the end of the seven (7) year period, or if audit findings have not been resolved after a seven (7) period, the materials shall be retained until the resolution of the audit finding. 25, Confidentiality of Records Contractor shall protect the confidentiality of all applicant records and other materials that are maintained in accordance with this Agreement except for purposes directly connected with the administration of Child Protection. No information about or obtained from any applicant/recipient in possession of Contractor shall be disclosed in a form identifiable with the applicant/recipient or a minor's parent or guardian unless in accordance with the Contractor's written policy governing access to, duplication and dissemination of, all such information, in any form, including social networks. Contractor shall advise its employees, agents, and subcontractor, if any, that they are subject to these confidentiality requirements. Contractor shall provide its employees, agents, and subcontractors, if any, with a copy or written explanation of these confidentiality requirements before access to confidential data is permitted. Contractor shall have its employees, agents, and subcontractors, if any, sign a written confidentiality agreement and shall provide a copy of such agreement to the Department, if requested. 26. Proprietary Information Proprietary information for the purposes of this Agreement is information relating to a party's research, development, trade secrets, business affairs, internal operations and management procedures and those of its customers, clients or affiliates, but does not include information (1) lawfully obtained from third parties, (2) that which is in the public domain, or (3) that which is developed independently. Neither party shall use or disclose directly or indirectly without prior written authorization any proprietary information concerning the other party obtained as a result of this Agreement. Any proprietary information removed from the Department's site by the Contractor in the course of providing services 10 Bid No. B1400090 under this Agreement will be accorded at least the same precautions as are employed by the Contractor for similar information in the course of its own business. 27. Independence of Contractor: Not an Employee of Weld County Contractor agrees it is an independent contractor and that its officers and employees do not become employees of Weld County, nor are they entitled to any employee benefits as Weld County employees, as the result of this Agreement. 28. Entire Agreement This Agreement, together with all attachments hereto, constitutes the entire understanding between the parties with respect to the subject matter hereof, and may not be changed or modified except as state in Paragraph 14 herein. This Agreement shall be binding upon the parties hereto, their successors, heirs, legal representatives, and assigns. The Contractor and the Department may not assign any of its rights or obligations hereunder without the prior consent of both parties. 29. Agreement Nonexclusive This Agreement does not guarantee any work nor does it create an exclusive agreement for services. 30. Warranty. The Contractor warrants that services performed under this Agreement will be performed in a manner consistent with the professional standards governing such services and the provisions of this Agreement. The Contractor shall faithfully perform the work in accordance with the standards of care, skill, training, diligence and judgment provided by highly competent individuals and entities that perform services of a similar nature to those described in this Agreement including Exhibits A, B, C, and D. 31. Acceptance of Services Not a Waiver. Upon completion of the work, the Contractor shall submit to Department originals of all tests and results, reports, etc., generated during completion of this work. Acceptance by Department of reports and incidental material(s) furnished under this Agreement shall not in any way relieve the Contractor of responsibility for the quality and accuracy of the services. In no event shall any action by the Department hereunder constitute or be construed to be a waiver by the Department of any breach of covenant or default which may then exist on the part of the Contractor, and the Department's action or inaction when any such breach or default shall exist shall not impair or prejudice any right or remedy available to the Department with respect to such breach or default; and no assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. Acceptance by the Department of, or payment for, any services performed under this Agreement shall not be construed as a waiver of any of the Department's rights under this Agreement or under the law generally. 32. Employee Financial Interest/Conflict of Interest. C.R.S. §424-18-201 et seq. and §24-50-507. The signatories to this Agreement aver 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. The Contractor has no interest and shall not acquire any interest direct or indirect, which 11 Bid No. B1400090 would in any manner or degree with the performance of the Contractor's services and the Contractor, shall not employ any person having such known interests. During the term of this Agreement, the Contractor shall not engage in any in any business or personal activities or practices or maintain any relationships which actually conflict with or in any way appear to conflict with the full performance of its obligations under this Agreement. Failure by the Contractor to ensure compliance with this provision may result, in the Department's sole discretion, in immediate termination of this Agreement. No employee of the Contractor nor any member of the Contractor's family shall serve on a County Board, committee or hold any such position which either by rule, practice or action nominates, recommends, supervises Contract Professional's operations, or authorizes funding to the Contractor. 33. 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. 34. 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, Contract Professional agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 35. Attorneys Fees/Legal Costs. In the event of a dispute between County and Contract Professional, concerning this Agreement, the parties agree that each party shall be responsible for the payment of attorney fees and/or legal costs incurred by or on its own behalf. 12 Bid No. 81400090 IN WITNESS WHEREOF, the parties hereto have duly executed the Agreement as of the day, month, and year first above written. ATTEST: BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO Weld County Clerk to the Board Douglas Rademacher, Chair By: Deputy Clerk to the Board APPROVED AS TO FORM: County Attorney WELD COUNTY DEPARTMENT «CONTRACTOR1» OF HUMAN SERVICES By: By: Judy A. Griego, Director 13 «SigFName» «SigLName», «Title» Bid No. B1400090 EXHIBIT A REQUEST FOR PROPOSAL PAGE INTENTIONALLY LEFT BLANK. 14 Bid No. B1400090 EXHIBIT B SCOPE OF SERVICE PAGE INTENTIONALLY LEFT BLANK. 15 Bid No. B1400090 EXHIBIT C CONTRACTOR'S RESPONSE TO THE REQUEST FOR PROPOSAL PAGE INTENTIONALLY LEFT BLANK. 16 Bid No. B1400090 EXHBIT D PAYMENT SCHEDULE 1. Funding and Method of Payment The Department agrees to reimburse the Contractor in consideration of the work and services performed under this Agreement at the rate specified in Paragraph 2, below. The total amount to be paid to the Contractor during the term of this Agreement shall be reported by the Department in Trails after May 31, 2015. Expenses incurred by the Contractor prior to the term of this agreement are not eligible Department expenditures and shall not be reimbursed by the Department. Payment pursuant to this Agreement, whether in whole or in part, is subject to and contingent upon the continuing availability of said funds for the purposes hereof. In the event that said funds, or any part thereof, become unavailable as determined by the Department, the Department may immediately terminate the Agreement or amend it accordingly. 2. Fees for Services «Rate Schedule>> Contractor may not attempt to collect co -pays and/or fees for services for which a Department client is responsible, but which a particular client refuses or fails to pay. Contractor will collect any applicable sliding scale co -pays and credit the Department for any payment received on the monthly billing. 3. Submittal of Vouchers Contractor shall prepare and submit monthly an itemized voucher, and signed monthly report if applicable, certifying that services authorized were provided on the date(s) indicated and the charges made were pursuant to the terms and conditions of Paragraph 3 and Exhibit A. Contractor shall submit all monthly billings and applicable reports to the Department by the 15th day of the month following the month the cost was incurred. Failure to submit by the aforementioned deadline may result in forfeiture of payment. 17 Exhibit B COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Veld County Family Support Team PHILOSOPHY, POLICIES & PROCEDURES July 1, 2013 COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 fFYd County Family Support Team Program Philosophy and Purpose COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Compass: Weld County Family Support Team is a program within the Department of Human Services Child Welfare Prevention Services Unit that partners with local community agencies with the aim to: • keep children at home in a safe, stable and nurturing family environment • improve parenting capacity and family functioning • improve children's well-being • prevent families from re-entering the child protection or juvenile justice system and prevent unnecessary out -of -home placement Colorado Practice Model In alignment with the Colorado Practice Model, the Prevention Services Unit will incorporate the following guiding principles: • The mission of the Colorado Practice Model is to ensure that the Colorado child welfare system, in partnership with families and communities, will protect children and youth by striving to achieve their safety, permanency and well-being. • They will achieve this consistently and effectively by: o engaging families; o practicing in a culturally responsive manner; o safely reducing out -of -home placement o providing individualized services that strengthen children, youth and families and remove barriers; and, o developing a competent, professional, responsive and accountable staff. • Values: o Child and youth safety is paramount. Children have the right to live in a safe and stable home. o Responsible to make a reasonable effort to assess and meet individual and family needs through a child -centered practice to include: • Understanding children and youth have a right to grow up with their family whenever possible and remain home when safely supported. • Recognizing that children and youth have a right to live in a safe, stable, permanent home. Promoting positive youth development by recognizing the individual needs of children and youth while providing choices, encouraging positive, permanent connections, and engaging children and youth in safely expressing themselves and participating in decisions. o Responsible to make reasonable efforts to assess and meet individual and family needs through family -focused practice to include: • Understanding that families have the right and responsibility to raise their own children and youth. • Recognizing that families arc knowledgeable regarding their own strengths and needs • Assuring that families and extended families have a decision -making role in the care of their own children. o Engage in mutually beneficial relationships with individuals, families, agencies, foster families and communities to work toward common goals by sharing responsibility, authority, and accountability for achieving successful outcomes. o Recognizes the responsibility to demonstrate: • Leadership in a professional manner through a competent, well -trained and supported workforce. Continuous self-improvement through ongoing assessment and being informed by data and research to support decision making Service delivery that is fully defined, explained and understood. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 o Responsibility to understand and respond to children, youth and families with sensitivity to the unique beliefs, values, race, ethnicity, history, culture, religion, language, educational level, sexual orientation, and economic status. o Commits to communicating both internally and externally in a timely, respectful, and appropriate manner. Communication will be reciprocal; demonstrating a respect for each person's perspective and focusing on the hest interest of children, youth, and families. Colorado Practice Model — Standards of Practice that Apply to Weld County's Prevention Service Unit The following overarching standards are valued and demonstrated at every stage of service and throughout the Weld County Prevention Service Unit's involvement with a family. • Family engagement is an overarching theme of practice throughout service assessment, planning, and delivery. Family engagement is demonstrated by staff joining the family, involving the family and youth in decisions that affect them, and establishing common goals concerning safety, well- being and permanency. Family engagement is culturally responsive and results in meaningful family involvement. • Through mutual dialogue with children, youth and families and extended family supportive relationships are identified and promoted. • Consistent and meaningful contact with children, youth and families include continuous assessment of all family members in regard to safety, risk and the family service plan. • Documentation is factual, accurate, clear, concise, timely and understandable. • Integrated human services is part of an overall philosophy to enhance the family condition by improving services, increases prevention, collaborating with communities and creating better client outcomes. • When multiple service systems are involved with a family, all efforts will be made on the part of the child welfare system to collaborate with those systems and to coordinate and integrate service planning and delivery whenever possible. These efforts will include engaging in two way communication with other service providers, linking plan elements to meet families' needs, minimizing duplication of services, and monitoring plan progress in a team oriented fashion toward agree upon outcomes. • Supervisors will guide casework practices and decisions that promote the values and principles of the practice model while ensuring compliance with applicable laws and regulations. • Supervisors will support staff in developing skills through proactive performance management and feedback and provide quality clinical supervision, supportive coaching, and effective mentoring consistently across the child welfare system. • Leadership at all levels of the Colorado child welfare system will demonstrate for how staff experiences their job and listen to work concerns, specifically related to worker safety. Casework staff will be provided with the tools, training and resources necessary to promote their own physical and emotional safety. • Services are monitored and evaluated for impact on child safety, permanency and well-being, as well as lessons learned through the delivery of the. service by the agency and community service providers. • Case transition include the relevant/appropriate participants and are transparent, planned, timely, clearly communicated and documented. Case transitions may include stages of a case, case transfers or changes of services and involved participants. • Information sharing should occur through an active exchange of information to benefit assessments, ease planning, and service delivery while ensuring confidentiality and protecting private information. • Agency staff have a thorough knowledge of and are able to refer children, youth, and families to community and/or agency resources • Decision -making is objective, culturally responsive, and builds upon information gathered. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 leiev• 16.0,114.41.00.•1 Practice Standards that arc valued and achieved as specific tasks related to service delivery during a family's involvement with Weld County's Prevention Services Unit, as they are applicable. • Assessment is dynamic and on -going throughout the life of the case. Assessment includes interviewing all relevant parties in a culturally responsive manner, obtaining and sharing information regarding what is currently occurring within the family that is of concern, identifying the strengths of the children, youth and families, and recognizing underlying safety, risk and protective factors. • Child safety is paramount. Ongoing safety and risk assessment for children, youth and families drives decision making, service planning and delivery. • Community and agency services and supports will be made available with a goal of keeping the children and youth in their home and sustaining success after the ease is closed. • Agency staff helps families make connections to community partners and teach and strategize with the families they work with to utilize resources on their own. • Service planning is a dynamic, ongoing and culturally responsive process based on continuous assessment of the children, youth and family situation. • All efforts will be made to include families in the decision making process including a choice of resources. Resources must be appropriately matched to the needs of the family and their ability to use the resource effectively. Services must be relevant and consistent with evidence about effective practice. • Setting goals and developing plans will be done with families. The plan should be realistic, clearly articulated and written in a language the family understands. The plan should include specific goals that obtain outcomes of measurable, behavior change. • Families and case workers will work together to develop family service plans which contain a mix of traditional and non-traditional services for families and youth that result in meaningful change. A comprehensive, coordinated and integrated family service plan across multiple children and family serving agencies will address child and you well-being. • Service delivery follows the terms of the plan and is adjusted as indicated by ongoing assessment of the family's needs. When multiple service systems arc involved with a family, successful delivery requires linking and coordinating systems, both formal and informal, to meet the family's needs, minimize duplication of activities and support continuous movement toward agreed upon goals. • Agency staff members have a clear understanding of their professional agency's role as a service provider in the community. Definition of Prevention per the Colorado Practice Model: Prevention is a strategy that reduces the likelihood of child abuse, neglect, or risk of out -of -home placement, which involves children and at -risk youth based intervention (including referral to community partners) that utilizes family strengths to improve the lives of children, youth, and families referred. The strategy may include: • Development of community partnerships • Community outreach • Development of services for at -risk youth • County level prevention and early intervention programs • Follow up services to preserve permanency • Wraparound/transition services • In -home services • Parent education Prevention indicators: COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 1. The agency makes a public commitment to integration and collaborative human services through their vision, mission, and values as well as public plans for needed services and identifying gaps in available services. 2. The agency has an available database or collection of community resources that is current and kept up-to-date. 3. Workers can demonstrate a record of client referrals to a variety of services and programs. 4. Decisions that result in "information or referrals" to community services rather than an agency assessment are clearly congruent with information gathered. This would be demonstrated by thorough supervisory review and approval processes and screen out audit results. 5. Screeners gather information regarding services the family is receiving prior to providing referrals to community services. 6. Over time, data indicates a reduction in child abuse and neglect and out -of -home placements. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013 -14 Definition of Case Management Case management facilitates the achievement of client wellness and autonomy through advocacy, assessment, planning, communication, education, resource management, and service facilitation. Based on the needs and values of the client, and in collaboration with all service providers, the case manager links clients with appropriate providers and resources throughout the continuum of health and human services and care settings, while ensuring that the care provided is safe, effective, client -centered, timely, efficient, and equitable. Role/Function of a Case Manager: Compass incorporates strengths -based case management that requires the intentional process and a clear purpose for both the family we are serving and the case manager. Key elements to strengths -based case management include building a relationship, completion of a strengths -based assessment, goal identification, development of a family service plan with action steps and ways to overcome obstacles and celebration of achievements. Functions include: • Conducting a comprehensive assessment of the family's needs, including risk and protective factors, and develop family service plan collaboratively with the family. • Planning with the family how to maximize resources in the community to garner the most effective outcomes. • Facilitating communication and coordination between the systems of care involving the family and involving the family in the decision -making process in order to minimize fragmentation of the services. • Educating the family regarding issues facing the family so that timely and informed decisions regarding case management can be made. • Empowering the family to problem -solve by exploring options of case, when available, and alternative plans, when necessary, to achieve desired outcomes. • Encouraging the appropriate use of community resources and strives to improve quality of care. • Assist the family, when necessary, to transition to the next level of most appropriate care. • Strive to promote family self -advocacy and self-determination. Effectiveness of a case management program is demonstrated in the positive impact that it has on the target population. Individuals will have met the general expectations of case management services when they can be effectively maintained by community supports that have been established without further assistance of the case manager. Case management is time limited and goal directed. An essential feature of case management is referral to other suitable community servers and advocacy on behalf of the child and their family. Mediation and negotiation between the child and their family or family members and other service providers, will also he an important role in situations where crisis or conflict arises. Compass will provide direct services, as well as coordinate and make active referrals to other service providers and appropriate community -based programs as necessary. Compass case managers are encouraged to forge partnerships with other service providers, schools and businesses. They should also link with existing broadly-based community activities, such as mother's groups, father's groups, and work -based training and skill building, to improve the service mix and promote the family's service plan goals. Compass Specific — Key Roles of a Compass Case Manager: Key roles include: COMPASS: Weld County Family Support Team OPERATIONAL MANUAL • makes persistent efforts to contact the family within 24 -hour of assignment • makes reasonable efforts to start the Compass Intake process within 10 business days of receiving assignment • ensures that the strengths and needs of the child and family are assessed • maintains graduating contact with the family for the duration of their involvement with Compass • ensures the family has an individual and comprehensive family service plan based on their strengths and needs that sets out clear goals in all case planning areas, a description of key tasks to he undertaken and allocation of responsibilities and timeframcs. • sets specific goals with family members that arc related to reducing the number of risk factors and that can be attained within the service timeframe. • works collaboratively with the family and appropriate cultural and community representatives to ensure that all relevant parties arc involved in case planning, review processes and family confercncing • coordinates the range of services identified in the family service plan so that they are provided in a timely and effective way • consults with the Prevention Services Unit Supervisor if family service plans goals are not being achieved within set timeframes or if there are any other concerns about the child and/or family • maintains comprehensive records from the moment of referral, documenting contact with the family, reasons for key decisions and important events and achievements during the program arc also recorded Preventioi_Tlwough Family Support The Weld County Prevention Services Unit offers a wide range of comprehensive services by addressing multiple issues in a family's lives including health, education, social connections and social condition. Principles of family support are integral to all aspects of the Weld County Prevention Services Unit. The focus of family support is to promoting the acquisition of knowledge and skills that make a family competent, thus strengthening family function. Family support is a set of believes, used in a proactive approach, that works to nurture and promote stable families. Compass: The Weld County Family Support Team is a family support program that seeks better outcomes for children, youth and their families through specific interventions that include the following: • intervention methods that are ecologically oriented and comprehensive • focus on the family as a whole system and not just on the child • promotes growth -producing behavior rather than only treating problems or preventing negative outcomes • places an emphasis on strengthening the family's social network and utilizes that network as a primary source of support • focuses on family -identified needs and aspirations rather than what has been professionally identified or defined • perceives the family as a social unit within other formal and informal social units All programs: • enable families to help themselves and their children • empower and strengthen adults in their roles as parents, enhance their parental capacity, and empower parents to act on their own behalf • help prevent problems rather than correct them • encourage and enable families to solve their own problems • increase the stability of the family • increase parents' confidence and competence in their parenting abilities • promote the flow of resources and support to families COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Family Support is: • relationships • access to resources • active involvement • building on strengths • celebrating diversity • strengthening community • advocating COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Weld County Family Support Team Program Policies and Procedures COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Eligibility Criteria Human services shall he responsible for identifying and referring children/youth and their families who are eligible for the program. The eligible youth and their families include: 1) Children/youth who arc not involved in the child welfare system or on probation. 2) Children/youth who are at least five years old and enrolled in Kindergarten to age seventeen. 3) Between the ages of eighteen (18) and nineteen (19) and a full-time student in a secondary school or in the equivalent level of vocational or technical training (including obtaining a General Equivalency Diploma-GED) and expected to complete the program before age nineteen (19). Such children) arc eligible while making satisfactory progress and through the month of completion of such schooling or until the time it is discovered they will not graduate before his/her 19th birthday. 4) Children/youth from families who arc applicants or receiving Medicaid, TANF, and food stamps and/or have incomes below 185% of poverty level (make less than $75,000 a year) or 5) Children/youth from families who are non -custodial parents and are unemployed or underemployed and have incomes below 185% of poverty level; or 6) Children/youth from families who meet the eligibility, standards under Sections 6.002.1, D; Section 6.027.4, Weld County Department of Human Services' Operation Manual. Additionally, other guidelines should be considered: • at least one parent/caregiver is willing and available to work with a Compass case manager towards reaching family service plan goals and shows capacity to change. • any child age 12-19 agree to receive and participate services • less intensive services may have been tried and failed, or were not enough to resolve the programs that would likely escalate to child welfare or juvenile justice involvement Referrals to Compass should not be made where: • there is no on -going conflict within the family • a less intensive support services would be sufficient. • parents refuse services or otherwise are unavailable for the services offered. Characteristics of families suitable for referral: The complexity of individual family circumstances will vary considerably. Some of the social and personal characteristics of families referred may include the following: • The family is in crisis, and one or more of the following factors is present: o family or domestic violence o drug or alcohol or substance abuse o high levels of conflict and disruption between family members o financial stress o poor and inappropriate housing for needs of the family • The parent(s) exhibit social, personal and cognitive impairment cause by mental health issues, or disability or disabling emotional stress, including grief and loss. • The child has complex or high needs which impact on the coping skills and personal resources of the family or parent(s). • The family is experiencing social isolation from community services and other extended family supports. • The parents or other family members have a previous personal history and involvement in the child welfare system, characterized by high levels of resistance, fear or misunderstandings about the system. • There are inter -generational parenting difficulties and lack of effective parent role models within the family's immediate support and social structures. • The children, parents and other family members have chronic health needs. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 • The family has limited access to reliable transportation. • The child is experiencing conflict within the family and support is necessary to maintain the viability of continued care by parents. • The family has one child who may he adjudicated but there are other children eligible for services. • The child and family are disengaged from involvement in educational activities and schooling. • The child is likely to leave home. • The child does not have access to other extended family supports. • The child is involved in substance abuse. • Additional support is required to maintain the child living at home with parents. Duty Schedule Program case managers are on -duty on a rotating basis. The schedule for the duty workers is created by the Prevention Services manager. Handling of Calls The assigned ease worker will be responsible for the following: 1) Information regarding the referral has been entered into the database. 2) The referral form is completed in its entirety. This includes: 3) Client name 4) Date of birth 5) Social security number 6) Parent/guardian name 7) Referral source 8) Address, including city and zip 9) Email address 10) Telephone and alternate phone number, if available 11) School attending 12) Primary language 13) Income 14) Has the parent or guardian asked for out -of -borne placement before receiving services? 15) Eligibility requirements 16) Reason for referral 17) Other information, as noted 18) TRAILS history The case manager will complete the above listed information on the referral sheet and transfer information into the database, including all other demographic information requested in the database. Screening The screening process between the ease manager and the family should at a minimum contain the following elements: 1) Provide calm reassurance, dc -escalate emotions, and provide empathetic support. 2) Explore and identify the presenting problem and precipitating factors as to why the family is seeking assistance. Attempt to get as much history as possible. 3) Inquire as to what procedures and resources they arc currently using or have used in the past to remedy the situation. 4) Confirm eligibility. 5) Explain the program and what the program is designed to do for families. 6) Explain there will he some amount to paperwork involved to initiate services. 7) Advise the team meets one time per week and that after their case is assigned to an appropriate case manager, the case manager will contact the family within 48 -hours of assignment. 8) All calls should be followed up with a program welcome letter and a current program brochure. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL Refer Out Process 2073-14 1) If a case is considered inappropriate for services provided by Compass, the on -duty case manager will assist the family with a referral to alternative treatment options. Caseload Assignment t) The team will meet on a weekly basis to review the referrals that have come in from all sources during the week. Case managers will discuss the case and make suggestions regarding the assignment of families. 2) Caseload assignment takes the following into consideration: a. Number of current families on case load and rotation b. Language c. Best match for family issue based on case manager background, agency specialty and case management best practices. d. Geography e. Prevention Services Unit Supervisor discretion 3) Once assigned, case managers should attempt phone contact within 2 -business days of being assigned a family. 4) At any time, the Prevention Services Unit Supervisor may choose to assign eases outside the team meeting. Caseload size: • No more than 15 cases at any given time unless staffed and exception made based on circumstances. • No more than 2 new cases a month will be assigned to any one case manager during an assignment meeting. Transfer cases from Community Case Managers As part of the Prevention Services Unit, cases may be referred from within the unit from the Community Case Managers. There are two ways in which a case may be transferred from the Community Case Managers to the Compass team. 1) Co -Case Management a. At times it is apparent upon screening that with relatively little involvement from the Community Case Managers that the case is appropriate for the Compass program. Much of the time these cases will be predetermined by the Prevention Services Unit Supervisor and it will be assigned to a Community Case Manager and a Compass Case Manager for a short period of time (1-2 visits). It is the Community Case Managers responsibility to assess risk and then, if still appropriate, transfer the ease over to the Compass case manager. b. The case would then continue as if it were a regularly referred case. 2) Case Management Transfer a. In some instances it is after the family has been working with a Community Case Manager for a period of time that it is now "prepared" for transfer to the Compass program. At this time the Community Case Manager has vetted the client and prepared the client for the Compass program. b. The Community Case Manager will meet with the Compass team and present the family during an assignment meeting. The team will then assign the case based on the recommendations from the Community Case Manager. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2 013 -14 c. The Community Case Manager and the assigned Compass case manager will then meet with the family to close out on the Community Case Manager involvement and open with the Compass case manager. Home Vis'ts 1) A home visit may he recommended upon the initial intake, or at any time during the client's care. However, the decision to proceed and initiate home visits may he made on the judgment of the case manager. Questions about home visit approach, concerns, suggestions, etc. should be staffed at a weekly staff meeting or in supervision. 2) The rationale, goals, and objectives for home visits will be discussed with the family and documented in the family's record. 3) The family must agree to allow home visits to occur and this must be acknowledged by signature in the family service plan. If the family does not wish to have home visits, then the Compass team will explore other options for interventions. 4) The family service plan will identity the schedule, frequency and number of contacts that will he held in the home. 5) The following are safety guidelines that Compass contractor staff members are expected to follow when they arc providing services out of the office: a. Case managers will update their Microsoft Outlook Calendar each Monday morning that indicates what appointments are scheduled, where they arc scheduled and within whom. b. Case managers will he encouraged to take along another staff members should they feel it is in their best interest. c. Case managers are advised to not enter any location where they feel threatened or unsafe. d. Always call ahead to confirm the appointment. Do not show up unexpectedly. e. During the initial visit, inquire if there are any weapons in the home. Request they be secured during your visits and/or schedule another meeting at a different location. f. During the initial visit, ask if the family has any pets. Request that all pets he secured during your visit and/or schedule another meeting at a different location. g, Whenever possible, try to make appointments during daylight hours. This may not always be possible with clients that work during the day. Nevertheless, all appointments should be concluded by 8:00 p.m. h. Do not wear expensive or "flashy" clothing or jewelry. Dress conservatively. i. Carry minimal amounts of money and valuables. Whenever possible, secure purses or other personal items in the trunk of your vehicle before arriving for your appointment. j. All incidents of threats or aggression made towards you during your appointments are to he reported to the Prevention Services Unit supervisor and your agency program manager. Activity Sheets Activity sheets are the equivalent of a time sheet that records not only a ease manager's time worked but also what client or activity beneftted from that time. Activity sheets are turned in monthly and arc due no later than the 5th business day after the close of the month for the previous month's activity. Time is recorded in the Compass Database in increments of 15 minutes. Please see Addendum C for chart and examples of Activity Sheet codes. Expenditures Requests 1) Any case manager wishing to request an expenditure on a client will submit an Expenditure Request form to the Prevention Services Unit Supervisor prior to purchase. The form will include information such as item requested, cost of item and which goal the item is expressly addressing. 2) All expenditure requests will be reviewed by the Prevention Services Unit Supervisor on a monthly basis for approval. 3) For items paid as a reimbursement, the assigned case manager will make out an invoice, attaching the original receipt to the invoice, and placing in the Prevention Services Unit Supervisor's in -box. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 4) Those invoices will be signed and stamped once approved and submitted monthly. 5) The Prevention Services Unit Supervisor will sign all purchase orders. Purchase orders must be filled out for all monies that are not being considered for reimbursement. Expenditure Requests for Mentors, Tutors or other service providers: i) The assigned case manager work directly with the Compass Mentor Coordinator to contact the approved mentor/tutor/service provider by phone and provide them with background information on youth and parents, to include goals, name of clients, names of parents, address, and phone number. 2) The Compass Mentor Coordinator will then draft a letter to the mentor/tutor/service provider indicating the name of the client and amount of approved hours and pay per hour. The Prevention Services Unit Supervisor approves the letter, including a copy of the signed Compass invoice and Compass verification form. 3) The Verification form needs to be filled out and completed by the Mentor and signed by the youth or parent in order for the mentor to be paid for their services. 4) The mentor will then forward all billing and monthly progress report to the Compass Mentor Coordinator. 5) The Compass Mentor Coordinator will then review all billing verification forms for the correct hours, and review the assigned case manager's progress notes. Once reviewed and correct, the mentor coordinator will forward the invoices to the business office. The mentor coordinator will sign the verification forms, as well as the Prevention Services Unit Supervisor, before forwarding them to the business office. 6) The business office will contact the mentor coordinator with any questions regarding billing. The business office representatives will keep track of the amount of hours allocated for each mentor assigned to a case. Confidentiality All case managers will adhere to applicable local, state, and federal laws, as well as employer policies, governing the client, the client's privacy, and confidentiality rights and act in a manner consistent with the client's best interest. i) All client information and records obtained in the course of screening, evaluation, and treatment shall be kept confidential. Substance abuse client information shall he safeguarded to Federal law (42 CFR, part 2); mental health client information shall be safeguarded pursuant to Colorado Revised Statutes. The assigned case manager will have the family sign the Disclosure Statement during intake. All case managers should review this form in detail with the family and specifically highlight #6 on the Disclosure Statement, so that families are aware that we are mandated reporters of any kind of neglect or abuse. The family will be given a copy of all signed forms. Records and information regarding current or former clients are confidential. Information and records may only be disclosed to individuals to whom the client has given specific written consent. Before making any disclosure of client information or records, case managers will consult with the Prevention Services Unit Supervisor or their agency supervisor. An exception may be made in the case of a medical emergency which would require an immediate response. During the initial intake process, the case manager should secure the appropriate release of information (RO1) forms and discuss with the client why the information may be shared or collected. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL I 1 0 1:-s The case manager should document in the client's chart any request for the release of client information, the information released, to whom it was released, and when it was released. Fees for Service 1) All services performed by the team for clients will be documented and recorded in the client's tile/record. All services performed by the team will he at no charge to the client or their family. These services include: - Intake and assessment into the program 2) - Individual or group education sessions performed on -site for clients or their families. - Crisis intervention - Home visits - Case management, referrals, resource finding, case planning, discharge planning - Follow-up programming If a client or their family are determined to require a more intensive level of care than that which is offered by the program, and a referral to another agency such as a mental health or substance abuse treatment program, then the case manager would assist the client with the referral and follow-up with contacts. The client then would he subject to applicable fees as per the respective agency's sliding fee scale for services. Mileage Reimbursement 1) Case managers will use the WCDHS Expense Account Sheet to record their mileage and submit a completed sheet to the Prevention Services Unit Supervisor. Expense Account Sheets are not to go through the contractor agencies. Home visits and other ease management trips are to be recorded in the client's home record. The reimbursement for mileage for the program is equivalent to the mileage provided to Weld County employees as established yearly by the Board of County Commissioners. If travel is to accomplish day-to-day activities of your position, such as conducting home visits, delivering supplies or travel between county buildings, please describe on your Expense Account Sheet. While abbreviations such as "HV", "JCP", "TV" may mean something to you and/or your supervisor, it means little to an auditor. The more information you can provide regarding the purpose of your trip, the less likely it will be questioned. For any travel that is not contained within one day, and is for training please attach an approved Staff Development Authorization. Please refer to the Weld County Manual, Section 8.100 for further information. Training 1) If a case manager is requested by the County to attend a workshop, seminar, conference or other educational training program, the contractor will he reimbursed for the entire cost which includes registration fees, lodging, meals and transportation. Claims for reimbursement should be made in accordance with the county policies and procedures. 2) Compensatory time while attending or traveling to a workshop, seminar, conference or other educational training program will be paid according to federal regulations. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 3) All training requests need to be approved by the Prevention Services Manager and the Child Welfare Administrator. The contractor will complete the approved Weld County DHS Staff Development Authorization form prior to attending the training. Supervision and Meetings 1) Each case manager will meet with the Prevention Services Unit manager for a minimum of the following supervision opportunities: a. Face-to-face individual supervision at least once monthly b. Attendance at all Prevention Services Unit monthly meetings c. Quarterly Department of Human Services Child Welfare meetings d. Other meetings as requested by the Prevention Services Unit manager, the Child Welfare Administrator or Director of Human Services or any one acting on their behalf. Client Grievance and Complaint Procedure 1) To insure a standard practice in processing client grievances and complaints, the following procedure will he adhered to regarding client complaints. A client, to include their family, may initiate a complaint or grievance. If the complaint or grievance can he addressed and handled satisfactorily between the person(s) involved then the issue could be resolved without further intervention. However, the case manager(s) involved with the client complaint would still be required to notify the Prevention Services Unit Supervisor that a complaint was initiated and how the matter was addressed and resolved. If the complaint or grievance cannot be addressed between the parties involved then the client will be given additional options as follows: a. They can address their complaint directly with the Prevention Services Unit Supervisor. If the client is not satisfied with the resolution of the Supervisor then they may appeal the decision to the DHS Child Welfare Administrator. b. Upon intake into the program all clients will be provided with the mandatory Disclosure Statement regarding their rights, to include for filing complaints and grievances. Contractor Grievance and Complaint Procedure 1) To insure a standard practice of processing contractor grievances and complaints, the following procedure will be adhered to. 2) Team Member Disagreements: a. Agree to meet privately with co-worker to discuss and resolve dispute. b. Agree to meet in conference with the Prevention Services Unit Supervisor and co-worker to discuss and resolve dispute. c. Agree to meet in conference with PSU Supervisor, immediate supervisor, and co-worker to discuss and resolve dispute. d. Agree to meet in conference with DHS Administrator, immediate supervisor, program director, and co-worker to discuss and resolve dispute. e. Agree to meet in conference with the directors of each contractor, the worker's immediate supervisor, and co-worker, and the co-worker's immediate supervisor to discuss and COMPASS: Weld County Family Support Team OPERATIONAL MANUAL )0 p resolve dispute. 3) Team Member-PSU Supervisor Disagreements: a. Agree to meet privately with the supervisor and discuss and resolve dispute. b. Agree to meet in conference with supervisor, DHS Administrator, and immediate supervisor to discuss and resolve dispute. c. Agree to meet in conference with the Director of DHS, the DHS Administrator, the worker's immediate supervisor and the PSU Supervisor to discuss and resolve dispute. HB-1o2� This policy is to document and comply with the implementation of HB-o6S-1023. The bill requires that parents who are applying (eighteen years of age or older) for certain public benefits to provide verification of their lawful presence in the United States. The CDHS public benefits programs covered arc Colorado Works and Adult Financial Programs. In order to verify lawful presence in the United States, a parent must produce either: • a valid Colorado Driver's License or a Colorado Identification Card • a United State Military Card or Military Dependent's Identification Card; or • a United State Merchant Mariner Card; or • a Native American Tribal Document or • any other document authorized by rules adopted by the Department of Revenue • Execute an affidavit stating that: • He or she is a United States citizen or legal permanent resident; or • He or she is otherwise lawfully present in the United States pursuant to federal law. • Effective Date: August 1, 2006 Note: If parents are not able to show proof of their legal status they need to provide documentation that their child is a United States citizen. Laptop Computer Policies and Procedures The Department's Laptop computers are designated for the use of Compass case managers. The underlying reason for this purchase is to facilitate access to the database, email and internet information associated with their work while they are away from the office. Case managers will also be able to access the Department's intranct, providing a standardized way to keep a schedule and record notes taken in the field. Internet Access: • Internet access and E-mail use will be governed by the same policies as county employees. • Internet use will be monitored by ACS. Internet history will be downloaded whenever a laptop computer is physically reconnected to the county system. Loss or Damage of Equipment: 1) A Compass case manager will sign for and he issued a laptop computer. 2) Any time a laptop computer is damaged or lost, the situation will be assessed on a case -by -case basis with regard to whether the Compass case manager will be issued another computer and/or will be required to reimburse the County for the lost or damaged equipment. Personal Use: 1) Laptop computers are to be used for county business. Personal use of county property is not allowed. Confidential Information: COMPASS: Weld County Family Support Team OPERATIONAL MANUAL •-) • I a _ 1) The Compass Case Manager is responsible for the confidential information stored or input into the computer and will make every effort to protect this information through the use of passwords or other required measures. Password Resets: 1) If a user needs to have their password reset, through should contact the Department Help Desk at extension 2500. Roles and Responsibilities of DHS — Contractor Agencies The Compass Contractor Agencies currently arc: a) Public Health and Environment b) Life Bridge Church c) Weld County School District RE -8 d) North Range Behavioral Health The Roles and responsibilities of all Compass Contractor Agencies are: 1) Comply with the Compass Policies and Procedures outlined in the Operations Manual 2) Commit one FTE to work as a case manager in a multi -disciplinary team program that involves collaborating with other team members in the design, implementation, and revision of the program, including the development of future policies and procedures, design and utilization of assessment and evaluation instruments, and case plans. 3) Each agency will assign a FTE to provide interviews and crisis intervention to client and families by telephone and/or through face-to-face contact. 4) Each agency will assign a FTE to provide case management services which may involve visits to schools, homes, or other community agencies. 5) Each agency will assign a FTE to participate as a team member in group staffing conferences. 6) Each agency will assign a FTE to maintain client files and to input data in a timely fashion. 7) Each agency will assign a FTE to learn about and utilize community resources in order to ensure families receive referrals to appropriate services. 8) Each agency will assign a FTE to consult and coordinate with other professionals concerning the family's case needs. 9) Each agency will assign a FTE to attend supervisory sessions, agency staff meetings, and in- service training~. 10) Each agency will assure the participation of their FTE in mandatory unit meetings. 11) Each agency will recommend changes that they feel would improve Compass' Operational Procedures and will present such recommendations in writing to other Compass partners for comment and concurrence. 12) Each agency will assure that its FTE, as a Compass team member, will complete an orientation process provided by DHS which includes introducing themselves to the other team members in the spirit of cooperation and interest in each other's expertise and backgrounds. 13) Each agency will sign an annual Colorado Works Program Agreement. SPECIALITY ROLES of EACH RESPECTIVE AGENCY 1) DHS: Assists clients in finding services to provide temporary assistance to needy families arid other related family support information. Provide assessments of youth in case management practices to link youth and inform families of conununity resources that would provide appropriate services. Assist clients in finding employment and to provide career development information. 2) Life Bridge Church: Assist clients in finding counseling, basic needs and other related family support information and services. This may include information on linkages, primarily in South County, to other faith -based organizations providing community resources and family support. 3) Public Health and Environment: Assist clients in finding counseling, basic needs and other related family support information and services. Provide assessments of children and youth through ease management practices to link children, youth and families to county health services. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 12013-14 4) Weld County School District RE -8: Assist clients in finding counseling, basic needs and other related family support information and services. Provide educational assessments of children and youth through case management practices to link children, youth and families to special education, drop -out prevention, before -and after -care resources, tutorial, and other educational and family support programs and services. 5) North Range Behavioral Health: Provide clinical assessments of mental health issues and refer for mental health services as necessary, develop and implement short term individual, family and group interventions specific to client's identified mental health needs. Provide identification of substance abuse or substance dependency issues. Provide education and information regarding various drugs of abuse, consequences of use, and case options available. Implement short-term individual, family and group interventions specific to the client's identified substance abuse needs. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 [Veld Coutrly Family Support Team CASE PROCEDURES COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 12013_14 CASE PROCEDURES Referral Accepted 1 90 Day Evaluation Review Familly Service Plan with DNS Supervisor 1/4 12 weeks to Closure Contact 1 a biweekly is monthly F2F ti Assigned * contact within 2 days First 12 weeks - Contact lx/week Biweekley F2F 120 -Day Evaluation with DNS Supervisor I Information Session first meeting Introduction to Team at Group Conference Family Service Plan within 15 days of completed assessments Continued Evaluation and Reassessment of Case, every 90 days until closing PFS Post -Test @ closing t _ Assess ments * within first 3 visits Protective Factors Survey Pre Test An intake and assessment is the initial meeting with the client during which the case manager gathers information to address the family's immediate needs to encourage their engagement and retention of services. Using a comprehensive case management model, the intake allows initiation of case management activities while the assessment can he completed. Standard: Key information, concerning the client, family, caregivers and informal supports is collected and assessed for an appropriate level of case management services. The intake should take place within to days of the referral. During the intake, the case manager will assess what, if any, are the immediate needs that are identified and address promptly. Documentation during the intake include, at minimum: • Presenting issue • Contact and identifying information • Language spoken • Demographics • Emergency contacts • Confidentiality concerns • Release of Information • Disclosure statement • School Information COMPASS: Weld County Family Support Team OPERATIONAL MANUAL • Referral source Information Session: 2013-14 The first contact with the family should he an informational session that allows the family to ask questions about the program, the case manager to outline the expectations of the program, and to see if it is generally a good "fit". This should also be the place where case managers use initial engagement skills. During this session, the family will be asked to sign a disclosure and confidentiality statement from and review the referral sheet for accuracy. Further demographic information and intake/assessment paperwork will be filled out at a later date. It is appropriate; however, for case managers to take notes to save time in later sessions. At the end of the session, it is suggested the case manager talk to the family about setting up an intake/assessment. If they choose to move forward with a Compass case, a case will be opened with the case manager who performed the informational session. If the family decides this is not the program for them, the case manager will give the family a brochure and encourage them to call with any future questions and that any time they decide the program may be of help to them to please contact us. If the family opens a case, ease managers will enter their information into the database and activity sheet as continue. If they choose not to open a case, case managers will enter their demographic information and any resource and referral information given out during the session into the database. Case management hours will be documented under that family's file for the activity sheet. If a family comes back within six months of the initial information session AND the same case manager is assigned, another information session does not need to be completed. Anything over six months or a different case manager may necessitate another informational session. Intake Once the family has agreed to services, an intake session should be held. This meeting should never be at a family's borne except in special circumstances and approved by the Prevention Services manager. Intakes should take place within 10-14 business days of assignment. Intakes should include the following elements: i) Review of the family referral sheet to assure all information is correct and current. Complete a program intake form. 2) Families are required to complete and sign all mandatory forms. It is the case manager's responsibility to explain each form to the families. 3) All families are required to sign the Disclosure Statement, the Release of Information, and the HB-1023 document. 4) IMPORTANT: The assigned case manager will have the family sign the Disclosure Statement; staff should review this form in detail with the family and specifically highlight #6 on the Disclosure Statement (families need to be aware that we arc mandated reporters of any kind of abuse or neglect). The family will be given a copy. 5) Explore the current presenting issue the family is concerned with in regards to their children/youth. Be encouraging, supportive and get as much detail as possible. 6) During the intake process, each family will be introduced to the Family Support Program Outcome Survey. The case manager may fill in any of the demographic information that has already been answered but the 20 questions need to be addressed to determine the level of protective factors within the family. 7) After the intake assessment and FSP has been completed, the case manager will advise that they will work on a preliminary case plan for the family that will include goals that the family has established. 8) Reflecting the initial needs of the family, case managers will give the family the copy of the community resource manual and direct them to any specific services deemed appropriate. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-] 4 9) The case manager will open a file on the newly assigned family. All documents will be filed and recorded in the database appropriately. All FSP information will also be into the specialized FSP database. Case Duration The program is designed for up to 6 months in most cases, but up to 12 months where needed, with high intensity support within the first 12 weeks. Protective Factors Survey The Protective Factors Survey is a pre -and post -evaluation tool that measures protective factors in five areas: family functioning/resiliency, social networks, concrete support, nurturing and attachment and knowledge of parenting/child development. Each family will be asked to complete a Protective Factors Survey either as part of their initial intake or in the next subsequent meeting. The procedure is as follows: r) Each family will be given a Protective Factors Survey Informed Consent form to sign. This will become part of their file. There is an option on the form to decline participation if the family does not wish to participate in the survey. 2) Each family will fill out the Protective Factors Survey with the ease manager. The data will be recorded in the FSP database and the paper survey will be shredded. 3) Each family will he assigned a PFS Case Number that will be kept by the case manager. Child and Adolescent Needs and Strengths Assessment CANS is a multi -purpose tool developed for children's services to support decision making, including level of care and service planning, to facilitate quality improvement initiatives, and to allow for monitoring of outcomes of services. The CANS was developed from a communication perspective so as to facilitate the linkage between the assessment process and the design of individualized service plans, including the application of evidence -based practices. Each family participating with Compass will complete the CANS within the first three visits and before the goals of the Family Service Plan are completed. Supplemental modules will he completed, as needed, throughout the case and acted on appropriately. Family Service Plan During the intake or the first subsequent visit after the intake, a family service plan will be started and finished once the assessment has been completed. A family service plan includes: • Goal(s) • Activities (work plan, action to be taken, follow-up tasks) • Individuals responsible for the activity (case manager or team member, client, family member, agency representative) • Anticipated time frame for each activity • Potential barriers • Client signature and date, signifying agreement • Supervisor's signature and date and will be reviewed by the supervisor every 30 -days with the ease manager. Documentation includes: COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 • Family service plan format developed by the program that includes the above information • Progress notes recording activities on behalf of the client to implement the family service plan • Actual outcomes of case management goals and activities The program will monitor to assess the client's ability' and motivation to complete the family service plan activities and address any other harriers to achieving the plan. (For explain, if a client is unable to perform specific activities alternative approaches to meet the goal will be explored such as skills development or navigation of activity by ease manager) All family service plans will be developed during face-to-face meetings and negotiated between the client/family and case manager to encourage a client's active participation and empowerment. A copy of the case management is also offered to the client to emphasize the partnership. Measurable goals and activities, taking into consideration cognitive and physical abilities, available resources, support networks, and client interest, result in a more realistic, client -specific plan. Although client signature denotes acceptance of a plan, a client may decline all or any portion of the family service plan. Documenting changes or updates to a case plan as well as actual outcomes provides a simple method of tracking client progress. Family Service Plan Implementation The bulk of ease management work occurs in the implementation of the case plan. Implementation involves carrying out of tasks listed in the plan, including the following activities: • provider contact in person, by phone or in writing • assistance to client and family in applications for services • assistance in arranging services, making appointments, confirming service delivery dates • encouragement to client/family to carry out tasks they agreed to • direct education to the client/family as needed • support to enable client/family to overcome harriers and access services • negotiation and advocacy as needed • other case management activities as needed by client, and as expected and permissible by program initiative. In the comprehensive ease management model, client contact and monitoring arc expected to be frequent and proactive in order to anticipate problems, stabilize the status, prevent crises, and support the client in achieving service goals. Expectations include face-to-face contact, home visits (when appropriate), and accompaniment of clients to providers where necessary to ensure services. 1. Oversight of the ease plan implementation is the responsibility of the case manager. 2. Progress notes in the case management record detail the advancement of the ease management effort for client/family and record actual outcomes of activities. 3. Evidence is documented in the client's file that the case manager and/or team members contact the client and/or providers by a means and frequency appropriate to the family's needs. 4. Documentation indicates contact with client and/or providers occurs after arranging services to determine if services are: a. delivered as expected b. utilized by the family c. satisfactory to the family d. continue to be appropriate to the family's needs e. result in positive outcomes 5. Case management provider follow ups on problems with service delivery Progress Notes COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Progress notes document case management activities that directly foster achievement of goals identified in the family service plan. More than one intervention, activity or goal may be reported in one service note. Progress notes shall contain: • place of service delivery • date of service • type of contact (face-to-face, phone call, collateral) • purpose of the contact as it relates to the goal(s) in the Family Service Plan • a description of the case management activity • a description of the result or outcome of the case management activity • the duration of the service • the case manager's initials or signature • documentation, if applicable, that the participant declined services outlined in the Family Service Plan • documentation regarding achievement of Family Service Plan goals • documentation of progress and reasons for continuation of case management Client Contact • Each family will be assigned a client contact sheet, which details a list of all providers, family contacts, and other informal persons of support. This shall be completed with every update to the Family Service Plan and reviewed and updated at least every 90 days. • Minimum requirements for participant interaction are: Intake through first 12 weeks: contact at least once per week and face-to-face biweekly contact. • Minimum requirements for participant interaction are: 12 weeks — closure: contact at least once bi-weekly and face-to-face monthly contact. • Initial assessment shall be completed within 10 business days of the referral date or documentation must indicate clear reasons for delays. • The Family Service Plan shall be completed within -t5 business days of the assessment or the delay beyond this point must he documented clearly. • Progress notes shall he documented within 48 hours of contact. • Any deviation from the policy due to the family's wishes should be documented and reviewed by the team. Case Evaluation Clients who complete the program successfully will he asked to participate in an evaluation of knowledge and skills prior to closing. This evaluation will be based on the 21 targeted outcomes for every case. It is not a test to whether or not the clients retained the knowledge but if the knowledge was imparted to them within their case management program. Not all targeted outcomes are appropriate for every family and adjustments to the evaluation may be made to reflect that. Mentor Services Each participant in the Compass program will he evaluated for a short-term mentor. Mentors arc meant to fill a gap of adult relationships which are absent from the youth's life. For a more complete description of the Compass Mentor Services, please see Addendum B. Reassessment Reassessment provides an opportunity to review a client's progress, consider successes and harriers, and evaluate the previous period of ease management activities. In conjunction with updating the case plan, COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 reassessment is a useful time to determine if the current level of service and model of case management is appropriate, or if the client/family should be offered a change. A reassessment is performed which reevaluates client functioning and status; identifies changes since the initial or most recent assessment; and determines new or ongoing needs. Reassessment is required 90 days after completion of the initial intake. Thereafter, every 90 days at minimum, or sooner if client/family circumstances change significantly. During the reassessment the following information will be updated: • current contact and identifying information • emergency contact • confidentiality • household members • interaction with other providers • updated family history Case Coordination and Group Staff Conference Case coordination includes communication, information sharing, and collaboration, and occurs regularly with case management and other staff serving the client within and between agencies in the community. Coordination activities may include directly arranging access; reducing barriers to obtaining services; establishing linkages; and other activities recorded in progress notes. Group staffing conferencing differs from routine coordination. Group staff conferencing is more formal, planned, and structured event separate from regular contacts. The success of the Compass concept has been directly related to the strength of the team approach to providing support and intervention to Weld County families. That strength is a product of a multi -disciplinary team that staff every case to provide insight from a broad range of professional perspectives. The team also provides members with additional resources and programming, insight into contracted agency operations, co -case management, and a safe supportive environment to express concerns. In order to support the success of Compass, each team member must commit themselves to support an environment in which various opinions are encouraged and discussed with an open mind. The goal of the team process must he guided by best practice in order to provide the best possible services to the families. 1) Group Staff Confcrencing occurs one time per week at a regular and designated time and day. 2) Participation in the group staffing is mandatory. Absences need to be pre -approved by the Prevention Services Unit Supervisor. 3) Additional staffing may occur at the discretion of the team or supervisor to meet the unique needs of a particular client/case. Procedure: 1) A Group Staffing Form must be filled out regarding each case being staffed. Information needed for the group staffing form includes: a. Presenting problem or concerns b. What are the protective factors that arc currently in place (which includes identifying strengths) c. Discuss current status of the case d. Discuss resources available to assist the family with their issues e. Review the assessment information and discuss goals co -created with the family COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 f. Identify barriers that are blocking progress g. Develop a further plan of action to include future goals to be discussed with the family. 2) The Group Staffing form should be completed in its entirety and noted what other team members were present. 3) Each time a family is reviewed in group staffing, a form will be added to the client's record. 4) Families should be reviewed at the following intervals: a. Introduction b. Closing c. As requested by case manager or supervisor Case Closure Clients who are no longer engaged in active case management services should have their cases closed based on the criteria and protocol outlined below. A closure summary in the case file will outline the progress towards meeting identified goals and case disposition. Common reasons for case closure include: • Client does not engage in service. Client chooses to terminate service. • Client relocates outside of service area. • Agency terminates. • Mutual agreement. • Client is no longer in need of service. • Client completed case management goals. • Client is no longer eligible. Closed cases include documentation stating the reason for the closure and the closure summary. The Prevention Services Unit Manager signs off on the closure summary. Follow -Up The Compass program will be reviewed at the end of each fiscal year by the FYC Commission. The following outcomes will be reported: i) If the program successfully reduced the number of open eases in child welfare system. 2) If the program successfully reduced the number of adjudicated youth in the juvenile justice system. 3) If the program successfully reduced high cost services such as out -of -home placement, detention and DYC commitment. 4) If the program successfully re -focused resources within social services and the Compass contractor to continue the Compass program. 5) If the program successfully developed a better system of design to meet the needs of youth and families in regard to: COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 6) Keep families together through a better utilization of existing community resources to avoid opening a case in the child welfare and/or juvenile justice system. 7) Improve the ability of families to access and maintain services as documented by outcomes in the case plan. The Compass case manager assigned to a particular family will be responsible to conduct follow-up contacts upon completion of the agreed upon course of intervention. The follow-up contact is to occur at I month, 3 months, and 6 months post discharge. The i-month follow-up will be face-to-face whenever possible. The subsequent follow-ups can be phone contacts. At the i-month follow-up face-to-face appointment, all families who originally completed a Family Support Program Outcome Survey at the beginning of their case, and were open with a case tnanagerfor more than 60 days, will be asked to complete a post -survey as well. If they originally declined to fill out a pre -survey, they are not requested to fill out at the i-month follow-up visit. The Compass Case Manager assigned to that family will document the results of the follow-up contacts using the designated follow-up contact sheet. The follow-up contact sheets will be placed in the client's record and a copy will be given to the Compass program supervisor. The family's file will need to be notated in the database as well. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 IFeld County Family Support Team Outcomes and Indicators COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 ADDENDUM A Outcomes and Indicators - Logic Model Parents/caregivers who have successfully completed a program within the Prevention Services Unit will have the following: 1. A comprehensive family assessment and intake 2. A family service plan that includes the goals, deadlines for stated goals and 3. A domestic violence screening and, when indicated, a safety plan developed. A home safety assessment for families with children under 8. 4. 5. Pre -and post -survey (Family Outcome Program Survey) 6. Information regarding their child's current and emerging stage of development 7. A community referral handbook that includes emergency toll -free hotline phone numbers 8. An immunization and well -child screening and immunization and preventive well -child screening information 9. Basic support information — food banks, energy assistance, rental/mortgage assistance, Medicaid or CHP+ information, TANF, WIC, Summer food programs included in a PSU Family Welcome Packet. All clients successfully completing the Prevention Services Unit Compass program will be able to demonstrate knowledge the following short-term indicators based on the case plan goal. Targeted Outcome 1: Participants will know how to manage child behavior in an effective manner. Short Term Indicators Participants will know: • the importance of noticing and encouraging their children's positive behavior • the importance of spending time interacting positively with their children • the importance of predictable and developmentally appropriate routines for their children • the importance of consistency in setting and maintaining rules • realistic expectations for their child's behavior • how to express expectations to children clearly and positively • effective and appropriate alternatives to corporal punishment • legal definitions of abuse and neglect • negative consequences of physical punishment and coercion Activities: o Each family will receive handouts on discipline and behavior in their Family Welcome Packet. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 o Case managers will assess parents' discipline techniques and challenges. When indicated, specific and measurable goals on appropriate discipline will be incorporated into the Family Service Plans. o Case managers will refer clients to Circle of Parent groups, other evidence - informed or evidence -based parenting groups, or offer one-on-one parent. coaching. Targeted Outcome 2: Participants will know how to appropriately supervise their children. Short Term Indicators Participants will know: • the importance of supervising their children from infancy through adolescence • appropriate methods of supervising children according to child's age, needs and behaviors, and resources available • when it is reasonable to give child additional responsibilities and liberties • the importance of knowing the members of any household their children visit Activities: o Case managers will discuss appropriate supervision with all families during the intake process. o When indicated, specific and measurable goals on adequate supervision will be incorporated into the Family Service Plan. o Case managers will refer clients to Circle of Parent groups, other evidence - informed or evidence -based parenting groups, or offer one-on-one parent. coaching. Targeted Outcome 3: Participants will understand typical child and youth development. Short Term Indicators Participants will know: • developmental milestones appropriate for the ages of their children • when it is reasonable to expect children to perform daily tasks such as dressing, eating and toileting • when it is reasonable to expect children to develop and exercise social skills • how to access information on typical development • their children's emerging developmental stages Activities: o Each family receives a child/youth development handout. in their Family Welcome Packet o Each family will spend at least. one session with their case manager reviewing the development. and milestone stages for their children. Targeted Outcome 4: Participants understand the components of a healthy diet and exercise program for their families. Short Term Indicators Participants know: COMPASS: Weld County Family Support Team OPERATIONAL MANUAL i 20-13-14 • appropriate foods and portions to meet their child's needs • how and when to introduce new foods to their children • how to access WIC, food stamps, food banks, and other nutrition programs Activities: o Each family receives a Weld County Resource Guide in their Family Welcome Packet. o If' nutrition is a concern, family will be referred to appropriate nutrition education services. Targeted Outcome $: Participants will understand how to meet their children's needs for health and safety. Short Term Indicators Participants know: • how to access nutritional programs • healthy standards of hygiene • when and how to schedule routine medical exams • when and how to schedule immunizations • how and where to secure a medical home • when it is appropriate to seek medical care for their children • how to select appropriate caregivers for their children • know appropriate car seats and restraints for children Activities: o Each family receives a Ilealth and Safety Handout. in their Family Welcome Packet o During the intake, questions regarding their children's health and safety will be asked. If a concern arises, goals to address those concerns will be incorporated into the Family Service Plan o When families have children who are younger than eight. (8) years old, the case manager will introduce the home safety assessment.. Targeted Outcome 6: Participants will know how to create a safe home environment. Short Term Indicators Participants know: • the conditions that create a child -safe home • the materials and supplies needed to have a child -safe home and where to get them • household hazards • have a list of emergency numbers Activities: a Each family receives a Weld County Resource Guide in their Family Welcome Packet. o During the intake, questions regarding their children's health and safety will he asked. If a concern arises, goals to address those concerns will be incorporated into the Family Service Plan COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 o When families have children who are younger than eight. (8) years old, the case manager will introduce the home safety assessment.. o Families are encouraged to fill out a Family Emergency Contact sheet and postin the home. Targeted Outcome 7: Fathers know how to participate positively with their children. Short Term Indicator Fathers know: • how to assist their children in feeding, bathing, diapering, and custodial duties • the importance of being involved in their children's education • age appropriate play and recreational activities they can do with their children Activities: o Each family receives a Weld County Resource Guide in their Family Welcome Packet o New fathers will be referred to appropriate community classes o All fathers will he referred to current groups sponsored by the WCIMIS Fatherhood Initiative program Targeted Outcome 8: Fathers know how to cooperatively work with their children's mother to promote a healthy environment for their children. Short Term Indicators Fathers know: the importance of contributing to the economic support of their children • effective and positive communication skills for interacting with their children's mother and negotiating visitation and child support payments (non -custodial fathers) • Importance of establishing paternity Activities: o All fathers will he referred to current groups sponsored by the WCUIIS Fatherhood Initiative program o When applicable, all families will be told of rights regarding Child Support. and given information on accessing Child Support. enforcement Targeted Outcome q: Participants know the importance of having a mutual support network. Short Term Indicators: Participants know: • how they can benefit from a support network of friends, family members, and neighbors for support and assistance when they need it • set reasonable time limits on help/time they can give to others in their support network • their personal need for support Activities: o Each family will be asked to complete a social connection worksheet and review with the case manager. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 12 01 3 - 1 4 Targeted Outcome to: Participants know how to access formal supports in the community. Short Term Indicators Participants know: • family needs that can best be met through community organizations or agencies • the array of services available to them in the community • the support they can receive from religious or other secular organizations • their capacity to meet their families needs independently Activities: Each family receives a Weld (bung- Resource Guide in their Family Welcome Packet. c Each family will complete the Fancily Assessment and Support Tool. Areas that indicate challenges, including accessing formal supports in the community, will be addressed through specific and measurable goals on the Family Service Plan. _ An on -going list of services that have been referred and accessed will be documented in every family's file. Targeted Outcome 11: Participants know how to manage family life to promote self- sufficiency and stability. Short Term Indicator Participants know: • how to find quality child care • how to access adult education and job preparation services as needed • how to effectively search for employment with livable wages • how to develop and manage a household budget • comparison shopping • how to obtain safe, affordable housing • where they can access emergency clothing, food, medications, and shelter in emergency situations Activities: For families with children who may aUenrl child carp, they will receive it copy of "Working Your Way Through I he Child Care Maze". o Families will be assessed using the Family Advocacy and Support. Tool. In areas where families face challenges, specific and measurable goals will re included in the Family Service Plan. 0 Each family receives a Weld County Resource Guide in their Family Welcome Packet. Targeted Outcome 12: Participants know the importance of maintaining family and cultural traditions and routines Short Term Indicators Participants know: • the importance of following family routines (predictable mealtimes, wakeup and bedtime COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013 14 routines, family meetings) • the importance of establishing and maintaining traditions and social activities that are important to their family and culture • the importance of teaching their children family history Activities: o Each family will complete the Family Assessment. and Support. Tool. Areas that indicate challenges, including establishing family routines, will be addressed through specific and measurable goals on the Family Service Plan. o Families will be encouraged to incorporate culture, tradition, and history into their recreational activities as a tool to connect and communicate. Targeted Outcome 13: Participants know when emotions are interfering with parenting. Short Term Indicators Participants will know: • how to identify when they are experiencing anxiety, exhaustion, anger, depression, or other stressors • how anxiety, depression, exhaustion, and other stressors can affect their parenting • where to get help when they are experience debilitating stressors • healthy methods to reduce stress • reliable friends and family members to whom they can turn to for help when they are experiencing stress Activities: o Families will be assessed using the Family Advocacy and Support. Tool. In areas where families face challenges, specific and measurable goals will be included in the Family Service Plan. o When stress management. is indicated as a challenge, appropriate goals will be outlined in the Family Service Plan to address stress and how it affects parenting. o Families will be encouraged/reminded of their informal networks for relieving stress in appropriate ways. o All families will be given the 1 -800 -CHILDREN Warm Line information as well as the toll -free Boys Town hotline as avenues to gain support. Targeted Outcome 14: Participants know pro -social methods of stress and anger management . Short Term Indicators Participants know: • how to share feelings and concerns in a productive way • how family lifestyle choices can reduce or increase stress and/or anger • how to communicate without yelling or name-calling • the "hot buttons" that triggers their anger • how to effectively and assertively solve problems without aggression or violence COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14- • how to describe healthy techniques for gaining control of their emotions Activities: o Each family will complete the Family Assessment and Support Tool. Areas !hat indicate challenges will be addressed through specific and measurable goals on the Family Service Plan. o Families with these challenges will he referred to Circle of' Parent groups or other locally run parenting groups. o Families who are unable to attend groups will be given one-to-one parenting coaching through case management or mentorship. For specialized issues: Targeted Outcome 15: Participants understand the dynamics of domestic violence. Short Term Indicators Participants know: • what domestic violence is • domestic violence laws • how to identify the effects of domestic violence on children Activities: o Each family will be screened for domestic violence. o If the assessment. indicates the need, safety planning will immediately follow the screening. o Case managers will follow the Boniest is violence assessment action steps as indicated. o Families where domestic violence is indicated will he given information in a manner that takes into account t heir safety and the safety of their children. o All families where domestic violence is indicated will be encouraged to seek help at A Woman's Place or other organization that specializes in domest ic violence victim advocacy. Targeted Outcome i6: Participants know the community services available to help with domestic violence issues. Short Term Indicators Participants know: • public and private agencies that can help with DV issues • the services each agency provides as it relates to DV • how to identify friends and family who can offer support Activities: o Each family will receive a Weld County Community Resource booklet in their Family Welcome Packet. o In families where domestic violence is indicated, reaching out to area agencies, friends and family will be addressed in creating a safety plan. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Targeted Outcome 17: Participants understand the effects of substance abuse on the family. Short Term Indicators Participants know: • the effects of substance dependency and abuse on health and relationships • the effects on a developing infant when exposed to drugs, if applicable • what codependence is and its relationship to substance abuse/dependency' • the signs of substance abuse/dependency in themselves and their families Activities: o In families where exposure to substances is a concern, substance abuse materials will be added to the Family Welcome Packet.. o Each family will complete the Family Assessment and Support Tool. Areas that indicate challenges will be addressed through specific and measurable goals on the Family Service Plan. Targeted Outcome 18: Participants know how to access help when they or their family members are affected by substance abuse/dependency. Short Term Indicators: Participants know: • which resources are available in their communities for dealing with substance abuse/dependency problems • how to access resources in their community for dealing with substance abuse/dependency problems • friends and family who can support them in recovery Activities: c Each family will receive a Weld County Community Resource booklet in their Family Welcome Packet.. o Appropriate referrals will be given to all families where substance abuse is an issue. This may include taking clients for intakes at programs that address substance abuse. o Each family will be asked to make a list: of supportive friends and family who can help them in recovery o in areas where families face substance abuse challenges, specific and measurable goals will be included in the Family Service Plan. FOR FAMILES WITH CHILDREN WITH SPECIAL NEEDS OR CHALLENGING BEHAVIOR Targeted Outcome 19: Participants understand the dynamics of their child's behavior. Short Term Indicators Participants know: • how to recognize their children's positive attributes • how to accurately describe behaviors targeted for intervention including frequency, COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2 013 -14 5 duration and intensity • how to accurately describe the settings in which the targeted behaviors most often occur Activities: o Families will be encouraged to participate in the "Sharing Family Strengths" workbook, provided by the case manager as a tool to foster further conversations that focus on strengths and assets in the family. o Case managers will assist. parents in creating a Behavior Intervention Plan Targeted Outcome 20: Participants know appropriate and effective training strategies for mediating their children's challenging behavior. Short Term Indicators Participants know: • how to structure the child's environment to facilitate positive behaviors • appropriate and effective methods for encouraging their children's positive behavior • appropriate, effective and non -abusive methods for reducing negative behaviors • when to seek outside help with their children's behavior • where they can go for help with their children's behavior Activities: o In addition to indicating specific and measurable goals regarding behavior in the Family Service Plan, case manager will also work one-on-one with parent(s) to model specific interventions for identified behaviors. o Families will be referred to Circle of Parents or comparable parenting group that addresses the need. o Educational specific materials will be provided that. addresses the identified behavior. (i.e. handouts, online resources, etc. on behaviors such as ADM), conduct disorders, 01)1). self -harm, etc.) o Families will be coached through the Parenting Wisely curriculum by their case manager. Targeted Outcome 21: Participants understand the scope of their children's special needs and abilities. Short Term Indicators Participants know: • their child's particular medical condition, developmental delay or other special need • the appropriate therapy/treatment needed by the child • and appreciate their child's strengths and abilities Activities: o Family Welcome Packets will be specifically geared to address issues known in advance of the first meeting. Subsequent education will be added if conditions are discovered during the intake or subsequent. visits with the family. o Brochures, fact. sheets and any information on that. particular condition will be made available to the family and supported by the case manager. L o Families will be encouraged to participate in the "Sharing Family Strengths" COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 workbook, provided by the case manager as a tool to foster further conversations that focus on strengths and asset's in the family. o Case managers will help seek out and encourage families to participate in support groups that. specifically address the medical condition, developmental delay or other special need of their child(ren). Targeted Outcome 22: Participants with special needs are aware of their community resources and supports available to them. Short Term Indicators Participants: • can list where to go in the community for assessment and evaluation • know special education and other resources (such as financial assistance, advocacy, legal assistance) for which their child may qualify • know where to access appropriate physical, occupational or mental health therapy • know how to participate effectively in I EP, ISEP, or treatment planning meetings • know where and how to access low-cost medications and any adaptive equipment Activities: o Each family receives a Weld County Resource Guide in their Family Welcome Packet o Case managers will review a special education check list with the family o Case managers will make specific and measurable goals that encourage the family to access appropriate therapy and overcome barriers to access. o Case managers will meet families prior to treatment planning meetings to prep the family on engagement and self -advocacy. o Case managers will make available a resource list of where low-cost medications and adaptive equipment can be obtained. COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Prevention Services Unit Outcomes and Indicators Check List Date: ❑ CCM ❑ Compass a Other Family Name: Case Manager: Activity Indicator Addressed Yes No Declined initial N/A Family Welcome Packet Received with standard information including Weld County Resource Guide multi Discipline techniques and challenges addressed. Parenting Wisely curriculum used where appropriate. 1 Refer to parenting group (indicate in notes) 1,2 Definition of supervision discussed 2 Parent or caregiver received information about child and youth development for age of child(ren) 3 Child Development and Milestone session completed 3 Family referred to appropriate nutrition/education services 4 Family received health and safety handout 5, 6 Intake included children's health and safety 5, 6 Home Safety Assessment completed CCM only Family Emergency Contact sheet discussed 6 New fathers are referred to community classes 7 Fathers referred to groups sponsored by Fatherhood Initiative 7, 8 Family given information on rights to child support and child support enforcement 8 Family completed social connection worksheet 9 Family completed all assessment tool and needed modules multi Family created specific and measurable goals on Family Service Plan multi File contains on -going list of referred services multi Family received copy of "Working Your Way Through the Child Care Maze" 11 Family was asked about how they incorporate culture, tradition, and history into their family activities 12 Family learned to address stress and how it affects their parenting 13 Family was given the 1 -800 -CHILDREN Warm Line information as well as the toll -free Boys Town hotline 13, 14 Family was offered one-to-one parent coaching through the case manager and Parenting Wisely program. This is done if they cannot attend a traditional parenting class. 13, 14 Family was screened for domestic violence 15, 16 Family made a safety plan if DV was present 15, 16 Family received established DV protocol if DV was present 15, 16 COMPASS: Weld County Family Support Team OPERATIONAL MANUAL 2013-14 Activity Indicator Addressed Yes No Declined initial N/A Family was given appropriate referrals for substance abuse 17, 18 Family listed supportive friends and family to help with recovery efforts, if applicable 18 Family participated in the Sharing Our Family Strengths workbook 19 Case managers assisted family in creating a Behavior Intervention Plan for Children with Special Needs or Challenging Behavior 19 Educational materials regarding Special Needs or Challenging Behavior was provided to the family 20 Family was coached through the Parenting Wisely curriculum by their case manager 20 Support group information was given to Family who have children with Special Needs or Challenging Behavior 21 Special Education check list reviewed with family 22 Family will be prepped for treatment planning meetings to discuss engagement and self -advocacy 22 Information regarding low cost medication and adaptive equipment will be provided 22 Case manager Case manager Supervisor 1) File 2) Copy to Supervisor upon close Open Date Close Date Review Date Exhibit C cIrcLe ParenTs .S1hIrut,i /tlr'tI Sh(trirti; Support. G'416 -e7 s �wac5,as Weld County DHS Program Policies and Procedures Program Guidelines & Curriculum Weld County / DHS / Prevention Services Unit 1 //dco#re to de C%iid,'eq s 3'o/ This group is provided for children of the families who are participating in the Circle of Parents or a parent education class. Due to the limited space, planning of content and supplies for children, you must register your children for the group prior to bringing them. Program Policies and Procedures In the spirit of the national Circle of Parents organization, we have a shared vision of children's programming as integral part of the Circle of Parents. The goal of children's programs is to provide developmentally appropriate, skill -building activities that will increase the children's confidence and self-worth while providing fun and enjoyment. Children's programs are safe, entertaining, and educational. Circle of Parents children's programs are based on the belief that: • Children are valuable; • Children have the right to grow up free from abuse and neglect; • Children have the right to a safe environment free from violence; • Children have the right to a nurturing home, family and community; • Parents and children have the right to non -judgmental support; • Parents and children have the right to respect; • Parents and children have the right to compassion; • Strong communities value children and engage families; • Communities have the responsibility to provide parent support groups that are culturally responsive: • Communities grow through support from their own members; and • Communities benefit from equal treatment of all members. Staff Requirements: All children's program staff and volunteers must be a minimum of 16 years old. Persons under the age of 18 can work with children only under the supervision of a staff person over the age of 18. All children's groups must be staffed by a Prevention Services Unit case manager/worker at all times. Fees: All services provided by the Prevention Services Unit program are free of charge to all Weld County residents. Eligibility: All Children's Groups are open to children age 4 months to 12 years old whose parent or guardian is participating in the Circle of Parent group. Non-discrimination Policy: This is an equal opportunity program. Weld County/ DHS/ Prevention Services Unit 2 Arrival Sign -In & Departure Sign Out A parent or guardian is required to sign their children in and out of attendance upon arrival and departure. Every child must be signed out. For safety purposes, only those listed as the parent or guardian enrolled in the Circle of Parent group will be allowed to pick up the child/children. Older children in the group will not be allowed to sign children out and meet the parent outside the children's group area. Injuries: The staff and volunteers make every effort to ensure the safety of your child while in our care. Unfortunately, accidents may occur. Staff members are trained in CPR and basic first aid procedures. If a child is injured while in our care and it is an emergency, we will contact you immediately while you are in the Circle of Parents group. If it is not an emergency, we will notify you after group of the injury and the treatment of that injury by the staff member. Children's Illness: Every effort is made to prevent the spread of disease. Even with precautions, children interacting with other children are likely to come in contact with mild illnesses. When a child is ill, they need greater care than our staff or volunteers can provide, therefore, ill children will not be accepted into our care. In the event that a child becomes ill, we will contact the parent or guardian in the Circle of Parent group. The following conditions are reasons for exclusion from the Children's Group: • Fever over 100 degrees. Children should stay home at least 24 -hours after a normal temperature is achieved WITHOUT the help of fever -reducing medications. • Fever over 99 degrees with a stiff neck or back • Diarrhea • Vomiting • Persistent hacking cough or congested cough with sore throat • Difficulty breathing • Green nasal discharge • Persistent pain in abdomen • Swelling, redness, or throbbing in an injured part of the body • Undiagnosed rash or blisters on parts of the body • Head lice • Infectious skin or eye conditions (such as ringworm, impetigo, or pink eye) Medications: We do not administer medications to children in our care. Clothing & Personal Belongings: Children should not bring personal belongings such as toys from home. The Department of Human Services or their partner agencies are not responsible for any items brought from home. Weld County / DHS / Prevention Services Unit 3 Your child will have the opportunity to experience a variety of activities. Children will be using art materials, enjoying outside play and self feeding at times. Please do not bring your child/children in clothing or shoes that should not get dirty. Diapers: We do not change diapers or work with potty training. If your child is in diapers or needs assistance with potty training please feel free to come and check on them during break or we will come and get you as needed. Discipline and Guidance Policy: Your child will develop self-discipline and constructive self -management of conflicts through positive guidance and understanding that every action has a logical consequence. Behavior modifications begin with re -direction, warnings, if -then statement, and time away from the group or an activity separate from the group. A discussion of inappropriate action or behavior to help your child understand what is and is not appropriate will occur. We reserve the right to refuse or discontinue attendance to the children's group if a child uses excessive harsh language, bites, poses a threat against self, staff or other children in the group. We will provide one-on-one parenting coaching and intervention with the parent and child should you request it from the case managers. Snacks: The group will enjoy a snack for all children in attendance once during group. These are at no charge to the family. We welcome suggestions however we are not able to prepare separate snacks for the children based on preferences. We usually try to have nutritious snacks and, on special occasions, treats. If a child is allergic or sensitive to a particular food, please advise the staff member on -duty. In those cases, the identified food will not be served. Keeping Children Safe: Colorado Law requires caregivers to report suspected child abuse or neglect to the appropriate child welfare department. Calls will be made to 970-352-1551 extension 6211. Failure to report suspected abuse or neglect is a crime. Signature of Parent Date Please give the parent a blank copy of the policies and procedures for their own records. Weld County / DHS / Prevention Services Unit I': l'('tl I Children's Group First Time Attendance Sheet Name of Child: DOB: School/Child Care Attends: Grade: Parent's Name: Special needs of child (if any): Current Medications, if any? Allergies: Are there any special words you and your child use to ask for a drink, go to the bathroom, etc? What are a few of your child's favorite activities? Are there learning activities that would be helpful for your child? Does your child have any fears we should know about? Where would you place your child's ability to get along with other children? (Circle one) below average average above average Weld County / OHS / Prevention Services Unit 5 Staff and Volunteers: Staffing a children's program is much more than just playing with children while their parents attend a support group meeting. Children's program staff knows that working with children involves a broad range of responsibilities. 1. Providing a Safe Environment: Staff and volunteers should make sure that there is an adequate adult/child ratio. a. For children ages birth -21/2, the staff/child ratio is 1:3. b. For children ages 2 1/2 - 4, the staff/child ratios is 1:6. c. For children 4-6, there is a maximum of 15 children for one staff member and one adult volunteer. d. For children 6-8, the staff/child ratio is 1:12. e. For children over 8, the staff/child ratio is 1:15. 2. Clear and consistent boundaries and rules will be posted and a copy given to every parent upon their first arrival. 3. Staff and volunteers will offer opportunities for expression of feelings and ideas by maintaining an atmosphere of acceptance; encouraging children as they learn safe and healthy ways to handle their feelings. We will provide opportunities for children to learn and utilize social skills, including age -appropriate books, materials and activities. We will present themes that can be reinforced through concrete activities to promote empathy and understand feelings. 4. Staff and volunteers will model effective problem -solving and conflict resolution techniques, and consistently reinforce assertiveness, problem -solving and self-control. 5. Staff and volunteers will promote and model non-violent ways to resolve conflict and provide books, toys, materials and activities to promote non-violence interactions. 6. Staff and volunteers will utilize opportunities to reinforce the value of diversity, modeling and teaching respect for others: making sure all books, materials and activities also reflect diversity and not stereotypes. 7. Staff and volunteers will reinforce positive interactions between parents and children, modeling appropriate behavior and interactions. Staff and volunteers will communicate appropriately with parents regarding specific issues. The program will provide materials to parents and present themes to parents as they are being presented to the children. 8. All persons working with the children must familiarize themselves with and accept Colorado's policies for observing and reporting signs of child abuse and neglect. Volunteers: Volunteers, supervised by the Prevention Services Unit staff members, should have the following: (1) A minimum of 2 -years experience working directly with children. (2) Must complete a full background check through Weld County Department of Human Services. (3) Must attend a 2 -hour orientation facilitated by the Prevention Services Unit. Weld County / DHS / Prevention Services Unit 6 Child Abuse and Neglect Reporting Policy and Procedure 1. All Prevention Services Unit staff, contractors and volunteers are mandated reporters when there is a suspicion of child abuse or neglect. The volunteer does not need proof. Investigation is the responsibility of the Department of Human Services Child Welfare and/or law enforcement. As long as the report is made in good faith and not maliciously or with ulterior motives, the staff or volunteer is immune from personal liability. 2. Upon parent's beginning to attend group or class the facilitator initiates discussion of confidentiality and limits (specifically, mandated reporting of child abuse and neglect). This is usually paired with a statement regarding the parent's attending the group or class because s/he wants what is best for their children. All parents have received a "Tips of health Group Behavior" sheet that is included in the welcome packets: What happens in group is confidential. Respect other group members' right to privacy. People's freedom and ability to share and risk in group is directly related to how "safe" the group is. The "safety" is to a large degree dependent upon the amount of confidentiality people feel. We are responsible for making and keeping the group a "safe" place to grow and learn. But there are limits to confidentiality. 3. If suspicion of physical abuse or neglect occurs in a parenting class, group or children's group, the lead facilitators will let the parent know of the concern and the need for a report. Encourage the parent to take responsibility and to make his/her own report. Often, this acknowledges the parents' concern for their child. This is why they called or attending the group or class. Identify strengths you have seen in the parent. 4. If you suspect sexual abuse, or have concerns about the safety of the child, do not discuss your requirement to report with the parent, but report it directly to the Department of Human Services Child Welfare. If a parent brings up an issue during group, the facilitator may use this opportunity to discuss limits and appropriate touch, especially to highlight with the other participants. 5. Report the incident. If you have encouraged the parent to report as well, make the call together. 6. Contact the Prevention Services Unit Supervisor as soon as possible. Leave a message on the cell phone and the work voice mail. If the children attend a children's group, discuss the issue with the staff group coordinator as well. 7. Write an incident report. Use as much detail as possible. Be aware and look for opportunities to acknowledge the parents' strengths in the future. This will help support and encourage them to continue attending and discussing these issues in group, on the phone or with other support systems. Weld County / DHS / Prevention Services Unit 7 Program Introduction The structure of the program may vary from week to week, but a predictable schedule for what activities will happen will create a safe and stable environment for the children. Having a plan in place will give staff the opportunity to focus on the present needs of the children rather than worrying about what to do next. The framework also helps children self -regulate and reduces discipline issues. Children's program staff keeps track of the time so that children do not feel rushed. General Group Outline: Greetings Group/Circle Time Free Time Snack Time Structured Time Closing Circle (10-15 minutes) (10-15 minutes) (30-40 minutes) (15 minutes) (10-20 minutes) (10 minutes) Do not underestimate the importance of play as you plan your time. Four main components: 1. Social skill activities: a. Anger management b. Conflict resolution c. Identify feelings d. Safety e. Nutrition f. Family Roles and Rules g. Games about Safety h. Various Board Games 2. Arts & Craft Projects: a. Holiday Activities b. Various Craft Kits c. d. e. Collage Cooperative Art Activities Encourage Strengths in Artistic and Creative Manner 3. Snack Time a. Nutritious snack provided along with general instruction and nutrition. 4. Sharing Time a. Share interesting events that have happened over the past week. b. Take turns, active listening, empathetic listening, and problem solving Weld County / DHS / Prevention Services Unit 8 Theme Age 3-5 Age 6-9 Age 10-12 Getting to Know You Who Am I? Making Friends What are Feelings? Anger Management Safety - Stranger Danger Self -Esteem I Self -Esteem II Stress Management Bully Prevention Happy Hygiene Dental Health Good Food Move My Body Traffic Safety Diversity Mother's Day Father's Day Fear/Scared Changes Your Community Empathy Families Save, Spend, Share Responsibility When Appropriate: Theme Age 3-5 Age 6-9 Age 10-12 Grief Divorce Tough Times Infants and Children under 3 Weld County/ DHS/ Prevention Services Unit 9 Weld County / DHS / Prevention Services Unit 10 school d I,.tr,ct e EXHIBIT B CONTRACTOR'S RESPONSE TO THE REQUEST FOR PROPOSAL Administration Office www.ftlupton.k12.co.us 301 Reynolds Street Ph: 303-857-3200 Fort Lupton, CO 80621 Fax: 303-857-3219 May 9, 2014 To: Weld County Department of Human Services, Service Utilization Unit From: John S. Hoag, Assistant Superintendent of Operations and Human Resources Weld County School District Re -8 301 Reynolds Street Fort Lupton, CO 80621 Re: Bid No. 1400090 — Family Support Services (Weld County Compass Program) Weld County Re -8 School District is responding to the request for qualifications to continue the current partnership between our District and the Weld County Compass Program. The Weld County Re -8 School District serves approximately 2,400 students in preschool through twelfth grade. The district is centered in Fort Lupton Colorado, a town of 7,500 situated about 25 miles north of Denver. The district is comprised of four schools (two elementary, one middle school and one high school) and one K-8 Core Knowledge program (Quest Academy at Dacono). The Weld Re -8 District has undergone a sizeable demographic shift since the year 2000, when the students were half Anglo and half Latino. Since that year, there has been a consistent (albeit slowing) shift towards a greater percentage of minority students, English Language Learners and families qualifying for free or reduced lunch. Currently, over 71% of students are Latino, 38% are learning English as a second language and 69% qualify for free lunch. All of these student risk factors are significantly higher than the state average. Despite the high number of English Language Learners (ELL), the district is essentially bilingual, with all students except for high school exchange students speaking either English (62%) or Spanish (38%) at home. The highest concentration of ELL students is at the Kindergarten level, where ahnost half are learning English. By the time district students enter high school, only 16% have limited English proficiency. Academically, the majority of Weld Re -8 students are struggling. With a very few exceptions, district students have scored below the state average in all subjects and at all grade levels since statewide standardized testing began in the late 1990s. The Graduation rate hovers in the mid seventy percent range (the 2013 graduation rate was74.5%). Of the students who go on to college, 68% require postsecondary remediation courses. The district as a whole has been on a Priority Improvement Plan from the Colorado Department of Education for the past three years. Weld Re -8 has taken on a major shift in instruction in the 2013-2014 school year. The district has entered into a partnership with the University of Virginia's School Turnaround program and this has led to changes in assessment data analysis, teacher planning and collaborative meetings between teachers. Teachers map out their courses and use multiple formative assessments throughout the year to gauge how individual students are progressing in the mastery of Colorado State Academic Standards (Aligned to the Common Core). Teams of teachers share this data and work cooperatively in weekly 90 -minute data discussions to design the best course of study for their students. The school and district administration staff fully support these endeavors, and some gains in academic progress are starting to be reported, with continued growth expected in the second year of this turnaround initiative and ongoing thereafter. A community united for students success...college ready' Una Comunidad unida pars el a xito de sus estudiantes... iListos pars !a Universidad! Weld Re -8 In -kind contributions to the Compass program Office and phone Office space is provided for the two Compass personnel and occasional after -school group meetings are also accommodated with meeting space. The district charges outside groups $10/hr for basic facilities use (this includes custodial, electrical and environmental costs. At 40 hours per week plus an additional of 1 hour of after -school meetings, this totals $1,640 per month per employee, or $3,280 total. Each employee has a dedicated phone line at a cost of $52 per month and a stipend for professional use of personal cell phone averaging $20 per month. Phone costs total $144 per month for the two Compass positions. Internet services are also provided to Compass staff members in our buildings. Counselor In -Kind Although there is some administrative and other personnel investment with the Compass program, the largest contribution is for the secondary counselors. The counseling staff estimates that 5% of overall counselor time is spent collaborating or working directly with representatives of the Compass program. Of the 4 counselors at Fort Lupton High School and Fort Lupton Middle School, the average salary and benefit amount is approximately $55,000. Five percent of this compensation total works out to $230 per month per counselor, or $2,760 per month total. In addition, I have proposed that the district cover cost of the district health insurance package (medical, dental, vision and life insurance) for the two Compass staff members assigned to our district. If approved by the Board of Education in June, this would amount to $657.98 per month or $7,895.76 per year per Compass Staff member for a total of an additional $15,791.52 in school year 2014-2015. Totals From the above, the district is contributing $6,184 per month total or $3,092 per Compass position. The grand total is $74,208 per year. I have not included the cost for technology in this figure, nor have I included the cost of the insurance package as that is pending Board of Education approval. Regardless, we would meet the threshold for the In -kind contributions to the Compass program I have also included my resume, as well as the school entity liability insurance coverage declarations. We are insured through the Colorado School Districts Self Insurance Pool. If you need further clarification of this bid, please call me at 303-857-3207. Sincerely, John S. Hoag, Assistant Superintendent of Operations and Human Resources xc: Mark Payler, Superintendent of Schools 735 S. Broadway Ave. Fort Lupton, CO 80621 John S. Hoag 303-710-0130 (H); 303-857-3207 (W) john.hoag52@ginail.coin (H) jhoag@ftlupton.k12.co.us (W) EDUCATION University of Denver, Denver, CO, 1991, K-12 Colorado Type D Administrative Certification Program with Elementary and Secondary Principalship Endorsement University of Wisconsin, Stevens Point, WI, 1983, Master of Music Education, 4.0 GPA University of Wisconsin, Eau Claire, WI, 1974 Bachelor of Music Education, Instrumental Music Emphasis, Grades K-12, Magna cum Laude, Recipient of 4 Year Scholarship for Applied Trombone Instruction ADMINISTRATIVE Weld RE -8 Schools, Fort Lupton, CO 80621 AND Assistant Superintendent of Schools TEACHING Fort Lupton Middle School (Gr. 5-8) Principal EXPERIENCE Lamar School District RE -2, Lamar, CO 81052 Lamar Middle School (Gr. 6-8) Associate Principal Salida School District R32J, Salida, CO 81201 Salida High School (Gr. 9-12) and Longfellow Elementary (Gr. K-6) High School Concert Band, Pep Band, and Jazz Ensemble (Gr. 9-12) Elementary Band (Gr. 5-6) and Junior High Band (Team Teach Gr. 7-8) High School Vocal Music (Gr. 9-12) Stevens Point Area Public School, Stevens Point, WI 54881 Benjamin Franklin Junior High School (Gr. 7-9) Junior High School Concert Band and Jazz Ensemble (Gr. 7-9) Elementary Band (Gr. 5-6) Six Week Session (Gr. 5-9 Band) Tomah Public Schools, Tomah, WI 54660 Tomah Jr. High and Tomah Elementary Nine Week Session (Gr. 5-9 Band) 1994 to Present 1999 to Present 1994-1999 1992-1994 1979-1992 1982-1992 1975-1979 Summer 1979 Summer 1975 and 1978 PROFESSIONAL Colorado Association of School Executives 1992 -Present MEMBERSHIPS National Association of Secondary School Principals 1992 -Present AND ACTIVITIES Association for Supervision and Curriculum Development 1992 -Present Colorado Music Educators Association, Board of Directors, Vocal Affairs 1991-1992 Colorado Bandmasters Association 1979-1992 Colorado Music Educators Conference 1979-1992 Colorado Education Association 1979-1992 State Bargaining and Organizing Council 1986-1987 Central Wisconsin Conference, President -Music 1977-1978 Music Educators National Conference 1975-1992 National Education Association 1975-1992 Wisconsin Education Association 1975-1979 Wisconsin Music Educators Conference 1975-1979 Wisconsin School Music Association Adjudicator/Clinician for School 1974-1979 Music Contests (Solo/Ensemble and Large Group) and Festivals HONORS Phi Eta Sigma Fraternity, Freshman Honor Society Phi Mu Alpha Sinfonia, Professional Music Fraternity Kappa Delta Pi, Honor Society in Education Administration Office www.ftiupton.k12.co.us 301 Reynolds Street Ph: 303-857-3200 Fort Lupton, CO 80621 Fax: 303-857-3219 May 9, 2014; updated May 30, 2014 To: Weld County Department of Human Services, Service Utilization Unit From: John S. Hoag, Assistant Superintendent of Operations and Human Resources Weld County School District Re -8 301 Reynolds Street Fort Lupton. CO 80621 Re: Bid No. 1400090 — Family Support Services (Weld County Compass Program) Weld County Re -8 School District is responding to the request for qualifications to continue the current partnership between our District and the Weld County Compass Program. We have partnered with MYAT, now Compass for the past four year and have successfully served youth and families in crisis in south Weld County. The Weld County Re -8 School District serves approximately 2,400 students in preschool through twelfth grade. The district is centered in Fort Lupton Colorado, a town of 7,500 situated about 25 miles north of Denver. The district is comprised of four schools (two elementary. one middle school and one high school) and one K-8 Core Knowledge program (Quest Academy at Dacono). We have 330 employees. The Weld Re -8 District has undergone a sizeable demographic shift since the year 2000, when the students were half Anglo and half Latino. Since that year, there has been a consistent (albeit slowing) shift towards a greater percentage of minority students, English Language Learners and families qualifying for free or reduced lunch. Currently, over 71% of students arc Latino, 38% are learning English as a second language and 69% qualify for free lunch. All of these student risk factors are significantly higher than the state average. These risk factors often result in students and families in crisis. We have had a Compass counselor/case manager for the last four years. This school year, due to the success of the program we added another Compass case manager. Both have degrees in counseling and experience with students. In addition, both are bilingual English/Spanish so they are able to provide services to youth and families. With the additional personnel, we have also expanded the scope of the program to include all elementary school grades as well as middle school and high school. One case manager has focused mostly on elementary students, the other on secondary students, although there is some cross -over. This has proven effective as our district has one of the largest numbers of referrals and contacts in the Compass program. This has been a key resource for administrators and school counselors who simply do not have the time to work with families and youth in the manner that Compass is able to accomplish. We feel the program has been successful and that we have a proven track record of collaboration with the Compass case managers and Weld County Department of Human Services staff. Our main goal is increased student achievement and Compass helps us reach that goal by increasing school readiness and effectiveness. Despite the high number of English Language Learners (ELL), the district is essentially bilingual, with all students except for high school exchange students speaking either English (62%) or Spanish (38%) at home. The highest concentration of ELL students is at the Kindergarten level, where almost half are learning English. By the time district students enter high school, only 16% have limited English proficiency. A community united for students success...college ready! Una Comunidad unida para el dxito de sus estudrantes... iListos para /a Universidad! Academically, the majority of Weld Re -8 students are struggling. With a very few exceptions, district students have scored below the state average in all subjects and at all grade levels since statewide standardized testing began in the late 1990s. 'The Graduation rate hovers in the mid seventy percent range (the 2013 graduation rate was74.5%). Of the students who go on to college, 68% require postsecondary remediation courses. The district as a whole has been on a Priority Improvement Plan from the Colorado Department of Education for the past three years. Weld Re -8 has taken on a major shift in instruction in the 2013-2014 school year. The district has entered into a partnership with the University of Virginia's School Turnaround program and this has led to changes in assessment data analysis, teacher planning and collaborative meetings between teachers. Teachers map out their courses and use multiple formative assessments throughout the year to gauge how individual students are progressing in the mastery of Colorado State Academic Standards (Aligned to the Common Core). Teams of teachers share this data and work cooperatively in weekly 90 -minute data discussions to design the best course of study for their students. The school and district administration staff fully support these endeavors, and some gains in academic progress are starting to he reported, with continued growth expected in the second year of this turnaround initiative and ongoing thereafter. Weld Re -8 In -kind contributions to the Compass program Office and phone Office space is provided for the two Compass personnel and occasional after -school group meetings are also accommodated with meeting space. The district charges outside groups $10/hr for basic facilities use (this includes custodial, electrical and enviromnental costs. At 40 hours per week plus an additional of 1 hour of after -school meetings, this totals $1,640 per month per employee, or $3,280 total. Each employee has a dedicated phone line at a cost of $52 per month and a stipend for professional use of personal cell phone averaging $20 per month. Phone costs total $144 per month for the two Compass positions. Internet services are also provided to Compass staff members in our buildings. Counselor In -Kind Although there is some administrative and other personnel investment with the Compass program, the largest contribution is for the secondary counselors. The counseling staff estimates that 5% of overall counselor time is spent collaborating or working directly with representatives of the Compass program. Of the 4 counselors at Fort Lupton High School and Fort Lupton Middle School, the average salary and benefit amount is approximately $55,000. Five percent of this compensation total works out to $230 per month per counselor, or $2,760 per month total. In addition, I have proposed that the district cover cost of the district health insurance package (medical, dental, vision and life insurance) for the two Compass staff members assigned to our district. If approved by the Board of Education in June, this would amount to $657.98 per month or $7,895.76 per year per Compass Staff member for a total of an additional $15,791.52 in school year 2014-2015. Totals From the above, the district is contributing $6,184 per month total or $3,092 per Compass position. The grand total is S74,208 per year. I have not included the cost for technology in this figure, nor have I included the cost of the insurance package as that is pending Board of Education approval. h001 district r :ul n, �:aicrico Administration Office www.ftluaton.k12.co.us 301 Reynolds Street Ph: 303-857-3200 Fort Lupton, CO 80621 Fax: 303-857-3219 Regardless, we would meet the threshold for the In -kind contributions to the Compass program I have also included my resume, as well as the resumes of the current Compass Case Managers. As you can see, both are highly qualified for this position. I have included the certificate of coverage that names Weld County Department of Human Services as an Additional Insured. We are insured through the Colorado School Districts Self Insurance Pool. If you need further clarification of this bid, please email or call me at 303-857-3207. Sincerely, John S. Hoag, Assistant Superintendent of Operations and Human Resources xc: Mark Payler, Superintendent of Schools A community united for students success...college ready! Una Comunidad unida pare el exito de sus estudiantes... i Listos para la Universidad! MELISSA FLORES - BOWEN 16271 CR12 • Fort Lupton, Colorado 80621 720-341-4033 • ►nfloresbowen@hotmail.com SUMMARY OF QUALIFICATIONS School Counselor candidate with four years of family -based case management experience. Excellent ability to build rapport, encourage and support parent and students. Skilled at helping internationals and those with disabilities navigate the public schools systems. Fluent in Spanish. Relevant Experli ce • Child Counseling Discipline Issues Community Referrals Workshop Development EXPERIENCE WELD RE -8 SCHOOL DISTRICT — Fort Lupton, Colorado 2010 - Present Compass Case Manager • Openly dialogued with families to build the rapport needed to tackle longstanding problems • Run parent support groups and family character trait classes that build strength into families • Facilitated relational aggression groups for girls in the 5th and 6th grade to decrease bullying • Help families to connect with social supports that allow them to become more self- sufficient, and have assisted parent and their children overcome barriers in their relationships • Implemented Positive Behavior Support at the Fort Lupton Public Library TWOMBLY ELEMENTARY — Fort Lupton, Colorado Spring 2010 Counseling Intern • Worked closely with five kindergarteners in a special education class to increase handwriting skills • Helped in art students stay on task with assigned duties in order to finish projects • Observed 1st and 4th grades to better understand classrooms DORA MOORE K-8 — Denver, Colorado Fall 2009 Counseling Intern • Ran classroom groups for kindergarten students in order to help them build better social skills • Led classroom groups for the 4th grade working on social skills and some career planning • Worked with 8th grade students to help with social skills and high school planning; examined test scores to set goals and encourage improvement • Helped organize a new student counsel initiative with 0' and 5"' graders; organized a coat and food drive to provide for families in need during the holidays TAGAWA GREENHOUSES — Brighton, Colorado 1997 - 2010 Inventory / Quality Control Specialist • Analyzed plant germination to increase yield and decrease loss • Analyzed sales data from previous years, and designed space planning options to optimize yearly plant yield; increased seasonal inventory by 10% • Supervised 3 employees EDUCATION & AFFLIATIONS Master of Science in School Counseling — University of Phoenix (2010) Bachelor of Science in Horticulture and Landscape Design — Montana State University (1996) Student Member: National Association of School Counselors (2008 — 2010) Juan J. Lopez, MSW 4512 West 7th Street Greeley, CO 80634 (970) 534-5338 Cell jaideco a@.msn.com CAREER OBJECTIVE To obtain a Master's level position working with at risk youth. WORK EXPERIENCE Truancy Case Manager, Weld County School District 6, Greeley, Colorado - April 2002- June 2013 Supervised three attendance liaisons to address attendance issues Developed strong collaborative working relationships with area youth serving agencies Monitored attendance of students within the Weld County School District 6 Maintains accurate progress notes on student participants in the Truancy Reduction Program Conducted home, school and agency visits to assist students and families Advocated for mental health, legal and health related services for students and families Maintained a caseload of over 100 students and families Counseled students on the importance of academics and attendance Attended weekly truancy court hearings and worked closely with juvenile probation and diversion offices Appointed to several local youth boards, commissions and committees which addressed juvenile justice issues Administrator/Program Director, Boys Hope Girls Hope San Francisco, California - July 2000 to August 2001 — Maintained daily contact, face to face or by telephone with families and adolescent clients — Provided home -based individual, marital, and family therapy — Maintained a twenty-four hour and seven -day -per -week availability for families — Encouraged and reinforced the development of problem -solving skills — Counseled at -risk youth between the ages of thirteen and eighteen regarding issues surrounding drug and alcohol — Utilized present focused and action oriented intervention measures, targeting specific and well-defined problems - Provided academic guidancelcounseling to economically disadvantaged children Supervised and trained residential counselors and volunteers to work with at -risk youth - Recruited students 10-14 years of age to apply for academic scholarships through our agency Multi -Systemic Family Therapist, Synergy, Addiction Research and Treatment Services, Division of Substance Dependence, Dept. of Psychiatry, University of Colorado School of Medicine - December 1999 to July 2000 — Maintained daily contact, face to face or by telephone with families and adolescent clients - Provided home -based individual, marital, and family therapy -- Maintained a twenty-four hour and seven -day -per -week availability for families — Encouraged and reinforced the development of problem -solving skills — Counseled youth between the ages of thirteen and eighteen regarding issues surrounding drug and alcohol — Utilized present focused and action oriented intervention measures, targeting specific and well-defined problems - Responsible for daily, weekly and monthly updates and reports of child's treatment plans — Advocated for client's treatment plans in Drug Diversion court hearings — Responsible for transporting child to family therapy home sessions — Participated as a research assistant for the University of Colorado Multi -systemic Family Therapy Research Project EDUCATION M.S.W., New Mexico Highlands University School of Social Work - Las Vegas, New Mexico 1999, Social Work. Bachelor of Arts, The College of Santa Fe - Santa Fe, New Mexico 1997, Political Science. MILITARY SERVICE L/CPL, United States Marine Corps Reserves, 4th Marine Air Wing, Denver, CO 1981-1986. Communications Center Operator, Honorable Discharge. PRESENTATIONS "World Fathering- Fathering Groups in Norway, Northern Alabama with African American Youth, and Hispanic Fathers in Northern New Mexico and the Southwest." Association for the Advancement of Social Work with Groups, Inc. Symposium XXI -- Mining the Gold in Social Work with Groups. Westin Hotel at the Tabor Center, Denver, Colorado -- October 1999. AFFILIATIONS Weld County Department of Social Services Youth and Family Commission — Board Member City of Greeley Police Latino Advisory Board — Board Member City of Greeley Human Relations Commission — Board Member Weld County Teen Pregnancy Prevention Coalition — Chair Grandparents Raising Grandchildren — Board Member Latina Women of Weld County — Member Weld County School District 6 New School Naming Committee — Committee Member Northern Colorado Latino Chamber of Commerce — Former Community Board Member Weld County Community Corrections Board — Former Community Board Member Association for the Advancement of Social Wort: with Groups — Former Member Weld County Hispanic Teen Suicide Prevention Coalition SKILLS Microsoft Word Microsoft Power Point Word Perfect Conversant in Spanish REFERENCES Available upon request EXHIBIT C SCOPE OF SERVICES Human Services has the opportunity to continue developing a Compass: Weld County Family Support Team program, hereinafter referred to as "Compass", through a collaborative partnership in the interest of positive youth development and the strengthening of families eligible under Child Welfare programs. 1. General Description of Services A. Contractor and Human Services collaboratively will develop and refine Compass quality services and evidence -based practices and outcomes in the areas of: 1) A community -wide intensive case management system to meet the needs of families at risk. 2) Specific family services plans that incorporate access to existing community services and the development of new service alternatives to address: drug and alcohol issues including utilization of Detox, youth services, education groups, support groups, Alcoholics Anonymous, assessment and testing; and mental health issues including assessment, individual treatment, medication evaluations, psychological evaluations; and mediation/mentoring issues including family group conferencing, mediation, teen parenting classes; and educational and employment issues including interfacing with schools and facilitating extracurricular recreational activities; and community issues including collaboration between various agencies and coordination of mentoring, counseling and other activities especially for south Weld County; and juvenile delinquency issues including assessment, case management, supervision, restorative justice, and other related activities. 3) Comprehensive case management services, as outlined in the Compass Operational Manual; including interviewing, making appropriate home visits, accepting the assignment of specific cases for purposes of connecting services outlined in the family services plan for families and youth, reporting the outcomes of such treatment plans, and identifying gaps, duplication, outcomes, and system modification needs. Updates to the Compass Operational Manual will be sent out within 30 days of the respective update. 4) Psychosocial educational groups that provide prevention messages around subjects such as substances abuse, suicide, domestic violence, unhealthy lifestyles, child maltreatment, and/or anger management. 15 5) Circle of Parent weekly support group for Compass clients to find and receive support. The Compass Circle of Parent group would adhere to the guidelines set forth in the Prevention Services Unit Circle of Parent group manual. B. Contractor would be unable to provide full participation to this project without program development funds to be made available under this Agreement. Resources from this Agreement will allow Contractor to provide various levels of expertise from its organization to meet the planning and implementation needs for this project. C. The aforementioned Compass Operational Manual will be provided to the Contractor by the Human Services Prevention Services Unit Manager at the onset of this Agreement. 2. Scope of Services At a minimum, Compass, through its collaboration between Contractor and Human Services, will document if: A. The project successfully reduced the number of open cases in the child welfare system or adjudicated youth in the juvenile justice system. B. The project successfully reduced high cost services, such as out -of -home placement, detention, or DYC Commitment. C. The project successfully focused resources within Human Services and Contractor to continue the Compass project. D. The project successfully developed a better system design to meet the needs of the youth and families in regards and, at a minimum, to: 1) Keep families together through a better utilization of existing community resources to avoid the opening of a case in the child welfare and juvenile justice systems. 2) Increase families' protective factors. 3) Improve the ability of families to access and maintain services as documented by outcomes of treatment plans. 3. Youth and Families to be Served Contractor agrees to serve an average caseload of up to fifteen (15) families monthly, unduplicated, per FTE, through case management services unless Contractor does not provide a full year of services or provides a partial FTE. Contractor also agrees to facilitate one (1) to two (2) groups either monthly or per curriculum, per FTE. The number of eligible youth and families will be prorated based on the time period that Contractor provided Compass services and/or the corresponding FTE. 4. Eligibility for Funding Human Services shall be responsible for identifying and referring families who are eligible for the project. The eligible families include: 16 A. Families who are not involved with child welfare or the juvenile justice system, with children/youth currently enrolled in school if 18; or B. Families, with children/youth ages 6-19, who require intervention that focuses on the family unit, as well as the needs and aspirations of the family. C. Families who meet the eligibility requirements of Program Area Three (PA3), Program for Children and Families at Risk of Involvement with Child Welfare, under Volume 7.200 (12 CCR 2509-3). D. Families who meet the rules and requirements governing the specific funding stream utilized. 5. Role of Human Services and Lease of Office Spaces A. Human Services will administer, organize the planning and implementation of the programs to be offered, provide written policies as approved by the Board of County Commissioners, and document the outcomes of the project. B. Human Services will assign its Manager(s) to assist in the development and implementation of the assessment team and assignment of cases for Contractor. C. Human Services will be responsible for the identification and referral of youth and families and assignment of cases to Contractor. D. Human Services will meet as needed with assigned contracted staff, Human Services will manage weekly team meetings to be held at Human Services. Human Services will manage at least monthly meetings to be held between the assigned Contractor managerial/supervisory staff person with Human Services Manager(s) to promote quality communication and resolve implementation issues. Human Services will administer and provide funding for direct services to Compass clients, as authorized by Human Services, and which are not duplicative of existing community resources, identified as a result of the Compass recommended treatment plan options. F. Human Services, as the Lessor, will provide "Office Space", located in the Weld County Department of Human Services Building at 315 North 11th Avenue, Greeley, Colorado, hereinafter referred to as "the Premises," as follows: 1) Human Services, as the Lessor, will provide one shared work space to Contractor, as Lessee, which will be located at the Southwest Premises and will provide one work space to be located at the Premises. 2) In consideration of leasing of the aforesaid, the parties covenant and agree as follows: a. Human Services will charge no rent to Contractor for use of the Office Space; b. Contractor agrees to use ordinary care when using the Office Space; c. Contractor may not sublet any part of the Office Space; 17 d. Contractor may not use the Office Space for any purpose other than conducting the business and duties under this Agreement; e. Contractor shall keep the Office Space clean and in sanitary condition; Contractor shall allow Human Services any reasonable hour of the day to enter into or upon the Office Space. g Contractor shall be responsible for loss or damage of equipment. Any time a Laptop Computer that is assigned to a Contractor staff member, who is acting in his or her capacity as a Compass worker, is lost or damaged, the situation will be assessed on a case -by -case basis with regard to whether the Compass worker will be issued another Laptop Computer and/or whether Contractor will be required to reimburse the County for the lost or damaged equipment. h. Human Services shall pay all utilities and trash removal expenses. 3) Furthermore, the parties hereto agree as follows: a. That no assent, express or implied, to any breach of any one or more of the covenants or agreements hereof shall be deemed or taken to be a waiver or any succeeding or other breach; b. That, to the extent permitted by law, Contractor agrees to indemnify, save, and hold harmless Human Services from any and all loss, injury, or damage whatsoever, to all office equipment, furniture, equipment, office supplies and other personal property owned by Contractor or its employees as the result of fire, flood, inclement weather, or other casualty, other than by negligence of Human Services; c. That Human Services shall own and maintain the filing cabinets and computer systems including computers, modems, printers, and associated computer equipment, used in the Office Space, unless provided by Contractor; d. That Contractor's employees shall escort all Compass clients to and from the Office Space and reception area; e. Human Services shall pay for the use of the telephones and all miscellaneous office supplies used by Contractor, including photocopying for purposes of Compass functions only. 4) Human Services will provide training to the Contractor Compass Employee regarding the operations manual, the database, case documentation, treatment planning, community resources, team building and intervention skills. 6. Role of Contractor A. Contractor agrees to participate in the four functions of the project as follows: 18 1) As a policy and program developer and planning partner for the project by attending meetings or utilizing other forms of communication at least monthly with assigned Human Services Manager(s). 2) The supervisor for the assigned or selected FTE will attend and participate in the mandatory quarterly program collaboration meeting. 2) As a member of Compass to enter into a Memorandum of Understanding with Human Services outlining how its employees will meet the expectations of the Compass Operational Guidelines, as revised, and to develop appropriate treatment plans for youth and families through FTE commitment by Contractor. Contractor agrees to comply with the Compass Operational Guidelines, as revised, and Compass participation standards through a Memorandum of Understanding with Contractor through its assigned supervisor/manager and employee(s). 3) As a case manager to provide intervention, connection skills for program services and post -participation services, as appropriate and recommended by Compass. Contractor assigned employees will assist clients in finding counseling, basic needs and other related family support information and services. This may include information on linkages, primarily in South Weld County, to other organizations providing community resources and family support. 4) As a community resource for appropriate services, including Medicaid services, to meet the requirements of treatment plans. B. Contractor agrees to serve an average caseload of up to fifteen (15) families monthly, unduplicated, per FTE, through case management services unless Contractor does not provide a full year of services or provides a partial FTE. Contractor also agrees to facilitate one (1) to two (2) groups either monthly or per curriculum, per FTE. The number of eligible youth and families will be prorated based on the time period that Contractor provided Compass services and/or the corresponding FTE. C. Contractor agrees to assign staff to be housed at the Department who will be familiar with and review with the Compass worker the Compass Operational Procedures. Contractor will also provide the Compass worker with the updates of changes to the Procedures as provided by Human Services. Contractor agrees to ask the Human Services manager for clarification regarding any policy or procedure that is ambiguous. D. Contractor agrees to provide one work space, which will be located on the Contractor's premises, for use by the assigned FTE, or partial FTE. E. Contractor agrees that the assigned or selected FTE will complete the Strengthening Families'' Protective Factors Framework training online through the National Alliance of Children's Trust and Prevention Funds, as required by the Colorado Community Response, upon award of contract. 19 8. Weld County Families, Youth, and Children Commission: Human Services and Contractor agree to assign oversight responsibilities to the Weld County Families, Youth, and Children's (FYC) Commission to evaluate the implementation of the Compass program. At a minimum, the FYC Commission will document and review, at least at the end of each program year the outcomes identified in Exhibit C, Item 2, Scope of Services. 20 EXHIBIT D PAYMENT SCHEDULE 1. Funding and Method of Payment The Department agrees to reimburse the Contractor in consideration of the work and services performed under this Agreement at the rate specified in Paragraph 2, below. The total amount to be paid to the Contractor during the term of this Agreement shall be reported by the Department after June 30, 2015. Expenses incurred by the Contractor prior to the term of this agreement are not eligible Department expenditures and shall not be reimbursed by the Department. Payment pursuant to this Agreement, whether in whole or in part, is subject to and contingent upon the continuing availability of said funds for the purposes hereof. In the event that said funds, or any part thereof, become unavailable as determined by the Department, the Department may immediately terminate the Agreement or amend it accordingly. 2. Match Requirement Contractor shall provide a 20% match in the form of in -kind and/or cash match. The match requirement is 20% of the award amount. Contractor shall provide the Department with acceptable written evidence of compliance with this requirement prior to any work being completed under the Agreement. 3. Fees for Services Human Services agrees to pay Contractor a maximum of $48,105.48 per FTE for two (2) 40 -hour FTE, or pro -rated for partial FTE. This reimbursement to Contractor will be made in twelve (12) monthly installments of $4,008.79, if Contractor substantially meets the requirements of full participation on a monthly basis, as follows: A. The assigned Contractor supervisor/manager or designee will have contact at least once per month with Human Services Manager(s) responsible for the Compass program to actively participate in the planning and implementation of Compass. B. The supervisor for the assigned or selected FTE will attend and participate in the mandatory quarterly program collaboration meeting. C. Contractor assigned employees who comprise the FTE, and are participating in the required activities of Compass as demonstrated by time sheets. D. Contractor assigned employees are providing quality data entry into the Compass data system to document progress in serving an average caseload of up to fifteen (15) families, unduplicated, per FTE through contacts, follow-up and case management services, on a monthly basis. Contractor facilitated one (1) to two (2) groups per month, or as determined by curriculum, and as verified by Human Services. 21 4. Submittal of Vouchers Contractor agrees to bill Human Services monthly. Billing shall be on or about the fifteenth (15) day of the month following the month in which the expense was incurred, and payments from Human Services will be made within thirty (30) days following receipt of the invoice. 22 SCHOOL ENTITY LIABILITY COVERAGE DECLARATIONS Policy Number: 6208-13-00019 Colorado School Districts Self Insurance Pool Member/Named Insured: FT LUPTON SCHOOL DISTRICT RE -8 COVERAGES Liability Coverage Medical Payments AHERA Coverage Pollution Coverage :I LIMITS OF COVERAGE Liability Coverage - Each Occurrence or Wrongful Act Limit Annual Aggregate Limit Medical Payments - Any One Person Each Accident $2,000,000 $5,000,000 $1,000 $10,000 AHERA Coverage - Each Occurrence and Annual Aggregate Limit $25,000 LIABILITY DEDUCTIBLE Liability Coverage Only Each Occurrence $0 SEXUAL MOLESTATION LIMIT OF DEFENSE - LIMIT PER OCCURRENCE OR WRONGFUL ACT Defense or Expense $2,500,000 SEL-1 7/1/13 COLORADO SCHOOL DISTRICTS SELF INSURANCE POOL COLORADO SCHOOL DISTRICTS SELF INSURANCE POOL CERTIFICATE OF COVERAGE 05/28/2011 MEMBER: ATTN: ADDRESS: CITY, STATE ZIP: POLICY NUMBER: POLICY PERIOD: THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND ALTER THE COVERAGE AFFORDED BY THE POLICY BELOW. THIS CERTIFICATE OF INSURANCE DOES CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER, AUTHORIZED REPRESENTATIVE AND CERTIFICATE HOLDER. FT LUPTON SCHOOL DISTRICT RE -8 Brenda Johnson 301 REYNOLDS STREET FT LUPTON, CO 80621 6208-13-00019 07/01/2013 to 07/01/2014 Colorado School Districts Self Insurance Pool, 6857 South Spruce St. Centennial, Colorado 80112 (303) 722-26O0 (303) 722-7888 Fax THE OR NOT THE THIS 1S TO CERTIFY THAT THE POLICY OF COVERAGE LISTED BELOW HAS BEEN ISSUED TO THE MEMBER ABOVE FOR Tlir; POU(Y PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHIG! THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE COVERAGE AFFORDED BY THE POLICIES DESCRIBED HEREIN I5 SUBJECT TO At.L THE. TERMS, EXCLUSIONS, DEFINITIONS AND CONDITIONS OF SAID POLICY. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID GAINS. TYPE OF COVERAGE LIMITS/DEDUCTIBLES SCHOOL ENTITY LIABILITY Occurrence Form EACH OCCURRENCE OR WRONGFUL ACT ANNUAL AGGREGATE LIMIT MEDICAL EXPENSE (PER PERSON/PER ACCIDENT) $2,000,000 55,000,000 $1,000/$10,000 SCHOOL AUTO Any Auto, Hired and Non -Owned Medical Payments LIMIT PER ACCIDENT LIMIT PER ACCIDENT/PER PERSON $1,000,000 $5,000 PROPERTY Special Form BUILDING/BUSINESS PERSONAL PROPERTY LIMIT DEDUCTIBLE PROPERTY DAMAGE TO PREMISES RENTED TO YOU $69,870,661 $1,000 $500,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/SPECIAL ITEMS Certificate Holder has been included as an Additional Insured on the Member's School Entity Liability Coverage for "bodily injury", "personal injury" or "property damage" caused by the Member's negligence if required by written contract or agreement subject to the policy terms and conditions with respect to District employing staff for the Compass Program. CERTIFICATE HOLDER: Attn: C/O Brenda Johnson, Ft. Lupton School District Email: bjohnson©ftlupton.k.S2.Co.U5 Weld County Department of Human Services CANCELLATION: SHOULD THE ABOVE DESCRIBED POLICY BE CANCELLED BEFORE THE EXPIRATION DATE, WE WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE "TO -HE CERTIFICATE HOLDER NAMED TO THE IFET, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON TIC COMPANY, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE D Hello