HomeMy WebLinkAbout20161328.tiff RESOLUTION
RE: APPROVE CONTRACT AMENDMENT#1 FOR COLORADO COMMUNITY RESPONSE
GRANT 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 Contract Amendment #1 for the
Community Response Grant between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Department of Human Services,
and the Colorado Department of Human Services, Office of Early Childhood, commencing upon
full execution of signatures, and ending June 30, 2017, with further terms and conditions being
as stated in said contract amendment, and
WHEREAS, after review, the Board deems it advisable to approve said contract
amendment, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Contract Amendment#1 for the Community Response Grant between
the County of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Department of Human Services, and the Colorado Department of
Human Services, Office of Early Childhood, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said contract amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 18th day of April, A.D., 2016.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: �„gte4f ., pi ��00
Mike Freeman, Chair
Weld County Clerk to the Board
Sean P. Co way, Pro-Tem
BY:
De ty Clerk to the Board
EL le A. % ad
APP AST ORM:
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,Count ttorney r� ti`7•/' - • -
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Date of signature: )//I/ I ��r..
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2016-1328
HR0087
CONTRACT AMENDMENT
Amendment#1 Original Contract CMS(CLIN)# Amendment CMS#
14 IHA 65516 17 IHIA 89307
1) PARTIES
This Amendment to the above-referenced Original Contract(hereinafter called the Contract)is entered into by
and between Weld County Department of Human Services(hereinafter called"Contractor"),and the STATE
OF COLORADO(hereinafter called the"State")acting by and through the Colorado Department of Human
Services,Office of Early Childhood,(hereinafter called the"OEC").
2) EFFECTIVE DATE AND ENFORCEABILITY
This Amendment shall not be effective or enforceable until it is approved and signed by the Colorado State
Controller or designee(hereinafter called the"Effective Date").The State shall not be liable to pay or reimburse
Contractor for any performance hereunder including,but not limited to,costs or expenses incurred,or be bound
by any provision hereof prior to the Effective Date.
3) FACTUAL RECITALS
The Parties entered into the Contract for/to provide comprehensive voluntary services for families'capacities in
accordance and compliance with the Colorado Community Response program.This amendment will extend the
contract term to June 30,2017 and increase funds for services by$150,000 in FY17.
4) CONSIDERATION-COLORADO SPECIAL PROVISIONS
The Parties acknowledge that the mutual promises and covenants contained herein and other good and valuable
consideration are sufficient and adequate to support this Amendment.The Parties agree to replacing the
Colorado Special Provisions with the most recent version(if such have been updated since the Contract and any
modification thereto were effective)as part consideration for this Amendment.If applicable,such Special
Provisions are attached hereto and incorporated by reference herein as Exhibit N/A.
5) LIMITS OF EFFECT
This Amendment is incorporated by reference into the Contract,and the Contract and all prior amendments
thereto,if any,remain in full force and effect except as specifically modified herein.
6) MODIFICATIONS.
The Contract and all prior amendments(Original Contract CMS 14 IHA 65516;Option Letter#1 CMS 15 IHA
69735;Option Letter#2 CMS 15 IHIA 77974;Option Letter#3 CMS 16 IHIA 79963)thereto,if any,are
modified as follows:
a. Original Contract,Page 1
The"Contract Price Not to Exceed"of$355,846.13 is increased by$150,000 to a new"Contract Price
Not to Exceed"Amount of$505,846.13.
The Contract Price Not to Exceed section on Page 1 of the Contract is modified accordingly.
The"Maximum Amount Available Per Fiscal Year"on page 1 of the Original Contract is hereby changed
to read as follow: FY14: $50,599.13; FY15: $155,247; FY16: $150,000; FY17: $150,000
b. Exhibit A—Amendment#1,which is attached and incorporated into this Amendment,is added to
Exhibit A.
Added performance measures&Option Letter Provision
c. Exhibit B—Amendment#1,which is attached and incorporated into this Amendment,is added to
Exhibit B.
7) START DATE
This Amendment shall take effect on the later of its Effective Date or July 1,2016.
8) ORDER OF PRECEDENCE
Except for the Special Provisions, in the event of any conflict,inconsistency,variance,or contradiction between
the provisions of this Amendment and any of the provisions of the Contract,the provisions of this Amendment
shall in all respects supersede,govern,and control.The most recent version of the Special Provisions
incorporated into the Contract or any amendment shall always control other provisions in the Contract or any
amendments.
9) AVAILABLE FUNDS
Financial obligations of the state payable after the current fiscal year are contingent upon funds for that purpose
being appropriated,budgeted,or otherwise made available.
2016-1328
Page 1 of 2
CMS # 17 IHIA 89307
THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT
* Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's
behalf and acknowledge that the State is relying on their representations to that effect.
CONTRACTOR STATE OF COLORADO
Weld County Department of Human Services John W. Hickentooper,Governor
Colorado Department of Human Services
Mike Freeman Reggie Bicha, Executive Director
Chair,Board of County Commissioners
*Signature By: Mary An a Sn der, Director,Office of Early Childhood
APR 1 8 2016
Date: Date: 0570O
ALL CONTRACTS REQUIRE APPROVAL BY THE STATE CONTROLLER
CRS§24-30-202 requires the State Controller to approve all State contracts.This Amendment is not valid
until signed and dated below by the State Controller or delegate.Contractor is not authorized to begin
performance until such time. If Contractor begins performing prior thereto,the State of Colorado is not
obligated to pay Contractor for such performance or for any goods and/or services provided hereunder.
STATE CONTROLLER
Robert Jaros,CPA,MBA,JD
By:
Clint WoodruftWalri Gi fmple
Date:
Page 2 of 2
Weld County Department of Human Services Exhibit A-Amendment#1
The Statement of Work(SOW)is a document which describes the scope of work required to complete a specific project. It is a formal
document and must be agreed upon by all parties involved and ultimately becomes a part of the executed agreement(Contract,PO,etc.).
In order to be effective,the SOW must contain an appropriate level of detail so all parties clearly understand what work is required,the
duration of the work involved,what the deliverables are,and what is acceptable.
INTRODUCTION/BACKGROUND
SCOPE OF WORK
Weld County Department of Human Services in partnership with North Range Behavioral Health,shall provide comprehensive
voluntary services for families reported to child protective services but screened out and/or closed after initial assessment;shall
increase enrolled families' protective capacities by promoting individual, family, and community strengths; and shall address
the link between poverty and child maltreatment by connecting enrolled families to vital economic and other support services.
By partnering with families in the early stages of child maltreatment risk, a broader and richer child abuse prevention service
continuum will be established for Colorado. Weld County Department of Human Services shall provide intensive coordination
of community based supports (case management, financial decision making, social capital opportunities, and flex funding)
based on family identified goals primarily provided in families' own homes, or other locations convenient for the individual
family.
PERIOD OF PERFORMANCE
July 1,2016 through June 30,2017
Page 1 of 4
Weld County Department of Human Services Exhibit A-Amendment#1
WORK PLAN
Work Plan
OUTCOMES,BENCHMARKS.AND MILESTONES
Provide comprehensive voluntary services for a minimum of 50 families with screened out child welfare
Outcome statement: referrals and/or referral closed after initial assessment during the 2016-2017 grant,year.
Key Activity A:Shall provide comprehensive voluntary services for a MINIMUM 50 families with a screened out child welfare referral and/or referral
closed after initial assessment(luring the 2016-2017 fiscal grant year.
Tasks Time Period Deliverable Measurement Person(s)Responsible r'Budget('ate„ory
1.1 Referrals provided July 1,2016 to Referrals delivered within 48 Referrals will be made in Child welfare Personal Services.
to program via secure June 30,2017 hours after the decision has been SACWIS(Trails)and sent to supervisors,Prevention Salaried Employees
method. made to screen-out or close an encrypted e-mail. program supervisor,
assessment. county worker
1.2 Referred families July 1,2016 to CCR supervisor will assign All referred families' Prevention program Personal Services.
reviewed by CCR June 30,2017 referred families to CCR worker information will be entered supervisor Salaried Employees
supervisor and assigned within 48 hours of receiving and assigned in CDHS
to CCR staff referral. approved database within 48
hours of receiving referral.
1.3 Families will July 1,2016 to A minimum of 50 unduplicated 80%of families who enroll in CCR Case Manager Personal Services,
voluntarily enroll in the June 30,2017 families will enroll in CCR CCR services will complete Salaried Employees
CCR program, services. pre and post CCR Travel Supplies
demonstrated by instrumentation tools. and Operating
completing CCR Expenses
instrumentation tools.
1.4 Families will July 1,2016 to In partnership with families, 80%of families who CCR Case Manager Personal Services.
voluntarily engage in June 30,2017 CCR workers will complete the complete the family goal Family Engagement Salaried Employees
prevention service areas family goal setting worksheet. setting worksheet will Facilitator +Travel+Supplies
identified by the family identify and work towards and Operating
during the goal setting attainment of a minimum of 1 Expenses
phase of program. family goal.
1.5 Participate in July 1,2016 to All required data is entered into Required data will be entered CCR Case Manager Personal Services,
reporting CDHS June 30,2017 CDHS approved database. into CDHS approved Salaried Employees
designated outcomes database within 48 hours of
and measures,and completing task(i.e.outreach
comply with CDHS data attempts,case management
collection methodology notes,instrumentation tool).
system.
Page 2 of 4
Weld County Department of Human Services Exhibit A-Amendment#1
Key Activity B:Shall increase enrolled families'protective capacities by promoting individual,family,and community strengths during the 2016-2017
fiscal grant year.
"Tasks Time Period Deliverable Measurement Person(s)Responsible Budget Category
2.1 Families'existing July 1,2016 to A minimum of 50 unduplicated 80%of families who enroll in CCR Case Manager Personal Services,
strengths will be June 30,2017 families will enroll in CCR CCR services will complete Family Engagement Salaried Employees
identified and services. pre and post CCR Facilitator Travel Supplies
acknowledged. instrumentation tools. and Operating
Expenses
2.2 Strengthening July 1,2016 to All CCR staff will complete the CCR staff will receive a CCR Case Manager Personal Services.
Families Protective June 30,2017 online Strengthening Families Strengthening Families Family Engagement Salaried Employees
Factors are integrated training within 30 days of being Protective Factors certificate Facilitator +Supplies and
throughout all CCR hired as a CCR staff of completion that will be Operating
services offered. maintained in employee Expenses
personnel file.
Key Activity C:Shall address the link between poverty and child maltreatment by connecting enrolled families to vital economic and other support
services during the 2016-2017 fiscal grant year.
Tasks "Time Period Deliverable Measurement Person(s)Responsible Budget Category
3.1 CCR worker will July 1,2016 to In partnership with families, 100%of families enrolled in CCR Case Manager Personal Services.
assess families' June 30,2017 CCR workers will complete the CCR services will complete Family Engagement Salaried Employees
eligibility for public income and benefits inventory the income and benefits Facilitator +Travel+Supplies
benefits and help worksheet. inventory worksheet. and Operating
families apply for these Ixpenses
benefits.
3.2 Connect enrolled July 1,2016 to CCR workers will complete the 100%of families receiving CCR Case Manager Personal Services,
families to one-time June 30,2017 flex funding form for any family flex funding will have flex Prevention Programs Salaried Employees
flexible funds to address receiving funds. funding form completed. Supervisor +Travel Supplies
concrete economic need Child Welfare and Operating
that has child well-being Administrator Expenses
and/or family stability
implications.
3.3 Provide financial July 1,2016 to In partnership with families, 100%of families enrolled in CCR Case Manager Personal Services,
literacy to families June 30,2017 CCR workers will complete a CCR services will complete a Salaried Employees
enrolled in CCR cash flow/financial planning financial planning worksheet. +'Travel+Supplies
services. worksheet. and Operating
Expenses
Key Activity D:Performance Monitoring and Reporting
Tasks Time Period Deliverable Measurement Person(s)Responsible Budget Category
4.1 Invoices Monthly Invoices submitted on a monthly Monthly invoices will be Business office staff Personal Services
basis to county fiscal agent and submitted to county fiscal &Salary
CCR project manager. agent by the 3'5 of each Employees
month and a copy e-mail to
CCR project manager.
Page 3 of 4
Weld County Department of Human Services Exhibit A-Amendment#1
4.2 Submit mid-year Q2&Q4 Reports will be submitted in a Reports will be submitted to Prevention Programs Personal Services
and year-end timely fashion and include all CDHS twice per year on a Supervisor &Salary
programmatic progress requested information. state fiscal calendar year.The Employees
reports to CDHS. first report is due on the last
business day of January each
year.The final report is due
on the last business day of
July each year.
SCHEDULE/MILESTONES
Weld County will provide voluntary services to 50 families by June 30,2017.
Option and Renewal
• Option Letter Provision—The State may increase or decrease the quantity of goods/services described in Exhibit A—
Amendment#1,based upon the rates established in the Contract. If the State exercises the option,it will provide written
notice to Contractor at least 30 days prior to the end of the current contract term in a form substantially equivalent to Exhibit
D. Delivery/performance of the goods/services shall continue at the same rates and terms. If exercised,the provisions of the
Option Letter shall become part of and be incorporated into the original contract.
ACCEPTANCE CRITERIA
The acceptance of all deliverables will reside with the Office of Early Childhood(Colorado Community Response). The designated
program manager will monitor all deliverables in order to ensure the completeness of each stage of the project and that the scope of
work has been met. The OEC program manager will either sign off on the approval,or reply to the vendor,in writing,advising what
tasks must still be accomplished.
Page 4 of 4
Exhibit B-Amendment#1
Colorado Department of Human Services
8H5 COLORADO Office of Early Childhood
Office at Early Childhood BUDGET WITH JUSTIFICATION FORM
Program Contact Name,Title, Kathi Brown,Prevention Supervisor,
Contractor Name Weld County Department of Human Services brownxkm@weldgov.com,970-352-
Phone and Email 1551 x 6545
Fiscal Contact Name,Title, Lennie Bottorff,Fiscal Manager,
Budget Period July 1,2016-June 30,2017 bottorll@weldgov.com 970-352-1551
Phone and Email x 6537
Project Name Colorado Community Response
Expenditure Categories
Personnel Services
Salaried Employees FY 2017
Percent of Total Amount
Position Title/Employee Gross or Annual Time on Requested from
Name Description of Work Salary Fringe Project OEC
Provide CCR case management services for families referred for
Community Case Manager services. $ 50,400.00 $18,600.00 100% $69,000
Family Engagement
Facilitator Provide meeting faciliation to all families within the grant $ 49,200.00 $ 9,600.00 45% $26,460
Prevention Programs
Supervisor Provide supervision and direction of CCR program $ 76,356.00 $36,670.00 25% $28,257
Total Personnel Services(including fringe benefits) $123,717
Contractors/Consultants(payments to third parties or entities) FY 2017
Total Amount
Requested from
Name Description of Item OEC
North Range Behavioral
Health Early Mental Health Consultation $9,000
North Range Behavioral
Health Reflective Supervision $1,800
Total Contractors/Consultants $10,800'
Travel FY 2017
Total Amount
Requested from
Item Description of Item OEC
Mileage Mileage for training,home visits,meetings with an average of$200.00 per month $2,400
Total Travel $2,400
Supplies&Operating Expenses FY 2017
Total Amount
Requested from
Item Description of Item OEC
Flex Funding A minimum of$10,000 required to support CCR families $10,000
Financial Ed training National Financial Educators Council training costs $297
Incentives Families are given incentives after completion of steps within the program $1,500
Printing Brochures,Program Participation Manual,worksheets $1,286
Total Supplies&Operating Expenses $13,083'
MODIFIED TOTAL DIRECT COSTS(MTDC) $150,000
Indirect Costs
[not to exceed 10%unless Negotiated Federal Indirect Cost rate or Negotiated State Indirect Cost rate is attached] FY 2017
Total Amount
Requested from
Item Description of Item OEC
N/A No Costs in this Category will be reimbursed by CDHS. $0
Total Indirect $o`
r TM.
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