HomeMy WebLinkAbout20151912.tiff RESOLUTION
RE: APPROVE MEMORANDUM OF UNDERSTANDING FOR THE TITLE IV-E
DEMONSTRATION PROJECT FUNDING AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Memorandum of Understanding
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, Division of Child Welfare Services, commencing upon
full execution of signatures, and ending June 30, 2016, with further terms and conditions being as
stated in said memorandum of understanding, and
WHEREAS, after review, the Board deems it advisable to approve said Memorandum of
Understanding, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Memorandum of Understanding for the Title IV-E Demonstration
Project Funding 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 Division of Human Services, Division of Child Welfare Services be, and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said memorandum of understanding.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 1st day of July, A.D., 2015.
BOARD OF COUNTY COMMISSIONERS
4arkmeair /
D COUNTY, CO ORADO
ATTEST: dariteki alt xie4-4
Weld County Clerk to the Board 111• n
Mike Freeman, Pro-Tem
BY:
uty Clerk to the :oard �, I L��c
n P. Conway
APP AS T
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nt torney �� A �
/ Steve Moreno
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Date of signature:
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(A3/Oa 2015-1912
HR0086
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MEMORANDUM
DATE: June 15, 2015
TO: Board of County Commissioners—Pass-Around
FR: Judy A.Griego, Director, Human Services
G.O J'N T
RE: Weld County Department of Human Services' Memorandum
of Understanding(MOU)for the Title IV-E Demonstration
Project Funding
Please review and indicate if you would like a work session prior to placing this item on the
Board's agenda.
Request Board Approval for the Departments' Memorandum of Understanding(MOU)
for the Title IV-E Demonstration Project Funding. Weld County is being awarded Title IV-E
Waiver Demonstration Project funding by the Colorado Department of Human Services,Office
of Children, Youth,and Families. It was determined Weld will receive$925,400.00 and that the
funding shall be used to fund the following interventions: Family Engagement, Permanency
Roundtables, Kinship Supports and Trauma-Informed Screening,Assessment,and Treatment.
The term of this MOU will be from July I, 2015 to and including June 30,2016.
I do not recommend a Work Session. I recommend approval of this MOU.
Approve Request
BOCC Agenda Work Session
Sean Conway
Steve Moreno
Barbara Kirkmeycr
Mike Freeman
Julie Cozad
Pass-Around Memorandum; June 15, 2015 Page 1
O,?O/5=1
CDHS COLORADO
CQ Office of Children,
Youth&Families
Ann M. Rosales, MSW, Director
Ms. Judy Griego
Weld County OHS
PO Box A
315 N 11th Avenue
Greeley. CO 80631
May 15, 2015
Dear Director Griegc'
We are pleased to inform you that Weld County DHS is being awarded Title IV E Waiver Demonstration Project
funding by the Colorado Department of Human Services. Office of Children, Youth. and Families,
Each application was reviewed and follow up contact made with ea.h applicant as needed for clarification. The
review process included:
• review by two separate staff to assure county plan was evaluated against criteria established by a
state/county workgroup,
• removal of federally disallowed expenditures,
• removal of costs not directly related to service,
• removal of optional or other components not defined as core components of the models,
• focus on fidelity, and
• focus on average cost per child
Following a thorough review of your application, it was determined your county will receive $925.400.00. This
funding shalt be used to fund the following interventions:
Family Engagement 1 $563,950.00
I Permanency Roundtables <
kinship Supports 5346 450 00
Trauma r,f) mr d Screening
Assessme,,t, and Treat norot S15 000 00
TOTAL a 4,:j,
The Memorandum of Understanding,will be sent separately for signature. Please direct any questions you have
about your award amount to Tyler Allen, Title IV E Waiver Administrator. at tyler.atten®state.co.us or at (303)
866-2154.
We are appreciative of your ongoing participation in the Project and look forward to continued collaboration
Please contact us with any questions.
Sincerely,
(,(!:/t)'.1,/ti
Ann Rosales
Director, Division of Child Welfare
dalaa:- lb /«0
MEMORANDUM OF UNDERSTANDING
The State of Colorado Department of Human Services
And
The Board of County Commissioners or other elected governing body of VV&i Ct.
County(ies),Colorado
This Memorandum of Understanding (or "MOU") is made this I day of
L1[ 9 , between the State of Colorado Department of Human Services (the
"CDHS") and the Board of County Commissioners or other elected governing body of
Wad County(ies),Colorado(the"County").
CDHS is the sole state agency with the responsibility to administer or supervise the
administration of the human services programs listed in CRS 26-1-201.
The Colorado General Assembly enacted SB 13-231 in response to the CDHS being granted
waiver authority by the United States Department of Health and Human Services, Administration
for Children and Families, under Section 1130 of the Social Security Act, which authorizes states
to conduct demonstration projects which are determined to promote the objectives of parts B or
E of Title IV of the Social Security Act. A copy of the waiver terms and conditions are attached
to this MOU as Exhibit A.
CRS 26-5-105.4 requires CDHS and the County to enter into a Memorandum of Understanding
that explains the County's duties and responsibilities in implementing the Title IV-E Waiver
Demonstration Projects.
CDHS and the County understand and agree that the services outlined in this MOU are subject to
available appropriations by the General Assembly, and neither party will be obligated to provide
services or assistance if adequate appropriations have not been made.
p?Q,t5=/*a (t)
The following terms are agreed to by CDHS and the County:
1. MOU MEETS PERFORMANCE AGREEMENT REQUIREMENT
The parties agree that the provisions of this MOU constitute compliance with CRS 26-5-105.4.
2. TERM
The term of this MOU will be from July 1,2015 to and including June 30,2016.
3. DEFINITIONS
The parties agree to provide the following minimum services to the identified populations as
denoted below(check all that apply):
Family Engagement — Meetings will be provided to families with a newly opened
yi
child welfare case during the demonstration period:
• Within 7 business days of case opening;
o (in FAR cases, within 7 business days after the 60th day (69 days by
including weekends);
• Within 7 business days of initial placement;
• Every 90 days when in out-of-home care(DHS/DSS custody);
• Every 6 months in in-home(case open).
❑ Permanency Roundtables—Meeting will be held quarterly for:
C All open cases involving a child/youth with a goal of Other Planned Permanent
Living Arrangement;and/or
—1 All open cases involving a child/youth who has been in out of home care for 12+
months;and/or
Other:-
J( Kinship Supports — Support services and goods will be provided to kinship families
who are:
,g,Licensed kinship foster caregivers;
XNon-licensed kinship foster caregivers.
2
Trauma Informed Screening, Assessment, and Treatment to the following target
population:
4. REQUIRED DUTIES OF THE COUNTY
a) During the term of the agreement, the County agrees to implement the intervention(s) in
accordance with the rules adopted by the State Board of Human Services, and as
described in Exhibit B, "County IV-E Waiver Demonstration Application," modified as
necessary in accordance with Section 6 of this Memorandum of Understanding.
b) The County will maintain sufficient records, will submit reports, and will accurately
record Colorado Trails (Trails) and CFMS actions as may be required to document all
cost and case activities supporting the implementation of the Waiver, and will permit
CDHS, its evaluators, duly designated agents and/or representatives of the federal
government, to inspect the records and will make such records available to CDHS as
specified in CRS 26-1-122. If the County complies with current record keeping
requirements as outlined by current rules, such shall be considered to be "sufficient
records."
c) Counties shall report costs to provide an intervention service to an individual, as
authorized through this MOU. The cost shall include the type of intervention service
provided, the volume of such services provided, and costs of the intervention service,
where applicable. The costs include intervention funds, staff and vendor costs as
identified in Trails, County Financial Management System (CFMS) and/or 100% time
reporting by individuals performing a waiver activity. There is a presumption that a cost
is not a waiver cost unless affirmatively documented in CFMS, Trails, and/or a vendor's
time detail report for 100%time reporting.
d) The County agrees to participate in the evaluation of the Title IV-E Waiver
Demonstration Project, as described under Section 3 of Exhibit A, and as established
under CRS 26-5-105.4.
e) In accordance with CRS 26-5-105.4, the County agrees to the State retaining 50% of the
Child Welfare savings resulting from the 1V-E Waiver activities. The remaining 50%
3
savings will be retained by the County for additional Child Welfare services, as defined
in CRS 26-5-101.3.Cost savings are determined as follows:
1) The difference between i) the amount of Title IV-E funds that were claimed for
foster care maintenance, case planning and administration and eligibility
determination in State Fiscal Year("SFY")2012-13, and ii)the amount of Title 1V-E
funds that would have been claimed for foster care maintenance, case planning and
administration and eligibility determination in SFY 20(5-16, had the State of
Colorado not been granted waiver authority by the United States Department of
Health and Human Services under Section 1130 of the Social Security Act.
2) For the ten counties with the largest caseload size, the methodology for distributing
cost savings between counties that have entered into a Title IV-E Waiver
Demonstration Project MOU shall be based on the reduction in the number of foster
care bed days between SFY 2012-13 and SFY 2015-16;
3) For all other counties that have entered into a Title IV-E Waiver Demonstration MOU
with CDHS, the methodology for distributing cost savings between counties that have
entered into a Title IV-E Waiver Demonstration Project MOU shall be based on the
reduction in the number of foster care bed days between either SFY 2011-12 or SFY
2012-13, and SFY 2015-16,as selected by the County.
4) "Cost savings" shall not include unspent Title IV-E Waiver Demonstration Project
funds provided to counties through the MOU for purposes of implementing Waiver
Interventions. Any such unspent funds remaining at the end of SFY 2015-16 shall
revert to the CDHS and shall be included in the total amount of available funds for
counties' SPY 2016-17 IV-E Waiver Demonstration interventions.
5) The County insures any county employee funded with Title IV-E Waiver Intervention
funds participates in 100% time reporting. County employees with 100% of time
devoted to Title IV-E Waiver intervention(s) may utilize the 6 Month Certification
form in lieu of 100%time reporting.
f) No later than June 30, 2017, the County agrees to use 50% of the underspent county
Title IV-E Waiver funds for child welfare services that can include:
I) IV-E Waiver intervention services to eligible and non-eligible Title IV-E children
4
2) Conventional title IV-E program services that are maintained for those Title IV-E
eligible children in out of home placement
3) Other child welfare services to eligible and non-eligible Title 1V-E children and their
families
4) The County plan to expend either allocated Title IV-E Waiver funds, or underspent
county Title IV-E Waiver funds as outlined in Exhibit B.
5. DUTIES OF CDHS
a) CDHS will oversee the implementation of the Title IV-E Waiver Demonstration Project,
and will develop standardized forms and reporting processes for the tracking of
participants, in consultation with the Counties.
b) CDHS will monitor the County's provision of Title IV-E Waiver intervention services as
outlined in the Exhibit B and Exhibit C. CDHS will pull any necessary records or data
for monitoring purposes from existing TRAILS and other current recording/data keeping
systems. CDHS will not request the County to compile records/data that CDHS may
compile or access through the use of TRAILS or other record/data keeping systems.
c) CDHS will exercise oversight of and responsibility for the development,
implementation, maintenance, and enhancement of Trails and its application relative to
Child Welfare Services.
d) For SFY 15/lb and subsequent years, CDHS agrees to allocate to counties any Title IV-
E funds transmitted to the Title IV-E Waiver cash fund and appropriated by the general
assembly to either implement the Title IV-E Waiver Demonstration Project, or to fund
out of home placement and case planning for Title IV-E eligible children, in accordance
with CRS 26-5-105.4.
6. BUDGET
In the preparing of Exhibit B."County IV-E Waiver Demonstration Application,"the County
shall develop a detailed budget that identifies all direct costs associated with the implementation
of the Waiver interventions,as defined in Section 3 of this Memorandum, for which the County
has applied for IV-E Waiver Demonstration funds,
5
a) Based on the results of negotiations with CDHS,should the level of funding awarded
through the MOU differ from the funding requested through the Application,the County
shall prepare and submit a revised Budget and any other changes to service delivery that
will differ from the County's original Application submission. The revisions to the
Application,once accepted by CDHS,shall constitute the Exhibit B, and shall become
part of this MOU.
b) With the written approval of CDHS, the County may request a revision to its accepted
budget during the term of the agreement:
I) The County may apply for additional IV-E Waiver funds for Waiver interventions
already in practice, provided they evidence that the anticipated goals identified in
a county's original approved application have or will be met by the close of SFY
2015-16. Additional funding may only be used to serve children and families
beyond the number identified in the county's original application for each existing
initiative.
2) The County may transfer budgeted funds between expenditure line items within a
specific intervention, provided that the transferred amounts do not constitute a
significant modification to the services as described within the Application.
3) A written statement of impact to the services as described in the Application shall
be prepared by the County and accompany any requested budget revisions that
exceed the thresholds as identified in Sections 6.B.1 and 6.B.2 above,and may be
required by CDHS for any requested budget revision falling within the thresholds
identified in Sections 6.8.1 and 6.8.2 above.
7. SEVERABILITY
To the extent that this MOU is executed,and performance of the obligations of the parties may
be accomplished,the terms of the MOU are severable. Should any singular term in this MOU be
declared invalid or become inoperative for any reason, it will not invalidate the MOU itself, or
any of the terms included therein.
8 INTEGRATION OF UNDERSTANDING
6
The parties recognize the nature of the relationship between the County and the State.This
relationship is governed more broadly by pertinent provisions of the Colorado Constitution and
of state statutes and rules, including lawful rules promulgated by the State Board of Human
Services. The parties further recognize that this MOU is not intended to supersede or change the
relationship between the County and the State as established by any legal authority.
9. NO THIRD PARTY BENEFICIARY
This MOU is binding to CDHS and the County,as well as their respective successors and
assigns. It is agreed that the enforcement of the terms and conditions of this MOU are reserved
for CDHS and the County,to the extent permitted by law.Nothing contained in this MOU allows
a claim or right of action by a third party. Any third party receiving services or benefits under the
provisions of this MOU is deemed an incidental beneficiary.
10. DISPUTE RESOLUTION
Prior to the execution of this document, if the parties are unable to reach agreement concerning
the inclusion of,or wording of, provisions of the MOU,either party may refer the dispute to the
Title IV-E Waiver Demonstration Project Oversight Committee.The Committee's decision will
be made by a majority vote of its members, and is non-binding.
If dissatisfied with the decision of the oversight committee,either party may seek review by the
Office Director of Children Youth and Families or designee. Nothing in these provisions limits a
party's ability to pursue other remedies available under the law.
11. TERMINATION
The parties acknowledge that withdrawal from this MOU will result in the termination of this
Agreement and termination of funding and services associated with this Agreement.The County
shall assure as little disruption as possible in the delivery of services provided to Recipients.
a) Withdrawal/Termination. Any party may withdraw from this Agreement at any time
by providing 30 days written notice to all other Parties.
7
b) For Loss of Funds. Any party may withdraw from this Agreement, in the event of loss
or reduction of resources from its funding sources and shall provide notice of
withdrawal, in writing within 30 days.
c) Lack of Compliance. CDHS may terminate the agreement if it is found the County is
not complying with the terms of this memorandum. In the event the memorandum is
terminated for failure to perform, interventions funds may be reduced at the discretion
of CDHS.
8
IN WITNESS WHEREOF,the Parties hereto, through their authorized representatives have
executed this Memorandum of Understanding effective for the dates written above.
( 11[ 4 5
Ann Rosales, Director, Division of Child Welfare Date
COUNTY(ies)OF Weld COLORADO,
by and through the BOARD OF COUNTY COMMISSIONERS
( -11164214.-
irman ,J L 0 1 2015
ATTEST:
ddedteiv' d County Cl:rt. :r :.01%,1
111Ot ':
DATE: 7J Il 15 J
i
9
ao/s-i9ia too
ATTEST{/ +u„ BOARD OF COUNTY COMMISSIONERS
Weld County Clerk to e B '. _ u,,,a� WELD COUNTY, • ORADO
BY:
De uty Clerk to the B arbara Kirkmey , Chair
JUL 91 2015
APPROVED AS TO F D�`�� 1�' '�j'APPROVED AS TO S STANCE:
Contro er — El d icia or Depa ent H ad
APPROVED AS TO FORM: N
"PS Director of General Services
County Attorney
a°15191a..(l)
Cheryl Hewitt
From: Esther Gesick
Sent: Thursday, June 25, 2015 1:27 PM
To: Cheryl Hewitt
Subject: FW: Re: ContracUD 100 for Board Approval
Attachments: 062515 Title IV-E Approved PA and Sig Block (Contract ID 100).pdf
Esther E. Gesick
Clerk to the Board
1150 O Street/P.O. Box 758!Greeley, CO 80632
tel: (970)336-7215 X4226
4 r
3
Confidentiality Notice:This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed
and may contain information that is privileged,confidential or otherwise protected from disclosure.If you have received this communication in error,please
immediately notify sender by return e-mail and destroy the communication.Any disclosure,copying,distribution or the taking of any action concerning the contents
of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
From: Cecilia Moreno
Sent: Thursday, June 25, 2015 10:19 AM
To: Esther Gesick
Subject: Re: Contract ID 100 for Board Approval
Attached is the approved pass around and signature pages for Contract ID 100. Heather Walker advised to send to the
board prior to getting the CW signature so can we get two hard signatures back in case they don't accept scanned?Any
questions let me know.
Cecilia Moreno
Employment Services Support Specialist
Employment Services
315 N 11 Ave 8 Greeley, CO 80631
970-353-3800 ext. 6756
,4141.
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
2015-1912
1
DEPARTMENT OF HEALTH AND HUMAN SERVICES
ADMINIS I_RATION FOR CHILDREN AND FAMILIES
ADMINISTRATION ON CHILDREN, YOUTH AND FAMILIES
CHILDREN'S BUREAU
DEMONSTRATION PROJECT AUTHORITY
STATE: COLORADO
Waivers of the following provisions of the Social Security Act and Program Regulations are
provided to the State to operate a demonstration project:
Section 471 (a)(10): Licensing Standards: To allow the State to waive categorically specific
non-safety standards (as determined by the State) in relative foster family homes for
specific children in care.
Section 472 (a): Expanded Eligibility: To allow the State to expend title IV-E funds for children
and families who are not normally eligible under Part E of title IV of the Act as described in the
Terms and Conditions.
Section 474(a)(1): Expanded Claiming: To allow the State to claim at the Federal medical
assistance percentage any allowable expenditures of foster care maintenance payment cost
savings.
Section 474(a)(3)(E) and 45 CFR 1356.60(c)(3): Expanded Services: To allow the State to
make payments for services that will be provided that are not normally covered under Part E of
title IV of the Act; and to allow the State to use title IV-E fonds for these costs and services as
described in the Terms and Conditions, Section 2.0.
All waivers are granted only to the extent necessary to accomplish the project as described in
these Terms and Conditions.
Colorado Terms and Conditions—FINAL 1
DEMONSTRATION PROJECT TERMS AND CONDITIONS
COLORADO
SECTION I: GENERAL
1.0 The Department of Health and Human Services(hereinafter referred to as "the
Department") will grant waivers to the State of Colorado (hereinafter referred to as"the
State") under Section 1130 of the Social Security Act(hereinafter referred to as "the
Act")to operate a demonstration project(hereinafter referred to as "the demonstration")
as set forth in these Demonstration Project Terms and Conditions. The Department
reserves the right, in its sole discretion, to withdraw approval of this demonstration
project, including withdrawal of any and all waivers granted by the Department at such
time(s) that the Department determines that the State has materially failed to meet the
requirements as set forth in these Demonstration Project Terms and Conditions. The
State also retains the right to terminate the demonstration.
1.1 Failure to operate the demonstration as approved and according to Federal and
State statutes and regulations will result in withdrawal of approval of this demonstration
project. The Federal statutes and regulations with which the State must comply in the
operation of the demonstration include civil rights statutes and regulations that prohibit
discrimination on the basis of race, color, national origin, disability, sex, age, and
religion, including title VI of the Civil Rights Act of 1964, Section 504 of the
Rehabilitation Act of 1973, the Age Discrimination Act of 1975, title II of the Americans
with Disabilities Act, the nondiscrimination provisions of the Omnibus Budget
Reconciliation Act of 1981, and the Multiethnic Placement Act as amended. After the
demonstration is approved,the Department reserves the right to withdraw approval if
agreement cannot be reached on any item(s) cited in this document as needing approval
by the Department. The State also has the same right.
1.2 The Department may terminate the State's authority to conduct a demonstration project
if, after the three-year period following approval of these Terms and Conditions,the State
has not made significant progress in implementing the child welfare program
improvement policies proposed by the State in its application to conduct a demonstration,
and as described in section 1130(a)(3)(C) of the Act(see also Section 2.3).
1.3 If Federal or State statutes or regulations that would have a major effect on the design and
impacts of this demonstration are enacted, or if any deficiencies or serious problems in
implementation of these Terms and Conditions are noted by the Department,the
Department and the State will reassess the overall demonstration and develop a mutually
agreed-upon strategy for dealing with the demonstration in the context of such changes.
If such a mutually agreed-upon strategy cannot be developed, the Department reserves
the right, in its sole discretion, to withdraw approval at such time(s) as the Department
determines.
Colorado Terms and Conditions—FINAL 2
1.4 All provisions of the Act not waived remain in effect.
1.5 The demonstration provisions will be implemented no earlier than April 1,2013, and no
later than October 1,2013. The implementation date of the demonstration shall be the
first day on which the State offers services,subsidies, or other supports under the
provisions of these Demonstration Project Terms and Conditions to participating
children, caregivers, or other targeted individuals. For cost-neutrality purposes,the
demonstration shall be deemed to begin on the first day of the calendar quarter
(hereinafter "quarter"), which includes the implementation date, but for the purpose of
calculating costs for the initial quarter of the demonstration, only costs incurred.
beginning with the month that includes the implementation date will be counted. The
demonstration shall end no later than the last day of the 20th quarter ending after the
deemed beginning date. The demonstration provisions shall be as specified in Sections 2
and 3. Waivers necessary for the demonstration are approved upon acceptance by the
Department and the State of these Demonstration Project Terms and Conditions. They
will become effective as of the implementation date and will remain in effect until the
last day of the 20th quarter ending after the deemed beginning date,unless the
demonstration is terminated earlier. The State's project demonstration period may not
exceed a maximum of five total years under the provisions of the Act, unless in the
judgment of the Secretary, the demonstration project shall be allowed to continue.
1.6 Federal approval of these Demonstration Project Terms and Conditions shall not be
construed to establish any precedent that the Department will follow in the approval of
any subsequent request for Terms and Conditions.
1.7 Nothing in these Terms and Conditions shall create eligibility for any child or family for
any Federal program or entitlement for which that child or family would not otherwise be
entitled, except that title IV-E funds may be expended, according to the provisions of
these Terms and Conditions,for persons who would not be eligible for title IV-E funds in
the absence of the demonstration. Receipt of services reimbursable under title XIX but
provided under these Terms and Conditions for children and families who are not eligible
under title IV-E does not constitute eligibility for Medicaid. Children under this
demonstration who are determined to be eligible under title IV-E will retain that
eligibility through the duration of the demonstration project, so that such children will
remain eligible for Medicaid,tide IV-E Adoption Assistance,title W-E Foster Care, and
title IV-E Guardianship Assistance Program,if applicable.
Colorado Terms and Conditions—FINAL 3
SECTION 2: IMPLEMENTATION
2.0 Under these Demonstration Project.Terms and Conditions,the State is authorized to
implement a demonstration project that seeks to integrate current systemic child
welfare reforms and innovative practices through the use of strategies to increase
family engagement and address the assessment and treatment of childhood trauma.
The State's demonstration will focus on accomplishing the following goal(s):
• Increase permanency for all infants, children, and youth by reducing the time in foster
placements when possible and promoting a successful transition to adulthood for
older youth.
• Increase positive outcomes for infants, children, youth, and families in their homes
and communities, including tribal communities,and improve the safety and well-
being of infants, children, and youth.
• Prevent child abuse and neglect and the re-entry of infants, children, and youth into
foster care.
The demonstration will be implemented in up to 64 counties in the State; however,
each county will implement some or all service interventions in varying stages
during the demonstration time period. The demonstration's target population will
include all title IV-E eligible and non-IV-E eligible children with screened-in reports
of abuse or neglect and those already receiving services through an open child
welfare case during the demonstration period regardless of custody status. Once the
demonstration is fully implemented, the State estimates that it may serve up to
101,100 cases (duplicated count) through the six service interventions described in
Section 2.1 below.
The state may choose to implement the demonstration project either by individual
county performance agreements or by a change in State regulation.
2.1 The State's demonstration will include the following three primary service
interventions to be implemented statewide:
• Family Engagement: The State will introduce family engagement precepts and
processes through a combination of training, coaching,and peer mentoring.
Additionally,the State will modify non-safety certification regulations of relative
foster family homes to facilitate the placement of children with relatives when
out-of-home placement is necessary.
• Trauma-Informed Child Assessment: The State will supplement existing
assessment processes and instruments with standardized tools that are geared
specifically toward children who have experienced trauma. The following
assessment tools will be evaluated to determine the best tool for use by
Colorado's county departments and behavioral health organizations and may
Colorado Terms and Conditions—FINAL 4
include but are not limited to:
• Child Observation Record
■ Battelle Development Inventory
• Ages and Stages Questionnaire
• Child Development Inventory
• Behavioral and Emotional Rating Scale
• Clinical Assessment Package for Assessing Clients' Risk and Strengths
• Social Skills Rating System
▪ Child and Adolescent Adaptive Functioning Scale
■ 4-D Strengths-Based Assessment Tools for Youth in Care
• Family, Friends, and Self Form
Colorado Behavioral Health Organizations (BHOs) and/or local child welfare
service agencies may be engaged to conduct the trauma-informed assessments.
The final selection of trauma-informed assessment tools,and the timeline for
implementing them,will be specified in the State's Final Design and
Implementation Report (Section 2.4).
• Trauma-Focused Behavioral Health Treatments: Counties and behavioral
health organizations will increase the use of behavioral health treatments that
have been shown to be effective with children who have experienced trauma
through contracts with local human service providers and/or through their
expanded utilization by BHOs. The treatment interventions(organized by
category below)will be evaluated to determine the best tool to meet local need
and may include, but are not limited,to:
• General Case Management: Family Connections and Solution-Based
Casework
• Trauma and Anxiety: Eye Movement Desensitization &Reprocessing,
Trauma-Focused Cognitive Behavioral Therapy,and Coping Cat
• Therapeutic Interventions: Multidimensional Family Therapy,Multi-
systemic Therapy, and Multidimensional Treatment Foster Care
• Substance Abuse(adults): Motivational Interviewing
• Depression(adults): Cognitive Therapy and Interpersonal
Psychotherapy
• Parent Training: The Incredible Years,Parent Management Training,
Parent-Child Interaction Therapy, and Positive Parent Program (Triple
P)
The fmal selection of trauma-focused behavioral health treatments, and the timeline
for implementing them,will be specified in the State's Final Design and
Implementation Report(Section 2.4).
In addition to the three primary service interventions noted above, the State will
assist individual counties in identifying additional interventions to be implemented
Colorado Terms and Conditions—FINAL - 5
based on the specific needs and circumstances of the county. Additional service
interventions that may be implemented by counties include:
• Permanency Roundtables: Expansion of Casey Family Program's existing
Permanency Roundtable initiative to counties that do not directly participate in
the initiative, and that make substantial use of congregate care and other
planned permanent living arrangements for children in out-of-home placement.
• Kinship Supports: Establishment of support groups and referral networks,
combined with the provision of discretionary funds for time-limited supports
and services, to assist non-licensed kin foster caregivers.
• Market Segmentation: Development of a tool to assist in the identification and
recruitment of foster and adoptive parents.
The specific counties that will implement each of these supplemental service
interventions, and the timeline for implementing them, will be based upon counties'
readiness to implement, driven by local need, and specified in the State's Final
Design and Implementation Report(Section 2.4).
2.2 The State shall comply with the following general provisions over the full term of the
demonstration project. The State will, or where appropriate, will ensure that
caseworkers, supervisors, and contracted service providers:
a. Work closely with the evaluator to maintain the integrity of the evaluation.
b. Develop and deliver services to meet the individual needs of each child and
family.
c. Ensure that any services being provided to a child or family member at the time
the demonstration ends will be completed.
d. Ensure the confidentiality of the information collected on the children and
families under the demonstration.
e. Ensure that the rights of children and their families are protected, and that the
safety of the children is a paramount concern of the demonstration project.
f. Ensure that title IV-E eligibility determinations are made for all children who are
involved in the demonstration project, throughout the life of the demonstration
project, to ensure that eligible children retain their eligibility after the
. demonstration ends.
g. Bear any costs that exceed the amount of Federal funds provided for the
demonstration.
Colorado Terms and Conditions—FINAL 6
h. Ensure that the State is organizationally and legally prepared for all aspects of
demonstration project implementation.
i. Ensure that a conventional title IV-E program is maintained for those children and
families that are not designated to receive demonstration services, and that these
children and families continue to receive services that are consistent with the
"traditional services"available to such children and families in the State at the
time the demonstration begins.
j. Ensure that all applicable provisions of the Act apply to all demonstration
components except for those provisions that are explicitly waived above.
k. Ensure that children who are eligible for the Medicaid program will retain their
eligibility for a full range of Medicaid services under the demonstration.
1. Ensure that any"savings"resulting from the demonstration, whether they are
savings to the Federal government, to the State, or to a county or to another
jurisdiction within the State, will be used for the further provision of child welfare
services. For the purposes of this provision, "savings"means any amount that
would have been expended for conventional title IV-E purposes in the absence of
this demonstration;or that could have been expended under title IV-B of the Act.
m. Ensure that the State annually will provide an accounting of any additional
Federal, State, tribal, and local investments made, as well,as any private
investments made in coordination with the State, to provide the service
intervention(s)that the applicant intends to undertake through the
demonstration (see Section 5.6).
n. Ensure that in each year throughout the duration of this demonstration the
appropriate State official(s)and evaluators will attend and participate in an annual
meeting of the Child Welfare Demonstration States in the Washington,D.C. area.
o. For the duration of the demonstration project, assure that the State shall provide
health insurance coverage to any child with special needs (as determined under
Sec. 473(C) of the Act) for whom there is in effect an adoption assistance
agreement between the State and an adoptive parent or parents.
2.3 The State shall provide assurance of how the State has implemented, or plans to
implement within three years of the date on which it submits its application the following
child welfare program improvement policies:
• Address Health and Mental Health Needs of Children in Foster Care: The
development and implementation of a plan for meeting the physical and mental
health needs of infants, children, and youth in foster care that ensures that the
provision of such care is child-specific, comprehensive,appropriate, and
consistent(through such means as ensuring that the child has a medical home,
Colorado Terms and Conditions—FINAL 7
regular wellness medical visits, and addressing the issue of trauma,when
appropriate).
• Limiting the Use of Congregate Care: The development and implementation of
a plan that ensures congregate care is used appropriately and reduces the
placement of children and youth in such care.
2.4 Within 90 days following acceptance of these Terms and Conditions,the State will
Submit a Preliminary Design and Implementation Report to the Department for
approval; and a Final Design and Implementation Report will be submitted to the
Department for approval within 180 days following acceptance of these Terms and
Conditions (see Section 5.2). These reports will include information about program
design and implementation. Report sections regarding implementation will include:
• A Final Work Plan, outlining the key tasks, reporting requirements,and timelines
throughout the course of the demonstration;
• A phase-down plan for the demonstration so that case plans for children and their
families can be adjusted, if necessary, for the post-demonstration portion of their
placement(See Section 6.1);
• The detailed protocol or set of policies that will guide decisions about which families
or children are to be selected to participate in the demonstration,how the selection
will be made, and how the suitability of services will be determined;
• Standards of quality and safety and practice requirements identified by the State to be
incorporated into any agreements with public and private providers that are expected
to provide support and services; and
• The status of evaluation activities, including efforts to engage a third-party evaluator.
The demonstration project will be reviewed periodically by the Department to ensure that
the demonstration activities are consistent with the purposes of titles IV-B and IV-E of
the Act and these Terms and Conditions in providing child welfare services, including an
assurance of the safety of the children and families involved. The review is intended to
ensure that benefit eligibility will not be impaired and that improved outcomes for the
children and families will result. Any proposed amendment to these Terms and
Conditions is subject to prior approval by the Department.
Colorado Terms and Conditions—FINAL 8
SECTION 3: EVALUATION
3.0 The State will conduct an evaluation of the use of title IV-E funds to test the hypothesis
that the flexible use of title IV-E funds to provide family engagement services,
trauma-informed child assessments,and trauma-focused behavioral health
treatments, as appropriate,will result in improved safety,permanency, and well-
being for children. The evaluation will consist of three components: A process
evaluation, an outcome evaluation, and a cost analysis.
The State is required to engage a third party to conduct an evaluation of the
demonstration program. The evaluator shall be an independent organization that is not
affiliated with state or local government, except that state universities may be engaged to
conduct the evaluation. The evaluator shall be responsible for the development of the
final evaluation design within the basic evaluation parameters outlined below. The
evaluator shall develop a research design and sampling plan; develop and execute the
data collection and analysis plans; and prepare interim and fmal reports.
3.1 Evaluation Design: The State's evaluation will involve a matched case comparison
design and a time-series analysis. The matched case comparison design will
examine changes in outcomes for children receiving one or more interventions
implemented at the beginning of or early in the demonstration period compared to
similar children in counties that implemented these interventions later in the
demonstration period. The time series analysis will examine changes over time in
key measures of child safety and permanency. To the extent possible, the State's
analysis of process and outcome findings will be based on case-level data from the
State's child welfare information systems, case records,and other data sources as
appropriate.
Additionally, the State's process and outcome evaluation will include an analysis of
the modification of State non-safety certification regulations for relative foster
family homes on child safety outcomes which will include,but are not limited to,
allegations of abuse in relative foster family homes. The State will also examine the
differences in outcomes for children placed in relative foster family homes as they
compare to those in traditional foster family homes. These outcomes will be
regularly monitored by the State's Administrative Review Division and reported in
the State's progress reports (Section 5.3) and interim and final evaluation reports
(Sections 5.7 and 5.8).
Additional details of the final evaluation design will be determined in consultation
with the Department and the State's third-party evaluation contractor and
described in the State's evaluation plan (Section 3.5).
Throughout the evaluation,the State will apprise the Department of any difficulties
encountered in achieving the estimated sample sizes for the project, and in consultation
with the outside evaluator will determine if such difficulties will affect the State's ability
to identify statistically significant differences in key demonstration outcomes. The State
Colorado Terms and Conditions—FINAL 9
will notify the Department as soon as any serious problems are noted. Semi-annual
progress reports (see Section 5.4) will include an update on the sample sizes and progress
toward meeting the targeted sizes.
Cases will maintain their assigned status for the full period of the demonstration.
Modifications to the sampling plan may be proposed to the Department for approval if
the sample sizes for the experimental and control groups are such that the number of
clients in each group will provide adequate statistical power to detect differences in
outcomes of interest between the two groups.
3.2 Process Evaluation: The evaluation will include interim and final process analyses that
describe how the demonstration was implemented and that identify how demonstration
services differ from services available prior to implementation of the demonstration, or
from services available to children and families that are not designated to receive
demonstration services. The analysis will include a logic model that describes the
demonstration's objectives,the services or other interventions provided, and the way the
intervention is linked to measurable outcomes. In addition, the process analysis will
examine, at a minimum,the following:
• The planning process for the demonstration including whether any formal needs
assessment, asset mapping, or assessment of community readiness was conducted;
• The organizational aspects of the demonstration, such as staff structure, funding
committed, administrative structures, and project implementation, including ongoing
monitoring, oversight, and problem resolution at various organization levels;
• The number and type of staff involved in implementation, including the training they
received, as well as their experience, education and characteristics;
• The service delivery system, including procedures for determining eligibility,
referring subjects for services, the array of services available, the number of
children/families served and the type and duration of services provided;
• The role of the courts in the demonstration and the relationship between the child
welfare agency and court system, including any efforts to jointly plan and implement
the demonstration;
• Contextual factors, such as the social, economic and political forces that may have a
bearing on the replicability of the intervention or influence the implementation or
effectiveness of the demonstration. This discussion will note any possible
confounding effects of changes in these systems, or changes resulting from other
demonstrations or reforms that were implemented during the title IV-E
demonstration;
Colorado Terms and Conditions—FINAL 10
• The degree to which demonstration programs and services are implemented with
fidelity to their intended service models; and
• The barriers encountered during implementation, the steps.taken to address these
barriers, and any lessons learned during implementation.
For each of the factors described above, the process analysis will note any differences, as
appropriate for the State's evaluation design, in implementation before and after the start
of the demonstration, among participating counties or other administrative units, or
between the experimental and control/comparison groups.
3.3 Outcome Evaluation: The State's outcome evaluation will address, at a minimum,
changes in the following outcomes:
• Caregiver knowledge and capacity.
• Child emotional/behavioral and social functioning.
• Out-of-home placement and re-entry rates (placement avoidance).
• Placement with kin caregivers (both licensed and unlicensed).
• New and repeat allegations of abuse (in relative and non-relative foster family
homes).
• Length of stay in out-of-home care.
• Frequency of changes in placement setting(placement stability).
• Exits to permanency through reunification,guardianship, and adoption.
• Foster care re-entry rates.
• Use of congregate care.
The State is free to propose additional research questions and outcome measures for
inclusion in the evaluation.
The State will collect data to address these questions from the State's automated child
welfare information systems, child welfare agency case records, and additional
information sources as appropriate. The State will work with its evaluation contractor to
identify other appropriate data sources to address the process and outcome measures
described above.
3.4 Cost Study: The cost analysis will examine, at a minimum,the costs of the key elements
of services received by children and families designated to receive demonstration
services and will compare these costs with those of services available prior to the start of
the demonstration, or that were received by the children and families that were not
designated to receive demonstration services. The cost analysis will also include an
examination of the use of key funding sources, including all relevant Federal sources
such as titles IV-A, IV-B, IV-E and XIX of the Act, as well as State and local funds. The
purpose of the analysis will be to compare the costs of services available through the
demonstration with those of services traditionally provided to children and their families.
Where feasible, a cost-effectiveness analysis will be conducted to estimate the costs of
Colorado Terms and Conditions—FINAL 11
each successful outcome achieved through the demonstration. This analysis will be
conducted using one or more of the key outcome measures for which a statistically
significant difference is identified.
3.5 Evaluation Reporting Requirements: The following reports and documents shall be
provided to the Department for review and approval (also noted in Section 5):
• The State will submit to the Department for review a draft of the specifications or
Request for Proposals (RFP) for the agreement to conduct an evaluation of the
demonstration within 60 days after acceptance of these Terms and Conditions. The
draft specifications must detail the objectives of the project, the evaluation design, the
specific tasks to be conducted, the time frames for conducting those tasks, and a
schedule and list of deliverables. The research questions, key variables, data
collection methods, sample sizes and other aspects of the evaluation noted in these
Terms and Conditions will be clearly described.
• The State will submit an evaluation plan to the Department for approval within 120
days after the evaluation contract is awarded. The evaluation plan must present the •
underlying logic linking interventions to expected outcomes,the research questions to
be studied, the major variables to be measured,the final sampling plan, the data
sources (including an assessment of the reliability and validity of each source), data
collection procedures, and the major data analyses to be performed. The plan will
describe the comparability of selected time periods and groups on key variables.
• Not later than 60 days after the conclusion of the 10th quarter following the
demonstration's implementation date, the State will submit an interim evaluation
report(see Section 5). The report will include a process analysis of the evaluation to
date and any outcome data available at that time. The report will also include a brief
description of the outcome and cost components of the evaluation planned and note
any issues or problems anticipated in completion of these components. If the findings
are unclear or incomplete,the Department may request revisions and resubmission of
the report.
• Not later than six months after the conclusion of the demonstration(20th quarter), a
final report integrating the process, outcome and cost components of the evaluation
will be submitted. If the findings are unclear or incomplete, the Department may
request revisions and resubmission of the report.
• The State will post copies of the interim and final evaluation reports on the State's
child welfare agency Website(see Section 5.10).
• Not laterthan six months after the conclusion of the demonstration(20th quarter),the
State will have the evaluation contractor produce and make available public-use data
tapes, including documentation necessary to permit re-analysis of the data gathered
during the course of the evaluation.
Colorado Terms and Conditions—FINAL 12
Public release of any evaluation or monitoring reports required under this agreement will
be made only by the Department or the State. Prior to public release of such reports, the
Department and the State will have at least a 30-day period for review and approval.
3.6 Program Changes: Additional program changes that are not applied equally to
experimental and control/comparison groups, or that would substantially affect the
evaluation of the demonstration, must be approved by the Department as an amendment
to these Demonstration Project Terms and Conditions.
•
Colorado Terms and Conditions—FINAL _ 13
SECTION 4: COST NEUTRALITY
4.0 As required by section 1130(h)of the Act, the amount of Federal funds expended for this
project may not exceed the amount of such funds that would be expended by the State
under the State plans approved under parts B and E of title IV if the demonstration
project were not conducted. Therefore, except for costs of evaluating and developing this
project(as specified in Sections 4.4 and 4.5 below), starting with the deemed beginning
date(see Section 1.5)the operation of this demonstration is to be cost-neutral to the
Federal government with respect to maintenance and administrative costs for titles IV-B
and IV-E of the Act.
4.1 Section 4 Terms:
Costs. All references made to costs (unless otherwise specifically noted) consist of
total computable (gross) costs. The Federal share of demonstration project costs
will be computed using the matching rate applicable to the funding category.
Maintenance Costs. All references made to maintenance costs include title IV-E
allowable foster care maintenance assistance payments (per Section 475(4)(A) of the
Act), and such other costs for cases deemed as title IV-E allowable through a waiver
granted for this demonstration project.
•
Administrative Costs. All references made to administrative costs include title IV-E
allowable administrative costs (per Federal regulations at 45 CFR 1356.60(c)) and
other costs deemed as title IV-E allowable through a waiver granted for this
demonstration project.
Cumulative. All references made to cumulative in the context of costs will indicate
that costs are to be summed for all quarters from the deemed beginning date
through the quarter in question.
4.2 The total costs of foster care payments,including maintenance and administrative
costs,shall be an amount determined by a base allocation as determined in Section
4.2.1 below plus any annual change factor or exclusions as specified in Section 4.2.2.
The results of this calculation are shown in Section 4.3, Table 1. The aggregate five-
year sum of Federal share payments shall be the cumulative fixed payment that
shall be made to the State. Receipt by the State of payments not greater that the
cumulative fixed payment shall be considered cost neutral to the Federal
government.
At least 90 days prior to implementation,the State shall provide the Department
with a document showing a fixed schedule of payments for the five-year
demonstration period. The State may receive quarterly payments in accordance
with a schedule of quarterly payments the sum of which do not exceed the total
cumulative payments under the demonstration.
Colorado Terms and Conditions—FINAL 14
4.2.1 The foster care base allocation amount to be used for purposes of
establishing a cap to reflect cost neutrality to the Federal government for
demonstration project operations has been determined for each of the
funding categories impacted by the demonstration project through the
following processes:
Source of claims: The base amount is the calculated State Fiscal Year(SFY)
total computable(gross) title IV-E Foster Care claims (including current and
prior quarter adjustments)submitted by Colorado on quarterly reports of
expenditures and estimates (i.e. form ACF-IV-E-1 or CB-496, as applicable)
during the specified time periods for the following cost categories and
adjusted for baseline increases as specified below:
• Foster care maintenance costs: Total computable costs of
$35,943,219. This total is calculated from the average of maintenance
payments claims for SFY 2008-2010.
• Foster care administrative costs (excluding SACWIS,non-SACWIS
child welfare information systems, and training): Total computable
costs of$54,251,490. This total is calculated from the average of
administration claims for SFY 2008-2010 in the following specific
categories of administration: eligibility determinations and case
management.
Application of base allocation: The base amount will be applied separately in
determining annual allocations for maintenance assistance payments and
administration.
4.2.2 The payments for each full FFY during the 5-year operational period of the
demonstration project shall consist of the base amount adjusted each FFY by
the change factor(s) and the exclusions described in the subsections below.
Thus,payments in the second and subsequent full FFYs of demonstration
operations will equal the amount calculated for the prior FFY plus any
further applicable changes. Payments for demonstration operations during
any partial FFY will be pro-rated proportionally by quarter to reflect the
portion of the FFY when the demonstration project is operational.
4.2.2.1 The annual allocation change factors applied have been
determined by the following process:
a. Maintenance assistance payments: Three year average annual
rate of change in the ratio of total computable maintenance
payment claims to average monthly number of children.
b. Administration: Three year average annual rate of change in total
computable administration claims for the specified categories.
Colorado Terms and Conditions—FINAL 15
•
4.2.2.2 The foster care costs excluded from the cost neutrality
calculation and thus subject to payment outside of the capped
allocation are as follows:
a. Any allowable foster care administrative costs not previously
identified in Section 4.2.1 will be excluded from the calculation of
the demonstration's capped allocation (see Section 4.3), and will be
reimbursable separately in addition to the amount of the capped
allocation.
b. Any allowable SACWIS or non-SACWIS child welfare
information system development or operational costs will be
excluded from the calculation of the demonstration's capped
allocation(see Section 4.3), and will be reimbursable separately in
addition to the amount of the capped allocation. Costs associated
with the development,maintenance and operation of the State's
SACWIS project will be subject to applicable advance planning
document and approval processes.
c. Any allowable staff/provider or professional partner training costs
will be excluded from the calculation of the demonstration's
capped allocation (see Section 4.3), and will be reimbursable
separately in addition to the amount of the capped allocation.
4.3 Federal title IV-E payments to the State for this demonstration, including
expenditures of any realized savings,will be made for amounts in accordance with
Table I (shown below) quarterly based on State estimates of demonstration -
expenditures for the next quarter in accordance with the payment schedule (as
determined in Section 4.2 above).
Table 1-Colorado Title IV-E Foster Care Total Computable Demonstration Project Capped Allocation Payments
Demonstration Base SFY SFY 2013 SFY 2014 SFY 2015 SFY 2016 SFY 2017 5FY 2018
Project Funding Amount Allocation Allocation Allocation Allocation Allocation Allocation
Category Cap Cap Cap Cap Cap Cap
Maintenance
Payments 35,943,219 36,593,888 37,212,120 38,486,500 39,353,687 40,323,825 41,414,040
Administration 54,251,490 55,651,178 56,669,595 57,383,632 58,468,183 59,438,754 60,389,774
All Capped
Categories 90,194,709 92,245,066 93,881,715 95,870,132 97,821,870 99,762,579 101,803,814
Federal title IV-E payments for demonstration operational expenditures will be
made for any quarter beginning in accordance with the dates specified in section 1.5
of these terms and conditions when the demonstration is in operation and for a total
period of no longer than five years (20 quarters) thereafter.
Colorado Terms and Conditions—FINAL 16
Actual expenditures claimed for the demonstration project, including expenditures
of any realized savings, along with estimates in advance of each quarter,will be
identified separately on the ACF quarterly claim form, CB-496. Summary fiscal
information on the results of the project must be reported in Part 3 as well as other
applicable parts of form CB-496. These estimates and claims relating to the
demonstration will be subject to review and deferral or adjustment according to the
normal procedures for reviewing title IV-E estimates and paying title IV-E claims.
All other title IV-E claims that are not related to this demonstration will continue to
be filed in accordance with current quarterly claiming requirements for payments
for allowable cost. The State must examine its cost allocation plan to determine
whether any of the components will affect the calculation of or claiming for any
administrative costs under title IV-E, and if so the State must submit an amendment
to the cost allocation plan prior to the implementation date to address any such
effects appropriately.
4.4 Developmental Costs. Developmental costs are the expenses the State incurs to establish
the demonstration prior to the project's implementation. These costs are excluded from
the cost-neutrality calculation. For activities undertaken prior to the implementation date
specified in Section 1.5 above, the Federal government will match the approved
administrative costs related to development of the demonstration project(otherwise
called developmental costs) at the applicable matching rate without application of cost
allocation. Such costs can begin with the preparation of the State's proposal and may
also include automated systems development and changes,policy or procedures
development, and staff training. Developmental costs do not include costs for activities
performed on or after the deemed start date of project operations. No later than 30 days
after the State formally accepts these Terms and Conditions, the State will submit a plan,
for approval by the Department, designating which administrative costs will be treated as
developmental costs for purposes of this section(see Section 5.0). This section is not
intended to supersede other requirements for Federal approval for administrative costs of
the programs involved in the demonstration.
4.5 Evaluation Costs. Evaluation costs are expenses incurred by the external evaluator as
well as those incurred by the State that are directly related to the evaluation effort. These
costs are excluded from cost-neutrality calculation. Evaluation costs begin with the first
evaluation planning activities and continue until the final evaluation report is submitted.
Such costs will encompass all costs necessary to carry out the approved evaluation plan,
including costs for evaluation activities carried out by State and local agencies as well as
those carried out by the evaluation contractor. The costs of approved evaluation activities
may be charged to title IV-E administrative costs without cost allocation so that the State
may claim a full 50 percent of these costs as title IV-E administrative costs. The State
shall address any changes needed to implement this provision through submission of
appropriate amendments to its approved State cost allocation plans. Costs of evaluation
that arise from the demonstration project(s) approved under these Terms and Conditions
may be claimed for a reasonable period of time after the expiration of the period of this
demonstration(Section 1.5) so long as the costs are for activities required by the
evaluation plan(s) approved by the Department and are otherwise allowable and
Colorado Terms and Conditions—FINAL 17
reasonable. Evaluation components not approved by the Department will not qualify for
Federal matching funds.
Colorado Terms and Conditions—FINAL 18
SECTION 5: MONITORING
The State will send all reports required in this section to the Children's Bureau, the Regional
ACF Office, and the evaluation technical assistance contractor for this initiative.
5.0 The State must submit a plan, for approval by the Department, designating which
administrative costs will be treated as developmental costs (see Section 4.4) no later than
30 days after accepting these Terms and Conditions.
5.1 Within 60 days of acceptance of these Terms and Conditions, the State will submit to the
Department a draft of the specifications or Request for Proposal (RFP) and evaluation
specifications for review.
5.2 Within 90 days following acceptance of these Terms and Conditions, the State will
submit a Preliminary Design and Implementation Report to the Department for
approval; and a Final Design and Implementation Report will be submitted to the
Department for approval within 180 days following acceptance of these Terms and
Conditions(see Section 2.4 for detailed elements of the reports).
5.3 The State shall submit quarterly progress reports beginning 90 days after the acceptance
of these Terms and Conditions and continuing until implementation. The Preliminary
Design and Implementation Report will serve as the first quarterly report. All
subsequent reports are due no later than 30 days after the conclusion of each quarterly
period and will include a basic update on the status of each activity or task identified in
the Implementation Report. The report will also identify any problems encountered that
may have an impact on the design or anticipated implementation schedule. Suggestions
for resolving these problems will be provided for the Department's review and approval.
5.4 Once implementation has begun, semi-annual progress reports will be required
throughout the project period summarizing project and evaluation activities and
accomplishments during the reporting period as well as interim findings from the
evaluation, if available. The semi-annual monitoring reports shall indicate issues or
problems and resolutions regarding the implementation of the demonstration or
evaluation as approved, including updates on the resolution of any significant problems
identified in the implementation report. The State will address its progress toward
implementing the Child Welfare Program Improvement Policies as described in Section
2.3. These reports are due no later than 30 days after the conclusion of each reporting
period.
5.5 The State will submit an evaluation plan to the Department for approval within 90 days
after the evaluation contract is awarded(Section 3.5). The evaluation plan must be
approved by the Department prior to implementation.
5.6 The State will submit an annual accounting during the demonstration project period of all
investments,public or private,made in coordination with the State to provide services
under the proposed demonstration project.
Colorado Terms and Conditions—FINAL 19
5.7 The State will submit an Interim Evaluation Report 60 days after the conclusion of the
10th quarter following the demonstration's implementation date(Section 3.5).
Additional reports may be proposed by the State and, subject to approval by the
Department,may be considered allowable components of the evaluation of the
demonstration.
5.8 The State will submit a Final Evaluation Report six months after the project ends,
integrating the process study,the outcomes study, and the cost analysis (Section 3.5).
5.9 The State will post copies of the interim and final evaluation reports on the State's child
welfare agency Website (see Section 3.5).
5.10 The State will submit, or have the evaluation contractor produce and make available,
public-use data tapes, including documentation necessary to permit re-analysis of the data
gathered during the course of the evaluation, six months after the project ends(Section
3.5).
Colorado Terms and Conditions—FINAL 20
SECTION 6: TERMINATION PROCEDURES
6.0 Federal financial participation in demonstration activities requiring waivers will not be
provided beyond the period approved by the Department.
6.1 As part of the Preliminary Design and Implementation Report and the Final Design and
Implementation Report (Section 2.4), the State will submit for the Department's approval
a plan to phase down and end the demonstration to ensure that there are no
demonstration-related Federal costs incurred beyond the period approved by the
Department. All activities requiring Department approval must cease on the date decided
by the Department if the project is terminated prior to the end of the 201h quarter after the
deemed beginning date of the demonstration.
Approval: Acceptance:
ry nuels Reggie Bicha
issioner Executive Director
dministration on Children, Youth Colorado Department of
and Families Human Services
9"hghg
Date Date
Colorado Terms and Conditions—FINAL 21
•
The following items reflect the differences between the budget items listed in your county's
application and the total amounts allocated in your counties award letter:
Family Engagement
• The"FTE/OTHER/INFRASTRUCTURE"total indicated in the application was$436,690,
but our tally of the same budget line items was$563,950. Your award letter contains
the greater of these two figures.
Kinship Supports
• "Caseworker-5 Kin/Foster Coordinators"line item was removed
Trauma-Informed Screening,Assessment,and Treatment
• "Prevention Casemanager"line item was removed
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