HomeMy WebLinkAbout20153895.tiff RESOLUTION
RE: APPROVE TASK ORDER CONTRACT AMENDMENT #1 FOR THE TITLE X FAMILY
PLANNING PROGRAM FY2015-2016 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 Task Order Contract Amendment #1
for the Family Planning Program FY 2015-2016 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 Public Health and Environment, and the Colorado Department of Public Health and
Environment, commencing upon, and ending June 30, 2016, with further terms and conditions
being as stated in said task order contract amendment, and
WHEREAS, after review, the Board deems it advisable to approve said task order 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 Task Order Contract Amendment #1 for the Title X Family Planning
Program FY2015-2016 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 Public Health and
Environment, and the Colorado Department of Public Health and Environment be, and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said task order contract amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 14th day of December, A.D., 2015.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, C LORADO
ATTEST: {/f/
,� arbara Kirkmeyer, Chair
Weld County Clerk to the :.t,•., z
EXCUSED
Mike Freeman, Pro-Tem
BY:
Deputy -rk t• the :Z t� , ----- -
Sean P. Conway
APP AS RM: zi(rio Oa71Ju ie A. Cozad
ounty Attorney EXCUSED
//1`/��� Steve Moreno
Date of signature: 7"
OC,; f-l1-C6 ) /-/
2015-3895
HL0047
Memorandum
�► �, ��•' — TO: Rafaela, Deputy Clerk to the Board
2 G 0 U N� 2 FROM: Skye Turchado
Department of Public Health & Environment
DATE: December 2, 2015
SUBJECT: Routing Request— BOCC Agenda
The following documents have been approved for placement on the Board's meeting agenda
for the Board's final approval and the Chair's signature. We would like to have these items
placed on the Board's agenda for Monday, December 14, 2015.
NEW BUSINESS:
3 Original(s): Immunization Core Services FY2016 Renewal Contract/Amendment for Task
Orders #1
r- 3 Original(s): Family Planning Program FY15-16 Task Order Contract Amendment #1
2 Original(s): Vital Records Service Agreement with LexisNexis® VitalChek,lnc.
Original(s): Keywords listed in Tyler that would be helpful to the Health Dept.:
For Immunizations: "Immunization Core Services", "IZ Program",
CONSENT AGENDA: "IZ", "Contract#16-85651"
Original(s): For Family Planning: "Family Planning", "Title X", "Contract#16-
84934"
Original(s):
For VitalChek: "VitalChek", "Vital Records", "Online Birth
Original(s): Certificates", "Online Death Certificates", "VitalCheck" (Note:
VitalChek is often misspelled as "VitalCheck" hence the keyword)
Original(s):
Once signed by the Chair, please return the original, signed documents to my attention.
If you have any questions, or if you require anything further in this regard, please let me know. I
can be reached at Extension 2102 or via email.
As always, thank you for all of your help with processing our paperwork with the Board.
>• 1861 Memorandum
• TO: Barbara Kirkmeyer, Chair
0 N T Y Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH,
Executive Director
Department of Public Health & Environment
DATE: December 9, 2015
SUBJECT: Family Planning Program FY2015-2016 Task
Order Contract Amendment#1
Enclosed for the Board's review and approval is an Amendment for Task Orders #1 between the
Colorado Department of Public Health and Environment (CDPHE) and the Weld County Board of
County Commissioners on behalf of the Weld County Department of Public Health and
Environment (WCDPHE) for a non-monetary change to the Family Planning Program contract.
Following a Title X federal site review in April of this year, CDPHE was informed that there were
issues with the current designation and treatment of Family Planning agencies as vendors rather
than sub-recipients. Following this notification from the federal site reviewers, CDPHE proposed
a timeline for returning to a sub-recipient designation for Title X Family Planning Program (FPP)
contractors. In order to prevent the delay of the July 1, 2015, contract start date and to provide
program contractors adequate time to adjust their accounting practices to meet sub-recipient
designation requirements, a January 1, 2016, re-designation date was proposed. In the case of
Weld County, no adjustments are necessary to transition from a vendor to a sub-recipient
designation and this transition will be seamless except for the requirement to execute a contract
amendment which re-designates Weld from a vendor to a sub-recipient.The term of this contract
amendment is from January 1, 2016,though June 30, 2016, and funding for fiscal year 2015-2016
will remain the same at $103,024 federal funding, $46,303 state funding and $63,085 private
funding.
Under the provisions of this contract, WCDPHE will continue providing comprehensive family
planning services to men and women of reproductive age. These services include:
• Birth control information and supplies • Screening for sexually transmitted
• Cervical, breast and testicular cancer infections and HIV
screening • Basic infertility services/referrals
• Pregnancy testing and counseling • Physical exams for women and men
• Health Education and counseling, • Referrals to other health and social
abstinence education services
I recommend approval of this Family Planning Program continuation task order amendment.
BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW/WORK SESSION REQUEST
RE: Family Planning Program FY2015-2016 Task Order Contract Amendment#1
DEPARTMENT: PUBLIC HEALTH& ENVIRONMENT DATE: December 7,2015
PERSON REQUESTING: Mark E. Wallace, MD, MPI-I, Executive Director
Brief description of the problem/issue:
Enclosed for the Board's review and approval is an Amendment for Task Orders #1 between the Colorado
Department of Public Health and Environment(CDPHE)and the Weld County Board of County Commissioners
on behalf of the Weld County Department of Public Health and Environment (WCDPHE) for a non-monetary
change to the Family Planning Program contract.
Following a Title X federal site review in April of this year, CDPHE was informed that there were issues with
the current designation and treatment of Family Planning agencies as vendors rather than sub-recipients.
Following this notification from the federal site reviewers, CDPHE proposed a timeline for returning to a sub-
recipient designation for Title X Family Planning Program(FPP)contractors. In order to prevent the delay of the
July 1, 2015, contract start date and to provide program contractors adequate time to adjust their accounting
practices to meet sub-recipient designation requirements,a January 1,2016,re-designation date was proposed. In
the case of Weld County, no adjustments are necessary to transition from a vendor to a sub-recipient designation
and this transition will be seamless except for the requirement to execute a contract amendment which re-
designates Weld from a vendor to a sub-recipient. The term of this contract amendment is from January 1, 2016,
though June 30, 2016, and funding for fiscal year 2015-2016 will remain the same at$103,024 federal funding,
$46,303 state funding and$63,085 private funding.
Under the provisions of this contract, WCDPHE will continue providing comprehensive family planning
services to men and women of reproductive age. These services include:
• Birth control information and supplies • Screening for sexually transmitted infections and
• Cervical, breast and testicular cancer screening HIV
• Basic infertility services/referrals
• Pregnancy testing and counseling • Physical exams for women and men
• Health education and counseling, abstinence • Referrals to other health and social services
education
Assistant Weld County Attorney, Frank Ilaug, has reviewed this Task Order Amendment and determined that its
terms are acceptable.
What options exist for the Board? (Include consequences,impacts,costs,etc. of options)
Approving the contract amendment for the re-designation of Weld from a vendor to a sub-recipient will allow
continued family planning services to be provided by a dedicated team of public health care providers. Through
Title X funding, the WCDPHE Family Planning Program will be able to provide comprehensive health services
including reliable and long-acting reversible contraception to more than 2,000 clients.
Declining the contract amendment would result in the discontinuation of external funding for the Title X Family
Planning Program for the remainder of the 2015-2016 fiscal/contract year.
Page 1 of 2
•
Recommendation: I recommend approval of this Family Planning Program Task Order Contract Amendment
#1.
Approve Schedule
Recommendation Work Session Other/Comments:
Barb Kirkmeyer, Chair `�--
Mike Freeman, Pro Tem r
Sean P. Conway
Julie Cozad
Steve Moreno
Page 2 of 2
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
FHLA-FPP
DEPARTMENT OR AGENCY NUMBER
FAAA
CONTRACT ROUTING NUMBER
16-84934
AMENDMENT FOR TASK ORDERS#1
This Amendment is made this 17"'day of November,2015,by and between the State of Colorado,acting by and
through the DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT,whose address or principal place
of business is 4300 Cherry Creek Drive South,Denver,Colorado 80246,hereinafter referred to as the"State";
and, BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY(a political subdivision of the state of
Colorado),whose address or principal place of business is 915 10"'Street,Greeley,Colorado 80632-0758,for the
use and benefit of the Weld County Department of Public Health and Environment,whose address or principal
place of business is 1555 North 17th Avenue,Greeley,Colorado 80631,hereinafter referred to as the"Contractor".
FACTUAL RECITALS
The parties entered into a Master Contract,dated January 17,2012,with contract routing number 13 FAA 00051.
Pursuant to the terms and conditions of the Master Contract,the parties entered into a Task Order Contract,dated
March 28,2014,with encumbrance number PO FLA PSD1567059, herein after encumbrance number CT
FHLA2015000000000742 and contract routing number 15 FLA 67059,as amended by Grant Funding Change
Letter#1,routing number 15 FHLA 77335,Grant Funding Change Letter#2,routing number 16 FHLA
79248,and Grant Funding Change Letter#3,routing number 16 FHLA 84173,collectively referred to herein
as the"Original Task Order Contract,whereby the Contractor was to provide to the State the following:
Reduce unintended pregnancy by insuring access to quality reproductive health services to
all Coloradans.
The State hereby exercises"no cost"changes to the Contract and to the Additional Provisions within the current
term of the Original Contract. The State promises to increase the amount of funds to be paid to the Contractor by
One Hundred Two Thousand Eight Hundred Twenty Seven Dollars($102,827.00)during the current term of
the Original Task Order Contract in exchange for the promise of the Contractor to perform the increased work
under the Original Task Order Contract.
NOW THEREFORE,in consideration of their mutual promises to each other,stated below,the parties hereto agree
as follows:
1. Consideration for this Amendment to the Original Task Order Contract consists of the payments and
services that shall be made pursuant to this Amendment,and promises and agreements herein set forth.
2. It is expressly agreed to by the parties that this Amendment is supplemental to the Original Task Order
Contract,contract routing number 15 FLA 67059,as amended by Grant Funding Change Letter#1,
routing number 15 FHLA 77335,Grant Funding Change Letter#2,routing number 16 FHLA 79248,
and Grant Funding Change Letter#3,routing number 16 FHLA 84173,collectively referred to herein
as the Original Contract,which is by this reference incorporated herein. All terms,conditions,and
provisions thereof,unless specifically modified herein,are to apply to this Amendment as though they were
expressly rewritten,incorporated,and included herein.
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Contract Amendment TaskOrder 01-2015
3. It is expressly agreed to by the parties that the Original Task Order Contract is and shall be modified,
altered,and changed in the following respects only:
A. This Contract Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract
identified by contract routing number 15 FLA 67059.This Amendment is for the current term of
July 1,2014,through and including June 30,2016.This Amendment modifies the Original Task
Order Contract by adding descriptive elements.The following provision modifications are
incorporated herein by this reference.
i. The following information shall be added as a supplement to page 1 of the Task Order
Contract:
a Contractor DUNS:075757955
b Classification: Subrecipient
ii. The following information shall be added as a supplement to Exhibit A,Additional
Provisions,of the Task Order Contract:
a This award does not include funds for Research and Development.
iii. The following information located on page 1 of 5 of Exhibit A,Additional Provisions,
Provision#3,is hereby deleted in its entirety: "Notwithstanding the terms contained in
General Provisions of the Master Contract,Section 27,Annual Audit,for the purpose of this
Task Order,the Contractor is a Vendor as defined by Office of Management and Budget
(OMB)Circular A-133 (Audits of States,Local Governments,and Non-Profit
Organizations)."
iv. The following provision is added as Provision#23 to Exhibit A,Additional Provisions,of the
Task Order Contract:"Per the private funding source,The Colorado Trust(The Trust)
expressly disclaims any obligation to employees or independent contractors hired or engaged
by CDPHE to assist CDPHE in carrying out its obligations under the Grant Contract with The
Colorado Trust. Employment or engagement of such third parties is referred to in this
paragraph as"engagement." If CDPHE elects to engage third parties for such purpose,
CDPHE will:(i)notify third parties that their engagement is subject to the terms and
conditions of the Grant Contract between CDPHE and The Colorado Trust,particularly the
right of The Trust to terminate its obligations under the Grant Contract between CDPHE and
The Colorado Trust and discontinue funding;(ii)include the following language in any
written agreement rights between CDPHE and any third party: 'third party Contractor hereby
acknowledges that CDPHE's rights under this agreement are subject to all the terms and
conditions of a Grant Contract with The Colorado Trust.'
B. This Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract identified
by contract routing number 15 FLA 66969.This Amendment is for the current term of July 1,
2014,through and including June 30,2016. The maximum amount payable by the State for the
work to be performed by the Contractor during this current term is increased by One Hundred
Two Thousand Eight Hundred Twenty Seven Dollars($102,827.00)for an amended financial
obligation of the State for the current term of Four Hundred Twenty Two Thousand Nine
Hundred Thirty One Dollars($422,931.00)and an amended total fmancial obligation of the
State of FOUR HUNDRED TWENTY TWO THOUSAND NINE HUNDRED THIRTY ONE
DOLLARS($422,931.00). Of the amended financial obligation for the current term Ninety
One Thousand Four Hundred Ninety Eight Dollars($91,498.00)are attributable to a funding
source of the State of Colorado,Two Hundred Eight Thousand Five Hundred Forty Seven
Dollars($208,547.00)are attributable to a funding source of the United States Government(see
Catalog of Federal Domestic Assistance(CFDA)number 93.217),and One Hundred Twenty
Two Thousand Eight Hundred Eight Six Dollars($122,886.00)are attributable to a private
funding source. Of the amended total financial obligation of the State referenced above Ninety
One Thousand Four Hundred Ninety Eight Dollars($91,498.00)are attributable to a funding
Page 2 of 6
Contract Amendment TaskOrder 01-2015
source of the State of Colorado,Two Hundred Eight Thousand Five Hundred Forty Seven
Dollars($208,547.00)are attributable to a funding source of the United States Government,and
One Hundred Twenty Two Thousand Eight Hundred Eight Six Dollars($122,886.00)are
attributable to a private funding source. The revised specifications to the original Contract,
Additional Provisions,and the Budget,if any,are incorporated herein by this reference.
The Original Task Order Contract is modified accordingly. All other terms and conditions of the Original
Task Order Contract are reaffirmed.
4. The Effective Date of this Amendment is January 1,2016,or upon approval of the State Controller,or an
authorized delegate thereof,whichever is later.
5. Except for the Special Provisions and other terms and conditions of the Master Contract and the General
Provisions of the Original Task Order Contract,in the event of any conflict,inconsistency,variance,or
contradiction between the terms and provisions of this Amendment and any of the terms and provisions of
the Original Task Order Contract,the terms and provisions of this Amendment shall in all respects
supersede,govern,and control.The Special Provisions and other terms and conditions of the Master
Contract shall always control over other provisions of the Original Task Order Contract or any subsequent
amendments thereto. The representations in the Special Provisions to the Master Contract concerning the
absence of personal interest of state of Colorado employees and the certifications in the Special Provisions
relating to illegal aliens are presently reaffirmed.
6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT FISCAL YEAR
ARE CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING APPROPRIATED,BUDGETED,
AND OTHERWISE MADE AVAILABLE.
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Contract_Amendment TaskOrder 01-2015
IN WITNESS WHEREOF,the parties hereto have executed this Amendment on the day first above written.
* 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: .
BOARD OF COUNTY COMMISSIONERS OF STATE OF COLORADO
WELD COUNTY John W. Hickenlooper,Governor
(a political subdivision of the state of Colorado)
for the use and benefit of the Weld County
Department of Public He Ith and Environment -
By:
Signature of Afi'horized O ficer For the Executive Director
DEPARTMENT OF PUBLIC HEALTH
DEC 1 4 2S115 AND ENVIRONMENT
Date
Barbara Kirkmeyer
Print Name of Authorized Officer
Chair
Print Title of Authorized Officer
PROGRAM APPROVAL:
By: _e_....„_ r
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS§24-30-202 requires the State Controller to approve all State Contracts.This Contract 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: MAIRIAIM004�
l Zj'o115
Date:
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Contract_Amendment_TaskOrder_01-2015
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FY16 Family Planning Amendment for Task Orders #1
ATTEST: dduuN '‘ii BOARD OF COUNTY COMMISSIONERS
Weld my Clerk to the Board WELD COUNTY, C LORADO
BY:
Deputy lerk o the d arbara Kirkmey r, Chair 4 2035
DEC 1
APPROVED AS TO FUNDING: APPROVED AS TO SUBSTANCE:
Controller / i ' . ��J Elected Official or Department Head
APPROVED AS TO FORM: `" .\\\►' � rec or of General Services
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Contract Amendment Taskorder 01-2015
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