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Alpine Area Agency on Aging
Re:
SuboGranteeS
,Jean Briley, recto \
\
December 12, 2003 \
NOGA, Financial Repo Monthly Reporting Sheets, Contract, Fiscal Memo
To:
From:
Date:
Enclosed you will find your 2004 Financial Notice of Award along with supporting documents.
Please note that the contract needs to be returned to AAAA within 30 days of receipt of this
packet.
"Reports are due on a monthly basis by the 10th of the month (see attached memo).
Please do not hesitate to call if you have any questions or concerns.
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P.O. Box 2308 . 249 Warren Ave. . Silverthorne, CO 80498 . 970146&0295. Fax 9701468-1208 .www.nwc.cog.co.us
ALPINE AREA AGENCY ON AGING
NOTIFICATION OF GRANT AWARD
Type of Grant or Action
X Initial Award
Revision of Earlier Grant
issued on
Grant Award Year
FY 2004
Area Served
Region XII Eagle County
Name and Address of Grantee
Eagle County Senior Services
P. O. Box 850
Eagle, Colorado 81631
Project Budget Project Director
A. Grant Award $16,330 . John Lowery, Eagle County Senior Coordinator
B. Program Income $2,650
C. Cash Match $103,670
D. TOTAL BUDGET $122,650
1. Except where it is in conflict with this Notification of Grant Award, in which case the
Notification of Grant Award governs, the Application upon which this award is based is an
integral part of this grant.
2. Si nature on this pa e indicates approval of all itemized budget detail.
Grant Award Period
Beginning 1/1/04 and
Ending 12/31/04
Approvals:
by
by
n Briley, Di
Alpine Area Agency on Aging
249 Warren Ave
PO Box 2308
Silverthorne, Colorado 80498
Date
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AL.E AREA AGENCY ON AGII
EDERAL FISCAL YEAR 2004
EAGLE COUNTY SENIOR SERVICES
Report for Month of:
I. TRANSPORTATION EXPENDITURES
. 2004 Signature:
Expenditure Total Previous Report Current
Category Budget Month's YTD Period YTD Unexpended
Expenditures Expenditures Expenditures Budget
Personnel
Travel
Other
Total $13,498
Prolect Income $2.300
TransDortatlon $11.198
III. INFORMATION It REFERRAL EXPENQITURES
Expenditure Total PreVious Report Current
Category Budget Month's YTD Period YTD Unexpended
Expenditures expenditures Expenditures Budget
Personnel
Travel
Other
Total $3 241
Prolect Income $175
Total I&R $3.066
II. HOMEMAKER EXPENDITURES
Expenditure Total Previous Report Current
Category Budget Month's YTD Period YTD Unexpended
Expenditures Expenditures Expenditures Budget
Personnel
Travel
Other
Total $2.241
Prolect Income $175
Total Homemaker $2.066
IV. TOTAL EXPENDITURES
Expenditure Total Previous Report Current
Category Budget Month's YTD Period YTD Unexpended
Expenditures expenditures Expenditures Budget
$16.330
V. CASH MATCH
Expenditure Total Previous Report CUrrent
Category Budget Month's YTD Period YTD Unexpended
Expenditures Expenditures Expenditures Budget
In Kind 18.000
Cash $85.670
Total Match $103.670
VI. FUNDS ALLOCATED THIS YEAR
$
MAIL TO: #118 Eagle County Treasurer
Title I1IB Funds, Sr Services
PO Box 479
Eagle, CO 81631
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NORTHWEST COLORADO COUNCIL OF GOVERNMENTS
ALPINE AREA AGENCY ON AGING
TITLE ill OF THE OLDER AMERICANS ACT
ADMINISTRATIVE REQUIREMENTS
PURCHASE OF SERVICES CONTRACT
PROGRAM NAME
Eagle County Senior Services
FEDERAL ID NUMBER
84-0639906
CONTRACT #
2004-Eagle
TIllS AGREEMENT, entered into and effective this January 01,2004 by and between the NORTHWEST
COLORADO COUNCIL OF GOVERNMENTS, ALPINE AREA AGENCY ON AGING (hereinafter referred
to in this document as the "Council") and Eagle County Senior Services. (hereinafter referred to in this
document as the "Contractor"), WITNESSETH THAT
WHEREAS, the ALPINE AREA AGENCY ON AGING, a division of the Northwest Colorado Council of
Governments, is mandated under the provisions of the Older Americans Act to develop a comprehensive
coordinated service delivery system to help older persons maintain themselves in their own homes with
maximum independence; and
WHEREAS, the Council desires to engage the Contractor to render certain services hereinafter described in
connection with the undertaking which is expected to be financed through the State of Colorado either in part or
fully through General Funds or Title ill funding.
WHEREAS, the Contractor desires to perform said services pursuant to said Contract;
NOW, THEREFORE, the parties hereto mutually agree as follows;
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1.0 EMPLOYMENT OF CONTRACTOR
The Council hereby agrees to engage the Contractor and the Contractor hereby agrees to perform the
services hereinafter set forth in connection with the Project of the Council under Sate General Funds
&lor Title ill Purchase of Services Contract #2004-Eagle.
2.0 CATCHMENT AREA
The Contractor shall perform all the necessary services provided under the Contract of the catchment
areas herein identified: Eagle, Grand, Jackson, Pitkin and Summit Counties.
3.0 SCOPE OF SERVICES
The Contractor shall do, perform and carry out, in a satisfactory manner, as determined by the Council,
the scope of work described in Proposal Exhibit #1 of the Contract attached hereto and made a part
hereof.
4.0 TIME PERIOD
The commencement date of the Contract shall be January 01, 2004, and shall be undertaken in such
sequence as to assure completion of all services required hereunder by the Contract termination date of
December 31, 2004.
5.0 COMPENSATION
5.1 The Council agrees to reimburse the Contractor for all eligible project costs up to, but not exceeding,
the sum of ($ 16,330.00) Dollars.
5.2 The parties hereby agree that the contribution from the Contractor shall consist ofProgramlin-kind
services shall be valued in the sum of Dollars ($2650.00) for the term of this Contract. The
Contractor agrees to provide services as identified in Exhibit #1 on a cost-incurred basis at the rate
assumed by the Contractor without provision for profit or margin over the cost assumed. Such
valuation shall include wages and fringe benefits. Supplies, volunteer services and other
contributions shall be valued as described under 45 C.F.R. Part 74.50.
2
6.0 METHODOFPA~.L'lT
The Contractor agrees to request reimbursed payment at the end of each month from the Council for
expenses incurred within that month by the 10th day of the following month of the calendar year during
the life of the Contract. The Contractor shall report the units of service provided, the actual project
income received, and (if applicable) the USDA cash payments received during the reporting period. It is
expressly understood and agreed that in no event will the total compensation and reimbursement, if any,
to be paid hereunder exceed the maximum amount of ($16,330.00) Dollars for all services rendered
under this contract.
7.0 GRANT
It is agreed by the above parties that, should the Colorado State Legislature, Colorado Department of
Human Services (CDHS), or United States Department ofHea1th and Human Services (HHS)
disapprove the Contract or refuse or fail to make this grant and other related grants to provide the
services specified in this Contract or any part thereof to the Council, then this Contract shall be void and
shall not be binding on any parties to the Contract.
Unearned payments under this Contract may be suspended or terminated in the event that the Contractor
refused to accept additional terms or conditions to this Contract that may be imposed by HHS or State
after the effective date of the Contract.
8.0 DATA PROVIDED BY CONTRACTOR
8.1 PERFORMANCE REPORTS: The Contractor shall submit to the Council a monthly program
report, due on or before the 10th day following each calendar month, containing information in a
form prescribed by the Council, throughout the term of this Contract and shall be in such complete
form so that all pertinent information required is contained herein. This Report shall be separate
from the Title ill Program Report. The Council may withhold Contract payments should the
Contractor fail to meet said requirements.
8.2 FINANCIAL REPORTS: The Contractor shall submit to the Council a monthly fiscal report, due
on or before the 10th day following each calendar month, containing information in a form
prescribed by the Council, throughout the term of this Contract and shall be in such complete form
so that all pertinent information required is contained there. State General Fund expenditures shall
be reported separately from Title ill fund expenditures. The Council may withhold Contract
payments should the Contractor fail to meet said requirements.
8.3 AUDIT REPORTS: Each subgrantee with annual Federal grant expenditures totaling Three
Hundred Thousand Dollars ($300,000.00) or more shall be audited at least every two years. If
conducted on a two-year basis, the required audit shall cover both years. The audit shall be in
compliance with the Office of Management and Budget (OMB) Circular A-133 beginning with the
FY 1998 audit. Four copies of each CPA audit of the subgrantee requiring separate audit (along with
the four copies of a correction action plan addressing any compliance or management issues
included in the audit) must be submitted to the Council within 60 days of the completion of such
audit.
3
9.0 RECORDS. AUDITS AND INSPECTIONS
9.1 RECORDS: The Contractor agrees to retain all records deemed responsible; pertinent to the
Contract for the Contract period and until formal written notice has been received.
9.2 ACCOUNTING RECORDS: Records, which identify adequately the source and application of
funds for Contract activities, shall be maintained for the period provided in 9.1 above.
9.3 AUDITS AND INSPECTIONS: During the Contract, the retention period, and as long thereafter as
the records are maintained, at any time during normal business hours, the Council, CDHS, HHS, the
Comptroller General of the United States or any of their authorized representatives and the State
shall have the right of access to any books, documents, papers or other records of the Contractor
with respect to all matters covered by the Contract in order to make audit, examination, excerpts, and
transcripts. Representatives of the Council shall conduct annual program. and fiscal assessments of
the Contractor.
10.0 CONTRIBUTIONS FOR SERVICE
Contracts providing social services under this Contract shall provide older persons receiving such
services the opportunity to contribute to all or part of the costs of social services provided; each
individual recipient shall determine for themselves what, if anything, he/she is able to contribute towards
the cost of the social service. No older person shall be denied a social service because ofhis/her failure
to contribute to all or part of the cost of such services.
11.0 CHANGES
If there is any increase or decrease in the amount of State General Fund or Title ill allocations received
by the Council of Governments, which directly or indirectly effects Contractor's compensation, Council
shall give written notice thereof to Contractor and said notice and the compensation paid thereunder
shall become an amendment to the Contract.
12.0 CANCELLATION OR TERMINATION
12.1 TERMINATION OF CONTRACT FOR CAUSE: If, through any cause, the Contractor shall fail
to fulfill in a timely and proper manner his obligations under this Contract, or if the Contractor
shall violate any of the covenants, agreements of stipulations of the Contract, the Council shall
thereupon have the right to tenninate this Contract by giving written notice to the Contractor of
such termination, the reasons for such termination, and specifying the effective date thereof, at
least 30 days prior to the effective date of termination.
12.2 MUTUAL TERMINATION: The parties may tenninate the Contract upon mutual consent setting
forth in writing the effective date and procedures.
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12.3 TERMINATION HI CONTRACTOR: The Contractor, by written notification setting forth the
reasons and specifying the effective date, at least 30 days prior to the effective date, may terminate
this Contract. Reasons for termination may include circumstances beyond the Control of the
Contractor. If the Contractor terminates a portion of the Contract, the Council, at its optio~ and if
. it determines the remaining portion would not accomplish the purposes of the Contract, may
terminate the Contract in its entirety.
13.0 OTHER TERMS AND CONDITIOINS
13.1 PERSONNEL The Contractor assures that he has, or will secure at his own expense, all personnel
required in performing the services under this Contract. Such personnel shall not be employees of
the Council.
13.2 OUALIFICATIONS All of the services required herein under will be performed by the Contractor
or under his supervision, and all personnel engaged in work shall be fully qualified and shall be
authorized under State and local law to perform such services.
13.3 SUBCONTRTACT None of the work or services covered by this Contract shall be subcontracted
without the prior written approval of the Council.
13.4 EOUAL EMPLOYMENT OPPORTUNITYIHANDICAPPED The Contractor agrees to comply
with Executive Order Number 11426 entitled "Equal Employment Opportunity" as supplemented
in the Department of Labor Regulations (41 C.F.R. Part 84) and to execute such provisions as are
required. The Contractor will not discriminate in employment in the basis on handicap against any
qualified handicapped person and agrees to take positive steps to employ and advance in
employment qualified handicapped persons and to comply with the Department of Health and
Human Service Regulations (45 C.F .R. part 84).
13.5 COMPLIANCE The Contractor agrees that the project will be carried out in accordance with
Federal program and fiscal regulations (Title ill of the Older Americans Act regulations), the
policies and procedures established for grants by the State, and the terms and conditions of the
project application approved by the Northwest Colorado Council of Governments in making this
award of funds.
13.6 UNEARNED MONIES The Contractor understand that, if there is Federal/State cash unearned at
the time the project is terminated, this amount must be returned to the Council, unless the Council
otherwise stipulates. Conditions for earning Federal/State monies include:
(1) Expenditures of funds; and
(2) Matching Federal/State monies at the negotiated rate.
(3) Contributions (Program Income)
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13.7 ONE-TIME FUNDING The Contractor understands that this award is made for the period and
amounts stated in this Contract. This Contract is no way implies further funding, which is
contingent upon the availability of funds and approval of future project applications. At the option
of the Council, the Contract may be renewed in the year 2005 (in accordance with the current One
Year Plan 2004) dependent upon satisfactory performance by the contractor, available funding,
and no substantial change in needs or priorities of service under OAA program.
13.8 EOUlPMENT Equipment purchased all or in part with funds under the Older Americans Act and
State General Funds is subject to the transfer and equipment management regulations set forth
respectively in Section 74:136; 74:139 and 74:140 of the Code of Federal Regulations, Title 45,
Part 74 (45 CFR 74).
13.9 PROGRAM INCOME Unexpended program income funds on hand at the date the contract is
terminated shall revert to the agency unless the Contractor is awarded a purchase of services
contract or grant for the succeeding area plan grant period.
If applicable, all program income earned under Title ill Part C-l and Part C-2 of the Older
Americans Act of State General Funds awards shall be accounted for by the additional costs
alternative and shall only be used to accomplish one or more of the following purposes:
a. Increase the number of meals providing supportive services such as outreach or
transportation to meal sites;
b. Facilitate access to meals by providing supportive services such as outreach or
transportation to meal sites;
c. Provide other supportive services directly related to nutrition services as defined in
Section 10.362 of Volume X, Colorado Department of Social Services Manual.
All program income earned through nutrition programs or State General Funds shall be
accounted for separately and deposited into separate interest bearing accounts.
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14.0 INSURANCE
Contractor shall obtain and maintain throughout the term of the Contract, at Contractor's sole expose,
workers compensation and/or employer's liability insurance in an approved company or companies, to
cover all classifications of work and workers herein contemplated in accordance with applicable law and
regulation. Contractor will also carry and maintain throughout the term of this Contract general liability
insurance coverage in an approved company or companies, or a nature and in an amount reasonable and
customary for the applicable industry for work, services and risks of the kind to be provided or
encountered by Contractor hereunder. In no event, however, shall such general public liability coverage
have limits less than Two Hundred Thousand Dollars ($200,000.00) for each person, and Five Hundred
Thousand Dollars (500,000.00) for each accident or incident. Certificates of the foregoing insurance
coverage shall be furnished to Council within fifteen (15) days from the date of the execution hereof.
The foregoing required insurance coverage shall be adequate to protect both Contractor and Council
from all liability on account of injury or damage done to the persons or property of any and all persons
during or in consequence of the performance of the work and services herein contracted for. The
maintenance of such insurance of the work and services herein contracted for. The maintenance of such
insurance shall not affect Contractor's obligation to indemnify Council, as provided in Section 15.0
below, but maintenance of such approved insurance shall be a condition precedent to the payment to
Contractor of compensation for the performance of the Contact work.
15.0 LIABILITY: INDEMNIFICATION
Contractor shall be solely responsible for all its acts and the acts of its agents, employees and permitted
subcontractors while engaged in the performance of the Contract work. Contractor, personally and for
all its heirs, successors or assignees, covenants and agrees to indemnify and save harmless Council,
absolutely and without limit, against all liability, claims, demands, suits, judgements, costs or expenses
for injury to or death of any person or persons (including employees or agents of Council or Contractor)
and for damage to or loss of property asserted, made or recovered by any and all persons whomsoever
, on account of or resulting from the acts or omissions of Contractor, Contractor's agents, employees, or
permitted subcontractors, during the performance of the work herein contracted for. Similarly
Contractor agrees to indemnify Council for loss or damage to any of Council's property used or obtained
in connection with the work or services to be performed under this Contract.
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WHEREOF, the parties hereto have made and executed this Contract to be effective as of the 1st. day of
January 2004.
NORTHWEST COLORADO COUNCIL OF GOVERNMENTS
ALPINE ALPINE AREA AGENCY ON AGING
("COUNCIL")
By:
Date:
~~ 12 ;2,d-dY
)
("CONTRACTOR'')
By:
Date:
Uservo)\aaaa\sERVICE CONTRACTS 2004\
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