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HomeMy WebLinkAboutC08-395AGREEMENT BETWEEN EAGLE COUNTY AND THE LITERACY PROJECT This Agreement ("the Agreement"), made this ~ day of December, 2008, between Eagle County, Colorado ("County") and Literacy Project ("Contractor"), WITNESSETH: Whereas, County, through its Department of Health and Human Services ("HHS"), works to promote the health, safety and welfare of County residents of all ages; and Whereas, among the services County provides in order to promote such health, safety and welfare are services for TANF eligible participants to address the federal goals of self- sufficiency of stabilizing families. Whereas, the use of outside providers of such services enhances the ability of the County to promote such health, safety and welfare; and Whereas, Contractor is a provider of such services and wishes to contract with County to provide such services to County residents in need thereof. Now, therefore, in consideration of the foregoing premises and the following promises, County and Contractor enter into this Agreement. I: SCOPE Contractor shall conduct a Family Literacy program at Avon, Edwards and Gypsum in conjunction with Colorado Mountain College and Health & Human Services. Approximately 80 families will participate. Families eligible for participation under this Agreement must be TANF eligible. The Family Literacy Program will include: - one-to-one literacy education for adults and youth. - adult education in English as a Second Language through Colorado Mountain College. - child enrichment services for children under the age of 6 to provide pre-literacy services that will assure success in school. - parent-child interactive literacy activities that allows parents to learn how to become the primary teacher for their children. Contractor will participate in the National Head Start Family Literacy Center's SPARC Literacy (Strengthening Partnerships And Resources in Communities) training and planning. Focus will be to improve the quality and positive outcomes of family literacy efforts in the Early Head Start program and community. II: TERM This Agreement shall commence on January 1, 2009 and shall terminate on December 31, 2009. III: COMPENSATION A. County will compensate Contractor for performance of Family Literacy Services. The maximum amount of this grant shall be $26,880 as detailed in Exhibit B (grant proposal). B. If, prior to payment of compensation or reimbursement for services but after submission to County of a request therefor by Contractor, County reasonably determines that payment as requested would be improper because the services were not performed as prescribed by the provisions of this Agreement, the County shall have no obligation to make such payment. If, at any time after or during the Term or after termination of this Agreement as hereinafter provided or expiration of this Agreement, County reasonably determines that any payment theretofore paid by County to Contractor was improper because the services for which payment was made were not performed as prescribed by the provisions of this Agreement, then upon written notice of such determination and request for reimbursement from County, Contractor shall forthwith return such payment to County. Upon termination of this Agreement as hereinafter provided or expiration of the Term, any unexpended funds advanced by County to Contractor shall forthwith be returned to County. IV: PROHIBITIONS ON PUBLIC CONTRACT FOR SERVICES A. The Contractor shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services; or enter into a contract with a subcontractor that fails to certify to the contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services. If the Contractor is a sole provider of services, they shall attach an original signed copy of Exhibit A to this Agreement. B. The Contractor shall verify or attempt to verify through participation in the Basic Pilot Verification program, as administered by the United States Department of Homeland Security, that the Contractor does not employ any illegal aliens. If the Contractor is not accepted into the Basic Pilot Verification Program prior to entering into a public contract for services, the contractor shall apply to participate in the Program every three months until the contractor is accepted or the public contract for services has been completed, whichever is earlier. Information on applying for the Basic Pilot Verification Program can be found at: https•//www vis-dhs.com\employerregistration. If the Contractor is a sole provider of services, they shall attach an original signed copy of Exhibit A to this Agreement. C. The Contractor shall not use the Basic Pilot Verification Program procedures to undertake pre- employment screening of job applicants while the public contract for services is being performed. D. If the Contractor obtains actual knowledge that a Subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien, the Contractor shall be required to: 1. Notify the Subcontractor and the County within three days that the Contractor has actual knowledge that the Subcontractor is employing or contracting with an illegal alien; and 2. Terminate the Subcontract with the Subcontractor if within three days of receiving the notice required pursuant to subparagraph (i) of the paragraph (d) the Subcontractor does not stop employing or contracting with the illegal alien; except that the Contractor shall not terminate the contract with the Subcontractor if during such three days the Subcontractor provides information to establish that the Subcontractor has not knowingly employed or contracted with an illegal alien. 3. The Contractor shall comply with any reasonable request by the Department of Labor and Employment made in the course of an investigation that the department is undertaking pursuant to its authority. 4. If a Contractor violates these prohibitions, the County may terminate the contract for a breach of the contract. If the contract is so terminated, the Contractor shall be liable for actual and consequential damages to the County. V. TERMINATION County may terminate this Agreement at any time and for any reason or no reason upon written notice to Contractor specifying the date of termination, which date shall be not less than ten (10) days from the date of the notice. In the event Contractor files for bankruptcy or is declared bankrupt or dissolves, County may declare in writing that this Agreement is terminated, and all rights of Contractor and obligations of County, except for payment of accrued but unpaid fees and expenses, shall terminate immediately. VI. CONTRACTOR'S DUTIES A. All funds received by Contractor under this Agreement shall be or have been expended solely for the purpose for which granted, and any funds not so expended, including funds lost or diverted for other purposes, shall be returned to County. B. Contractor shall maintain, for a minimum of 3 years, adequate financial and programmatic records for reporting to County on performance if its responsibilities hereunder. Contractor shall be subject to financial audit by federal, state or county auditors or their designees. Contractor authorizes County to perform audits or to make inspections during normal business hours, upon 48 hours notice to Contractor, for the purpose of evaluating performance under this Agreement. Contractor shall cooperate fully with authorized HHS representatives in the observation and evaluation of the program and records. Contractor shall have the right to dispute any claims of misuse of funds and seek an amicable resolution with County. C. In rendering its services hereunder, Contractor shall comply with the highest standards of customer service to the public. Contractor shall provide appropriate supervision of its employees to ensure the maintenance of these high standards of customer service and professionalism, the performance of such obligation to be determined at the sole discretion of County. In the event that County finds these standards of customer service are not being met by Contractor, County may terminate this Agreement, in whole or in part, upon ten (10) days notice to the Contractor. D. Contractor shall comply with all applicable federal, state and local rules, regulations and laws governing services of the kind provided by Contractor under this Agreement. In particular, Contractor shall comply with all applicable rules and laws governing eligibility for services and allowable costs under the Galorado WORKS/TANF program for those families authorized for services to stabilize family life and promote family self sufficiency. Only children why have a lawful legal presence in,the United States are eligible far services under this agreement unless those children are active child welfare clients v, f L~agle C©unty Health & Human Services. Contractor shall be solely responsible for ensuring proper licensing and credentialing of those providing services under this Agreement. E. Contractor shall comply with all federal and state rules, regulations, laws and requirements concerning restrictions on providing public benefits to persons who are not lawfully present in the United States. Contractor's work involves the provision of service or support to applicants for public benefits, and therefore, Contractor must verify the lawful presence of all applicants prior to utilizing County funds to provide said service or support. Lawful presence must be verified by 1) requiring production of a Colorado license or ID card, an ID card issued by the US military or coast guard, or a Native American tribal document; and 2) requiring the applicant to affirm lawful presence by signing the off davit attached as Exhibit A. The original verification affidavit must be returned to and maintained by the County. All copies of the verification affidavit must be certified by the Contractor has being a true and correct copy of the original document. Ifthe applicant is under the age of 18, Contractor should request a copy of the applicant's birth certificate, or should work with the applicant and hislher parents to obtain a copy of the birth certificate. F. Contractor shall provide the County with reports concerning services under this Agreement. Reports will be due on June 15, 2009 and December 15, 2009; with payment made following the receipt of report. The report shall include information on: - the number of participants in the program and the percentage of TANF eligible participants. - the activities undertaken as part of the program. - the actual cost of services provided, i.e. an expenditure report for the period. - the program outcomes for the participants. 4 G. Contractor shall comply with the requirements of the Civil Rights Act of 1964 and Section 504, Rehabilitation Act of 1973, concerning discrimination on the basis of race, color, sex, age, religion, political beliefs, national origin, or handicap. H. Contractor shall assure that the service described herein is provided to the County at a cost not greater than that charged to other persons in the same community. I. Contractor shall safeguard information and confidentiality of the child and the child's family in accordance with rules of the Colorado Department of Human Services and Eagle County Health and Human Services, and the Health Information Privacy and Accountability Act. J. Contractor shall notify HHS immediately of all reports of suspected child abuse or neglect involving Contractor, including, but not limited to, employees, volunteers and clients. HHS contractors are considered to be mandatory reporters for suspected child abuse and neglect and are to make those reports directly to HHS Youth and Family Services Division - (970) 328-8840. K. Contractor must comply with the following requirements regarding ail TANF-eligible participants: Food Stamps -Contractor must inform all participants that they are categorically eligible to receive at least some services and referred to HHS for more information on application for benefits. Medicaid -Contractor must inform all participants that they maybe eligible for Medicaid and referred to HHS for information on application for benefits. Disabilities and other Barriers -All participants must be informed by Contractor that they can visit HHS offices to receive an assessment and appropriate services that may better work with their disabilities or other barriers. A eal Rights -Contractor must provide all participants with notice of their right to appeal to HHS. Contractor shall keep a record of all participants served for documentation in ease of an appeal. L. Contractor shall submit semi-annual billings to County. Billings will be paid through the County's usual bill paying process. Billings must be submitted for services provided through June 30, 2009 by July 3, 2009; and billings for services provided through December 31, 2009 must be submitted by January 10, 2010 in order to be eligible for reimbursement. M. Contractor shall participate in an annual training provided by County regarding program requirements and eligibility; child abuse and neglect reporting; and, financial and program reporting to County. VII. NOTICE Any notice required under this Agreement shall be given in writing by registered or certified mail; return receipt requested which shall be addressed as follows: COUNTY: CONTRACTOR: Eagle County Health & Human Services The Literacy Project P. O. Box 660 PO Box 608 Eagle, CO 81631 Minturn, CO 81645 literacy@marmot.org Notice shall be deemed given three (3) days after the date of deposit in a regular depository of the United States Postal Service. VIII. ASSIGNMENT Contractor shall not assign any of its rights or duties under this Agreement to a third party without the prior written consent of County. County shall terminate this Agreement in the event of any assignment without its prior written consent of County. IX. MODIFICATION Any revision, amendment or modification of this Agreement shall be valid only if in writing and signed by all parties. X. INSURANCE At all times during the term of this Agreement, Contractor shall maintain in full force and effect the following insurance: Type of Insurance Workers' Compensation Employers Liability, including occupational Disease Coverage Limits Statutory $500,000 Comprehensive General Liability, including broad form property damage Professional Liability Insurance $150,000 per person and $600,000 per occurrence or as specified in the Colorado Governmental Immunity Act, whichever is greater. $ 500,000 per occurrence Contractor shall purchase and maintain such insurance as required above and shall provide certificates of insurance in a form acceptable to County upon execution of this Agreement. XI. MISCELLANEOUS A. The relationship of Contractor to County is that of independent contractor. No agent, employee or volunteer of Contractor shall be deemed to be an agent, employee or volunteer of County. B. In the event of litigation in connection with this Agreement, the prevailing party shall be entitled to recover all reasonable costs incurred, including attorney fees, costs, staff time and other claim related expense. C. Invalidity or unenforceability of any provision of this Agreement shall not affect the other provisions hereof, and this Agreement shall be construed as if such invalid or unenforceable provision was omitted. D. Contractor shall indemnify and hold harmless County, its Board of Commissioners, and the individual members thereof, its agencies, departments, officers, agents, employees, servants and its successors from any and all demands, losses, liabilities, claims or judgments, together with all costs and expenses, including but not limited to attorney fees, incident thereto which may accrue against, be charged to or be recoverable from County, its Board of Commissioners, and the individual members thereof, its agencies, departments, officers, agents, employees, servants and its successors, as a result of the acts or omissions of Contractor, its employees or agents, in or in part pursuant to this Agreement or arising directly or indirectly out of Contractor's exercise of its privileges or performance of its obligations under this Agreement. E. Contractor shall comply at all times and in all respects with all applicable federal, state and local laws, resolutions, and codes. F. Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after, December 31st of the calendar year of the Term of this Agreement, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with the provisions of Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et.seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). G. This Agreement shall be governed by the laws of the State of Colorado. Jurisdiction and venue for any suit, right or cause of action arising under, or in connection with this Agreement shall be exclusive in Eagle County, Colorado. H. This Agreement supersedes all previous communications, negotiations and/or agreements between the respective parties hereto, either verbal or written, and the same not expressly contained herein are hereby withdrawn and annulled. This is an integrated agreement and there are no representations about any of the subject matter hereof except as expressly set forth in this Agreement. I. This Agreement does not, and shall not be deemed or construed to, confer upon or grant to any third party or parties any right to claim damages or to bring any suit, action or other proceeding against either Contractor or County because of any breach hereof or because of any of the terms, covenants, agreements and conditions herein. 7 J. Contractor certifies that it has read the Agreement, understands each and every term and the requirements set forth herein, and agrees to comply with the same. In Witness Whereof, County and Contractor have executed this Agreement in triplicate on the date set forth above. Two counterparts have been delivered to County and one to Contractor. COUNTY OF EAGLE, STATE OF COLORADO By and through its d o sa Commissioners By~~ L -~' Peter F. Runyon, Chai ATTEST: Clerk to the Bogard of County Co ~~ ~ ~~~ ~ /~ e. l CONTRACTOR: The Literacy Project By: Exhibit A I, ~P V . c. , swear or affirm under the penalty of perjury under the laws of the State of Colorado that ch ck one): I am a United States Citizen I am a Permanent Resident of the United States, or I am lawfully present in the United States pursuant to Federal law. I understand that this sworn statement is required by law because I have applied for a public benefit. I understand that state law requires me to provide proof that I am lawfully present in the United States prior to receipt of this public benefit. I further acknowledge that making a false, fictitious, or fraudulent statement or representation in this sworn affidavit is punishable under the criminal laws of Colorado as perjury in the second degree under Colorado Revised Statute § 18-8- 503 and it shall constitute a separate criminal offense each time a public benefit is fraudulently recea~~,~ ^ l I I~ ~ ~ Signature -- Date Exhibit B Budget for Literacy Is For Everyone Amount Requested from TANF: $26,880 Lead Teacher-Avon/Edwards $20 hour x 45 weeks x 20 hours per week 18,000 Lead Teacher-Gypsum $20/hour x 45 weeks x 12 hours per week 10,800 Gypsum-2 aides $14/hour x 45 weeks x 8 hours per week 5,040 Avon-2 aides $14fhour x 45 weeks x 8 hours per week 5,040 Total Staffing Expenses 38,880 Educational Supplies 3,000 Total Expenses 41,880 Income Youth Foundation 10,000 United Way of Eagle River 5,000 Total Income 15,000 Request for TANF 26,880 10