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Home My WebLink AboutC15-239 State of Colorado Health and Human Services Contract AmendmentEAGLE COUNTY DEPARTMENT OF HEALTH AND HUMAN SERVICES CONTRACT AMENDMENT Amendment #2 Original Contract CMS or CLIN # Amendment CMS # 79410 62064 1) PARTIES This Amendment to the above - referenced Original Contract (hereinafter called the Contract) is entered into by and between Eagle Department of Health and Human Services (hereinafter called "Contractor"), and the STATE OF COLORADO (hereinafter called the "State ") acting by and through the Department of Human Services, Office of Early Childhood, (hereinafter called the " OEC). 2) EFFECTIVE DATE AND ENFORCEABILITY This Amendment shall not be effective or enforceable until it is approved and signed by the Colorado State Controller or designee (hereinafter called the "Effective Date "). The State shall not be liable to pay or reimburse Contractor for any performance hereunder including, but not limited to, costs or expenses incurred, or be bound by any provision hereof prior to the Effective Date. 3) FACTUAL RECITALS The Parties entered into the Contract for /to develop and administer a Tiered Reimbursement system that supports child care facilities building and maintaining quality programs for the low - income infants and toddlers they serve. 4) CONSIDERATION - COLORADO SPECIAL PROVISIONS The Parties acknowledge that the mutual promises and covenants contained herein and other good and valuable consideration are sufficient and adequate to support this Amendment. The Parties agree to replacing the Colorado Special Provisions with the most recent version (if such have been updated since the Contract and any modification thereto were effective) as part consideration for this Amendment. If applicable, such Special Provisions are attached hereto and incorporated by reference herein as: NA. 5) LIMITS OF EFFECT This Amendment is incorporated by reference into the Contract, and the Contract and all prior amendments thereto, if any, remain in full force and effect except as specifically modified herein. 6) MODIFICATIONS. The Contract and all prior amendments thereto, if any, are modified as follows: 1. In accordance with the attached "Amended Page 1 of the Contract," the Contract term shall be extended through fiscal year 2016 ending on June 30`h 2016, and the Contract price not to exceed shall be increased by $69,923.52 for FY16. 2. Contract Exhibit B is amended by the addition of the attached "Exhibit B Budget for FYI 6". 3. Contract Exhibit A is amended by the addition of the attached "Exhibit A Performance Matrix for FY16 ". 4. Add the attached new Exhibit F, Quality Rubric and Guidance. 7) START DATE This Amendment shall take effect on the later of its Effective Date or July 1, 2015. 8) ORDER OF PRECEDENCE Except for the Special Provisions, in the event of any conflict, inconsistency, variance, or contradiction between the provisions of this Amendment and any of the provisions of the Contract, the provisions of this Amendment shall in all respects supersede, govern, and control. The most recent version of the Special Provisions incorporated into the Contract or any amendment shall always control other provisions in the Contract or any amendments. 9) AVAILABLE FUNDS Financial obligations of the state payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted, or otherwise made available. THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT ` Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's behalf and acknowledge that the State is relying on their representations to that effect. Eagle County Department of Health and Human Services V443a l� 4 — By: prt"V -`9 Title: GChairman Signature STATE OF COLORADO John W. Hickenlooper, GOVERNOR Colorado Department of Human Services Reggie Bicha, Executive Director By:. By: Mary Anne Snyder, Director, Office of Early Childhood 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: Date: Effective Date: 1/6/09-Rev 8/25/09 -cc: 0 W. ':; 0 7 .— _T X 4" r M 0 W a- CL V:E u .0 -0 o w c to VY 41 .0 c U� 0 0 E 0 0 u E C: 0 41 c 41 CL 4� < E 0 a 0 e :t t ow W r- X E C m C CL o =1 41 -0 m 0 0 E E 4 - S m to M On r P E E -2 m m 3t a 2 T c - y Nj E 0) , 41 a m m 4-;, z -C 41 0 :t� L- D �o •0 A r- L- = m c wl ci E E r_ 0 C 0 a E .0 E 0 a 0 E E 0 :3 m 41 0 M U CD 0 -cc: 0 W. ':; 0 7 .— _T X 4" r M 0 W a- CL V:E u .0 -0 o w c to a) U < E 0 c u U 0 U 0 rNo E M 0 -C Z � 0 .E u @ -2 z -�6 CxkbJ VY u U� 0 0 E 0 0 u E C: 0 E- 0 CA "0 41 CL 4� < %- w (U " 0 a 0 e :t t ow W r- X E C m C CL o =1 41 -0 m 0 0 E E 4 - S m to M On r P E Cf 0 m m 3t to u E CL 0) 5 > 0 0 2 -C W 0 C 3: 4� CL m o o 0 c w 0 wl m < cu 0 FL 0 a 0 OC lz 0 :3 m 41 0 M U CD 0 yr E u m tU 0 pi .2 0 M 0 0) r - W 0 m m it 0 LU 0 ro 41 M m -0 •cu < CSO E U0 o u IV L- [! 4� u S .2 W W Q) Ln CL O -X w a r 4� 4- m 0 a= -.j E E 4- 0 QJ C .E 0 W > E cz c M gA. 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Z r. 10, U --4 cNi rri cq m u "0, r9 G HB13 -1291 ITQIP Performance Matrix and Budget Guidelines Updated 5/15/14 PERFOMANCE MATRIX Guidelines Rationale The performance matrix will allow grantees to create more specific plans for supporting infant and toddler programs in each community while increasing accountability and monitoring progress. This guide to completing grantee's performance matrix plans will support best practices for the Infant and Toddler Quality and Availability Grant (ITQA). SMART Goals Using SMART goals in the performance matrix will lead to clear and concise objectives along with action steps, responsible parties involved, timelines, data collection tools, and progress monitoring. Statement of Work and Requirements should be: 1. Specific 2. Measurable 3. Accountable 4. Reasonable 5. Time -Based Think about goals that have tangible outcomes, and are objective. Example: Outcome: Positive classroom climate. Measures of outcome: NOT MEETING REQUIREMENTS: Children are happy. The room "felt" good. MEETING REQUIREMENTS: Children smiled and laughed frequently. Teachers used positive language when speaking to children. Grant Implementation H131 3-1291 Infant and Toddler Quality and Availability Grant has created four main components for this grant: A. Increasing Slots B. Increasing Quality C. Tiered Reimbursement D. Family Partnerships It is the expectation that grantees will implement all four components of this grant to providers eligible to participate. ITQA is a holistic approach to supporting children and families as well as increasing quality programming. Chunking out services to providers, such as providing quality improvement dollars but not tiered reimbursement, or vice HB13 -1291 ITQIP Performance Matrix and Budget Guidelines Updated 5/15/14 versa, would not be allowable or meet the expectations of ITQA. Recruiting New Child Care Providers As grantees continue to expand their provider participants in ITQA below is a guide for recruiting new child care providers. Grantees will complete the following steps A. Create a plan for contacting programs that serve infants and toddlers in CCCAP (call, site visit, community event, flyers, etc.) B. Must complete a pre - assessment of quality for providers who are not currently rated to create a baseline for data collection (what pilot programs are currently using) and complete business screening tool. a. Must consider historical CCCAP services provided C. Family, Friend and Neighbor (FFN) providers a. Grantees can offer resources for pre - licensing trainings to FFN providers. After pre - licensing is over, providers decide if they want to become a licensed provider. If yes, grantees can continue to fund FFN provider and will complete a MOU, outlining the agreement to pursue licensing and become CCCAP provider with timelines. If no, providers are no longer eligible to receive grant fundsFunds Memorandum of Understanding (MOU) with Providers Grantees will create an MOU with each provider participating in ITQIP to provide clear expectations for both parties involved. An MOU will define the work that needs to be done, timelines for completion, and accountability. All MOU's or subcontracts need to be pre - approved by the Office of Early Childhood (OEC) before they are signed by both parties. All MOU's or subcontracts with programs are structured as a cost reimbursement. Think about the programs that have a high need as well as the ability to have strong impacts for grant requirements. A. Description of quality improvements needed per pre - assessment B. Ability to increases slots C. Minimum number of CCCAP slots each program will increase or provide D. Current CCCAP enrollment for 0 -3 E. Plan for enrollment to maintain at least one CCCAP slot all year F. Plan for maintaining a wait list a. Programs will have 45 days from official drop date to enroll a new child in CCCAP. If providers fail to meet enrollment deadlines they will be dropped from grant funding and supports. G. Length of time service will be provided H. Specific gains that will be made /maintained by programs 1. Timeline for meeting goals HB13 -1291 ITQIP Performance Matrix and Budget Guidelines Updated 5/15/14 J. Consequence if program does not meet/fulfil requirements K. End of the year data reporting on: a. Reinvesting tiered reimbursement funds b. Provider satisfaction level c. Equitable reimbursement process d. Overall ITQIP participation feedback L. Performance matrix for providers that are completing construction, obtaining a child care license, or CCCAP contract. Timelines must be reasonable, and based on county procedures. M. Grantees must report to the OEC by the end of the month if a program has dropped from ITQA with details why the program dropped, how much funds have been distributed to date, and discuss budget or performance matrix modifications, if any with program officer. Provider Data Reporting The provider must submit all data requested by the ITQIP grantee. This is to ensure consistency in implementation and an understanding of program impact. Year -end data will be gathered through a survey process. The survey will include questions to address the following areas: A. Reinvesting tiered reimbursement funds a. Specifically what did those funds pay for? (professional development, staff wage increases, lower staff ratios, materials, etc) b. Allowable uses of tiered funds: extra staff to lower ratios is inf /todd rooms, high wages for inf /todd teachers, additional professional development, materials per their licensing report and QIP needs, etc. c. It is not allowable for providers to spend these funds on building maintenance (painting, air conditioners, roofing, etc), preschool rooms /teachers (materials, professional development, wages, staff, etc) B. Provider satisfaction level C. Equitable reimbursement process D. Overall ITQIP participation feedback Tiered Reimbursement Tiered reimbursement is a payment structure that rewards high quality child care programs by offering an increased reimbursement rate. Grantees should consider how funds are being leveraged to provide incentivize the utilization of CCCAP and to support programs in pursuit of higher quality. Tiered reimbursement plans must address the following: A. Quality improvement plan for staffing activities for Council and County(ies) to HB13 -1291 ITQIP Performance Matrix and Budget Guidelines Updated 5/15/14 implement plan B. Must include a minimum of four (4) tiers aligned to Colorado Shines Quality Ratings C. Determination of how funds will be used in programs D. Consider tiers for supporting high needs children E. Consider contracting directly for CCCAP slots F. Funds dispersed must be attached to children actively enrolled in CCCAP 0 -3 G. Homes and centers will receive the same reimbursement rates since they are attached to children specific, not providers. Allowable activities to reinvest tiered reimbursement funds for infant and toddler providers include: A. Decrease the cost of care gap between the County CCCAP reimbursement rate and the market rate for child care B. Lower staff ratios for infant and toddler rooms C. Increase staff wages for infant and toddler teacher D. Incentives for professional development through the completion of credential or advanced degree for infant and toddler teachers E. Increase professional development for infant and toddler teachers. Improving Quality Address strategies to support sustainable quality in child care programs. Utilize best practices for programs that will improve overall quality; not just how to perform well during a site visit from the ratings administrator. Our first focus is resolving any outstanding licensing issues, and then meeting goals on our quality improvement plan that feeds from the readiness assessment. A. Funds will be dispersed according to funding rubric B. High quality programs will have sustainability plan C. Coaching a. Focused on coaching to best practices rather than solely on assessment tool requirements b. Integrates Colorado Early Learning and Development Guidelines c. Coaches are trained on tools they use D. Quality improvement plans that address: a. Workforce qualifications b. Learning environment c. Leadership, management and administration d. Child health E. Plan for Early Childhood Council and County Department of Human Services staff to implement contract or MOU. F. All providers must obtain a minimum of L2 status within 6 months of signing MOU. Any exceptions will be made on a case by case basis. G. Providers must meet minimum points by readiness assessment before requesting an onsite rating. HB13 -1291 ITQIP Performance Matrix and Budget Guidelines Updated 5/15/14 H. Providers that already have 1-3 -5 will not be required to re -rate. I. Alternative pathways (Early Head Start and accreditation) are acceptable qualities improvement activities for ITQA Increasing the number of CCCAP slots When creating a plan to increase slots grantees shall consider the increase in general enrollment, as well as CCCAP slots. For example, opening a new classroom may increase ten (10) infant and toddler slots; however only four (4) are designated to CCCAP. Grantees should consider strategies to blend and braid funding and work with existing programs to create new slots. A. Plan includes expanding number of licensed programs who accept CCCAP in the community by offering at least one of the following: a. Incentives b. Family Friend and Neighbor (FFN) care c. Adding more CCCAP slots in programs d. Contracting for slots e. Outreach for parents /program a. Partnering with local programs i. Adding classrooms ii. Opening new programs Family Partnerships Think about a two generation approach to poverty. How can we support both children and families to have stronger support systems? A. Plan includes method for gathering what programs are currently doing to engage families and how they will improve on current practices. B. Plan must address: a. Home Language support b. Sensitivity to diversity c. Transitions d. Engagement of families e. Engagement with the community C. Plan for Early Childhood Council and County Department of Human Services staff to implement contract or MOU. D. Tracking participation of family engagement activities both pre and post (activity, outcome, number of participants, etc.) E. Family support for fathers, extended family, and diverse family structures Budget Plan and Narrative a. 20% minimum for county and council. Remainder is at grantees discretion HB13 -1291 ITQIP Performance Matrix and Budget Guidelines Updated 5/15/14 b. Specific dollar amounts for each activity c. Plan for documenting expenditures d. Dollar amounts based on projected costs HB13 -1291 ITQIP Performance Matrix and Budget Guidelines Updated 5/15/14 REQUIREMENTS /COST PROPOSAL COST PROPOSAL • This extension will result in a cost reimbursement contract. Costs are tied to services that meet or exceed the requirements and expected outcomes. This may include the expertise, and relevant experience of the offeror that will enhance the success of the project and provide minimal risk or need for State resources. • Cost proposal narrative includes in -kind or wrapping funding to demonstrate how realistic the proposal is. • Cost reimbursement is when services being provided on a per client basis, or as needed. No guarantee of the number of clients served, however a rate or fee is established. Costs will only be reimbursed with proper fiscal documentation. • A maximum of 14% divided between the Early Childhood Council and County Department of Human Services may be allotted to administrative expenses • Early Childhood Council County Department of Human Services must have a minimum of 24% for each entity. • How staffing will be maintained to maintain and share fiscal documentation on a monthly (if new to the grant) and quarterly basis if already received funds • DELIVERY SCHEDULE • The proposal must include a schedule of the work to be performed and delivery date of the required reports in the performance matrix.