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HomeMy WebLinkAboutC15-284 Clayton Early LearningAGREEMENT FOR EARLY HEAD START SERVICES THIS AGREEMENT is made and entered into this 1 st day of July, 2015, by and between Clayton Early Learning, Trustee, George W. Clayton Trust, a not - for - profit corporation licensed and authorized to do business in the State of Colorado, whose address is 3801 Martin Luther King Boulevard, Denver, Colorado 80205 (hereinafter, "Clayton Early Learning "), and Eagle County, a municipal corporation of the State of Colorado, whose address is 500 Broadway, PO Box 850 Eagle, CO 81631 (hereinafter, "Contractor "). WITNESSETH: WHEREAS, Clayton Early Learning has applied for a grant from the United States Department of Health & Human Services (HHS), by and through the Administration for Children & Families (ACF) to administer and operate a program of Early Head Start services in Partner Child Care Sites in high need areas of the state. WHEREAS, Clayton Early Learning has retained the Contractor to ensure specific Early Head Start services are delivered in Partner Sites; and WHEREAS, Clayton Early Learning believes the Contractor to be well able to undertake and perform such services, and Clayton Early Learning desires to contract with the Contractor for the performance of such services; and WHEREAS, the Contractor is ready, willing and able to provide such services; NOW THEREFORE, in consideration of the mutual agreements herein contained, and subject to the terms and conditions herein stated, the parties agree as follows: COORDINATION AND LIAISON: The Contractor agrees that during the term of this Agreement it shall fully coordinate all services hereunder with the Clayton Early Learning Director or such other representative as may be designated by Clayton Early Learning. COMPENSATION: Clayton Early Learning agrees to pay the Contractor, and the Contractor agrees to accept as complete compensation for all services provided under this Agreement an amount of One Hundred Five Thousand Three Eighty Two Dollars and Eighty -Four Cents ($105,382.84) in operational funding and Two Thousand Three Hundred Fifty Dollars and No Cents ($2,350.00) in Training and Technical Assistance funding for ten (10) Early Head Start students. The total amount the Contractor will be paid is One Hundred Seven Thousand Seven Hundred Thirty -Two dollars and Eighty -Four Cents ($107,732.84) in eight equal installments of 1 Thirteen Thousand Two Hundred Fifty Dollars and Eighty Nine Cents ($13,250.89) to be paid within the first ten business days of the month of service. Funds will be transferred to the Contractor via Account Transfer. It is expressly understood and agreed that the obligation of Clayton Early Learning to make payments to Contractor shall only extend to monies appropriated by the United States Government and paid to Clayton Early Learning for the purposes of this Agreement. The Contractor acknowledges that (i) Clayton Early Learning does not by this Agreement irrevocably pledge present cash reserves for payments in future fiscal years, and (ii) this Agreement is not intended to create a multiple - fiscal year direct or indirect debt or financial obligation of Clayton Early Learning. Clayton Early Learning shall not pay or be liable for any claimed interest, late charges, fees, taxes or penalties of any nature except as required by law. The Contractor shall adhere to Head Start Section 644(g)(3) to include the Davis -Bacon Act for construction or renovation to a Head Start facility. Non - Federal Share is a statutory requirement of the Head Start Act Section 640(b). Administrative requirements are codified in 45 CFR 74.23 and 45 CFR 92.24. As stated in the Act, the grantee agency must provide 20 percent of the total costs of the Head Start program unless a waiver has been granted. For purposes of the Agreement, this amount shall total Thirty Four Thousand Two Hundred Eighty Four Dollars and Two Cents ($34,284.02). SCOPE OF SERVICES: The Contractor shall, in full coordination with Clayton Early Learning, provide services and fulfill the obligations in Exhibit A of this Agreement. All records, data, specifications and documentation, except for Contractor's confidential personnel files, prepared by the Contractor under this Agreement, when delivered to and accepted by Clayton Early Learning shall become the property of Clayton Early Learning. The Contractor agrees to allow Clayton Early Learning to review and observe any of the procedures used by it in doing the work under this Agreement and to make available for inspection all records, notes and other documents (whether in written or electronic form) used in performing work under this Agreement. SUPPLEMENTARY DOCUMENTS: The following documents are attached hereto and incorporated herein and made a part of this Agreement as if set forth in full herein: A. Exhibit A, Scope of Services. B. Exhibit B, Reporting and Monitoring Schedule 2 CONTRACTOR'S RESPONSIBILITIES: In addition to any and all obligations required by law or stated elsewhere in this Agreement or in any attachments hereto, the Contractor shall: A. Communicate timely with the Clayton Early Learning Director concerning the provision of services hereunder and attend and participate in meetings as requested by the Clayton Early Learning Director or the Director's designated representative; C. Ensure that all staff of Contractor shall have adequate skills and experience for their respective functions and comply with the reasonable directions and requests of Clayton Early Learning in implementing Early Head Start Services; D. Permit Clayton Early Learning or ACF to carry out reasonable monitoring and evaluation activities and ensure the cooperation of the Contractor, its employees, agents, board members, and subcontractors in such efforts; E. Obtain, and maintain and provide copies to Clayton Early Learning of all applicable licenses, permits, credentials and authority required to provide services under this Agreement. F. The Contractor shall not copyright, trademark or patent any work, materials, devises, processes, or products developed as a result of the services provided under this Agreement without the prior written approval of Clayton Early Learning or the federal government. Upon approval, Clayton Early Learning shall have a non - exclusive and irrevocable license to reproduce, publish or otherwise use or authorize the use of any copyrighted material; G. The Contractor shall report without delay to Clayton Early Learning and to any and all appropriate authorities, any incidents of suspected or known child abuse or neglect and any incidents involving serious injury or death regardless of cause of a child enrolled in Early Head Start or otherwise receiving Early Head Start services. REPORTS: The Contractor shall establish and maintain reporting systems in accordance with any and all policies, procedures and directives of Clayton Early Learning. TERM: The term of the Agreement shall commence on July 1, 2015 and proceed to the timely and expeditious completion of the services contemplated hereunder, but in any event, the services of the Contractor shall be completed and this Agreement shall expire on February 28, 2016. COMPLIANCE WITH APPLICABLE LAWS: By its signature below, the Contractor assures and certifies that it will comply with all applicable Federal, State and local laws, 3 ordinances, codes, regulations, rules, executive orders, and policies whether or not specifically referenced herein. In particular, the Contractor shall perform the duties and satisfy the requirements of the following laws, regulations, and policies as may be amended from time to time: A. The Head Start Act as it pertains to this agreement; B. The Drug -Free Workplace Act of 1988 as codified at 41 U.S.C. 701, et. sea. ; C. Executive Order 12549, Debarment and Suspension, implemented at 45 CFR Part 76. By its signature below, the Contractor assures and certifies that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. D. The Americans with Disabilities Act as codified at 42 U.S.C. 12101 et se q.; E. Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, and the Age Discrimination Act of 1975. PERFORMANCE STANDARDS: It is expressly understood and agreed that all services provided pursuant to this Agreement will comply with Early Head Start Performance Standards. The Contractor will develop policies and procedures necessary for the appropriate and effective delivery of services pursuant to this Agreement. Such policies and procedures are subject to approval by Clayton Early Learning. STATUS OF CONTRACTOR: It is understood and agreed that the status of the Contractor shall be that of an Independent Contractor, retained on a contractual basis to perform professional or technical services for limited periods of time and it is not intended, nor shall it be construed, that the Contractor or any employee or subcontractor is an employee, officer, or agent of Clayton Early Learning or for any purpose whatsoever. ASSIGNMENT AND SUBCONTRACTING: A. By Clayton Early Learning. Clayton Early Learning may assign or transfer this Agreement at its discretion or when required by ACF or if Clayton Early Learning's agreement with ACF is terminated. B. By the Contractor. Clayton Early Learning is not obligated or liable under this Agreement to any party other than the Contractor named herein. The Contractor shall not assign 4 or subcontract any of its rights, benefits, obligations or duties under this Agreement without the prior written consent of Clayton Early Learning which consent may be withheld in the absolute discretion of Clayton Early Learning. In the event any such assignment or subcontracting shall occur, such action shall not be construed to create any contractual relationship between Clayton Early Learning and such assignee or subcontractor, and the Contractor herein named shall remain fully responsible to Clayton Early Learning according to the terms of this Agreement. TERMINATION: A. By Clayton Early Learning. Clayton Early Learning may terminate this Agreement at any time upon thirty (30) days written notice if the Contractor is not satisfactorily performing in accordance with this Agreement, the exhibits hereto, or applicable laws. Clayton Early Learning may further terminate this agreement upon sixty (60) days written notice for the convenience of Clayton Early Learning or if the Grant is suspended or terminated, in whole in part, by HHS. Clayton Early Learning may also by written Notice of Default to Contractor immediately terminate the whole or part of this Agreement in the event Contractor or any of its officers or employees are arrested and/or convicted of sexual assault, child abuse or endangerment, neglect of a child, or child sexual assault. Clayton Early Learning may also by written Notice of Default to Contractor terminate the whole or part of this Agreement in the event Contractor or any of its officers or employees are convicted or found liable, plead nolo contendre, enter into a formal agreement in which they admit guilt or liability, enter a plea of guilty, or otherwise admit culpability or liability for crimes of violence, assault, battery, bribery, kickbacks, collusive bidding, bid - rigging, antitrust, fraud, undue influence, theft, racketeering, extortion or any offense of a similar nature, in connection with Contractor's business. If the Contractor's services are terminated, it shall be paid only for that portion of services satisfactorily completed in accordance with this Agreement at the time of notice of such action. Contractor shall timely notify Clayton Early Learning in writing if any employee, agent or contractor of Contractor is arrested and/or convicted or found liable, pleads nolo contendre, enters into a formal agreement in which the person admits guilt or liability, enters a plea of guilty, or otherwise admits culpability or liability for crimes of violence, sexual assault, assault, battery, child abuse or endangerment, neglect of a child, child sexual assault, bribery, kickbacks, collusive bidding, bid - rigging, antitrust, fraud, undue influence, theft, racketeering, extortion or any offense of a similar nature, in connection with Contractor's business. 5 B. By the Contractor. The Contractor may terminate this Agreement for substantial breach by Clayton Early Learning, including the failure to compensate Contractor timely for services performed under this Agreement, that has not been corrected within thirty (30) days of Contractor's written notice to do so identifying the breach including but not limited to Clayton Early Learning failure to meet its obligations herein and if additional conditions are lawfully applied by HHS to the Grant and upon Clayton Early Learning, and the Contractor is unable or unwilling to comply with such additional conditions, then the Contractor may terminate this Agreement by giving thirty (30) days written notice signifying the effective date of termination. In such event, Clayton Early Learning may require the Contractor to ensure that adequate arrangements have been made for the transfer of Contractor's activities to another Contractor or to Clayton Early Learning. In the event of any termination, all property and finished or unfinished documents, data, studies, reports purchased or prepared by the Contractor under this Agreement shall be disposed of according to HHS directives. Notwithstanding any other provision contained herein, the Contractor shall not be relieved of liability to Clayton Early Learning for damages sustained by Clayton Early Learning by virtue of any breach of the contract by the Contractor and Clayton Early Learning may withhold reimbursement to the Contractor for the purpose of set -off until such time as the exact amount of damages due Clayton Early Learning from the Contractor is agreed upon or otherwise determined. C. In the event that this Agreement is terminated prior to the expiration date specified in above, Contractor shall submit any and all outstanding reports or requested information within forty -five (45) days of the date of early termination. EXAMINATION OF CONTRACTOR RECORDS: The Contractor agrees that any duly authorized representative of Clayton Early Learning or authorized agent of State or Federal Government shall, until the expiration of three (3) years after the final payment under this Agreement, have access to and the right to examine any books, documents, papers and records of the Contractor, involving transactions related to this Agreement. The Contractor shall keep true and complete records of all services under this Agreement, shall establish and maintain a system of record keeping satisfactory to Clayton Early Learning and give Clayton Early Learning's authorized representatives access during reasonable hours to such records, except those matters required to be kept confidential by law. C. WHEN RIGHTS AND REMEDIES NOT WAIVED: In no event shall any action by Clayton Early Learning hereunder constitute or be construed to be a waiver by Clayton Early Learning of any breach of covenant or default which may then exist on the part of the Contractor, and Clayton Early Learning's action or inaction when any such breach or default shall exist shall not impair or prejudice any right or remedy available to Clayton Early Learning with respect to such breach or default; and no assent, expressed or implied, to any breach of any one or more covenants, provisions or conditions of the Agreement shall be deemed or taken to be a waiver of any other breach. INSURANCE: Within ten (10) days of the execution of this Agreement, the Contractor shall cause to be completed and fully executed a CERTIFICATE OF INSURANCE. The certificate shall include property, workers' compensation, general liability, automobile liability (including non - ownership and hired vehicles) and property damage insurance satisfactory to Clayton Early Learning and in compliance with the law. The certificate shall carry the provision that the insurance shall not be canceled or reduced without prior notice to Clayton Early Learning. All insurance required by this paragraph of the contract shall remain in full force and effect for the entire contract period, and Clayton Early Learning shall be named as an additional insured under such insurance contracts, which shall contain a stipulation that the insurance provided shall not be terminated, lapse or otherwise expire, prior to thirty (30) days written notice to that effect. The minimum limits of liability coverage shall be as follows: A. Comprehensive general liability, including premises and operations: products liability including completed operations coverage; sexual abuse liability; and contractual liability for this contract. Limits: $1,000,000/2,000,000 B. Property insurance with coverage to protect all buildings and contents per insurance requirements and reported Statement of Values. C. Comprehensive automobile liability, including all owned automobiles, non -owned automobiles; hired car coverage. Limits $1,000,000 D. Workers compensation, including employer's liability. Limits: Statutory Employer's Liability $100,000 E. Student Accident; Minimum Limits per Student $10,000.00 The Contractor shall include all subcontractors performing work under this agreement as insureds under each required policy or shall furnish a separate certificate of insurance to each 7 subcontractor. All coverages for subcontractors are subject to the requirements set forth in the certificate or stated herein. The Contractor agrees to ensure that each subcontractor performing work under this Agreement maintains the required coverages for the periods specified and that each subcontractor complies with all other insurance requirements set forth in the certificate or stated herein. The Contractor and its subcontractor shall keep in effect professional errors and omissions insurance coverage for at least five (5) years after the termination date of this Agreement. Insurance coverage specified therein constitutes the minimum requirements and those requirements do not lessen or limit the liability of the Contractor under this Agreement. The Contractor shall obtain, at its own expense, any additional kinds and amounts of insurance that it may deem necessary. The insurance requirements above shall not be deemed to limit or define the obligations of the Contractor and it is solely responsible for payment of any deductibles. If required by applicable federal law, the Contractor shall obtain and keep in force during the term of this Agreement a fidelity bond, in form and surety acceptable to Clayton Early Learning, conditioned upon the faithful and honest utilization and handling by the Contractor's employees, agents and subcontractors of all monies paid to the Contractor by Clayton Early Learning pursuant to this Agreement, said bond to protect Clayton Early Learning against any malfeasance or misfeasance with respect to such funds on the part of such persons or entities. Any determination made by Contractor that such bond is not required by applicable federal law shall be authorized in writing by all appropriate federal officials. COLORADO GOVERNMENTAL IMMUNITY ACT: The parties hereto understand and agree that Contractor is relying on, and does not waive or intend to waive by any provision of this Agreement, the monetary limitations or rights, immunities and protections provided by the Colorado Governmental Immunity Act, as from time to time amended, or otherwise available to Contractor, its affiliated entities, successors or assigns, its elected officials, employees, agents and volunteers. DISPUTE RESOLUTION: In the event of a dispute concerning the obligations arising under this agreement or the interpretation of the provisions of this agreement, the parties agree that they shall attempt to resolve any such dispute as quickly as possible. In order to do so, the parties agree they shall pick a mutually acceptable mediator to help resolve any dispute prior to litigation 8 or formal action. If the parties cannot agree to a mediator, each shall designate a mediator of its choice and the two selected shall then designate a neutral mediator to help resolve the dispute between the parties. Nothing in this section, however, shall deprive either party of all legal rights and claims arising from the agreement. LICENSES: The Contractor shall obtain and maintain any and all required and appropriate licenses, certifications, approvals, etc. to properly provide the services covered under this agreement. Additionally, all employees of the Contractor performing services under this Agreement shall hold the required licenses or certifications, if any, to perform their responsibility. Any revocation, withdrawal or non - renewal of necessary license, certification, approval, etc. of the Contractor required to properly perform this Agreement, shall be grounds for termination of this contract. Any revocation, withdrawal or non - renewal of a license of one of the Contractor's employees shall be grounds for termination or immediate reassignment of the employee as warranted, not for termination of the contract unless the Contractor does not promptly replace the employee in question. Clayton Early Learning reserves the right to require the Contractor to cease or suspend program operations at any time if Clayton Early Learning determines that a danger exists to the health, safety or well -being to the children enrolled in the program. LAWSUITS: The Contractor shall report in writing to Clayton Early Learning within seven (7) days of the date upon which any legal action or proceeding connected with or related to this Agreement is initiated by or brought against the Contractor. AGREEMENT AS COMPLETE INTEGRATION- AMENDMENTS: This Agreement is intended as the complete integration of all understandings between the parties. No prior or contemporaneous addition, deletion, or other amendment hereto shall have any force or effect whatsoever, unless embodied herein in writing. No subsequent novation, renewal, addition, deletion, or other amendment hereto shall have any force or effect unless embodied in a written amendatory or other Agreement properly executed by the parties. This Agreement and any amendments shall be binding upon the parties, their successors and assignees. GOVERNING LAW, VENUE: Each and every term, condition, or covenant herein is subject to and shall be construed in accordance with the provisions of Colorado law, any applicable federal law, the Charter of the City and County of Denver and the ordinances, regulations, and Executive Orders enacted and promulgated pursuant thereto. 0 LEGAL AUTHORITY: A. The Contractor assures and guarantees that it possesses the legal authority, pursuant to any proper, appropriate and official motion, resolution or action passed or taken, to enter into this Agreement. B. The person or persons signing and executing this Agreement on behalf of the Contractor do hereby warrant and guarantee that he /she or they have been fully authorized by the Contractor to execute this Agreement on behalf of the Contractor and to validly and legally bind the Contractor to all the terms, performances and provisions herein set forth. Clayton Early Learning shall have the right, at its option, to either temporarily suspend or permanently terminate this Agreement, if there is a dispute as to the legal authority of either the Contractor or the person signing the Agreement to enter into this Agreement. Clayton Early Learning shall not be obligated to pay the Contractor for any performance of the provisions of this Agreement after Clayton Early Learning has suspended or terminated this Agreement as provided in this Article. NO THIRD PARTY BENEFICIARY: It is expressly understood and agreed that enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to Clayton Early Learning and the Contractor, and nothing contained in this Agreement shall give or allow any such claim or right of action by any other or third person on such Agreements, including but not limited to subcontractors, subconsultants and suppliers. It is the express intention of Clayton Early Learning and the Contractor that any person other than Clayton Early Learning or the Contractor receiving services or benefits under this Agreement shall be deemed to be an incidental beneficiary only. PARAGRAPH HEADINGS: The captions and headings set forth herein are for convenience of reference only, and shall not be construed so as to define or limit the terms and provisions hereof. SEVERABILITY: It is understood and agreed by the parties hereto that if any part, term, or provision of this Agreement is by the courts held to be illegal or in conflict with any law of the State of Colorado, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular part, term, or provision held to be invalid. TIME IS OF THE ESSENCE: The parties agree that in the performance of the terms, conditions, and requirements of this Agreement by the Contractor, time is of the essence. 10 CONFIDENTIALITY: The Contractor shall observe and abide by, and shall cause its Subcontractors to observe and abide by, all applicable Federal, State and local laws governing the use or disclosure of confidential information concerning Clayton Early Learning's Early Head Start Program. COUNTERPARTS OF THIS AGREEMENT: This Agreement shall be executed in two (2) counterparts, each of which shall be deemed to be an original of this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written. CLAYTON EARLY LEARNING, TRUSTEE OF THE GEORGE W. CLAYTON TRUST By 8r�� Charlotte M. Brantley, President and CEO "Clayton Early Learning" COUN OF E ,AqLE B Kathy Chandler -Henry Board Chairman, Eagle County Board of County Commissioners "Contractor" 11 EXHIBIT A SCOPE OF SERVICES THE PURPOSE of this agreement is to expand collaborative community efforts in which to provide a high quality early childhood program to Early Head Start eligible children and their families made possible through funding under Early Head Start Expansion and EHS -Child Care Partnership Grants. Quality programming is demonstrated by developmentally appropriate practice, state licensure, the Colorado Shines Quality Rating and Improvement System and compliance with Head Start Program Performance Standards (HSPPS). The second purpose is to provide comprehensive services to families and create partnerships that support the development of skills leading to positive parent/child relationships, involvement in their child's education and long -term success, and self - sufficiency. BACKGROUND: Clayton Early Learning, Trustee of the George W. Clayton Trust (hereinafter, "Clayton Early Learning ") provides research and evidence -based early childhood education through a comprehensive early learning program for pregnant women and families with infants and toddlers who are at -risk for school failure. Clayton provides services based on what each child needs to develop trust, security, independence and initiative. This commitment to the health and well -being of each child extends to a commitment to the child's family and caregivers. This approach is designed to build parent /child relationships, promote parent involvement and support families in stimulating their child's learning. The delivery of services is based on the Head Start Act and the rules and regulations delineated in the HSPPS, which advance best practices for pregnant women, infants, toddlers and their families. Eagle County Early Head Start (hereinafter, "The Contractor ") provides services to children prenatal to age 3 who are low income and at risk for school failure. Eagle County Early Head Start is focused on promoting and providing services that enhance the well -being of staff and families in Early Head Start, building health resources for children and families and maximizing the safety and stability of the program, parents and families they work with. CONTRACTOR Early Head Start Exhibit A 2015 -2016 1 This agreement provides for delivery of early learning services in a design that is both integrated and responsive to family needs. ROLES AND RESPONSIBILITIES: Each program mutually agrees to perform activities as follows: BY THE CONTRACTOR: A. Provide ten (10) full -day slots in infant/toddler rooms (8 children max per classroom) to Early Head Start children at the Family Learning Center. B. Ensure that supervisory staff become familiar with HSPPS and monitor staff compliance with the standards. C. Initiate a discussion of proposed changes in service delivery with Clayton Early Learning prior to and no later than two weeks in advance of implementing such changes. This includes, but is not limited to, Early Head Start classroom staffing, rosters, ratios, or physical space. D. Establish and maintain an organizational system that adequately supports the program and complies with HSPPS. E. Conduct and/or ensure Criminal Record Checks and initial health exams to include screening for tuberculosis are conducted on Early Head Start staff prior to employment. Conduct periodic Early Head Start staff health re- examinations. F. Using a trans - disciplinary approach, participate with Clayton Early Learning in planning for services to include: needs assessment, development of common goals, full -year program design, creating and implementing individualized partnership and transition plans for children and their families. G. Support and participate in continuous improvement and self - assessment activities, training, reporting and monitoring processes. H. Develop and implement staff professional development plans. Conduct annual staff performance evaluations. I. Provide educational services. 1. Meet HSPPS relative to teacher training, qualifications, classroom ratios, and facilities. CONTRACTOR Early Head Start Exhibit A 2015 -2016 2 2. Ensure that facilities and classrooms comply with all applicable regulations, including state and/or local childcare licensing to include indoor air quality and free of hazardous materials. 3. Ensure the educational environment is developmentally and linguistically appropriate, recognizing that children have individual rates of development as well as individual interests, temperaments, cultural backgrounds, and learning styles. 4. Ensure that the education environment supports the development of all children's social /emotional, cognitive, language, and motor skills. 5. Implement a research -based curriculum, aligned to Colorado Early Learning and Development Guidelines to support teachers in applying advanced developmental concepts to their daily interactions with children. 6. Involve parents in the development of the individual child's curriculum plan to include staff - parent conferences, teacher home visits and opportunities for observations. 7. Provide ITERS scores and Qualistar Rating as available. 8. Provide periodic child outcome data such as TSGOLD© checkpoint reports. 9. Communicate regularly and seek guidance, as needed, from the Clayton Early Learning Community Mentor /Coach regarding educational services. J. Ensure professional development, coaching and supervision for all teachers with emphasis on continuity of care and relational learning that supports children and their families and fosters school readiness. K. Deliver nutritional services in accordance with USDA guidelines and all applicable nutrition standards. Provide copies of CACFP monitoring reports to Clayton Early Learning. L. Provide Family Services to all EHS -CC enrolled families to include: 1. Provide a family worker not to exceed one worker for every 24 enrolled children. 2. A minimum of two home visits for each enrolled child per year. 3. Policy council participation. CONTRACTOR Early Head Start Exhibit A 2015 -2016 3 4. Participate in the process of implementing family goals and classroom visits. 5. Provide family /parent meetings. 6. Communicate regularly and seek guidance, as needed, from the Clayton Early Learning Community Mentor /Coach regarding family services. M. Ensure Eligibility, Recruitment, Selection, Enrollment and Attendance ( ERSEA) procedures meet HSPPS to include: 1. Recruitment and enrollment (including maintaining a wait list of families interested in Early Head Start services). 2. Share information from the wait list and pre - applications with Clayton Early Learning. 3. Maintain full enrollment. 4. Ensure children retain services regardless of their subsidy status. 5. Develop monthly ERSEA reports and provide copies to Clayton Early Learning. 6. Communicate regularly and seek guidance, as needed, from the Clayton Early Learning Community Mentor /Coach regarding ERSEA services. N. Provide comprehensive health and preventive health services. 1. Provide initial screenings to include health, social /emotional and developmental. 2. Maintain a health/mental health services tracking system including children's re- screenings. 3. Sustain a Health Services Advisory Committee. O. Provide diapers for all Early Head Start children during school hours. Diapering practices and policies must meet Head Start Performance Standards and Colorado licensing standards. P. Establish and maintain a communication link with Clayton Early Learning in the delivery of comprehensive services including the following areas: 1. Nutrition, health, oral health and safety issues in the classroom. 2. Fiscal processes as necessary. 3. Early intervention and mental health services and supports. CONTRACTOR Early Head Start Exhibit A 2015 -2016 4 4. Communicate regularly and seek guidance, as needed, from Clayton Early Learning regarding comprehensive services. Q. Conduct annual community and self - assessments to ensure services that are responsive to community needs and identify opportunities for continuous improvement. R. Engage families /parents in policy council and/or parent committee. BY CLAYTON EARLY LEARNING: A. Provide resources and financial support per the Agreement. Additional fiscal resources may be made available dependent upon funds and at the discretion of Clayton Early Learning. B. Support the Contractor to assess its strengths and needs in relation to meeting HSPPS and develop an implementation plan. C. Monitor the Contractor's organizational system to ensure it adequately supports the program and complies with HSPPS. D. Using a trans - disciplinary approach, participate with the Contractor in planning for services to ensure the Contractor meets HSPSS by July 30, 2016 to include: needs assessment, development of common goals, full -year program design, creating and implementing individualized partnership and transition plans for children and their families. E. Support comprehensive services (health, mental health, oral health, nutrition, education, and family engagement services) to include interpretation and clarification of HSPPS. F. Conduct monitoring visits twice a year, or more frequently if it is determined necessary to ensure the physical environment and facilities meet all HSPPS, including requirements for square footage, health and safety, appropriate crib and sleep spacing and arrangement of facilities. G. Support family and community partnership services to include interpretation and clarification of HSPPS. H. Provide consultation and /or technical assistance for professional development needs. 1. Support the comprehensive health services component. CONTRACTOR Early Head Start Exhibit A 2015 -2016 5 1. Provide consultation to the Contractor to address health and safety issues in each classroom and /or center. 2. Monitor health services tracking system and delivery of services. J. Monitor nutritional services utilizing CACFP monitoring reports and periodic on- site visits, if necessary. Work with the Contractor to ensure for an effective, efficient, and accountable mechanism for monitoring food service compliance with all state and federal nutrition standards and Head Start Performance Standards. K. In collaboration with the Contractor, develop action plans based on analysis of annual community and self - assessments to ensure services are responsive to community needs and identify opportunities for continuous improvement. L. Establish and maintain a communication link with the Contractor in the delivery of comprehensive services including the following areas: 1. Recruitment, enrollment and attendance. 2. Nutrition, health, and safety issues in the classroom. 3. Fiscal processes upon request. 4. Early interventions services and supports. 5. Family services. INFORMATION SHARING: A. Clayton Early Learning will maintain documentation of service delivery and share such documentation with the Contractor upon request. B. Clayton Early Learning and the Contractor agree to abide by confidentiality guidelines as outlined in HSPPS. C. Contractor will provide qualifications and credentials of Early Head Start staff to Clayton Early Learning. D. Contractor will provide professional development plans of any staff who are working towards becoming qualified to teach in an Early Head Start classroom. E. Contractor will provide copies to Clayton Early Learning of all applicable licenses, permits, credentials and authority required to provide services under this Agreement. QUALITY MANAGEMENT: Clayton Early Learning and the Contractor's administrative staff will meet monthly to assess the effectiveness of this Agreement. The purpose of the CONTRACTOR Early Head Start Exhibit A 2015 -2016 6 discussion will be to identify what is working well in the organizational relationship, what could be working better, what lessons had been learned, and plan for the future. Additionally, progress toward meeting established goals will be evaluated and goals modified accordingly. ORGANIZATIONAL CONTACTS: Clayton Early Learning Contact Person: Charlotte M. Brantley President and CEO CONTRACTOR Early Head Start Exhibit A 2015 -2016 7 EXHIBIT B: REPORTING AND MONITORING SCHEDULE Month Documents needed Due Date Res onsible Part Enrollments July 2 "a Eagle Coun EHS Calendar for 2015 -2016 Contact Days Jul 30th Eagle Coun EHS Community Served Statement — Statement of clear July 30th Eagle County EHS differentiation of community served by Early Head Start Classrooms (i.e. geographic boundaries, demographic targeted, age requirements, etc.) Teacher Classroom Assignments, Copies of Teacher Collaboration Eagle County EHS Qualifications and Credentials Meetin Personnel — Date of hire, background checks and dates, physical health exam date, current salary, last increase Quarterly Eagle County EHS date, most recent performance review date USDA Reimbursement and CACFP Monitoring - Report Quarterly Eagle County EHS of reimbursement from USDA for Head Start children Classroom Roster Collaboration Eagle County EHS Meeting Floor Plans Collaboration Eagle County EHS Meeting Completed Enrollments August 20' Eagle County EHS and Comprehensive Services Specialist Attendance and Enrollments Se tember 3rd Eagle ounty EHS 1st Clayton Official Health, Safety, and Nutrition Checks, September 15th Clayton Team Monitoring Site Visit (ERSEA, Family Services, Education, Staff Files) Pedestrian Safety - Report indicating safety training was Within 45 days Eagle County EHS completed of new employment and annually Final Classroom Rosters Collaboration Eagle County EHS Meeting Copies of I" Teacher Home Visit Collaboration Eagle County EHS Meeting • Daily Tooth Brushing Logs Eagle County EHS • Daily Health/Safety Checklists (Classroom, food On file at site temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs • , Waitlist of Potential Children Certificate of insurance form designating appropriate September 30, Eagle County EHS insurance coverage 2014 Attendance and Enrollments October 2nd Eagle County EHS Single Audit Report including management letter and Within 4 months Eagle County EHS corrective actions if applicable of July 1, 2014 (due October 1 st) Personnel - current salary, last increase date, most recent Quarterly Eagle County EHS performance review date USDA Reimbursement and CACFP Monitoring - Report Quarterly Eagle County EHS of reimbursement from USDA for Head Start children • Daily Tooth Brushing Logs On file at site Eagle County EHS Eagle County Rev. 6/2/15 Month Documents needed Due Date Responsible Part • Daily Health/Safety Checklists (Classroom, food temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs • Waitlist of Potential Children Attendance and Enrollments November 31 Eagle County EHS • Daily Tooth Brushing Logs On file at site Eagle County EHS • Daily Health/Safety Checklists (Classroom, food temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs • Waitlist of Potential Children • Ongoing Assessment Fall Checkpoint Copies Collaboration Eagle County EHS (i.e. GOLD) Meeting Attendance and Enrollments December2"d Eagle County EHS Copies of 1 It Parent/Teacher Conference Collaboration Eagle County EHS Meeting • Daily Tooth Brushing Logs Collaboration Eagle County EHS • Daily Health/Safety Checklists (Classroom, food Meeting temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs Wait list of Potential Children Attendance and Enrollments January Yd Eagle County EHS • Daily Tooth Brushing Logs On file at site Eagle County EHS • Daily Health/Safety Checklists (Classroom, food temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs Wait list of Potential Children Personnel — Date of hire, background checks and dates, Quarterly Eagle County EHS physical health exam date, current salary, last increase date, most recent performance review date USDA Reimbursement and CACFP Monitoring - Report Quarterly Eagle County EHS of reimbursement from USDA for Head Start children Attendance and Enrolments February 51 Eagle County EHS • Daily Tooth Brushing Logs On file at site Eagle County EHS • Daily Health/Safety Checklists (Classroom, food temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs • Waitlist of Potential Children Attendance and Enrollments March 5`t' Eagle County EHS • Daily Tooth Brushing Logs Collaboration Eagle County EHS • Daily Health/Safety Checklists (Classroom, food Meeting temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs Eagle County Rev. 6/2/15 Eagle County Rev. 6/2/15 Month Documents needed Due Date Res onsible Part • Waitlist of Potential Children • Ongoing Assessment Winter Checkpoint Copies Collaboration Eagle County EHS (i.e. GOLD) Meeting Copies of 2 "d Teacher Home Visit Collaboration Eagle County EHS Meeting Attendance and Enrollments Aril 51h Eagle County EHS • Daily Tooth Brushing Logs On file at site Eagle County EHS • Daily Health/Safety Checklists (Classroom, food temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs • Waitlist of Potential Children Personnel — Date of hire, background checks and dates, physical health exam date, current salary, last increase Quarterly Eagle County EHS date, most recent performance review date USDA Reimbursement and CACFP Monitoring - Report Quarterly Eagle County EHS of reimbursement from USDA for Head Start children Attendance and Enrollments May 51' Ea le Coun EHS • Daily Tooth Brushing Logs On file at site Eagle County EHS • Daily Health/Safety Checklists (Classroom, food temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs • Waitlist of Potential Children 2 "d Clayton Official Health, Safety, and Nutrition Checks, January 31 S� Clayton Team Monitoring Site Visit (ERSEA, Family Services, Education, Staff Files Ongoing Assessment Checkpoint Copies and Growth Collaboration Eagle County EHS Reports (i.e. GOLD) Meeting Copies of 2 "d Parent/Teacher Conferences Collaboration Eagle County EHS Meeting • Daily Tooth Brushing Logs On file at site Eagle County EHS • Daily Health/Safety Checklists (Classroom, food temperature, Playground, Fire Safety, Toileting Accident Report, etc.) • Health Updates (Dental, Vision, PEs) • Professional Development Attendance Logs • Waitlist of Potential Children • Monthly Coaching Logs w/ Staff Attendance Collaboration Comprehensive Inventory - Listing of equipment purchased with Head Meeting June 30, 2015 Services Specialist Eagle County EHS Start funds in excess of $5,000 Monitoring action plans outlining strengths, Ongoing and as Eagle County EHS recommendations, and action steps for improvement with requested due dates and completion dates July Program Information Report (PIR) Data July 151 Eagle County EHS 2016 ongoing Futons - Licensing Waiver for Futons if purchased Within 2 weeks Eagle County EHS Ongoing Child Outco me Data of receipt As requested Eagle County EHS Eagle County Rev. 6/2/15