HomeMy WebLinkAboutC18-164 Colorado Department of Human ServicesCONTRACT AMENDMENT #1 SIGNATIIRF. ANT) CnVF.R PA(:F. State Agency Original Contract Number Colorado Department of Human Services 18 IHIA 102322 Office of Early Childhood 1575 Sherman Street, 1 S` Floor Denver, CO 80203 Contractor Amendment Contract Number Eagle County Government 191HIA 110252 PO Box 660 Eagle, CO 81631 Current Contract Maximum Amount Contract Performance Beginning Date Initial Term August 28, 2017 State Fiscal Year 2018 $180,000 Extension Terms Current Contract Expiration Date State Fiscal Year 2019 $180,000 June, 30, 2019 Total for All State Fiscal Years 5360,000 THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment and to bind the Party auth izinR his or her signature. CONTRACTOR STATE OF COLORADO Eagle County Government John W. Hickenlooper, Governor J i I Ret?eic Bicha Date: 61�z��g In accordance with §24-30-202 C.R.S. ve Office of Early Childhood Date: �0"A�e/ this Amendment is not valid until signed and dated bclow by the State Controller or an authorized delegate, STATE CONTROLLER Robert Jaros P By: , NIBA, JD �,. �� Clint Woodruff/ Tra ' Yodcr 1 Andrea Eurich Amendment Effective Date: J.'Ae- �-S1 1' It Amendment Contract Number 19 1111A 110252 Page I of 3 1. PARTIES This Amendment (the "Amendment") to the Original Contract shown on the Signature and Cover Page for this Amendment (the "Contract") is entered into by and between the Contractor, and the State. z. TERMINOLOGY Except as specifically modified by this Amendment, all terms used in this Amendment that are defined in the Contract shall be construed and interpreted in accordance with the Contract. 3. AMENDMENT EFFECTIVE DATE AND TERM A. Amendment Effective Date This Amendment shall not be valid or enforceable until the Amendment Effective Date shown on the Signavure and Cover Page for this Amendment. The State shall not be bound by any provision of this Amendment before that Amendment Effective Date, and shall have no obligation to pay Contractor for any Work performed or expense incurred under this Amendment either before or after of the Amendment term shown in §3.B of this Amendment. B. Amendment Term The Parties' respective performances under this Amendment and the changes to the Contract contained herein shall commence on the Amendment Effective Date shown on the Signature and Cover Page for this Amendment or July 1, 2018, whichever is later and shall terminate on the termination of the Contract. a. PURPOSE The Colorado Community Response (CCR) Program is designed and implemented to help families become more sustainable as a unit. This work includes guidance and support surrounding financial education, health, safety, parent education, goal setting and achievement. Through this work, residents will learn the importance of creating goals, achieving them, and supporting one another in an effort to create a more sustainable community and future for our youth and families. This amendment shall extend the contract term for FY19, increase funds for services to be provided in FY 19, and amends Exhibits A, B, and D. 5. MODIFICATIONS The Contract and all prior amendments thereto, (Original CMS 18 IHIA 102322), are modified as follows: A. Extend Contract Expiration Date from June 30, 2018 to June 30, 2019. The Contract Initial Contract Expiration Date on the Contract's Signature and Cover Page is hereby deleted and replaced with the Current Contract Expiration Date shown on the Signature and Cover Page for this Amendment. B. Increase Contract Maximum Autotint by $180,000 for services in FY19 and increase the Total for All State Fiscal Years from $180,000 to $360,000. The Contract Maximum Amount table on the Contract's Signature and Cover Page is hereby deleted and replaced with the Current Contract Maximum Amount table shown on the Signature and Cover Page for this Amendment. Amendment Contract Number: 19 111[A 110252 Page 2 of 3 C. Exhibit A — Statement of Work Exhibit A — Amendment #1, which is attached and incorporated into this Amendment, is hereby added to Exhibit A of the Original Contract. D. Exhibit B — Budget Exhibit B — Amendment #l, which is attached and incorporated into this Amendment, is hereby added to Exhibit B of the Original Contract. E. Exhibit D —Additional Provisions Exhibit D — Amendment #1, which is attached and incorporated into this Amendment, hereby replaces Exhibit D of the Original Contract. +b. LIMITS OF EFFECT AND ORDER OF PRECEDENCE This Amendment is incorporated by reference into the Contract, and the Contract and all prior amendments or other modifications to the Contract, if any, remain in full force and effect except as specifically modified in this Amendment. Except for the Special Provisions contained in the Contract, in the event of any conflict, inconsistency, variance, or contradiction between the provisions of this Amendment and any of the provisions of the Contract or any prior modification to the Contract, the provisions of this Amendment shall in all respects supersede, govern, and control. The provisions of this Amendment shall only supersede, govern, and control over the Special Provisions contained in the Contract to the extent that this Amendment specifically modifies those Special Provisions. Amendment Contracl Numbcr: 19 1111A 110252 Page 3 of 3 EXHIBIT A — Amendment #1 STATEMENT OF WORK (SOW) EAGLE COUNTY GOVERNMENT DEPARTMENT OF HUMAN SERVICES P.O. 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C. o E o b c 3 3 0 U U U G cai G U U -a 0 0 � til U � n E r � N y tn CA G " y L U o cz L t O O O U 3 U Ln 4 tli 1.6 n K Al � � y b b j cz p L b 3 � C QJ U O � Wj � O c� C O y a fV U tq � � r Uto ?1 v E CL v en e� cz U cz U U U � U O. o G U R 2 � Q o cc Q U E 00 � U v:b �--� � Q W _E ri L _ m t� w el L L L i C F en vUU9 � L Q L Q L fl G Com] U r U C3 C3 U U U t` i tri o � V � c3 y U = C7 Q L U -0 a-. c C3 b C � W L 3 CG1 G cG U � w. c3 u � � G 0.. C. o E o b c 3 3 0 U U U G cai G U U -a 0 0 � til U � n E r � N y tn CA G " y L U o cz L t O O O U 3 U Ln 4 tli 1.6 n K Al A&VICOE.ORADO Office of Early Childhood nmmn�„d seaman sewkes Colorado Department of Human Services Office of Early Childhood BUDGET WITH JUSTIFICATION FORM Contractor Name Eagle C"nty Department of Human Services Budget Period July 1, 2018 - June 30, 2019 Project Name Colorado Community Response Program iCCR) Exhibit 8 - Amendment #1 Program Contact Name, Title Kendra Kleinschmidt, LCSW FY 2018-2019 Deputy Director, Division of Children, Family & Adult Phone Services 970-328-8827 Email kendra.klelnschmldt@eaglecounty.us Fiscal Contact Name, Title R to woods - D rector, Division of Fiscal Support Phone Services 970328.8817 Email r ta.woods@eaglecounty.us Expenditure Categories Personnel Services - Salaried Employees FY 2018-2019 Description of Work and fringe includes: Health Insurance, Retirement, Workman's Comp, wellness, FICA, and Life Position Title/ Insurance Gross or Annual Percent of Time on Total Amount Employee Name Salary Fringe Project Requested from CDHS CCR Specialist Provides direct service to CCR families: outreach / engage Families and Provide Voluntary Services I $50,539 $32,008 1 1D0% $82,547 CCR Specialist Provides direct service to CCR families: outreach / engage Families and Provide Voluntary Services $48,900 $32,009 100% 580,909 Total Personnel Se ices (including fringe benefits) $163,456 Contractors/Consultants (payments to third parties or entities) FY 2018-2019 Tota Amount Name Description of Item Requested from CDHS Subscription lFinanical Health Instititue Annual Basic Package $11895 Total Contractors/Consultants $1,895 Travel FY 2018-2019 oto Amount Item Description of Item Requested from CDHS Mileage Mileage reimbursement for CCR Specialists travel to/from client homes/community meetings/trainings. Mileage reimbursement shall not exceed the State Mileage Rate of $0.49/mile. Rates can be found at https://www,colorado.gov/pacific/osc/travel-fiscal-rule. S100Q Conference CCR Specialists & Supervisor mileage, meals, and lodging for Strengthening Colorado Families & Communities. Mileage reimbursement shall not exceed the State Mileage Rate of $0.49/mile. Rates can be found at https://www.colorado.gov/pacific/osc/travel•fiscal-rule. Per Diem shall be calculated using the CONUS Per Diem rates for the area of travel. Rates can be found at https://www.colorado.gov/pacific/osc/travel-fiscal-rule in Appendices Al and A2. Lodging shall not exceed the conference rate. $150 Total Travel $].,150 Supplies & Operating Expenses iY 2018-2019 Total Amount Item Description of Item Requested from CDHS Flex Funding One time flexible funds to address concrete economic need for families to meet a need that if left unmet may result in child maltreatment (gas cards, visa cards for groceries, child care supplies, and non-perishable items) $11,999 Cell Phones Cell phones for 2 full time CCR Specialists $1,500 Total Supplies & Operating Expenses $13,499 Training and Technical Assistance FY 2018-2019 Tota Amount Item Description of Item Requested from CDH5 P No costs in this category will be reimbursed by CDH5. $o - Total Training and Technical Assistancel to Page 1 of 2 Exhibit B - Amendment #1 MODIFIED TOTAL DIRECT COSTS (MTDC) Uniform Guidance § 200.68 - MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward. MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support casts and the portion of each subaward in excess of $25,000. $180,000 Indirect Costs [not to exceed 10% unless Negotiated Federal Indirect Cost rate or Negotiated State Indirect Cost rate Is attached) FY 2018-2019 Total Amount Item Description of Item Requested from CDHS No costs in this category will be reimbursed by CDHS. $0 Total indirect $0 TOTAL $180,000 Page 2 of 2 Exhibit D — Amendment #1 ADDITIONAL PROVISIONS 1. SERVICE PROVISIONS The Contractor shall provide the services according to the plans submitted in the "Statement of Work", attached and incorporated herein by this reference as EXHIBIT A. In all cases, the descriptions, plans, timetables, tasks, duties, and responsibilities of the Contractor as described in the Statement of Work, shall be adhered to in the performance of the requirements of this contract. In the event of a conflict, the terms and conditions of this contract shall control over the Statement of Work. Any significant changes to the Statement of Work (SOW) require an amendment to the contract. 2. GOALS AND OBJECTIVES The Contractor shall be responsible for the achievement of any goals and objectives as specified within the Statement of Work (EXHIBIT A) of this contract unless written notice of any modifications are furnished by the State to the Contractor allowing adequate time for compliance during the term of this contract. 3. COPY OF SUBCONTRACT The Contractor shall provide to the State a copy of any executed subcontract between the Contractor and any provider of services to fulfill any requirements of this contract. Subcontracts shall be emailed to the Contract Representative upon execution. 4. PAYMENT In consideration of the provision of services and reporting and subject to all payment and price provisions and further subject to verification by the State of full and satisfactory compliance with the terms of this contract, the State shall pay to the Contractor an amount -not to exceed the amount specified in the Budget (EXHIBIT B), of this contract. A. The Contractor shall submit requests for payment to CDI IS OEC _lnv_oicing a,state.co.us no less than monthly on forms prescribed and provided by the State. B. Payment shall be made on a cost reimbursement basis for services rendered. C. Timely Invoicing - Invoices shall be submitted no later than 45 days following the last day of the month. End of State Fiscal Year invoices are on a compressed timeframe. Invoices for all services provided prior to June 30th shall be invoiced by July 3rd. Contractors who are unable to provide the invoice by July 3rd shall notify the state of the amount to be booked as accounts payable by July 13th by sending an email to CDHS_OEC _Invoicing a.state.co.us. Final invoices for services prior to June 30th shall be submitted by September 14th. Invoices received after September 14th may not be paid. D. The Contractor shall maintain source documentation to support all payment requested pursuant to this contract. All source documentation shall be provided to the State by the Contractor upon request. E. It is understood that the State reserves the right to offset funds pursuant to this contract based on the discovery of overpayment or improper use of funds by the Contractor. Overpayment or improper use of funds is interpreted to apply to specific terms of prior year contracts, and includes without limitation requirements of the Generally Accepted Accounting Principles (GAAP) issued by the American Institute of Certified Public Accountants, and applicable sections of the Colorado Revised Statutes. 5. PARTICIPATION The Contractor representative(s) is required to participate in any Office of Early Childhood sponsored meetings related to this contract. Page 1 of 2 Revision Date April 260 2018 Exhibit D — Amendment #1 6. SUPPLANTING Payments made to the Contractor under this contract will supplement and not supplant other state, local or federal expenditures for services associated with this contract. 7. BUDGET CHANGES Contractor may request in writing adjustments to the direct costs in the current year budget (EXHIBIT B) not to exceed 10% of the total budget. Requests shall be made in the form of a written budget revision request to the appropriate program staff. Written approval for the budget revision shall be required prior to any changes to the budget related to the budget revision request. The total dollar amount of the contract budget cannot be changed as a result of the budget revision request. Any change to the "Gross or Annual Salary" on the Budget shall be considered a rate change and shall require a formal amendment. Budget adjustment requests over 10%' and/or changes to the total dollar amount of the budget require a formal amendment. No adjustments to the Indirect Costs portion of the budget are allowable without a formal amendment. 8. CRITICAL INCIDENT REPORTING Within 48 hours of the occurrence of a critical incident involving any child or family and/or an on duty agency staff member of any family support program staff funded through the Office of Early Childhood (OEC), the agency must report in writing the details of the critical incident to the OEC Program Manager for the involved family support program. Critical incidents may include, but are not limited to, awareness of an egregious incident of abuse and/or neglect, near fatality, or fatality of any child currently enrolled in a family support program; involuntary termination of a program staff s employment; criminal allegations involving program staff and related to hiAer employnient; negative media attention about the family support program; any major injury or threat to the security of an agency staff member while on duty and visiting an enrolled child or family. 9. MANDATED REPORTING A. All program staff are required by law to report suspected child abuse and neglect. Mandatory reporters must report suspected child abuse and neglect to the local county child welfare agency, the local law enforcement agency, or by calling the child abuse reporting hotline system at 1-844-CO-4KIDS (1-844- 264-5437). B. All program staff are required to take the online mandatory reporter training on the CDHS Child Welfare Training System: Iittps:/..'www.coloradocwts.comrmandared- ret)orter_trainina. Page 2 of 2 Revision Date April 26, 2018