HomeMy WebLinkAboutC19-272 Colorado Department of Human ServicesCONTRACT AMENDMENT #3 SIGNATURE AND COVER PAGE State Agency Colorado Department of Human Services Office of Early Childhood Contractor Eagle County Government PO Box 660 Eagle, CO 81631 Current Contract Maximum Amount Initial Term State Fiscal Year 2018 Extension Terms State Fiscal Year 2019 State Fiscal Year 2020 Total for All State Fiscal Years Original Contract Number 18 II -IIA 102322 Amendment Contract Number 20 IHIA 128938 Contract Performance Beginning Date August 28, 20I7 $180,000 Current Contract Expiration Date $180,000 Junc 30, 2020 $180,000 THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT Each person signing this Amendment represents and warrants that lie or she is duly authorized to execute this Amendment alta to Dina CONTRACTOR Eagle County Government By: Meg a%urch,IDirector, Eagle County Hunan Services Date: i/h;z zing I11s or lier signature. STATE OF COLORADO Jared Polis, Governor Michelle Barnes Executive Director By: Miry Ank Snyder, Director, Office of Early Childhood Date: Q s--/%% �� 7 In accordance with §24-30-202 C.R.S., this Amendment is not valid until signed and dated below by the State Controller or an authorized delegate. STATE CONTROLLER Robert Jaros, CPA, i41BA, By: _ - u.,p Clint'Woodruff / TY"I's Wder / And Enrich Amendment Effective Date: Amendment Contract Number•. 20 IHIA 128938 Pagel of 3 Rev. 1114i 19 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. 2. 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. ANIENDMENT EFFECTIVE DATE AND TERM A. Amendment Effective Date This Amendment shall not be valid or enforceable until the Amendment Effective Date shown on the Signature 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 shoNN n on the Signature and Cover Page for this Amendment or July 1, 2019, whichever is later and shall terminate on the termination of the Contract. 4. 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 FY20, increase fluids for services to be provided in FY20, amends Exhibits A, B, and D, and adds Exhibit E. 5. MODIFICATIONS The Contract and all prior- amendments thereto, if any, are modified as follows: A. Extend Contract Expiration Date from June 30, 2019 to June 30, 2020. 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 Maxinuani Amount by $180,000 for services in FY20 and increase the Total for All State Fiscal Years from $360,000 to $540,000. 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: 20 1141A 128938 Page 2 of 3 R'n 1 1.4 9 C. Exhibit A — Statement of Work Exhibit A Amendment #3, 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 #3, 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 #3, which is attached and incorporated into this Amendment, hereby replaces Exhibit D — Amendment # 1. F. Exhibit E — Memorandum of Understanding Exhibit E, which is attached and incorporated into this Amendment, is hereby added to 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. 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UE 1�21 Ucr U .� U ^ cV � © u \ o \ 2 02 _ c u f 2 \ o \ ( § U �0 f.\ 0 / u •c 0 ® ® 2 o 2a= � g •_ /U % = U _ U E ® § ° 2 b 2 § cn 2 cz 022 u§/\ u @ v / _o / n / ¢ § / Q / k U '\ ƒ�C� § ° §\ � 2 }� � G U = ° %\ c u ) 0 0 / �- ƒ \7: 1 j k q K § Q�2gU G 00 k _ VMW COLORADO Colorado Department of Human Services 0 ft of lyChddh d Office of Early Childhood BUDGET WITH JUSTIFICATION FORM Contractor Name Eagle County Department of Human Services Budget Period July 1, 2019 - June 30, 2020 Project Name Colorado Community Response Program (CCR) Exhibit B - Amendment #3 Program Contact Name, Title Kendra Kleinschmidt, LCSW, Deputy Director, Division of Children, Family, & Adult Services Phone 970-328-8827 Email Kendra.Kleinschmidt@eaglecounty.us Fiscal Contact Name, Title Rita Woods, Director, Division of Fiscal Support Position Title/ Services Phone 970-328-8817 Email Rita.Woods@eaelecounty.us Expenditure Categories Personnel Services - Salaried Employees FY 2019-2020 Description of Work and fringe includes: health insurance, Position Title/ retirement, workman's comp, wellness, FICA, and life Gross or Annual Percent of Time Total Amount Employee Name insurance Salary Fringe on Project Requested from CDHS CCR Specialist Provides direct services to CCR families: Outreach/enagement to families and provides voluntary services $51,590 $34,426 100% $86,016 CCR Specialist Provides direct services to CCR families: Outreach/enagement to families and provides voluntary servi;es $48,925 1 $27,601 1 100° $76,526 Total Personnel Services (including fringe benefits) $162,542 Contractors/Consultants (payments to third parties or entities) ___::JTotal FY 2019-2020 Amount Name Description of Item Requested from CDHS Subscription Financial Health Institute Annual Basic Package $2,395 Total Contractors/Consultants $2,395 Travel FY 2019-2020 Total Amount Item Description of Item Requested from CDHS Mileage Mileage reimbursement for CCR Specialists travel to/from client home/community meetings/trainings. Mileage reimbursement shall not exceed the State Mileage Rate of $0 58/mile. Rates can be found at https://www.colorado.gov/pacific/osc/travel-fiscal-rule. $1,163 Conference CCR Specialists & Supervisors travel/lodging for Stenghening Colorado Families & Communities. Mileage reimbursement shall not exceed the State Mileage Rate of $.58/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 this area of travel. Rates can be found at https://www.colorado.gov/pacific/osc/travel-fiscal-rule in Appendices Al and A2. Lodging costs shall not exceed the conference rate. $2,400 Total Travel $3,563 Supplies & Operating Expenses FY 2019-2020 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) $10,000 Cell Phones Cell phones for 2 full time CCR Specialists $1,500 Total Supplies & Operating Expenses $11,500 Training and Technical Assistance FY 2019-2020 Total Amount Item Description of Item Requested from CDHS No costs in this category will be reimbursed by CDHS $0 Total Training and Technical Assistance $0 TOTAL DIRECT COSTS1 $180,000 Page 1 of 2 Exhibit B - Amendment #3 Page 2 of 2 $180,000 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 costs and the portion of each subaward in excess of $25,000. Indirect Costs [not to exceed 10% unless Negotiated Federal Indirect Cost rate or Negotiated State Indirect Cost rate is attached] FY 2019-2020 Total Amount Item Description of Item Requested from CDHS Indirect rate: lNo costs in this category will be reimbursed by CDHS $0 Total Indirect $0 TOTAL $180,000 Page 2 of 2 Exhibit D — Amendment #3 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 a►nount specified in the Budget (EXHIBIT B), of this contract. A. The Contractor shall submit requests for payment to CDHS_OEC_invoicin_g(ct;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 5th. Contractors who are unable to provide the invoice by July 5th shall notify the state of the amount to be booked as accounts payable by July 13th by sending an email to CDHS_ OEC_ Invoicing6state.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 Rinds 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 3 Revision Date February 1, 2019 Exhibit D — Amendment #3 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. 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. Contractor may request in writing up to a 5% increase or decrease to the "Gross or Annual Salary" of an individual employee if a position currently listed in the contract becomes vacant and the new incoming employee will be hired at a higher or lower salary. No increase or decrease within the salary range is authorized without prior written approval from CDHS. This process will never change the Contract Maximum Amount. Contractor must use available unused finds from either vacancy savings or another category within the contract. The revision request may not at any time compromise the integrity of the funded program as determined by CDHS program staff. S. TRAVEL A. Mileage shall not exceed the Federal mileage rate per https://www.l.7sa.,ov/travel-resources or State mileage rate per https: /www.colorado.gov"pacific osc travel -fiscal -rule. B. Per Diem shall not exceed Federal GSA per diem rates for the area of travel per https: /www.gsa.t;ov/travel-resources or State per diem rate for the area of travel per https: /www.colorado.gov/pacific/osc/travel-fiscal-rule. C. Hotel rates cannot exceed any rate established for conference attendance. D. Usage of airfare or Out of State Travel requires pre -approval from CDHS. 9. CRITICAL INCIDENT REPORTING Within 48 hours of the occurrence of a critical incident involving any child or family and/or an on ditty agency staff member of any family support program staff fitnded 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 his/her employment; 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. Page 2 of 3 Revision Date February 1, 2019 Exhibit D — Amendment #3 10. 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: littps://www. coIoradocwts.com/mandated-reporter-training. Page 3 of 3 Revision Date February 1, 2019 Exhibit E MEMORANDUM OF UNDERSTANDING Interagency Collaboration Agreement between Colorado Department of Human Services (CDHS) and the County Department of Human Services (County) and the Colorado Community Response (CCR Provider Agency) This agreement is between the Colorado Department of Human Services ("CDHS"), the undersigned County Department of Human Services ("County"), and Colorado Community Response ("CCR Provider Agency") (collectively, the "Parties"). This agreement is in effect for the period of September 1, 2018 through June 30, 2020. The purpose of this MOU is to establish a working agreement among the Parties in relation to the Colorado Community Response program randomized control trial (RCT). Background: Colorado Community Response is a child abuse prevention program providing voluntary services to families who are reported for child abuse or neglect but whose circumstances do not rise to the level of child welfare service involvement. The Colorado Community Response program is available to families who meet the eligibility criteria defined below. Starting in September 2018, Colorado Community Response is conducting an 18 -month RCT in partnership with the Governor's Office and the Colorado Evaluation and Action Lab ("Colorado Lab"). Colorado Lab is a strategic research partner for government and the community and is the principle evaluator for program evaluation. The purpose of the RCT is to establish an evidence base for the program to inform future expansion and funding decisions, Eligible referrals: If families meet the eligibility criteria below, their information will be pulled from Trails and randomized by the CDHS Office of Early Childhood ("OEC") data system. Families with children ages 0 to 17, including pregnant or expecting parents and a "screened out" child welfare referral. Ineligible referrals: Referrals based on the following will not be pulled into the OEC data system for use in the RCT: • Child Sexual Abuse • Youth in Conflict • Child Fatality Program Goals: • To provide comprehensive voluntary services for families reported to child protective services whose referral is screened out and/or closed after initial assessment; • To prevent future child welfare services related to safety and risk for children and prevent the high costs associated with being "screened in" to the child protection services; • To increase families' protective capacities by promoting individual, family, and community strengths; Page 1 of 5 Exhibit E To address the link between poverty and neglect by connecting families to vital economic and support services to mitigate risk factors associated with child neglect; To promote safe, stable, nurturing relationships that allow children to reach their full potential; To increase economic security for families by providing services that help reduce financial stress. Confidentiality: Parties to this agreement recognize that information obtained and exchanged about clients in the performance of this agreement is confidential and agree to maintain the confidentially of all information obtained as required by this agreement as well as state and federal laws. Randomization: During the 18 -month evaluation period, referrals to CCR will be handled entirely through a randomization process established by the Colorado Lab and OEC. Categorically eligible child welfare referrals will be randomized through an automated process between Trails and the OEC data system. The selected referrals will then be given to CCR Provider Agencies using the OEC data system. Only families who have been selected through this process will be offered the opportunity to receive Colorado Community Response services. Bias Elimination: To eliminate selection/worker bias, CCR Provider Agency staff and volunteers will not participate in Review, Evaluate and Direct (Red ) Team Screening processes, Child Protection Team (CPT) meetings, or Family Engagement Meetings (FEM) conducted by their respective counties. Only contact information related to screen out referrals or closed assessments will be shared with the CCR family advocate. CDHS Agrees to the Following: 1. CDHS will work with the Colorado Lab at the University of Denver to complete an RCT on Colorado Community Response for the purpose of increasing evidence on the program and growing resources to expand the reach of the program. 2. CDHS will pull information from TRAILS on county child welfare screen outs and closed assessments into the OEC data system. Information will include: a. Referral County b. Date of Referral c. Trails Referral ID d. Referral Pathway (Screen Out, FAR, HRA) e. Family member demographics (Name, Date of Birth, Age, Gender) f. Trails Client ID g. Primary Caregiver h. Address i. Phone number 3. CDHS will randomize and provide referrals to CCR Provider Agencies by utilizing the OEC data system. CDHS will work with Colorado Community Response to ensure adequate numbers of referrals are being received during the RCT to allow CCR sites to successfully serve the contracted number of families. Page 2 of 5 Exhibit E 5. CDHS will ensure that data held in the OEC data system meets required security measures to maintain the confidentiality of the client information and data. 6. CDHS will provide ongoing training and technical assistance to CCR Provider Agencies to ensure program model fidelity. 7. CDHS will require CCR Provider Agency staff to complete and sign a confidentiality agreement before outreaching to eligible referrals. 8. CDHS will amend CCR Provider Agency contracts by September 1, 2018 to include the following confidentiality clause: a. CCR Provider Agency and its employees recognize that reports of child abuse or neglect and the name and address of any child, family, or informant or any other identifying information contained in such reports are confidential and shall not be public information. C.R.S. 19-1-307(1)(a). b. In addition, the CCR Provider Agency and its employees acknowledge there maybe criminal sanctions related to the release of such information pursuant to C.R.S 19-1-307; C.R.S. 19-1-303; 18-1.3-501 or other state, local or federal laws. 9. At the end of the RCT, CDHS will work with sites and county child welfare departments to develop and transition to post -RCT protocol for referrals to CCR. 10. CDHS will provide counties quarterly aggregated data on referrals, acceptance rates, and completers specific to their county. County Department of Human Services Agrees to the Following: 1. County will participate in an 18 -month RCT. 2. County agrees to the eligibility referral criteria noted above. 3. County agrees to suspend making referrals to CCR Provider Agencies and understands CDHS will pull all referrals meeting eligibility criteria from Trails into the OEC data system for use in the RCT. 4. Counties will not provide referrals or additional information to CCR Provider Agencies about treatment group families. 5. Counties will not allow CCR family advocates to be assigned families where the advocate has participated in the FEM, CPT, RED team screening process. If the CCR family advocate is assigned a referral where they have participated in the FEM, CPT, or RED team screening process the advocate will immediately notify their supervisor to have the family assigned to another CCR advocate. Page 3 of 5 Exhibit E 6. Counties will maintain strong partnerships with CDHS and the CCR Provider Agency. 7. Counties will provide additional outreach information, when necessary, for families to participate in Colorado Community Response. Information is limited to additional addresses or phone numbers not available on original referral. 8. Counties agree to not receive information collected from the family, by CCR Provider Agencies, in connection with this MOU without the family's written consent. CCR Provider Agency agrees to the following: 1. CCR Provider Agencies will outreach only for referrals that have been randomized and provided by CDHS utilizing the OEC data system. 2. CCR Provider Agencies will utilize OEC data system for all Colorado Community Response related activities. 3. CCR Provider Agencies will follow Colorado Community Response program model to fidelity. 4. CCR Provider Agencies will not assign randomized referrals to CCR family advocated who participated in the FEM, CPT, or RED team screening process where information was shared about the screen -out referral for a family that was randomized to participate in CCR as part of the treatment group. 5. CCR Provider Agencies will notify the CCR Provider Agency program manager if the site is not receiving enough or is receiving too many referrals during the course of the RCT. 6. CCR Provider Agencies will communicate with counties as needed to maintain a strong partnership and obtain additional contact information, when necessary, for families whose referral has been randomized to participate in the RCT. 7. CCR Provider Agencies will keep confidential information provided in referrals and have all staff working on Colorado Community Response complete confidentiality agreements. 8. CCR Provider Agency and its employees will not access the OEC data system for any purpose other than in the performance of providing Colorado Community Response services as outlined by this MOU. The CCR Provider Agency and its employees agree to only access those areas of the OEC data system necessary to perform contracted functions, to access only information of those children and families referred for services, and to keep confidential all information gained during performance of Colorado Community Response services. 9. CCR Provider Agency and its employees will adhere to information data protection requirements as outlined in the Health Insurance Portability Act of 1996 (HIPPA) (5 C.F.R. Page 4 of 5 Exhibit E Part 160 and Part 164). CCR Provider agency will sign a business associate agreement with CDHS to ensure HIPPA compliance. 10. CCR Provider Agency and its employees will adhere to the Family Educational Rights and Privacy Act (FERPA) for the protection of student records (20 USC 1232g). Page 5 of 5