HomeMy WebLinkAboutC19-349 Colorado Department of Human Services - NOT FULLY EXECUTEDCONTRACTAMENDMENT#1SIGNATUREANDCOVERPAGEStateAgencyOriginalContractNumberColoradoDepartmentofHumanServices20IHIA12945$OfficeofEarlyChildhoodContractorAmendmentContractNumberEagleCountyGovernment,dbaHealthandHumanServices20IHIA141798551Broadway,P0Box600Eagle,CO81631CurrentContractMaximumAmountContractPerformanceBeginningDateInitialTermJuly1,2019StateFiscalYear2020$466,777**AnappropriationforNHVPGeneralAccountingEncumbrance(GAE)isherebyaddedtothiscontract.ThemaximumpayableforGAEissubjecttoappropriatedfunds,nottoexceed$50,000whichissplitamongotherNNVPvendors.SeeExhibitC:AdditionalProvisions.ExtensionTermsCurrentContractExpirationDateN/AJune30,2020TotalforAllStateFiscalYears$466,777*THEPARTIESHERETOHAVEEXECUTEDTHISAMENDMENTEachpersonsigningthisAmendmentrepresentsandwarrantsthatheorsheisdulyauthorizedtoexecutethisAmendmentandtobindthePartyauthoizinghisorhersignature.CONTRACTORSTATEOFCOLORADOEagleCountyGovernment,dbaHealthandHumanServicesJaredPolis,GovernorMichelleBarnesExecutiveDirectorp2rQ4,/B:JeanneMcQueene,Chir,BoardofCountyBy:MaryAnneSnyder,Director,OfficeofEarlyChildhoodVCqmssinersDate:/)//—Date:Inaccordancewith§24-30-202CR5.,thisAmendmentisnotvaliduntilsignedanddatedbelowbytheStateControlleroranauthorizeddelegate.By:STATECONTROLLERRobertJaros,CPA,MBA,JDAndreaEurich/JanetMiksAmendmentEffectiveDate:AmendmentContractNumber.20IHIA14179$Page1of3Rev.1/14/19
1.PARTIESThisAmendment(the“Amendment”)totheOriginalContractshownontheSignatureandCoverPageforthisAmendment(the“Contract”)isenteredintobyandbetweentheContractor,andtheState.2.TERMINOLOGYExceptasspecificallymodifiedbythisAmendment,alltermsusedinthisAmendmentthataredefinedintheContractshallbeconstruedandinterpretedinaccordancewiththeContract.3.AMENDMENTEFFECTIVEDATEANDTERMA.AmendmentEffectiveDateThisAmendmentshallnotbevalidorenforceableuntiltheAmendmentEffectiveDateshownontheSignatureandCoverPageforthisAmendment.TheStateshallnotbeboundbyanyprovisionofthisAmendmentbeforethatAmendmentEffectiveDate,andshallhavenoobligationtopayContractorforanyWorkperformedorexpenseincurredunderthisAmendmenteitherbeforeorafteroftheAmendmenttermshownin§3.BofthisAmendment.B.AmendmentTermTheParties’respectiveperformancesunderthisAmendmentandthechangestotheContractcontainedhereinshallcommenceontheAmendmentEffectiveDateshownontheSignatureandCoverPageforthisAmendmentandshallterminateontheterminationoftheContract.4.PURPOSEInaccordancewiththeprovisionsofthiscontractanditsexhibitsandattachments,theContractorshall:Providetrainedvisitingnursestohelpeducatemothersontheimportanceofnutritionandavoidingalcoholanddrugs,includingnicotine,andtoassistandeducatemothersinprovidinggeneralcarefortheirchildren.ThisamendmentamendsExhibitsBandC.5.MODIFICATIONSTheContractandallprioramendmentsthereto,ifany,aremodifiedasfollows:A.ExhibitB—BudgetExhibitB—Amendment#1,whichisattachedandincorporatedintothisAmendment,herebyreplacesExhibitBoftheOriginalContract.B.ExhibitC—AdditionalProvisionsExhibitC—Amendment#1,whichisattachedandincorporatedintothisAmendment,herebyreplacesExhibitCoftheOriginalContract.6.LIMITSOFEFFECTANDORDEROFPRECEDENCEThisAmendmentisincorporatedbyreferenceintotheContract,andtheContractandallprioramendmentsorothermodificationstotheContract,ifany,remaininfullforceandeffectexceptasspecificallymodifiedinthisAmendment.ExceptfortheSpecialProvisionscontainedintheContract,intheeventofanyconflict,inconsistency,variance,orcontradictionbetweentheprovisionsofthisAmendmentandanyoftheprovisionsoftheContractoranypriormodificationtotheContract,theprovisionsofthisAmendmentshallinallrespectssupersede,govern,andAmendmentContractNumber:2011-HA141798Page2of3Rev.1/14/19
control.TheprovisionsofthisAmendmentshallonlysupersede,govern,andcontrolovertheSpecialProvisionscontainedintheContracttotheextentthatthisAmendmentspecificallymodifiesthoseSpecialProvisions.AmendmentContractNumber:20IHIA141798Page3of3Rev.1/14/19
-l4-.CC)ECa,E4-.xwa’UULUEIII0CUE4-’LU0U0LUL..00U0L.0oO.CjZVU.LUUJ-‘4-0‘4-I.-CLII‘90m0000
Exhibit B -Amendment #1
Training and Technical Assistance FY 201 9-2020
A.Other C.CDHS
Item Description of Item Per Fee Total Sources of Funding
Funding (NHVP)
NHV Education Required training for new NHV NHV $4,952 1 $4,952 $0 $4,952
NFP Education Materials Cost to cover required materials for NFP NHV $629 1 $629 $0 $629
Program Support Fee Required cost for NFP Supervisor $8,580 1 $8,580 $0 $8,580
DANCE Licensing Cost covers required NFP training materials NHV $60 3 $180 $0 $180
Nurse Consultation,1st Supervisor Required cost for NFP Supervisor $3,796 1 $3,796 $0 $3,796
Professional Development Covers cost of additional training for NHV5 NHV/Supervisor $600 4 $2,400 $0 $2,400
Supervisor Expansion/Replacement Fee Required fee only for new Supervisor Supervisor $3,264 1 $3,264 $0 $3,264
Supervisor Education Required training for new NHV Supervisor Supervisor $895 1 $895 $0 $895
3.Total Training and Technical Assistance $24,696 $0 $24,696
Equipment_(Over_$5,000_Per_Item)FY 201 9-2020
f A.Other C.CDHS
Name I Description of Item Sources of Funding
f Funding (NHVP)
No_costs_in_this_category_will_be_reimbursed_by_CDHS.$0 $0
4.Total Equpment $0 $0
Travel FY 207 9-2020
A.Other C.CDHS
Item Description of Item Sources of Funding
Funding (NHVP)
State Nurse Supervisor Meetings Cost is necessary so that NS can attend necessary meetings $0 $1,934
Home visitor mileage Cost is necessary so that NHV5 can travel to clients homes to deliver services $0 $11,000
Training and Meeting Travel (Supervisors,Cost is necessary to NHVs &NS can attend necessary meetings &trainings
Nurses)$0 $3,636
5.Total Travel $0 $76,570
Contractors/Consultants (payments to third parties or entities)FY 207 9-2020
A.Other C.CDHS
Name Description of Item Sources of Funding
Funding (NHVP)
Mental Health Consultation:Julia Kozusko Mental Health consultation is necessary to support nurses in their work with families
$0 $2,250
Mental Health Consultation:Dr.Yeager Mental Health consultation is necessary to support nurses in their work with families so $250
6.Total Contractors/Consultants $0 $2,500
MODIFIED TOTAL DIRECT COSTS (MTDC)$0 $428,994
Page 2of3
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ExhibitC—Amendment#1ADDITIONALPROVISIONS1.SERVICEPROVISIONSTheContractorshallprovidetheservicesaccordingtotheplanssubmittedinthe“StatementofWork”,attachedandincorporatedhereinbythisreferenceasEXHIBITA.Inallcases,thedescriptions,plans,timetables,tasks,duties,andresponsibilitiesoftheContractorasdescribedintheStatementofWork,shallbeadheredtointheperformanceoftherequirementsofthiscontract.Intheeventofaconflict,thetermsandconditionsofthiscontractshaltcontrolovertheStatementofWork.AnysignificantchangestotheStatementofWork(SOW)requireanamendmenttothecontract.2.GOALSANDOBJECTIVESTheContractorshallberesponsiblefortheachievementofanygoalsandobjectivesasspecifiedwithintheStatementofWork(EXHIBITA)ofthiscontractunlesswrittennoticeofanymodificationsarefurnishedbytheStatetotheContractorallowingadequatetimeforcomplianceduringthetermofthiscontract.3.COPYOFSUBCONTRACTTheContractorshallprovidetotheStateacopyofanyexecutedsubcontractbetweentheContractorandanyproviderofservicestofulfillanyrequirementsofthiscontract.SubcontractsshallbeemailedtotheContractRepresentativeuponexecution.4.PAYMENTInconsiderationoftheprovisionofservicesandreportingandsubjecttoallpaymentandpriceprovisionsandfurthersubjecttoverificationbytheStateoffullandsatisfactorycompliancewiththetermsofthiscontract,theStateshallpaytotheContractoranamountnottoexceedtheamountspecifiedintheBudget(EXHIBITB),ofthiscontract.A.TheContractorshallsubmitrequestsforpaymenttoCDHS_OEC_lnvoicingstate.co.usnolessthanmonthlyonformsprescribedandprovidedbytheState.B.Paymentshallbemadeonacostreimbursementbasisforservicesrendered.C.TimelyInvoicing-Invoicesshallbesubmittednolaterthan45daysfollowingthelastdayofthemonth.EndofStatefiscalYearinvoicesareonacompressedtimeframe.InvoicesforallservicesprovidedpriortoJune30thshallbeinvoicedbyJuly5th.ContractorswhoareunabletoprovidetheinvoicebyJuly5thshallnotifythestateoftheamounttobebookedasaccountspayablebyJuly13thbysendinganemailtoCDHS_OEC_lnvoicing@state.co.us.finalinvoicesforservicespriortoJune30thshallbesubmittedbySeptember14th.InvoicesreceivedafterSeptember14thmaynotbepaid.D.TheContractorshallmaintainsourcedocumentationtosupportallpaymentrequestedpursuanttothiscontract.AllsourcedocumentationshallbeprovidedtotheStatebytheContractoruponrequest.E.ItisunderstoodthattheStatereservestherighttooffsetfundspursuanttothiscontractbasedonthediscoveryofoverpaymentorimproperuseoffundsbytheContractor.Overpaymentorimproperuseoffundsisinterpretedtoapplytospecifictermsofprioryearcontracts,andincludeswithoutlimitationrequirementsoftheGenerallyAcceptedAccountingPrinciples(GAAP)issuedbytheAmericanInstituteofCertifiedPublicAccountants,andapplicablesectionsoftheColoradoRevisedStatutes.5.PARTICIPATIONTheContractorrepresentative(s)isrequiredtoparticipateinanyOfficeofEarlyChildhoodsponsoredmeetingsrelatedtothiscontract.Page1of3RevisionDateApril12,2019
ExhibitC—Amendment#16.SUPPLANTINGPaymentsmadetotheContractorunderthiscontractwillsupplementandnotsupplantotherstate,localorfederalexpendituresforservicesassociatedwiththiscontract.7.BUDGETCHANGESContractormayrequestinwritingadjustmentstothedirectcostsinthecurrentyearbudget(EXHIBITB)nottoexceed10%ofthetotalbudget.Requestsshallbemadeintheformofawrittenbudgetrevisionrequesttotheappropriateprogramstaff.Writtenapprovalforthebudgetrevisionshallberequiredpriortoanychangestothebudgetrelatedtothebudgetrevisionrequest.ThetotaLdollaramountofthecontractbudgetcannotbechangedasaresultofthebudgetrevisionrequest.Budgetadjustmentrequestsover10%and/orchangestothetotaldollaramountofthebudgetrequireaformalamendment.NoadjustmentstotheIndirectCostsportionofthebudgetareallowablewithoutaformalamendment.Contractormayrequestinwritinguptoa5%increaseordecreasetothe“GrossorAnnualSalary’ofanindividualemployeeifapositioncurrentlylistedinthecontractbecomesvacantandthenewincomingemployeewillbehiredatahigherorlowersalary.NoincreaseordecreasewithinthesalaryrangeisauthorizedwithoutpriorwrittenapprovalfromCDHS.Addingadditionalstaffrequiresanamendmenttothecontract.Vacancysavingscannotbeusedtochangesalaryamountsforexistingpersonnelwithoutanamendment.AnychangetopersonnelrequirespriorwrittenapprovalfromCDHSstaff.ThisprocesswillneverchangetheContractMaximumAmount.Contractormustuseavailableunusedfundsfromeithervacancysavingsoranothercategorywithinthecontract.TherevisionrequestmaynotatanytimecompromisetheintegrityofthefundedprogramasdeterminedbyCDHSprogramstaff.Contractormayrequestinwritingtheabilitytohireanewnurseornursesupervisorataratehigherthan5%abovethecontractedsalaryamountwithouttheneedforanamendmenttothecontract.Thecontractormustabidebythesalaryrangeindicatedinthebudgetdocumentasanottoexceedamount.OnceapprovalisgivenbyOECprogramstaffforthechangeintheformofabudgetrevisionthecontractorisauthorizedforimmediatereimbursementofthenewnurseornursesupervisorsalary.Thecontractorshallcontinuetocollectandkeepallpayrollandtimerecordsforeveryemployeeincludedinthecontractbudget.Thispolicyappliestonurseandnursesupervisorpositionsonlyandnottoanyotherstaffincludedinthecontract.ThisprocesswillneverchangetheContractMaximumAmount.Contractormustuseavailableunusedfundsfromeithervacancysavingsoranothercategorywithinthecontract.TherevisionrequestmaynotatanytimecompromisetheintegrityofthefundedprogramasdeterminedbyCDHSprogramstaff.8.TRAVELA.Mileageshallnotexceedthefederalmileagerateperhttps://www.gsa.ov/travel-resourcesorStatemileagerateperhttps://www.colorado.gov/pacific/osc/travel-fiscal-rule.B.PerDiemshallnotexceedfederalGSAperdiemratesfortheareaoftravelperhttps://www.gsa.gov/travel-resourcesorStateperdiemratefortheareaoftravelperhttps://www.colorado.gov/pacific/osc/travel-fiscal-rule.C.Hotelratescannotexceedanyrateestablishedforconferenceattendance.D.UsageofairfareorOutofStateTravelrequirespre-approvalfromCDHS.Page2of3RevisionDateApril12,2019
ExhibitC—Amendment#19.MANDATEDREPORTINGA.Allprogramstaffarerequiredbylawtoreportsuspectedchildabuseandneglect.Mandatoryreportersmustreportsuspectedchildabuseandneglecttothelocalcountychildwelfareagency,thelocallawenforcementagency,orbycallingthechiLdabusereportinghotlinesystemat1-844-CO-4KIDS(1-844-264-5437).B.AllprogramstaffarerequiredtotaketheonlinemandatoryreportertrainingontheCDHSChildWelfareTrainingSystem:https://www.coloradocwts.corn/mandated-reporter-training.10.GENERALACCOUNTINGENCUMBRANCE(GAE)A.PaymentforNurseHomeVisitorProgram(NHVP)toallcontractorswillbemadeasincurred,inwholeorinpart,fromthetotalavailablefundsnottoexceed$50,000(FY20),tobeutilizedforNHVPasfollows:i.NurseFamilyPartnership(NfP)trainingcosts,oftensitesexperiencestaffturnoverinafiscalyearandtheywillbepermittedtousetheGAEtocovercostsofNFPrequiredtrainingthatwasnotincludedintheirFY19-20budget.ii.TravelcostsassociatedwithNfPtraining.Forexample,ifasitehiresanewNurseHomeVisitor,andthisstaffmemberisrequiredtoattendNFPorientation,thesitewillbeabletobilltheGAEforthetrainingregistrationandtravelexpensesforthetraining.Travelcostsmayincludemileage,hotelaccommodationsandperdiemforthestaffmemberattendingthetraining.iii.OperationalitemsnotincludedintheirfY19-20budgetsuchascellphones,tablets,laptops.Duetostaffturnover,sitesaretonotincludepotentialoperationalitemexpensesintheirFY19-20budgets,butratherutilizetheGAEinordertopurchasenecessaryitemsfornewstaffItisunderstoodeachcontractorshallobtainpriorwrittenapprovalfromCDHSpriortoincurringanycostsrelatedtoNHVPGAEfunds.ItisfurtherunderstoodandagreedthatthemaximumamountoffundsavailablestatewideforthecurrentfiscalyearwillbedividedbetweenalloftheNHVPcontracts.TheStateshallnotbeliableforanycostsincurredwithoutobtainingpriorapprovalfortheexpenditureofNHVPGAEfunds.TheNHVPprogrammanagerwillapproveGAEexpendituresonacase-bycasebasisandthestateintermediarymustconcurthattheybelievetheexpendituretobenecessarytoimprovingtheprogram.NHVPprogrammanagermustapprovetheexpenditureinwriting.B.PaymenttoContractorismadefromavailablefundsencumberedandsharedacrossmultiplecontractors.TheStatemayincreaseordecreasethetotalfundsencumberedatitssolediscretionandwithoutformalnoticetoContractor.NominimumpaymentisguaranteedtoContractor.TheliabilityoftheStateforsuchpaymentsislimitedtotheencumberedamountremainingofsuchfunds.C.Invoicesshallbesubmittedseparatelyforpre-approvedexpenditures.i.TheContractorshallsubmitrequestsforpaymenttoCDHS_OECInvoicing@state.co.us.Page3of3RevisionDateApril12,2019
