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HomeMy WebLinkAboutC22-203 CDEC_Nurse Home Visitor Program Amendment Contract Number: 23 QAAA 174912 Page 1 of 4 CDEC V.1 Rev. 03/15/2022 CONTRACT AMENDMENT #5 SIGNATURE AND COVER PAGE State Agency Colorado Department of Early Childhood 1575 Sherman Street, 1st Floor Denver, CO 80203 Original Contract Number 20 IHIA 129458 Contractor Eagle County Government, dba Health and Human Services 551 Broadway, PO Box 600 Eagle, CO 81631 Amendment Contract Number 23 QAAA 174912 Current Contract Maximum Amount Initial Term Contract Performance Beginning Date July 1, 2019 State Fiscal Year 2020 $466,777* *An appropriation for NHVP General Accounting Encumbrance (GAE) is hereby added to this contract in the amount of $190,000, subject to appropriated funds which is split among other NHVP vendors. See Exhibit C: Section 12. NHVP General Accounting Encumbrance (GAE). Extension Terms State Fiscal Year 2021 $438,928* *An appropriation for NHVP General Accounting Encumbrance (GAE) is hereby added to this contract in the amount of $70,000, subject to appropriated funds which is split among other NHVP vendors. See Exhibit C: Section 12. NHVP General Accounting Encumbrance (GAE). State Fiscal Year 2022 $438,747* *An appropriation for NHVP General Accounting Encumbrance (GAE) is hereby added to this contract in the amount of $140,000, subject to appropriated funds which is split among other NHVP vendors. See Exhibit C: Section 12. NHVP General Accounting Encumbrance (GAE). State Fiscal Year 2023 $437,667* *An appropriation for NHVP General Accounting Encumbrance (GAE) is hereby added to this contract in the amount of $70,000, subject to appropriated funds which is split among other NHVP vendors. See Exhibit C: Section 12. NHVP General Accounting Encumbrance (GAE). Current Contract Expiration Date June 30, 2023 Total for All State Fiscal Years $1,782,119 Signature Page begins on next page  DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Amendment Contract Number: 23 QAAA 174912 Page 2 of 4 CDEC V.1 Rev. 03/15/2022 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 authorizing his or her signature. CONTRACTOR Eagle County Government, dba Health and Human Services ______________________________________________ By: Jeanne McQueeney, Board of County Commissioners, Chair Date: _________________________ STATE OF COLORADO Jared Polis, Governor Colorado Department of Early Childhood Signed: ___________________________________________ Printed Name: _____________________________________ Title: ____________________________________________ Date: _________________________ 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, MBA, JD By:___________________________________________ Andrea Eurich / Janet Miks / Toni Williamson Amendment Effective Date:_____________________ -- Signature and Cover Pages End -- DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE 5/17/2022 5/17/2022 CFO, Office of Early Childhood Lisa Castiglia 5/17/2022 Amendment Contract Number: 23 QAAA 174912 Page 3 of 4 CDEC V.1 Rev. 03/15/2022 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. 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 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 shown on the Signature and Cover Page for this Amendment or July 1, 2022, whichever is later and shall terminate on the termination of the Contract. 4. PURPOSE In accordance with the provisions of this contract and its exhibits and attachments, the Contractor shall: Provide trained visiting nurses to help educate mothers on the importance of nutrition and avoiding alcohol and drugs, including nicotine, and to assist and education mothers in providing general care for their children. This Amendment shall extend the contract expiration date, increase funds for services to be provided in SFY23, increases funds for the NHVP GAE, and amends Exhibits A, B and C. 5. MODIFICATIONS The Contract and all prior amendments thereto, if any, are modified as follows: A. Extend the Contract Expiration Date from June 30, 2022 to June 30, 2023. 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 the Contract Amount for SFY23 by $437,667 and Increases the Maximum Amount for All State Fiscal Years from $1,344,452 to $1,782,119. 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. DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Amendment Contract Number: 23 QAAA 174912 Page 4 of 4 CDEC V.1 Rev. 03/15/2022 C. Exhibit A – Statement of Work Exhibit A – Amendment #5, which is attached and incorporated by this Amendment, shall be added to Exhibit A of the Original Contract. D. Exhibit B – Budget Exhibit B – Amendment #5, which is attached and incorporated by this Amendment, shall be added to Exhibit B – of the Original Contract. E. Exhibit C – Additional Provisions Exhibit C – Amendment #5, which is attached and incorporated by this Amendment, shall replace Exhibit C – Amendment #3 of the Original Contract. 6. 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. DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit A – Amendment #5 Page 1 of 2 Scope of Work Nurse Home Visitor Program These provisions are to be read and interpreted in conjunction with the provisions of the Amendment specified above. I. Project Description: In order to implement the Nurse Home Visitor Program (NHVP) efficiently and effectively and to promote the successful partnerships between state public entities and the private sector, responsibility for the program is divided between the Colorado Department of Early Childhood, which shall be responsible for financial administration of the program, and a health sciences facility at the University of Colorado, which shall be responsible for programmatic, clinical and technical support, monitoring and evaluation, including data collection, for the program. It is the intent of the general assembly that the state department and the health sciences facility work collaboratively to share information in order to promote efficient and effective program implementation; however, neither entity is responsible for the other entity's statutorily prescribed duties. II. Performance Requirements/Deliverables: 1. The Contractor, in accordance with the terms and conditions of the Contract and this Exhibit, shall perform and complete, in a timely and satisfactory manner, all activities and services related to the fiscal management of the Colorado Nurse Home Visitor Program as set forth in CRS 26-6.4-107.2(a.5). The fiscal management provided by the contractor for the program must be deemed by the State to be acceptable and in good faith. For fiscal management to be “acceptable” it must comply with all, but not limited to, the items listed below, which are incorporated and made part hereof by reference.  Colorado Nurse Home Visitor Program Act, as described in § 26-6.4.101, C.R.S.  Colorado Nurse Home Visitor Program Fiscal Compliance Requirements  Rules Concerning the Nurse Home Visitor Program  State of Colorado Fiscal Rules  Generally Accepted Accounting Principles 2. The Contractor shall complete in a satisfactory manner and by the indicated date, all activities stated in the Areas Requiring Performance Improvement Plan or Funding Conditions in the NHVP Application Review Summary which shall be monitored by the health sciences facility. 3. The Contractor shall participate in meetings or trainings as requested by the State, including attendance by the Contractor’s Nurse Supervisor and fiscal staff at the NHVP grantee workshop; and the Contractor must cover all costs as applicable. 4. The Contractor shall provide the nurse home visitor services in accordance with the grantee application and the budget, Exhibit B. 5. Funding adjustments may be executed during the term of this Contract in accordance with Additional Provisions, Exhibit C. The total amount of funding for the term of this Contract may not exceed the Total Amount Requested from the CDEC as provided in the attached Budget, Exhibit B. 6. Contractor shall submit Medicaid reimbursement requests for all eligible clients. Department of Health Care Policy and Financing (HCPF) oversees the submission of Medicaid reimbursement requests for compliance with HCPF procedures. DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit A – Amendment #5 Page 2 of 2 7. Contractor shall refer families participating in any and all programs in its agency such as the Special Supplemental Program for Women, Infants and Children (WIC), Healthy Communities, Immunization Clinics, Health Care Program for Children with Special Health Care Needs (HCP), etc. to appropriate enabling and direct care service programs in the community. Contractor shall provide all pregnant women in need of resources for prenatal medical care information about programs such as WIC, PNP, etc. as needed provide all individuals seeking reproductive health services with information about pregnancy planning, preconception health, the consequences of unintended pregnancies, and referrals to comprehensive family planning services; and shall ensure that all children ages birth through two years who may be eligible for early intervention services are referred to Early Intervention Colorado. 8. Contractor shall notify the State within thirty (30) days of a change of the NHVP Nurse Supervisor or fiscal staff and shall require any new NHVP Nurse Supervisor and fiscal staff working on NHVP services to participate in Fiscal Orientation within forty-five (45) days of employment. 9. In order to fulfill model requirements as an implementation site for the Nurse-Family Partnership home visiting program, Contractor shall comply with all elements of the Nurse Home Visitor Program Application Review Summary which is submitted to and monitored by the University of Colorado. III. Monitoring: The monitoring of this contract for compliance with fiscal performance requirements is based in part on a fiscal risk assessment conducted prior to contracting, contractor fiscal and programmatic performance during the contract period and contractor compliance with contractual terms and conditions during the contract period. Monitoring will be conducted by the Program Manager (State Representative) and methods used will include review of documentation reflective of performance, including reimbursement requests and other documentation as applicable. The contractor’s performance will be evaluated at set intervals and communicated to the contractor. A Final Contractor Performance Evaluation will be conducted at the end of the life of the contract. IV. Resolution of Non-Compliance: The Contractor will be notified in writing within 30 calendar days of discovery of a compliance issue. Within 45 calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The action(s) and time line for completion will be documented in writing and agreed to by both parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a request to the Program Manager (State Representative) and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may exercise its rights under the Remedies section of the General Provisions of this contract. V. Performance Measures and Monitoring 1. Fiscal performance monitoring by the State for this contract includes without limitation using the following criteria:  Contractor maintains a caseload commensurate with funding allocation throughout the contract period.  Contractor's cost reimbursement requests will be accurate and submitted on time (within 60 days of the last day of the month for which you are requesting reimbursement) and will be accurate (line items in the reimbursement request will align with line items in your approved budget). DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit B - Amendment #5 Project Name Nurse Home Visitor Program Counites Served Eagle Position Title Gross or Annual Salary Fringe Percent of Time on Project Total Amount For Project A. Other Sources of Funding B. Medicaid Revenue C. CDEC Funding (NHVP) Nursing Staff includes 1 Nurse Supervisors and 3 Nurse Home Visitors $308,349 $0 $0 $308,349 Program Support Specialist, 0.5 FTE $66,418 $26,890 50% $46,654 $0 $0 $46,654 $46,654 $0 $0 $46,654 $ 355,003.00 $ - $ - $ 355,003.00 Item A. Other Sources of Funding B. Medicaid Revenue C. CDEC Funding (NHVP) Office Operating Expenses (i.e. supplies) $0 $0 $1,200 Client Support Materials $0 $0 $2,250 Printing & Publications $0 $0 $800 Postal & Shipping Services $0 $0 $150 Communications (cellular, network services) $0 $0 $4,000 Medical Supplies $0 $0 $1,500 Technology (laptops, computers, tablets) $0 $0 $1,000 Outreach Expense $0 $0 $750 $0 $0 $11,650 Item Total A. Other Sources of Funding B. Medicaid Revenue C. CDEC Funding (NHVP) Program Support Fee- All Teams $18,072 $0 $13,366 $4,706 NSO Education Fees $5,921 $0 $0 $5,921 Dance Education & Licensing $3 $0 $0 $885 Professional Development $2,971 $0 $0 $3,792 $26,967 $0 $13,366 $15,304 Name A. Other Sources of Funding B. Medicaid Revenue C. CDEC Funding (NHVP) $0 $0 $0 $0 $0 $0 Item A. Other Sources of Funding B. Medicaid Revenue C. CDEC Funding (NHVP) Visit Outreach Mileage $0 $0 $8,500 Travel to Attend Required Training $0 $0 $5,300 $0 $0 $13,800 Name A. Other Sources of Funding B. Medicaid Revenue C. CDEC Funding (NHVP) Mental Health Consultation: Julia Kozusko $0 $0 $2,550 $0 $0 $2,550 marketing materials, food for outreach events Supplies & Operating Expenses SFY 2023 2. Total Supplies & Operating Expenses SFY 2023Training and Technical Assistance Description of Item NSO Annual Program Support Fee For All Teams SFY 2023 Description of Item No costs shall be reimbursed in this category by CDEC Required NSO fees for new nurses, supervisors and/or administrators Required Dance licencing and education fees All other professional development for NHVP team 3. Total Training and Technical Assistance Equipment (Over $5,000 Per Item) Cost is necessary for state NS meetings & other necessary Administrator and NHV/NS trainings 5. Total Travel 4. Total Equpment Travel SFY 2023 Description of Item Cost is necessary to NHV's can travel to clients' homes to deliver services 6. Total Contractors/Consultants Contractors/Consultants (payments to third parties or entities)SFY 2023 Description of Item Mental health consultation is necessary to support nurses in their work with families Budget Period July 1, 2022 - June 30, 2023 Colorado Department of Early Childhood BUDGET WITH JUSTIFICATION FORM Contractor Name Eagle County Public Health & Environment Program Contact Name, Title Shannon Wagner Phone 970-328-8855 Email shannon.wagner@eaglecounty.us Fiscal Contact Name, Title Nicole Sisneros Phone nicole.sisneros@eaglecounty.us 970-358-8859 59 Email Funded Caseload Expenditure Categories SFY 2023Personnel Services - Salaried Employees Description of Work and Fringe Benefits Include: Includes workers' comp insurance, unemployment insurance, long-term disability, FICA, retirement, wellness program, health, dental, and vision insurance. They are calculated on actual salaries and vary for each employee. 1b. Non Nursing Staff Total Individual Nursing staff salary not to exceed $82.786 (A Contract Amendment is required if any additional funds are added to the total contract amount) Overall Program implementation and home visiting service delivery Non Nursing Staff Provides data input and interpretation services necessary to send matierials to clients, referral sources, and community partners cell phones & coverage, necessary for everyday NHV work and safety of NHV stethoscopes, BP cuffs, items for NHV working with families telehealth supports 1. Total Personnel Services (including fringe benefits) Description of Item basic office supplies such as pens, chart folders, paper & binders, clips, tape, etc. necessary for everyday work necessary to purchase client support materials for families beyond NFP and PIPE handouts necessary for client printed matierlas (facilitators), staff supervision & NHV forms, reference publications Page 1 of 2 DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit B - Amendment #5 $0 $13,366 $398,307 $0 $13,366 $393,601 Item A. Other Sources of Funding B. Medicaid Revenue C. CDEC Funding (NHVP) 10% de minimis Indirect rate: $0 $0 $39,360 $0 $0 $39,360 $0 $13,366 $437,667 TOTAL DIRECT COSTS 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. REMOVE PROGRAM SUPPORT FEES. Indirect Costs SFY 2023 Description of Item 10% Rate Based on MTDC Total Indirect TOTAL *Figures are rounded using basic accounting standards. (0.00-0.49 = 0; 0.50-0.99 = 1.0) Page 2 of 2 DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit C – Amendment #5 Page 1 of 5 Revision Date 04/01/2022 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 CDHS_OEC_Invoicing@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. It is understood any vacancy savings in the personnel category and/or any savings in any other category shall require written approval from the State prior to any redistribution of any savings by the Contractor. ANY COST SAVINGS THAT ARE REDISTRIBUTED BY CONTRACTOR WITHOUT WRITTEN APPROVAL SHALL NOT BE REIMBURSED BY THE STATE. D. IT IS UNDERSTOOD ANY COSTS THAT EXCEED THE CONTRACTED AMOUNT SHALL NOT BE PAID BY CDEC. If Contractor has a legitimate need for additional funds, the Contractor shall request additional funds from the CDEC 60 days prior to projected depletion of contracted funds. CDEC shall review each request and notify Contractor in writing of approval or denial. Approval of additional funds shall require an official modification to the Contract by Amendment or Option Letter. E. Timely Invoicing - Invoices shall be submitted no later than 30 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 DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit C – Amendment #5 Page 2 of 5 Revision Date 04/01/2022 CDHS_OEC_Invoicing@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. F. 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. G. 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. H. The State shall review monthly invoices throughout the fiscal year. If, after a number of months, the State determines the Contractor is not needing/using the funding allocated for the Contractor’s work in the Contract, the State shall remove these funds from the contract budget by Option Letter for a proportional reduction of services with prior written notification to the Contractor. 5. PARTICIPATION The Contractor representative(s) is required to participate in any Department of Early Childhood sponsored meetings related to this contract. 6. SUPPLANTING Payments made to the Contractor under this contract shall 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%, adding new expense lines, 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 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 shall be hired at a higher or lower salary. No increase within the salary range is authorized without prior written approval from CDEC. Adding additional staff requires an amendment to the contract. Vacancy savings cannot be used to change salary amounts for existing personnel without an amendment. Any change to personnel requires prior written approval from CDEC staff. This process shall never change the Contract Maximum Amount. Contractor must use available unused funds 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 CDEC program staff. 8. TRAVEL A. Mileage shall not exceed the State mileage rate per https://www.colorado.gov/pacific/osc/travel-fiscal-rule. DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit C – Amendment #5 Page 3 of 5 Revision Date 04/01/2022 B. Per Diem shall not exceed 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 CDEC. 9. 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 Department of Early Childhood (CDEC), the agency must report in writing the details of the critical incident to the CDEC 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. 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 Colorado Department of Human Services (CDHS) Child Welfare Training System: https://www.coloradocwts.com/mandated- reporter-training. 11. GENERAL ACCOUNTING ENCUMBRANCE (GAE) A. Nurse Home Visitor General Accounting Encumbrance (NHVP-GAE) shall be utilized as follows: i. Nurse Family Partnership (NFP) training costs, often sites experience staff turnover in a fiscal year and they will be permitted to use the GAE to cover costs of NFP required training that was not included in their budget. ii. Travel costs associated with NFP training. For example, if a site hires a new Nurse Home Visitor, and this staff member is required to attend NFP orientation, the site will be able to bill the GAE for the training registration and travel expenses for the training. Travel costs may include mileage, hotel accommodations and per diem for the staff member attending the training. iii. Operational items not included in their budget such as cell phones, tablets, laptops. Due to staff turnover, sites are to not include potential operational item expenses in their budgets, but rather utilize the GAE in order to purchase necessary items for new staff. DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit C – Amendment #5 Page 4 of 5 Revision Date 04/01/2022 iv. Transition salaries to pay new staff during the overlap with the staff member leaving in order to provide time for adequate training. Once the original staff member leaves, the new staff member’s salary would be paid against the existing line in their budget. v. Translation and interpretation services to serve clients who are deaf or hard of hearing, and those whose primary language is not English. B. Please refer to Page 1 for the amount available under the GAE for the current year. C. It is understood each contractor shall obtain prior written approval from CDHS prior to incurring any costs related to NHVP GAE funds. It is further understood and agreed that the maximum amount of funds available statewide for the current fiscal year will be divided between all of the NHVP contracts. The State shall not be liable for any costs incurred without obtaining prior approval for the expenditure of NHVP GAE funds. The NHVP program manager will approve GAE expenditures on a case-by case basis and the state intermediary must concur that they believe the expenditure to be necessary to improving the program. NHVP program manager must approve the expenditure in writing. i. Please refer to Page 1 for the amount available under the GAE for the current year. D. Payment to Contractor is made from available funds encumbered and shared across multiple contractors. The State may increase or decrease the total funds encumbered at its sole discretion and without formal notice to Contractor. No minimum payment is guaranteed to Contractor. The liability of the State for such payments is limited to the encumbered amount remaining of such funds. E. Invoices shall be submitted separately for pre-approved expenditures. i. The Contractor shall submit requests for payment to CDHS_OEC_Invoicing@state.co.us. 13. GIFT CARDS The Distribution of Gift Cards, where applicable, shall adhere to the following: A. The contractor agency must have a written Gift Card Distribution Policy in place and this plan must be approved by the Department of Early Childhood before gift cards may be purchased. The policy must include maintaining an audit log of gift card purchases and disbursements and a process for routine reconciliations. B. The contractor agency’s gift card policy must ensure that gift cards cannot be redeemed for cash and must restrict the recipient from using gift cards for alcohol, firearms, tobacco, lottery tickets, or entertainment. C. Gift Cards must be distributed to recipients within five (5) business days of purchase. D. Gift Cards should be given at the conclusion of an event or upon completion of an activity or milestone. E. Contractor agency staff shall have recipients sign a form that includes the following: Date, Name of Gift Card Recipient, Purpose of Gift Card, Signature of Gift Card recipient acknowledging receipt of Gift Card and Gift Card Amount. DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE Exhibit C – Amendment #5 Page 5 of 5 Revision Date 04/01/2022 F. The contractor cannot request reimbursement for the cost of gift cards until distribution of the gift cards has been made to recipients. Additionally, the contractor must maintain adequate documentation to show a record of all gift card distributions. G. The contractor shall be held responsible for inappropriate use of gift cards. DocuSign Envelope ID: BF0E3102-F11E-4ACB-9B03-6A6B817E70CE