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HomeMy WebLinkAboutC04-076 Colorado West Regional Mental Health22, AGREEMENT BETWEEN THE COUNTY OF EAGLE, STATE OF COLORADO AND COLORADO WEST REGIONAL MENTAL HEALTH THIS AGREEMENT made this 24th day of February, 2004, by and between the County of Eagle, State of Colorado, a body corporate and politic, "County" and. Colorado West Regional Mental Health, hereinafter "Contractor." 1. AGREEMENT: This Agreement shall commence on January 1, 2004 and shall end on June 30, 2004. 2. SCOPE: The Contractor will provide, or arrange for the provision through the use of independent contractors, early childhood mental health services, which will include assessment, consultation and coaching services for staff, and families enrolled in licensed childcare programs in Eagle County. Specifically, the Contractor will: i. Designate or contract with mental health professionals and early childhood educators to be trained in the Deveraux Early Childhood Assessment (DECA) approach and to be assigned to the early childhood mental health program. Mental health and early childhood professionals assigned to this project must be approved by the County in writing. ii. Engage a minimum of six licensed childcare centers in Eagle County to participate in the comprehensive early childhood mental health services program. The programs identified for participation are noted in Attachment A. iii. Conduct an assessment of needs and strengths with each of the participating programs to identify classroom, staff, family and child behavioral needs iv. Develop and assist in implementing program intervention strategies in conjunction with childcare program staff and parents that will create positive, age - appropriate learning and mental health environments for preschool age children. Program Components are noted in Attachment A. V. Provide referral and service coordination services for families requesting counseling and treatment services for preschool age children. Payment for individual counseling and treatment services will be funded through private insurance, Medicaid or other fee for service arrangements, not this contract. vi. Provide individual and classroom assessment and crisis intervention in other licensed childcare programs upon written request of Health & Human Services. The County is responsible for the determination of childcare program eligibility for participation in this program. The County will develop an agreement with the eligible child care program to participate in services under this agreement and will advise the Contractor in writing of the authorized service plan. The maximum amount for reimbursement under this agreement is $40,59Z Reimbursement will be in accordance with the budget and program components for service contained in Attachment A to the Agreement The County must approve changes in budgeted items in writing. 3. TERMINATION: The County may terminate this Agreement upon ten (10) days written notice to Contractor if it is deemed by the County in its sole discretion, that the Contractor is not fulfilling the program as specified in this Agreement, or for any other reason. Upon such termination any unexpended funds shall be returned to the County. In addition, any funds not properly expended according to project objectives shall be returned by Contractor to County. The Contractor may terminate this Agreement upon ten (10) days written notice to County if it is deemed by the Contractor in its sole discretion the County is not fulfilling the terms of this agreement, or for any other reason. In addition, the County will be responsible to pay for any properly expended funds according to the terms of this agreement. In the event the Contractor becomes insolvent, is declared bankrupt, or dissolves, the County may declare in writing that this Agreement is terminated, and all rights of the Contractor and obligations of the County shall terminate and cease immediately. 4. CONTRACTOR'S DUTIES: The Contractor shall comply with the following requirements: A. All funds received by Contractor under this Agreement shall be expended solely for the purpose for which granted, and any funds not so expended, including funds lost or diverted for other purposes, shall be returned to County. B. Contractor shall maintain adequate financial and programmatic records for reporting to the County. The Contractor shall maintain all records pertaining to this Agreement for a minimum of three years and may be subjected to an audit by federal, state, or county auditors or their designees, as requested. If misuse of funds is discovered by an auditor, the Contractor shall return said misused funds to the County. The Contractor hereby authorizes the County to perform audits or to make inspections during normal business hours upon 48 hours written notice to Contractor, for the purpose of evaluating performance under this Agreement. The Contractor will allow access to and cooperate with authorized Health & Human Services representatives in the observation and evaluation of the program and records. The Contractor shall have the right to dispute any claims of misuse of funds to the extent allowable by law. C. Customer Service/Termination: In rendering its services, Contractor shall comply with the highest standards of customer service to the public. Contractor shall provide appropriate supervision of its employees to ensure the maintenance of these high standards of customer service and professionalism, the performance of such obligation to be determined at the sole discretion of the County. In the event that the County finds the Contractor is not meeting these standards of customer service, the County may terminate this Contract, upon providing notice to the Contractor as set forth in Section 3. D. Contractor shall provide the County with written reports on the progress of services under this agreement. Such reports shall include information on the extent and nature of services provided for each participating child care program; data on the numbers of classrooms, teachers, children, and families served; data on the ages of children, number of children and families referred for ongoing individual services; profile information on the children in participating programs in regards to their ages, family economic status, primary language, and ethnicity. �%� E. Contractor shall comply with the requirements of the Civil Rights Act of 1964 and Section 504, Rehabilitation Act of 1973 concerning discrimination on the basis of race, color, sex, age, religion, political beliefs, national origin, or handicap. F. Contractor shall safeguard information and confidentiality of the child and the child's family in accordance with rules of the Colorado Department of Human Services, Eagle County Health and Human Services, and the Health Information Privacy and Accountability Act. G. The Contractor will notify the Health & Human Services immediately of all reports of suspected child abuse or neglect involving the Contractor in relation to services provided under this agreement or in relation to the staff providing services under this agreement. Health & Human Services contractors are to be considered Amandatory reporters@ for suspected child abuse and neglect and are to make those reports directly to Eagle County Health & Human Services - Adult and Family Services Division - (970) 328-8840. H. The Contractor shall submit monthly billings to the County within 10 days following the end of the month. Billings shall identify staff costs by participating program and by program component. Non -personnel costs may be submitted on an overall program basis. Payroll statements or receipts shall accompany all billings. Billings will be paid through the County=s usual bill paying process. Billings that are received more than 45 days after the provision of service will not be eligible for reimbursement. Billings for services provided through June 30, 2004 and received after July 3, 2004 will not be eligible for reimbursement. I. Contractors will participate in an annual training provided by the County regarding program requirements and eligibility; child abuse and neglect reporting; and, financial and program reporting to the County. 5. NOTICE: Any notice required under this Agreement shall be given in writing by registered or certified mail; return receipt requested which shall be addressed as follows: THE COUNTY: THE CONTRACTOR: Eagle County Health & Human Services Colorado West Mental Health Post Office Box 660 P.O. Box 40 Eagle, CO 81631 Glenwood Springs, CO 81602 Notice shall be deemed given three (3) days after the date of deposit in a regular depository of the United States Postal Service. 6. ASSIGNMENT: The Contractor shall not assign any of its rights or duties under this Agreement to a third party without the prior written consent of County. Any assignment without the prior written consent of County shall cause this Agreement to terminate. 7. MODIFICATION: Any revision, amendment or modification to this Agreement, shall only be valid if in writing and signed by all parties. �%W� 8. INSURANCE: At all times during the term of this Agreement, Contractor shall maintain in full force and effect the following insurance relating to its employees: Tyne of Insurance Coveraize Limits Workers' Compensation Statutory Employers Liability, including occupational Disease $500,000 Comprehensive Automobile Liability including all owned, non -owned and hired Colorado vehicles Comprehensive General Liability, including broad form property damage Professional Liability Insurance $150,000 per person and $600,000 per occurrence as specified in the Governmental Immunity Act, whichever is greater. $150,000 per person and $600,000 per occurrence or as specified in the Colorado Governmental Immunity Act, whichever is greater $ 500,000 per occurrence Contractor shall purchase and maintain such insurance as required above and shall provide certificates of insurance in a form acceptable to Eagle County upon execution of the Agreement. 9. MISCELLANEOUS: A. The parties to this Agreement intend that the relationship of the Contractor to the County is that of independent contractor. No agent, employee, or volunteer of the Contractor shall be deemed to be an agent, employee, or volunteer of the County. B. This Agreement shall be binding upon and inure to the benefit of the Contractor and the County. and their respective heirs, legal representatives, executors, administrators, successors and assigns. Neither party may assign or delegate any of its rights or obligations hereunder without first obtaining the written consent of the other party. C. In the event of litigation in connection with this Agreement, the prevailing party shall be entitled to recover its attorney fees and costs, staff time and any other claim related expense. D. The invalidity or unenforceability of any provision of this Agreement shall not affect the other provisions hereof, and this Agreement shall be construed as if such invalid or unenforceable provision was omitted. E. Contractor shall indemnify and hold harmless the County, its Board of Commissioners, and the individual members thereof, its agencies, departments, officers, agents, employees, servants and its successors from any and all demands, losses, liabilities, claims or judgments, together with all costs and expenses, including but not limited to attorney fees, incident thereto which may accrue against, be charged to or be recoverable from the County, its Board of Commissioners, and the individual members thereof, its agencies, departments, officers, agents, employees, servants and its successors, as a result of the acts or omissions of Contractor, its employees or agents, in or in part pursuant to this Agreement or arising directly or indirectly out of Contractor's exercise of its privileges or performance of its obligations under this Agreement. +r ti. F. Both parties shall comply with all applicable laws, resolutions, and codes. G. Notwithstanding anything to the contrary contained in this Agreement, the County shall have no obligations under this Agreement, nor shall any payments be made to Contractor in respect of any period after June 30th of the 2004 calendar year during the term of this Agreement, without the appropriation therefore by the County in accordance with a budget adopted by the Board of County Commissioners in compliance with the provisions of Article 25, Title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. ' 29-1-101 et.seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20). H. This Agreement shall be governed by the laws of the State of Colorado. Jurisdiction and venue for any suit, right, or cause of action arising under, or in connection with this Agreement shall be exclusive in Eagle County, Colorado. I. This Agreement supersedes all previous communications, negotiations and/or agreements between the respective parties hereto, either verbal or written, and the same not expressly contained herein are hereby withdrawn and annulled. This is an integrated agreement and there are no representations about any of the subject matter hereof except as expressly set forth in this Agreement. No alterations, amendments, changes, or modifications to this Agreement shall be valid unless executed by an instrument in writing signed by both parties. J. This Agreement does not, and shall not be deemed or construed to, confer upon or grant to any third party or parties any right to claim damages or to bring any suit, action or other proceeding against either Contractor or the County because of any breach hereof or because of any of the terns, covenants, agreements and conditions herein. K. Contractor hereby certifies that it has read the Agreement, understands each and every term and the requirements set forth herein, and agrees to comply with the same. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date first set forth above. The parties hereto have signed this Agreement in triplicate. Two counterparts have been delivered to County and one to the Contractor. COUNTY OF EAGLE, STATE OF COLORADO 04e oa By and through its Board of County Commissioners ATTEST: e-- n y: �jj?-l/. * * om C. Stone, Chairman 0 ORPO Clerk to the B and of County Co nissioners Regional Mental Health lftsp� Attachment A Eagle County Early Childhood Coaching and Consultation Components Administrative : ➢ Meeting with Program Directors and Board representatives : Matching needs and interests of child care program with the Coaching and Consultation Program. Profile of the children and families; staff backgrounds; program approach(es). Development of joint agreement to participate. ➢ Classroom teachers: Acknowledgement of current routines; quality efforts; parent priorities. Present Coaching and Consultation philosophy; program components; timelines; expectations. Development of partnership compact. . ➢ Quarterly assessment activities: Reports, Child Care Cabinet: ➢ Team meetings and program planning: ➢ Training. Initial Assessment: Depends on menu selected by child care program ➢ Completion of ECERS/ITERS : 10 hours/classroom. ➢ Observation of child behaviors and interaction patterns: 8 hours/preschool room ➢ Observation of developmental and relationship patterns: 2 persons @ 8 hours/IT room ➢ Instruction in completion of DECA: 1 hour/program ➢ Parent conference for completion of DECA: % hour/family ➢ Completion of DECA profile: 10 hours/preschool room Consultation : Depends on menu selected by child care program ➢ Sharing on ECERS/ITERS outcomes/recommendations : 1 hour/classroom ➢ Sharing on DECA outcomes/recommendations: 1 hour/classroom ➢ Parent conferences sharing DECA outcomes/recommendations : 2 hours for parent night + 45min/family(approximately 50% of families) ➢ Individual office conferences with families: 6-8 kids/classroom. ➢ Child health practices and management : 4 hours/program ➢ Reflection report to programs : 3 - 4 hours/program Coaching : Depends on menu selected by child care program ➢ In -class modeling of activities and curriculum options : 4 weeks; 8 hours/classroom ➢ Siesta Seminars : naptime seminars on curriculum options : 4 weeks; 16 hours. ➢ Workshops for parents and teachers: individually designed around interests: 40 hrs ➢ Socio-emotional skill building circles/teacher coaching : 4 weeks; 8 hours/classroom Note: Time reflects both direct and indirect (preparation and follow-thru) time. Usual Time spent in childcare program: Child Care Centers: 10-14 weeks depending on size of program. Initial and 6 month follow-up Head Start/Early Head Start Programs: monthly observations; consultation on individual children and staff support sessions; direct services. .%W, Eagle County Coaching & Consultation Project budget 2004 jan-june Personnel Costs Administration Hours budget program adm 120 2,420 workshop 20 403 adm supervision 20 1,009 160 3,833 Program Consultation Early Head Start 150 3,026 Family Learning Center 230 4,639 Mountain Tots 88 1,765 Blue Lake 204 4,115 Children's Garden 155.5 3,136 Vail Child are 164 3,308 Head tart - District 192 3,873 total ,61 psis Intervention Individual services requested y HNS 5U 1,UUw 24-Jan-04 program specialists rate 20.17/hr CWMH Adm supervision rate 50.461hr HHS Coord no charge Health Consultation no charge Attachment A Non -Personnel Costs Supplies > DECA materials 600 > Circle materials 0 > Parenting materials 500 > Office supplies 900 2,000 Travel > Local 5,000 miles @.315 1,575 Staff Training > DECA bUU > Conferences 3,0013 zero to I nree:2s a ice expenses > Phone 2,40 > voice mail 11.66% CWMH Overhead 4,239 Personnel 28,703 Non -personnel 7,655 TOTAL Project 40,597 DISTRIBU ION Qri it�ais �o: 1. Contract. Book 2. 3. 4-. 1. AGcouii►_z�� 3. 4 .