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HomeMy WebLinkAboutC24-403 Colorado Department of Early Childhood_grant agreementSTATE OF COLORADO Department of Early Childhood Page 1 of 2 ORDER *****IMPORTANT***** Number:PO,QAAA,202500001748 The order number and line number must appear on all invoices, packing slips, cartons, and correspondence.Date:7/1/24 Description: Family Resource Center Program BILL TO Department of Early Childhood 710 S. Ash Building C Denver, CO 80246 Effective Date:07/01/24 Expiration Date:06/30/25 BUYER SHIP TO Buyer:Sharon Crocco Department of Early Childhood 710 S. Ash Building C Denver, CO 80246 Email:sharon.crocco@state.co.us VENDOR EAGLE COUNTY GOVERNMENT Health & Human Services PO Box 660 Eagle, CO 81631 SHIPPING INSTRUCTIONS Delivery/Install Date: FOB: Contact:Kendra Kleinschmidt Phone:970.328.8827 VENDOR INSTRUCTIONS EXTENDED DESCRIPTION The purpose of this Purchase Order (PO) is to increase capacity to provide comprehensive, coordinated case management services and connections to community-based supports for families and children, per the attached exhibits. An appropriation for Family Resource Center Program, under a General Accounting Encumbrance (GAE), is added to this contract in the amount of $250,000, subject to appropriated funds which is split among other FRC Vendors. Please reference Exhibit C - Section 10 - General Accounting Encumbrance (GAE). Reference GAE # 2025-265. Reference solicitation # DQ1 QAAA 2024000302. Line Item Commodity/Item Code UOM QTY Unit Cost Total Cost MSDS Req. 1 0 0.00 $175,000.00 Description:Family Resource Center Service From:07/01/24 Service To:06/30/25 DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 STATE OF COLORADO Department of Early Childhood Page 2 of 2 TERMS AND CONDITIONS https://www.colorado.gov/osc/purchase-order-terms-conditions DOCUMENT TOTAL =$175,000.00 DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit A Page 1 of 6 Rev. 9/6/2023 STATEMENT OF WORK (SOW) FAMILY RESOURCE CENTER PROGRAM ABBREVIATIONS CDEC – Colorado Department of Early Childhood CFSA 2.0 - Colorado Family Support Assessment 2.0 COPs - Communities of Practice C.R.S. – Colorado Revised Statutes FDS – Family Development Services FRC – Family Resource Center MI - Motivational Interviewing SBCM - Strengths-Based Case Management VENDOR DISCLOSURE Services under this contract, including any subcontracts, shall be performed in Colorado, United States of America. INTRODUCTION/BACKGROUND The Colorado Department of Early Childhood (CDEC) ensures the delivery of a comprehensive, community-informed, data-driven, high-quality, and equitable early childhood system that supports the care, education, and well-being of all Colorado’s young children, their families, and early childhood professionals in all settings. The Family Resource Center (FRC) is a program within the Family Strengthening Unit of the Division of Community and Family Support within CDEC. The Family Resource Center Act, C.R.S. 26-18-101, established the Family Resource Center Program in 1993 as a single point of entry to provide coordinated, integrated community-based family support services for families and children. Goals of FRC funding include: ● Increase FRC capacity to provide families with strengths-based, high quality family development services. ● Strengthen family stability by increasing protective factors and decreasing risk factors. ● Assess family strengths and needs, collaboratively set goals, and connect families with resources and economic support. DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit A Page 2 of 6 Rev. 9/6/2023 SCOPE OF WORK This project shall increase capacity to provide comprehensive, coordinated case management services and connections to community-based supports for families and children. Using the Colorado Family Pathway Framework for Family Development Services (FDS), family advocate (s) will assess families’ needs and strengths, assist with family-driven goal setting, and develop collaborative plans to work toward goals. Progress will be measured using the Colorado Family Support Assessment 2.0 (CFSA 2.0) tool. Training will provide staff with the knowledge and context to deliver high quality Family Development Services. PERIOD OF PERFORMANCE July 1, 2024 - June 30, 2025 WORK PLAN Work Plan OUTCOMES, BENCHMARKS, AND MILESTONES Outcome statement: Increase family resource center capacity to provide family development services and connections to community-based resources using quality standards and assessment to enhance and measure family outcomes. Key Activity A: Shall provide comprehensive, coordinated Family Development Services (FDS) Tasks Time Period Deliverable Measurement Person(s) Responsible Budget Category A.1 Participate in grantee onboarding with FRC intermediary partner and CDEC Program staff. July 1, 2024- August 15, 2024 At least one supervisor and one direct service staff participate in virtual grantee onboarding meetings, including database training. Attendance tracked by the intermediary partner. CDEC data entry shall begin no later than 45 days after contract start date. Special Projects Dir. Program Coord; Family Development Specialists Personnel A.2. Complete the Family Pathways Activity to identify target population July 1, 2024- August 15, 2024 Submit completed Family Pathways Activity to FRC intermediary. Engage in follow-up with the intermediary upon request. Completed Family Pathways documentation by deadline. Special Projects Dir Program Coord A.3 Outreach and engage families in FDS as outlined in the Family Pathways Framework July 1, 2024- June 30, 2025 Outreach to families using multiple strategies (e.g., phone, in-person, text, mail) to engage them in voluntary FDS and maintain internal tracking log of outreach attempts. Complete “Opt Out” survey with families who decline. Entry in tracking log system. Intermediary partner to collect tracking documentation upon request. Program Coord; Family Development Specialists Personnel/ Operating DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit A Page 3 of 6 Rev. 9/6/2023 Tasks Time Period Deliverable Measurement Person(s) Responsible Budget Category A.4 Meet with family for an initial visit within 30 days of referral to FDS. Complete intake process to assess family needs and administer baseline Colorado Family Support Assessment 2.0 (CFSA) July 1, 2024- June 30, 2025 Complete intake process, refer to concrete supports, collaboratively set goals, complete baseline CFSA 2.0, and identify resources for goal attainment within two weeks of initial contact with family Document requirements as outlined in program materials in the CDEC Salesforce data system within 30 days of completion. Regular audits conducted by intermediary partner. Program Coord; Family Development Specialists Personnel/ Operating A.5 Conduct timely follow- ups with all individuals who complete the CFSA 2.0 in order to track progress toward goals. July 1, 2024- June 30, 2025 Complete a follow-up CFSA 2.0 for individuals who complete a baseline within 31-90 days and every 31-90 days thereafter as needed. Monitor progress toward family-established goals. Document requirements as outlined in program materials in the CDEC Salesforce data system within 30 days of completion. Regular audits conducted by intermediary partner. Program Coord; Family Development Specialists Personnel/ Operating A.6 Provide financial assistance to meet family- identified economic needs per guidance supplied by CDEC and the FRC intermediary partner. July 1, 2024- June 30, 2025 Follow the CDEC request and approval process to access financial support to meet family-identified concrete and economic needs. 100% of families receiving financial assistance shall complete an attestation document. 100% of financial assistance requests have required documentation completed and submitted to CDEC. Program Coord; Family Development Specialists Personnel A.6 Engage in ongoing center- level supervision July 1, 2024- June 30, 2025 Supervisor and Family Advocate(s) create scheduled check-ins (at least 1x month) to discuss outreach efforts, engagement trends, number of families served, successes and concerns, progress with baseline and follow-up assessments, and data entry requirements. Report out at site visit and regular surveying, annual reporting Program Coord; Family Development Specialists Personnel A.7 Connect and collaborate with community partners to maximize outreach and awareness of FDS services. July 1, 2024- June 30, 2025 Regular connection with organizations serving the same community Report out at site visit and regular surveying/reporting Special Projects Dir Program Coord; Family Development Specialists Personnel DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit A Page 4 of 6 Rev. 9/6/2023 Key Activity B: Shall complete all required training and follow established FDS implementation guidelines Tasks Time Period Deliverable Measurement Person(s) Responsible Budget Category B.1 CFSA 2.0 training July 1, 2024- June 30, 2025 All staff providing FDS shall complete CFSA 2.0 training as an onboarding requirement before providing FDS. At least one Supervisor shall be trained in the CFSA 2.0 to ensure continuity of services. Attendance at CFSA 2.0 training as tracked by FRC intermediary partner Program Coord; Family Development Specialists Personnel/Training B.2 CFSA 2.0 and FDS Communities of Practice (COP) July 1, 2024- June 30, 2025 All staff providing FDS shall engage in at least 80% of the CFSA 2.0 and FDS COPs to strengthen skills and expand peer network. Attendance at COPs as tracked by FRC intermediary partner Program Coord; Family Development Specialists Personnel B.3 Strengthening Families Protective Factors training July 1, 2024- June 30, 2025 All staff providing FDS shall complete Strengthening Families Protective Factors training online or in-person. Training shall be complete within 6- months of onboarding for new staff. Completion of training per certificate of completion. Program Coord; Family Development Specialists Personnel B.4 Standards of Quality for Family Strengthening and Support* July 1, 2024- June 30, 2025 All staff providing FDS shall complete the National Standards of Quality for Family Strengthening and Support training. Training shall be complete within 6 months of onboarding for new staff. Completion of training as tracked by FRC intermediary partner Program Coord; Family Development Specialists Personnel B.5 Strengths-based case management (SBCM), financial well-being, and Motivational Interviewing (MI) training July 1, 2024- June 30, 2025 All staff providing FDS shall complete SBCM, financial well-being and MI training. Training shall be completed according to the timeline outlined in program materials. Completion of training as tracked by FRC intermediary partner Program Coord; Family Development Specialists Personnel B.6 Biennial FRC grantee meeting and biennial Strengthening Families Conference. July 1, 2024- June 30, 2025 FDS staff must attend biennial professional development opportunities. Internal tracking of attendance. Submitted to CDEC/FRC intermediary partner upon request Program Coord; Family Development Specialists Personnel, training, and travel B.7 Follow FDS implementation standards July 1, 2024- June 30, 2025 All staff providing FDS shall follow implementation guidelines as outlined in the FDS manual. Sites shall meet with FRC intermediary partner at least once annually and engage in technical assistance when needs identified. Participation in required annual site visit conducted by FRC intermediary partner. Special Projects Dir; Program Coord; Family Development Specialists Personnel DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit A Page 5 of 6 Rev. 9/6/2023 Key Activity C: Shall monitor performance and engage in continuous quality improvement Tasks Time Period Deliverable Measurement Person(s) Responsible Budget Category C.1 Continuously monitor progress toward FDS CFSA 2.0 performance standards as established by CDEC and FRC intermediary July 1, 2024- June 30, 2025 Of total families enrolled in FDS, 80% complete initial (baseline) CFSA 2.0, and goal setting. Of the total families with baseline CFSA 2.0 and goal setting, 80% complete the recommended 31–90-day follow-up CFSA 2.0 assessment. Data recorded in the CDEC Salesforce database system Special Projects Dir; Prog Coord Personnel C.2 Continuously monitor progress toward FDS family goal-setting performance standards as established by CDEC and FRC intermediary July 1, 2024- June 30, 2025 At least one goal identified in the family goal plan relates back to the CFSA 2.0 Part C readiness to change as indicated by the participating family. 80% of goals created with the family show positive progress over the course of participation in FDS. Data recorded in the CDEC Salesforce database system Special Projects Dir Program Coord. Personnel, Operating C.3 Monitor individual and family satisfaction with FDS. July 1, 2024- June 30, 2025 Collect feedback from families participating in FDS to inform quality improvement. Demonstrated during annual site visit conducted by FRC Intermediary Special Projects Dir Program Coord. Personnel, Operating C.4. Attend all regularly scheduled meetings with CDEC and FRC intermediary partner July 1, 2024- June 30, 2025 Attendance and active participation at regularly scheduled virtual meetings is required. Attendee (s) are responsible for sharing information with other colleagues in the agency as needed. Attendance tracked by the intermediary partner. Special Projects Dir Program Coord. Personnel C.5 Attend relevant professional development opportunities offered through FRC intermediary partner, CDEC, or other organizations. July 1, 2024- June 30, 2025 Staff administering FDS shall participate in relevant professional development training. Prior approval by CDEC is required. Completion of training as tracked internally. Tracking will be provided to CDEC Program Manager and/or FRC intermediary upon request. Special Projects Dir Program Coord. Personnel, training, travel C.6 Participate in Implementation Support Plan As requested by FRC intermediary and/or CDEC FRC intermediary partner may request participation based on quarterly data monitoring, training completion, COP attendance, and site visit summary. Implementation Support Plan creation and participation in at least 80% of plan tasks by stated deadlines. Special Projects Dir Program Coord. Personnel DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit A Page 6 of 6 Rev. 9/6/2023 Tasks Time Period Deliverable Measurement Person(s) Responsible Budget Category C.7 Invoices Monthly Invoices submitted monthly to CDEC Shall submit monthly invoices as outlined in the contract. Final billing must be submitted earlier to account for the end of the fiscal year Special Projects Dir Program Coord. Personnel/Indirect/ Contractual C.8 Submit annual reports to CDEC Yearly Reports shall be submitted by deadline and include all requested information. Reports shall be submitted to CDEC yearly on a state fiscal calendar year. Special Projects Dir Program Coord. Personnel SCHEDULE/MILESTONES ● 100% of families served using FRC funds will have FDS activities documented in the CDEC Salesforce database system. ● Of total families enrolled in FDS, 80% complete initial (baseline) CFSA 2.0 and goal setting. ● Of the total families with baseline CFSA 2.0 and goal setting, 80% complete the recommended 31–90-day follow-up CFSA 2.0 assessment. ● At least one goal identified in the family goal plan relates back to the CFSA 2.0 Part C readiness to change as indicated by the participating family. ● 80% of goals created with the family show positive progress over the course of participation in FDS. ● 100% of families receiving flex funding shall have flex funding documented in the CDEC data system. 100% of families receiving flex funding shall set a related economic goal. ● All staff providing FDS shall engage in at least 80% of the CFSA 2.0 and FDS COPs to strengthen skills and expand peer network. ● Participation of Family Advocate and Supervisor/Management in required annual site visit conducted by FRC intermediary partner. ACCEPTANCE CRITERIA The acceptance of all deliverables shall reside with the Colorado Department of Early Childhood (CDEC), Family Resource Center Program. The designated program manager shall monitor all deliverables in order to ensure the completeness of each stage of the project and that the scope of work has been met. The CDEC program manager shall either sign off on the approval, or reply to the vendor, in writing, advising what tasks must still be accomplished. DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit B Project Name Family Resource Center Program SFY 2025 Position Title Gross or Annual Salary Fringe Percent of Time on Project Total Amount Requested from CDEC Family Advocate $77,199 $10,301 100.00%$87,500 Family Advocate $82,320 $5,180 100.00%$87,500 $175,000 SFY 2025 Name Total Amount Requested from CDEC $0 $0 SFY 2025 Item Total Amount Requested from CDEC $0 $0 SFY 2025 Item Total Amount Requested from CDEC $0 $0 $0 $0 $0 SFY 2025 Item Total Amount Requested from CDEC $0 $0 $175,000 $175,000 SFY 2025 Item Total Amount Requested from CDEC $0 $0 $175,000 There are no costs to be reimbursed in this category There are no costs to be reimbursed in this category Items Excluded from MTDC: (Rental costs, tuition, scholarships/fellowships, participant support, equipment, capital expenditures) There are no costs to be reimbursed in this category Subtotal Items removed from MTDC Total Supplies & Operating Expenses Training and Technical Assistance Description of Item There are no costs to be reimbursed in this category Total Indirect TOTAL *Figures are rounded using basic accounting standards. (0.00-0.49 = 0; 0.50-0.99 = 1.0) Total Training and Technical Assistance 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. Indirect Costs [not to exceed 10% unless Negotiated Federal Indirect Cost rate or Negotiated State Indirect Cost rate is attached] Description of Item There are no costs to be reimbursed in this category Total Travel Supplies & Operating Expenses Description of Item There are no costs to be reimbursed in this category Subtotal Total Contractors/Consultants Travel There are no costs to be reimbursed in this category Complete activities outlined in SOW to accomplish Family Resource Center Goals. Fringe Benefits include social security, FICA, disability, workers comp, health/dental insurance and 401A retirement Complete activities outlined in SOW to accomplish Family Resource Center Goals. Fringe Benefits include social security, FICA, disability, workers comp, health/dental insurance and 401A retirement Total Personnel Services (including fringe benefits) Contractors/Consultants (payments to third parties or entities) Description of Item Rita.Woods@eaglecounty.us Expenditure Categories Personnel Services - Salaried Employees Description of Work and Fringe Benefits Budget Period July 1, 2024 - June 30, 2025 Fiscal Contact Name, Title Rita Woods, Deputy Director Phone 970-328-8817 Email Colorado Department of Early Childhood BUDGET WITH JUSTIFICATION FORM Contractor Name Eagle County Department of Human Services Program Contact Name, Title Kendra Kleinschmidt, Deputy Director Phone 970-328-8827 Email Kendra.Kleinschmidt@eaglecounty.us Page 1 of 1 Rev 2/15/2023 DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit C Page 1 of 4 Revision Date 2/21/2024 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 CDEC_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 CDEC_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. DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit C Page 2 of 4 Revision Date 2/21/2024 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. This provision does not allow for a reduction in the rate of pay. 5. PARTICIPATION The Contractor representative(s) is required to participate in any Office 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 Travel costs must be listed in Exhibit B – Budget under travel including airfare, hotel, mileage and per diem costs. A. Mileage shall not exceed the State mileage rate per https://www.colorado.gov/pacific/osc/travel-fiscal-rule. DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit C Page 3 of 4 Revision Date 2/21/2024 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. RIGHTS IN DATA, DOCUMENTS, AND COMPUTER SOFTWARE Any software, research, reports, studies, data, photographs, negatives or other documents, drawings, models, materials, or work product of any type, including drafts, prepared by Contractor in the performance of its obligations under this Contract shall be the exclusive property of the State, and all Work Product shall be delivered to the State by Contractor upon completion, by request, or termination hereof. This ownership implies that CDEC has full control of these data, reports and analyses, as well as full access to these data, report and analyses. Control implies full and complete control as to how any and all data, records, analyses and reports produced as part of this contract are used. Access implies full and complete access to any and all data, records, analyses and reports produced as part of this contract. Upon request by CDEC at any time and from time to time and without regard to the default status of the parties under this contract, the contractor and/or its subcontractors shall promptly deliver to CDEC all existing data, records, analyses and reports in electronic format and in such hard copy as exists on the date of the request by CDEC. The State’s exclusive rights in such work product shall include, but not be limited to, the right to copy, publish, display, transfer, and prepare derivative works. Contractor shall not use, willingly allow, cause or permit such work product to be used for any purpose other than the performance of Contractor’s obligations hereunder without the prior written approval of the State. 10. GENERAL ACCOUNTING ENCUMBRANCE (GAE) A. Family Resource Center GAE shall be used for providing families with financial assistance related to their case management goals. Purchases may include but are not limited to housing, childcare, food, transportation or personal essentials. It is understood each contractor shall obtain prior written approval from CDEC prior to incurring any costs related to the FRC GAE funds. It is further understood and agreed that the maximum amount of funds available state wide for the current fiscal year will be divided between all of the Family Resource Center contracts. The State shall not be liable for any costs incurred without obtaining prior approval for the expenditure of FRC GAE funds. i. Please refer to Page 1 for the amount available under the GAE for the current fiscal year. B. 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. C. Invoices shall be submitted separately for pre-approved expenditures. i. The Contractor shall submit requests for payment to CDEC_Invoicing@state.co.us. DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit C Page 4 of 4 Revision Date 2/21/2024 11. 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. 12. 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. 13. GIFT CARDS A. To comply with federal guidelines, purchasing gift cards with funds from CDEC contract funds is not allowed. Please see citations 45CFR75.406 and 45CFR75.302.A for more information. 14. SAM.GOV REQUIREMENT FOR STATE FUNDED CONTRACTS A. Individuals who are excluded from participation in federal health care programs are also prohibited from participating in federal government procurement and non-procurement programs according to title 2 of the Code of Federal Regulations (CFR) § 376.147 and 42 CFR part 1001, which clarifies that this applies to individuals and entities. B. Any individual or entity excluded from participation in Medicare, Medicaid, and other Federal health care programs under Title XI of the Social Security Act, 42 U.S.C. 1320a-7, 1320a-7a, 1320c-5, or 1395ccc, and implementing regulation at 42 CFR part 1001, will be subject to the prohibitions against participating in covered transactions, as set forth in this part and part 180, and is prohibited from participating in all Federal Government procurement programs and non-procurement programs. C. Contractor shall have a formal written policy regarding SAM.gov checks for all staff upon hiring and not less than annually including procedures for maintaining records of the evidence of this check. DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 Exhibit D Page 1 of 1 Version 6.01.2023 PII CERTIFICATION STATE OF COLORADO THIRD PARTY ENTITY / ORGANIZATION CERTIFICATION FOR ACCESS TO PII THROUGH A DATABASE OR AUTOMATED NETWORK Pursuant to § 24-74-105, C.R.S., I, _________________, on behalf of Eagle County Department of Human Services (the “Organization”), hereby certify under the penalty of perjury that the Organization has not and will not use or disclose any Personal Identifying Information, as defined by § 24-74-102(1), C.R.S., for the purpose of investigating for, participating in, cooperating with, or assisting Federal Immigration Enforcement, including the enforcement of civil immigration laws, and the Illegal Immigration and Immigrant Responsibility Act, which is codified at 8 U.S.C. §§ 1325 and 1326, unless required to do so to comply with Federal or State law, or to comply with a court-issued subpoena, warrant or order. I hereby represent and certify that I have full legal authority to execute this certification on behalf of the Organization. Signature: __________________________ Printed Name: __________________________ Title: __________________________ Date: ___________ DocuSign Envelope ID: F76DD137-5F39-4CCF-A92F-A4156172A0F7 7/2/2024 Chair, board of county commissioners Matt Scherr Matt Scherr