HomeMy WebLinkAboutbocc.res.009.2010CONTRACT #�$7-/0
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A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
OF PITKIN COUNTY APPROVING
THE 2010-2011 COMMUNITY SERVICES BLOCK GRANT APPLICATION
Resolution #2010 ��J �
RECITALS
The Community Services Block Grant (CSBG) is a federal grant dedicated to helping
low-income families and individuals achieve personal and economic self-sufficiency. It
is administered through the State Department of Local Affairs (DOLA) to the County,
and it is dedicated to programs that serve those who live or work in Pitkin County with
income levels of 125% or below federal poverty guidelines. The Department of Local
Affairs requires that upon assuming the responsibility for the administration of the
Community Service Block Grant (CSBG) program, the Board of County Commissioners
will establish and plan for local priorities that achieve the objectives of the program. In
addition, the BOCC accepts responsibility for the efficient management of individual
projects to ensure that local priorities will guide the program.
2. The Pitkin County Board of County Commissioners wishes to support the CSBG mission
to make a measurable and potentially significant impact, within the federal resources
available, on the causes of poverty in communities throughout the State or in those areas
of communities where poverty is a particularly acute problem as a means to remove
obstacles and solve problems which block the achievement of self-sufficiency.
3. The Pitkin County Board of County Commissioners recognizes that hunger is a
significant barrier to citizens being able to achieve self-sufficiency. Providing emergency
food assistance for the homeless and for individuals in transition in a safe environment
helps to stabilize and support these individuals as they work on their care plans.
NOW, THEREFORE BE IT RESOLVED by the Board of County Commissioners of Pitkin
County, Colorado,
SECTION 1.
1. The Pitkin County Commissioners supports the plan as outlined in the Community
Services Block Grant application:
A. $12,470 (100%) to the Aspen Homeless Shelter/Aspen Valley Medical
Foundation, a 501 (c)(3) non-profit, to provide direct emergency food assistance
for case management clients at or below 125% of poverty. The food will be in the
form of evening meals far homeless shelter guests participating in the new evening
program operating in the Day Center, the case management resource center at the
Health & Human Services Building.
2. ADMINISTRATION
The Director of Health and Human Services will take full responsibility for the
administration of this grant.
SECTION 2:
This resolution shall not have any effect on existing litigation and shall not operate as an
abatement of any action or proceeding now pending under or by virtue of the ordinances released
or amended as herein provided, and the same shall be construed and concluded under such prior
ordinances.
SECTION 3:
If any section, subsection, sentence, clause, phrase or portion of this ordinance is for any
reason held invalid or unconstitutional in a court of competent jurisdiction, such portion shall be
deemed a separate, distinct and independent provision and shall not affect the validity of the
remaining portions thereof.
INTRODUCED, FIRST READ, AND SET FOR PUBLIC HEARING ON
JANUARY 13, 2010.
NOTICE OF PUBLIC HEARING PUBLISHED IN THE ASPEN TIMES WEEKLY ON
JANUARY 17, 2010.
A OPTED AFTER FINAL READING AND PUBLIC HEARING ON
�-►�-v�. �7 , 2010.
i
PUBLISHED BY TITLE AN SHORT SUMMARY, AFTER ADOPTION, IN THE ASPEN
TIMES WEEKLY ON ��YliG �i1 `l , 2010.
i
A�
Clerk and
BOARD OF COUNTY COMMISSIONERS OF
TK1N COUNTY, LORADO
BY: � ��.P/��.1 � � ..�N l/`r�
George Nev�man, Chair an
Date:
APPROVED AS TO FOR1V.�.:_._,�.
�...:=... _...._..: `. �:�._.____... _..�_._ w .,..�----''
John Ely .-.. - . ... J''
Coy��}% Attorney..—�''�
C __------'",�_
R�C, O�ND D FO ADOPTION:
Nancy N. Sundeen
Director of Health and Human Services
MANAGER APP1j�OVAL:
;�--� � '�
Hilary e cher
County anager
�
COLORADO CSBG ROMA SUMMARY SHEET,
CONTRACTOR/SUBCONTRACTOR,
County/Multi County: Pitkin
Implementing Agency :
The Aspen Homeless Shelter/Aspen Vallev Medical Foundation servina as fiscal aqent
(Each agency/subcontractor receiving CSBG doliars must complete this form)
Implementing Agency Contact Person:
Complete Mailing Address, including zip:
Kristin Hoeah Marsh
AHS, P.O. Box 1639, Aspen Colorado 81612
Phone Number ( 970 1 544-1377
Fax: ( 970 ) 544-1562
Email Address:
kmarsh(a�avmfaspen.orq
Program Period: March 1. 2010
to Februarv 28- 2011
Select National Indicators: 6.2 Emerc�encv Assistance
(see CSBG National Indicators sheet)
(i.e. 1.2, 2.1,6.2, etc.)
SELECT ONE FEDERAL OBJECTIVE
0 Employment � Nutrition � Linkages with Other Programs
0 Income Management � Self-Sufficiency
. � Emergency Services 0 Education
� Housing
� Health
The National Goal and National Indicator should match. (i.e. National Indicator 1.2, National Goal 1)
0 Goal 1 Low-income people become more self-sufficient. (Family)
� Goal 2 The conditions in which low-income people live are improved. (Community)
0 Goal 3 Low-income people own a stake in their community. (Community)
� Goal 4 Partnerships among supporters and providers of services to low-income people are
achieved. (Agency)
0 Goal 5 Agencies increase their capacity to achieve results. (Agency)
. � Goal 6 Low-income people, especially vulnerable populations, achieve their potential by
strengthening family and other supportive systems. (Family)
LOW INCOME TARGET POPULATION:
ONLY CHECK IF YOUR PROGRAM THAT IS FUNDED WITH CSBG DOLLARS SERVES ONLY SENIORS OR YOUTH.
SENIORS YOUTH
Program Director Sign
Date: �� �p `"��
Name and Title: Kristin Hoea Marsh. AV sident + CEO. Aspen Homeless Shelter Board Chair,
Page 28 of 41
CSBG Grant Year 2010-11 �
CSBG ALERT
TO: CSBG Grant Eligible Entities
FROM: Lucia Smead, Grants Program Manager
Christy Culp, Community Development Specialist
DATE: October 1, 2009
RE CSBG APPLICATION AND PLAN FOR 2010-11
DUE JANUARY 27, 2010
Enclosed in this email attachment is the application and plan for 2010-11. Only the following
forms will be accepted, if other forms are submitted or these forms are not filled out completely
the application and plan will be returned. Any report forms not submitted on the current forms
will also be returned. We will not be placing this information on the DOLA homepage as only
the 40 eligible entities can apply for these funds.
It is important each eligible entity provide a current Community Action Plan. This plan assists in
determining all agencies that assist low income individuals have developed a process to help
them and their families become self-su�cient. Surveying the clients served is a first step in
determining where the gaps may be in assisting individuals to become self-sufficient and move
out of poverty.
The purpose of the Community Services Block Grant (GSBG) is to eliminate poverty. It has
been identified that this can occur through the Six National Goals, Sixteen National Indicators,
and the Nine Federal Objectives. The goals, indicators, and objectives are reported annually to
Congress. It is imperative that each year the grantees of the CSBG funds determine that they
have selected the correct reporting tools and have identified the best way in which each agency
can serve the low-income citizens of Colorado. Within this application are the goals, indicators,
and federal objectives. The final report and national indicators are separate attachments.
In 1998 the CSBG Act was reauthorized. Within the Act the states were mandated to implement
ROMA, Results Oriented Management and Accountability, no later than 2003. In order to be in
compliance with the Act Colorado implemented a ROMA logic model in our CSBG Application
and Plan. We have provided a sample logic model and are in need of logic models that better
list services, identify needs, describe the outcome or final result to the client as a result of the
service(s) provided, provide accountability tools used to track client success, including the
mission statement of the program. The information provided within the logic model is used in
determining allowable costs and during monitoring of grantees.
�
The Summary Sheet identifies the federal objective, national goal, and national indicator, along
with program information. Once identified in the beginning of the grant cycle the same
information is to be used at the end of the year report. This information should be reviewed
throughout the grant cycle.
When developing the budget for this grant all dollars should tie back to the services provided,
the OMB Circulars, CSBG Act, information provided in the logic model, and all identified cost
categories in the budget narrative. This information in the budget document will be used to
determine allowable and unallowable costs, and will be used during financial monitorings.
In order to receive reimbursement we must have copies of all receipts, invoices, signed
timesheets, or other documents that will add up to amount of the requested reimbursement
request. We will not process reimbursement requests without the correct backup.
Within the application and plan are all the forms that are needed to comply with any reporting
requirements forthis program. Final reports, which are due March 31, 2011, are also included
in this email. Use these forms as the application and plan is filed out and during the year to help
identify the information needed to report at the end of the program year.
Page 2 of 43
CSBG Grant Year 2010-11
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2010-11 Community Services Block Grant (CSBG) Application and Plan
DUE - JANUARY 27, 2010
PROGRAM PERIOD: March 1. 2010 To February 28, 2011
GRANTEE:
PITKIN COUNTY. COLORADO
� 1. Employment
! 2. Education
= 3. Income Management
= 4. Housing
: 5. Emergency Services
� 6. Nutrition
! 7. Linkages with Other
j Pro�rams
8. Self-Sufficiency
� 9. Health
�. ,. .,,,._,...._,,.,...,.,,_..,,..... ....... ....... ...... ...... .
�
TOTAL CSBG ALLOCATION REQUESTEO
$ 12,470
LIST OF SUBGRANTEES AND AMOUNT AWARDED:
Use additional sheets if necessary.
The Aspen Homeless Shelter
SUBGRANTEE NAME
SUBGRANTEE NAME
SUBGRANTEE NAME
SUBGRANTEE NAME
$12,470
AMOUNT AWARDED
AMOUNT AWARDED
AMOUNT AWARDED
AMOUNT AWARDED
Page 3 of 43
CSBG Grant Year 2010-11
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2010-11 Community Services Block Grant (CSBG) Application and Plan
DUE — JANUARY 27, 2010
NAME OF ELIGIBLE ENTITY: PITKIN COUNTY HEALTH $ HUMAN
SERVICES
ADDRESS OF ELIGIBLE ENTITY 0405 Castle Creek Rd , SUlte 7,
Street address and mailing address if different from street address
Aspen CO 81611
City/Town State Zip Code
CONTACT PERSONS INFORMATION:
PRinnaRY Contact Person for Eligible Entity:
Nan Sundeen
Phone Number for Primary Contact Person:
(970)920-5209
Fax Number for Primary Contact Person:
(9701920-5558
Email Address for Primary Contact Person:
Nan.sundeen aC�.co.aitkin.co.us
Use direct line number and/or extension
PRO�Rann Contact Person: Mitzi Ledinaham (Mitzi shares sianature authoritv with
Nan for this arant)
Phone Number for Program Contract Person: ((9701920-5766
Use direct line number and/or extension
Fax Numbe,r for Program Contact Person: (970)920-5558
Email Address for Program Contact Person: mitzi.ledinahamna co.aitkin.co.us
FiNaNCia� Contact Person:
Connie Garofolo
Phone Number for Financial Contract Person:
(9701920-5231
Fax Number for Financial Contact Person:
(9701920-5230
Email Address for Financial Contact Person:
Connie.GarafoloCa�co.pitkin.co.us
Use direct line number and/or extension
Page 4 of 43
CSBG Grant Year 2010-11
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Names, Phone Numbers, and Emails of County Commissioners for Eligible
Entity:
If a multi county entity list the names and phone numbers of all county commissioners in each of
the counties for the multi county area. Use additional sheet if necessary
Michael Owsley (970) 920-5153
Michael.Owsley c(�„co.pitkin.co.us
Commissioner Name Phone Number Email
Patti Kay (970) 920 Patti.Clapper@co.pitkin.co.us
Commissioner Name Phone Number Email
Georqe Newman (970) 920 Georqe.Newman a�co.pitkin.co.us
Commissioner Name Phone Number Email
Jack Hatfield (970) 920 Jack.Hatfield@sopris.net
Commissioner Name Phone Number Email
Rachel Richards (970) 920-5155 rachelrichards a�comcast.net
Commissioner Name Phone Number Email
Commissioner Name
Commissioner Name
Commissioner Name
Phone Number
Phone Number
Phone Number
Email
Email
Email
Page 5 of 43
CSBG Grant Year 2010-11
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CERTIFICATIONS:.
The grantee assures that activities implemented with CSBG funds will be:
o used to accomplish the State CSBG Goal and Objective stated in the State Plan; and
o within the requirements set forth in the Community Services Block Grant Act., Title IV of
the Civil Rights Act, the Age Discrimination Act of 1975, the Rehabilitation Act of 1973,
Public Law 103-227, Part C, Environmental Tobacco Smoke, also known as the Pro-
Children Act of 1994 (Act), Certification Regarding Drug-Free Workplace Requirements,
Certification Regarding Lobbying, Certification Regarding Debarment, Suspension, and
Other Responsibility Matters - Primary Covered Transactions, Office of Management
and Budget (OMB Circular A110 and Al22), and the current State of Colorado CSBG
Plan.
The grantee also assures that it will:
o specifically consider, in a public meeting the designation of any local public or private
entity to carry out the county community service activities under contract with the county,
any local community action agency (CAA) which received federal fiscal 1981-82 funding;
o consider, on the same basis as other non-governmental organizations, religious
organizations to provide the CSBG services, so long as the program is implemented in a
manner consistent with the Establishment Clause of the first amendment to the
Constitution. Grantees shall not discriminate against an organization that provides
assistance under, or applies to provide assistance, on the basis that the organization
has a religious character. (Please review Sec.679 Operational Rule in the CSBG Act);
o provide for coordination between community anti-poverty programs and ensure, where
appropriate, that emergency energy crisis intervention programs under Title XXVI
(relating to low-income home energy assistance) are conducted in such community;
o provide, on an emergency basis, for the provision of such supplies and services,
nutritious foods, and related services, as may be necessary to counteract conditions of
starvation and malnutrition among low-income individuals;
o coordinate, to the extent possible, programs with and form partnerships with other
organizations serving low-income residents of the community and members of groups
served, including religious organizations, charitable groups, and community
organizations;
o establish procedures under which a low-income individual, community organization, or
religious organization, or representative of low-income individuals that considers its
organization, or low-income individuals, to be inadequately represented on the CSBG
board (or other mechanism) to petition for adequate representation;
o in the case of public organizations, have a tripartite advisory board which shall have
members selected by the organization and shall be composed so as to assure that not
fewer than 1/3 of the members are persons chosen in accordance with democratic
selection procedures adequate to assure that these members (a) are representative of
low-income individuals and families in the neighborhood served, (b) reside in the
Page 6 of 43
CSBG Grant Year 2010-11
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neighborhood, and (c) are able to participate actively in the development, planning,
implementation, and evaluation of program funded.
o in the case of private non-profit entities, have a tripartite board that participates in the
development, planning, implementation, and evaluation of the program to serve low-
income communities. The board shall be composed so as to assure that (a) 1/3 of the
members are elected officials, holding office on the date of selection, or their
representatives, except that if the niamber of such elected officials reasonably available
and willing to serve on the board is less than 1/3 of the membership of the board,
membership on the board of appointive public officials or their representatives may be
counted in meeting such 1/3 requirement; (b) not fewer than 1/3 of the members are
person chosen in accordance with democratic selection procedures adequate to assure
that these members are representative of low-income individuals and families in the
neighborhood served, and each representative of low-income individuals and families
selected to represent a specific neighborhood within a community resides in the
neighborhood represented; and (c) the remainder of the members are officials or
members of business, industry, labor, religious, law enforcement, education, or other
major groups and interest in the community served;
o prohibit the purchase or improvement of land, or the purchase, construction, or
permanent improvement (other than low-cost residential weatherization or other energy-
related home repairs) of any building or facility with CSBG funds;
o prohibit, including subcontractors, (a) any partisan or nonpartisan political activity or any
political activity associated with a candidate, or contending faction or group, in an
election for public or party office, (b) any activity to provide voters or prospective voters
with transportation to the polls or similar assistance in connection with any such election,
or (c) any voter registration activity.
o prohibit that persons shall, on the basis of race, color, national origin or sex, be excluded
from participation in, be denied the benefits of, or be subjected to discrimination under,
any program or activity funded in whole or in part with CSBG. Any prohibition against
discrimination on the basis of age under the Age Discrimination Act or 1975 (42 U.S.0
6101 et seq.) or with respect to an otherwise qualified individual with a disability as
provided in Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 12131 et seq.) shall
also apply to any such program or activity.
o participate in the Results-Oriented Management and Accountability (ROMA) System,
and describe outcome measure to be used to measure performance in promoting self-
sufficiency, family stability, and/or community revitalization;
o make available for public inspection each plan prepared as part of the program planning
process. The grantee may, at its initiative, revise any plan prepared for CSBG funding
and shall furnish the revised plan to the Director of the Community Services Block Grant
under the Department of Local Affairs. Each plan prepared for submission shall be
made available for public inspection within the county and/or service area in such a
manner as will facilitate review of, and comments on, the plan;
o cooperate with the State, to determine whether grantee performance goals,
administrative standards, financial management requirements, and other requirements
of the State, in conducting monitoring reviews including (1) a full on-site review for each
Page 7 of 43
CSBG Grant Year 2010-11
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grantee at least once during each 3-year period, (2) on-site review for each newly
designated grantee immediately after the completion of the first year in which funds were
received, (3) follow-up reviews with grantees that fail to meet the goals, standards, and
requirement established by the State, and (4) other reviews as appropriate, including
reviews of grantees with other programs that have had other federal, State, or local
grants terminated for cause. .
o make available appropriate books, documents, papers, and records for inspection,
examination, copying, or mechanical reproduction on or off the premises upon
reasonable request by the U.S. Controller General, the State, or their authorized
representatives should an investigation of the uses of CSBG funds be undertaken;
o in the case of county governments or subgrantees which receive a CSBG award in
excess of $100,000, comply with the following three certifications related to the
"Limitation on use of appropriated funds to influence certain Federal Contracting and
financial transactions (P.L. 101-121, Section 319 and USC Title 31 Section 1352)":
1. No Federal appropriated funds have been paid or will be paid by or on behalf of
the undersigned, to any person for influencing or attempting to influence an
officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a Member of Congress in connection
with the awarding of any Federal contract, continuation, renewal, amendment, or
modification of any Federa� contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any agency, a Member of Congress, an officer or employee of Congress, or any
employee of a Member of Congress in connection with this Federal contract,
grant, loan, or cooperative agreement, the undersigned shall complete and
submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance
with its instruction. .
3. The undersigned shall require that the language of this certification be included in
the award document for subawards at all tiers (including subcontracts, subgrants,
and contracts under grants, loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly.
The grantee certifies to the best of its knowledge and belief, that it and its principals:
a) are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
department or agency;
b) have not within a three-year period preceding this proposal been convicted or had a
civil judgment rendered against them for commission of fraud or a criminal offense
in connection with obtaining, attempting to obtain, or performing a public
transaction; violation of Federal or State antitrust statues or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making
false st�tements, or receiving stolen property;
c) are not presently indicted for otherwise criminally or civilly charged by a
governmental entity (Federal, State or local) with commission of any of the offenses
enumerated in paragraph (b) of this certification; and
d) have not within a three-year period preceding this application had one or more
public transactions (Federal, State or local) terminated for cause or default.
Page 8 of 43
CSBG Grant Year 2010-11
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(lf you are unable to certify to any of the statements in this certification, please attach an
explanation to this application.)
CONTRACTOR� % " � _n�� � �� ��''�'
George Newman, Cl�air
If County Grantee: Chairman of the Board of County Commissioners must sign
If Multi-County Service Agency: Chairman of the Board of Directors with delegated
Contracting authority must sign.
POSITION TITLE: Chair of the Board of Countv Commissioners DATE:
Page 9 of 43
CSBG Grant Year 2010-11
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TRIPARTITE BOARD
For each eligible entity that receives Community Services Block Grant dollars there must be a
tripartite board in place. The responsibilities of the tripartite board are very clear in the CSBG
Act of 1998, Section 676B: "The eligible entity shall administer the community services block
grant program through a tripartite board that fullv participates, in the development, planninq,
imnlementation, and evaluation of the program to serve low-income communities."
The CSBG Act includes the Composition of the board which is to be determined using a
democratic process:
� 1/3 elected public officials or their representatives
� 1/3 low-income individuals or their representative
� 1/3 members business, industry, labor, religious, law enforcement, education or other
major group of interest in the community served.
The following page(s) must be filled out completely and returned with the application and plan.
Include the date of most current by-laws we do not have bv-
�aws
TRIPARTITE BOARD MINUTES:.
Attach a copy of the CSBG Tripartite Board minutes of the meeting when the CSBG
application was reviewed and approved by your CSBG Tripartite board.
These minutes are nof the minutes from the Board of County Commissioners.
A QUORUM MUST BE PRESENT FOR THE APPROVAL OF THE APPLICATION AND PLAN BY THE
TRIPARTITE BOARD.
PLEASE SEE MINUTES ATTACHED HERE.
CSBG Tripartite Board
Meeting
2:00 -2:45 pm
January 5, 2010
Present: Nan Sundeen, Pitkin County Health and Human Services (HHS); Vince Savage,
Valley Information and Assistance (VIA); David Crutchfield, The Right Door (TRD); Mitzi
Ledingham, Pitkin County HHS
AGENDA:
1. Review, discuss and approve 2010 CSBG Application and Plan for Pitkin County
2. Board membership-new members
The Board had received the draft of the new application and plan last week for their
review and approval. Mitzi reported that the total allocation for 2010 will likely be less
than last year: $12,470 as opposed to $13,417. Some discussion took place regarding
elements of the organizational structure of the Aspen Homeless Shelter vis-a-vis its
relationship with the Aspen Valley Medical Foundation as `host' agency.
ACTION: The group approved the application with this reference change.
Page 10 of 43
CSBG Grant Year 2010-11
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2. There are two to three vacancies on the Board at this time, due to Jere Rood's
resignation and David moving from Aspen Counseling Center to The Right Door. Mitzi
and Nan proposed inviting Lynda Palevsky from the Aspen Food Pantry, a project of
LIFT-UP agency in Glenwood Springs, to join the Board representing the nonprofit
sector. Her service on the tripartite board is seen as valuable given the perspective she
has operating a community food bank in Aspen. Also nominated and accepted was the
proposal to invite the local regional Director of Catholic Charities, Marian McDonough.
She is a strong partner for us in terms of both the basic and ARRA CSBG grants, given
her management of local collaborative housing initiatives, provision of emergency
services and linkages to employment readiness opportunities.
ACTION: The group asked Mitzi to extend these invitations.
David also agreed at Nan's suggestion to put forward the name of a consumer who
utilizes the day center to invite to join the board for 2010. He will get back to Mitzi with
suggestions.
Meeting was adjourned at 2:45 pm.
PROOF OF PUBLIC HEARING:
Attach a copy of the public notice, including the listing in the local newspaper for each
county served, calling for public review and comment on your CSBG Application and
Plan.
MINUTES OF PUBLIC HEARING:
Attach a copy of the minutes of the Public Meeting when the CSBG Application was
reviewed and approved by the Board of County Commissioners or Agency Executive
Board.
Page 11 of 43
CSBG Grant Year 2010-11
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CSBG Grant Year 2010-11
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I
COMMUNITY ACTION PLAN:,
As required in the reauthorized CSBG Act, please answer all 5 questions using additional
sheets as needed. SUSCON'rRACTORS are NOT required to submit an Action Plan.
1. COMMUNITY NEEDS ASSESSMENT:
Our State office must secure from each CSBG eligible entity, as a condition to receipt of funding,
a community action plan that includes a community-needs assessment for the community served. This
community-needs assessment may be coordinated with community-needs assessments conducted for
other programs. The Community Needs Assessment must address the needs of those in the community
who are at or below 125% of poverty. A first step for a Community Action Plan is a survey of clients
served to determine where the gaps may be in assisting individuals to become self-sufficient and to
move out of poverty.
The Community Action Plan includes the results of the community needs assessment, the service
delivery system, how coordinaiion occurs with other public and private resources, and information on
the innovative community and neighborhood-based initiatives.
Pitkin County is a resort economy, with work fluctuating between the winter and
summer tourist seasons. It is a place that attracts people desiring jobs in the service
industry, but it is an expensive place to live, and with the current economic recession, a
large number of jobs have evaporated, leaving people with little to no resources for
survival. The unemployment rate in Pitkin County is now at 7.3 percent, with 800
people looking for work. At all socioeconomic levels, job loss or job uncertainty can
lead to families in crisis, which can manifest itself through increased incidents of
domestic violence and substance abuse.
For the past three years, St. Mary's Church in Aspen has housed a winter overnight
shelter befinreen the months of November and March to serve the needs of the
homeless. In the spring of 2008, Keith Ikeda, Basalt Police Chief and Public Policy
and Management student at the University of Colorado at Denver, completed a
program evaluation of the St. Mary's Homeless Shelter Project, comprised of key
informant service provider and consumer interviews. Key recommendations from the
study included the following:
• open the shelter one hour earlier, at 8 pm, and use this time for one-on-one
case management in a private setting.
• develop self-sufficiency classes, such as how to apply for a job, how much you
need to make to live independently, how to apply for housing authority housing,
and the like.
These recommendations have informed our decision-making regarding expanding
hours of service for those utilizing the shelter.
Pitkin County Health & Human Services continues to actively address community
problems through collaborative problem-solving:
Page 15 of 43
CSBG Grant Year 2010-11
�g
An active Pitkin County Homeless Coalition has been meeting regularly to find
community solutions for our homeless and indigent community. While Pitkin's
homeless numbers are small, up until three years ago there were virtually no
resources or outreach to assist this group. The Coalition is actively working to
fill that gap, most notably through the approval of a recommendation to develop
a new shelter organization in Aspen, the Aspen Homeless Shelter.
In addition, the Pitkin County case review team is a team of case managers
that meets regularly to jointly address the needs and care coordination of our
"difficult to serve" adults, children and families. This working group includes
case managers in the areas of inental health, substance abuse, child welfare,
child and adult protection, senior services, the faith community, and law
enforcement. The team functions as both a peer support and problem-solving
group regarding individual cases, as well as a planning group for development
of resources to continue building a continuum of care for the most needy Pitkin
County residents.
In July, 2009, Pitkin County was awarded a 15 month American Reinvestment
and Recovery Act (ARRA) grant to focus on employee assessment, job
retraining, and employment support services through a cooperative program
administered by CW and CMC.
A Food Pantry was organized in the Spring of 2009 through a cooperative
effort of a group of dedicated volunteers, the Aspen Community Foundation,
and the LIFT-UP agency headquartered in Glenwood Springs. Since opening
in June, 2009, two days a week, this food pantry has assisted over 150 people
with bags of food.
The Pitkin County Homeless Coalition has worked diligently to ensure that the County
consider the needs of our most vulnerable homeless adults on an on-going basis.
2009-2010 is the fourth year that the Winter Shelter Project has been in place at St.
Mary's church. Through the work of a Coalition subcommittee, the idea for a new
Aspen Homeless Shelter agency was formed. Aspen Valley Medical Foundation
(AVMF) agreed to be the fiscal agent for the new agency while incorporation was
pending, and currently provides staff support for program operations. Two case
managers work to develop individual care plans with each guest choosing to stay at the
Shelter, to encourage them to develop next steps on their journeys toward self-
sufficiency.
A new component has been added this year, that of an evening program from 6:00 pm
to 9:00 pm, operating in the Day Center of the Right Door, which provides the dinner
meal, activities, and a warm place to congregate in the evenings for the overnight
shelter guests. Attendance averages between 10 to 14 guests each night, which is
consistent with last year's numbers.
The Day Center at the county's Health & Human Services Building continues to serve
our indigent population. This is a place for the homeless and people in transition to
Page 16 of 43
CSBG Grant Year 2010-11
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congregate, take a shower, wash their clothes, look for a job, get their documents in
order (birth certificate, etc.), and work with a case manager. It is difficult for people in
crisis to deal with disability paperwork or applications for food stamps when they don't
know where they are going to be day-to-day. The Day Center and the Shelter provide
some stability for this population.
The Pitkin Public Assistance office is across the hall from the Day Center, providing
convenient access for consumers needing to apply for state benefits as well as for the
Pitkin County Emergency Assistance Fund, designed to assist residents with wide
discretion with additional food, transportation, and housing assistance as they
experience economic hardship.
2010-2011 Proposal:
During 2009, the Pitkin County Homeless Coalition subcommittee met regularly to plan
for the best possible services for Pitkin's indigent and homeless population One area
of concern that emerged was the service gap time of 6:00 pm to 9:00 pm daily, after the
Day Center closes at 6:00 pm and the Winter Shelter is not yet open (9:00 pm). The
CSBG Tripartite Board met with representatives of AHS/AVMF to discuss the possibility
of extending the Day Center hours into an Evening Shelter program, which would
provide a continuous place for the homeless shelter guests to stay while they waited for
the shelter at St. Mary's church to open for the night.
With concurrence of all parties, it was decided that the needs of our most indigent
population would best be served by the AHS/AVMF taking over the emergency food
program previously administered by the Right Door, and incorporating an evening meal
with a new Evening program located in the Day Center. This affords shelter guests the
option to be out of the cold between 6:00 pm and 9:00 pm, with opportunities for
socialization and work with staff on their own individual care plans. The team feels this
will result in fewer arrests for public drunkenness and loitering as well. It will relieve
stress on the library which usually houses the homeless until their closing at 9:00 pm.
Therefore. for the 2010-2011 CSBG c�rant vear, we are proposina directinq our
CSBG arant dollars to support the Emerc�encv Services obiectives of the Aspen,
Homeless Shelter� in their administration of the eveninc� food proaram servinq the,
indiaent clients of the homeless shelter aroaram.
Emerqencv Services: The Aspen Homeless Shelter/Aspen Valley Medical
Foundation IAHSIAVMFI
Page 17 of 43
CSBG Grant Year 2010-11
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/
The Day Center has been in existence since 2007, and allows the various case
management and assistance programs clustered in the HHS building to serve clients in
a coordinated and centralized way. Since 2007, The Right Door has managed the Day
Center for people in transition. This resource center provides a safe place for people to
come, take a shower, wash their clothes, and talk with a member of The Right Door's
staff or other case managers about community resources and alternative behaviors.
As the AHS/AVMF program takes shape and develops its programming, all case
management agencies concur that it makes sense for the AHS/AVMF program to
manage an Evening Program in the HHS building to provide continuity of
purpose and staffing for the overnight shelter guests.
The 2010 CSBG funding allocation will provide the emergency food for AHS/AVMF
shelter guests who participate in the hot meal program and are most often indigent with
no financial resources. The program will operate in the Day Center of the Schultz
Health and Human Services (HHS) building befinreen 6:00 pm and 8:45 pm, at which
time staff and guests board the city bus to travel to St. Mary's Church for the night
shelter program.
Z. SERVICEDEL/VERYSYSTEM:
Describe the service delivery system for services provided or coordinated with CSBG
funds that target low-income individuals and families within your service area.
The mission of AHS/AVMF is:
• to keep people alive, safe and fed during the cold winter months in Aspen;
• to help them access resources to meet their needs; and
• to assist them in the transition to stability and self-reliance.
The development of AHS/AVMF is a model for a community-based response to a community-
based need. The broad-based Aspen Homeless Coalition has enthusiastically endorsed the
shelter project in all aspects, with the faith community participating as major supporters of the
shelter's volunteer and funding efforts. Participating congregations include St. Mary's Church,
Christ Episcopal Church, Crossroads Church, Aspen Community Church, Aspen Chapel, and
Messiah Lutheran Church.
As a subgrantee, AHS/AVMF will submit their invoices for reimbursement to Pitkin
County, and Pitkin County will submit a request for reimbursement from CSBG.
3. LINKAGES:
A. Describe how linkages will be developed to fill identified gaps in services, through the
provision of information, referrals, case management, and follow up consu/tations.
8. Describe how linkages will be established between government and other social
service programs to assure effective delivery of service ro low-income individuals and
to avoid duplication of such services
A. Pitkin County is a small community with limited resources for low-income individuals.
Human Service agencies are constantly working together to identify and fill gaps in
Page 18 of 43
CSBG Grant Year 2010-11
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services. Active, on-going collaboration prevents duplication of services and for the
most part, the county has good working systems in place to provide solid wraparound
care.
The Pitkin County Case Review team meets regularly, providing a venue where the
involved agencies work to find individualized, multi-agency solutions for our indigent,
homeless, and difficult- to-serve adult clients. The Aspen/Pitkin Housing Authority is a
partner in the group, working creatively with case managers of low-income individuals
and seniors to prevent homelessness.
Case management services are provided in the HHS building's Day Center through
coordination of our emergency and family services providers- creating a dedicated, safe
place for clients to go for help with a variety of needs. Successful case management
requires a comprehensive knowledge of local resources—providers, services,
programs, eligibility requirements and financial arrangements. This year, in response to
the expressed needs of the guests, the Pitkin County Homeless Coalition, and the
community, the AHSIAVMF Board has approved the implementation of a more
structured case management approach with shelter guests. The Board also
unanimously supported the addition of the Evening Program in the shelter program, as it
furthers the case management goals of moving people out of homelessness towards
independence and sustainability, through providing them with additional supports to be
successful.
B. Our community advantage is the relatively small scope of the issue of homelessness-
in Aspen this is a fairly stable chronic population of approximately 15 homeless
individuals in the winter months. We estimate that throughout the year, upwards of 60
to 80 additional people become situationally homeless as a result of domestic violence,
job loss, mental health and substance abuse issues. Linkages with government and
other social service agencies are well establisheri given our finrice monthly Pitkin County
case review team meetings, consisting of no more than 10 -15 local service providers,
and monthly POD meetings.
4, COORDINATION WlTH OTHER PUBLICAND PR/VATE RESOURCES:
Describe how CSBG funds will be coordinated with other public and private resources, which
would include any resources beyond financial.
The Aspen Homeless Shelter receives principal support from the Aspen Valley Medical
Foundation (AVMF), which has been serving as the fiscal agent and fund administrator
for the new agency as it worked on incorporation as a 501-C3 during the past year.
This fiscal relationship will continue at least for the duration of the winter shelter
operation to provide maximum stability for the new organization, hence the joint
designation of AHS/AVMF in referencing the shelter. Funding support for AHS/AVMF
has been provided by local individual donors, businesses, and civic groups. Last year,
the shelter received $1,500 in unsolicited supportive funding from the Pitkin County
Board of County Commissioners. AHS/AVMF successfully applied for a 2010 grant of
$15,000 from the Pitkin County Healthy Community Fund, a dedicated property tax that
provides financial support to health & human service non-profits through a grant
program. Pitkin County provides in-kind rent for the operation of the Day Center
through the auspices of the Right Door and the AHS/AVMF.
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CSBG Grant Year 2010-11
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The Pitkin County Healthy Community Fund has also provided for the development of an
Emergency Assistance Fund which began in January, 2009 and will be renewed annually
for four years. This fund is implemented by the public assistance technicians to provide
emergency support (on a one-time per year basis). The Emergency Assistance Fund will
be used to support Pitkin County residents who are lawfully present, who are not eligible
for other public assistance programs to tide them over and who can identify a onetime
lump sum to help them move toward self sufFciency. Emergency Assistance Fund dollars
may be used, but are not limited to, the following:
• rental and/or mortgage assistance •
• motel or shelter assistance for one or finro nights for homeless or disabled families
• utility payments when either LEAP or Energy Outreach benefits are not available or
have been exhausted
• Gas for personal vehicles to get a client to work or other destinations such as
medical appointments or shelter in another town
• Greyhound bus tickets to get families or individuals transportation to the home of a
relative or friend if they are without resources, a home and transportation
• car repairs to get a client to work
• food vouchers
• limited prescription assistance when either waiting for Medicaid approval or not
eligible
• dental/medical support to supplement the $500 Medicare maximum for seniors or
the same for families that are under or un-insured.
S. INNOVATIVE COMMUNITYAND NEfGH80RHOOD-BASED INIT/ATIVES:
Describe how C586 funds wiJl be used to support innovative community and neighborhood-based
initiatives related to the purposes of CSBG, which may indude fatherhood initiatives and other
initiatives with the goal of strengthening families and encouraging effective parenting.
CSBG funds through AHS/AVMF will help individuals in crisis find resources and on-
going support as they work towards self-sufficiency. The CSBG grant will provide
immediate food assistance as a cornerstone of an enhanced evening case
management program, designed to keep shelter guests off the streets in early evening
away from the temptations of substance use/abuse and other problems. As a result,
individuals, families and the community will be strengthened, the mission and goals of
the shelter program will be accomplished, and successful outcomes for shelter guests
will be more easily attainable.
The following language is a quote from the CSBG Aci to fulfill the requiremenrs of the above lisied
information:
(3) information provided by eligible entities in the
State, containing--
"(A) a description of the service delivery system,
for services provided or coordinated with funds made
available through grants made under section 675C(a) (Grants to
Eligible Entities and Other Organizations.),
targeted to low-income individuals and families in
communities within the State;
"(B) a description of how linkages will be
Page 20 of 43
CSBG Grant Year 2010-11
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developed to fill identified gaps in the services,
through the provision of information, referrals, case
management, and followup consultations;
"(C) a description of how funds made available
through grants made under section 675C(a) will be
coordinated with other public and private resources; and
"(D) a description of how the local entity will use
the funds to support innovative community and
neighborhood-based initiatives related to the purposes
of this subtitle, which may include fatherhood
initiatives and other initiatives with the goal of
strengthening families and encouraging effective
parenting;
"(4) an assurance that eligible entities in the State will
provide, on an emergency basis, for the provision of such
supplies and services, nutritious foods, and related services,
as may be necessary to counteract conditions of starvation and
malnutrition among low-income individuals;
'�(5) an assurance that the State and the eligible entities
in the State will coordinate, and establish linkages between,
governmental and other social services programs to assure the
effective delivery of such services to low-income individuals
and to avoid duplication of such services, and a description of
how the State and the eligible entities will coordinate the
provision of employment and training activities, as defined in
section 101 of such Act, in the State and in communities with
entities providing activities through statewide and local
workforce investment systems under the Workforce Investment Act
of 1998;
"(6) an assurance that the State will ensure coordination
between antipoverty programs in each community in the State, and
ensure, where appropriate, that emergency energy crisis
intervention programs under title XXVI (relating to low-income
home energy assistance) are conducted in such community;
"(7) an assurance that the State will permit and cooperate
with Federal investigations undertaken in accordance with
section 678D;
"(8) an assurance that any eligible entity in the State
that received funding in the previous fiscal year through a
community services block grant made under this subtitle will not
have its funding terminated under this subtitle, or reduced
below the proportional share of funding the entity received in
the previous fiscal year unless, after providing notice and an
opportunity for a hearing on the record, the State determines
that cause exists for such termination or such reduction,
subject to review by the Secretary as provided in section
678C(b);
"(9) an assurance that the State and eligible entities in
the State will, to the maximum extent possible, coordinate
programs with and form partnerships with other organizations
serving low-income residents of the communities and members of
the groups served by the State, including religious
organizations, charitable groups, and community organizations;
"(10) an assurance that the State will require each
eligible entity in the State to establish procedures under which
a low-income individual, community organization, or religious
organization, or representative of low-income individuals that
considers its organization, or low-income individuals, to be
inadequately represented on the board (or other mechanism) of
the eligible entity to petition for adequate representation;
Page 21 of 43
CSBG Grant Year 2010-11
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"(11) an assurance that the State will secure from each
eligible entity in the State, as a condition to receipt of
funding by the entity through a community services block grant
made under this subtitle for a program, a community action plan
(which shall be submitted to the Secretary, at the request of
the Secretary, with the State plan) that includes a community-
needs assessment for the community served, which may be
coordinated with community-needs assessments conducted for other
programs;
"(12) an assurance that the State and all eligible entities
in the State will, not later than fiscal year 2001, participate
in the Results Oriented Management and Accountability System,
another performance measure system for which the Secretary
facilitated development pursuant to section 678E(b), or an
alternative system for measuring performance and results that
meets the requirements of that section, and a description of
outcome measures to be used to measure eligible entity
performance in promoting self family stability, and
community revitalization; and
"(13) information describing how the State will carry out
the assurances described in this subsection.
Page 22 of 43
CSBG Grant Year 2010-11
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BUDGET � Use only the attached forms.
Complete your budget in as much detail as possible utilizing the provided format. This
information will be used for monitoring and performance evaluation. It is critical
to include any and all costs that will be associated with the CSBG Program.
PERSONNEL COSTS
Indicate the CSBG doflar amount allocated to each position(s) funded including fringe benefits.
Indicate the percentage (%) of the person's time paid with CSBG funds on timesheets, unless
actual timekeeping is tracked. Each employee paid with CSBG must have a signed timesheet
indicating the time spent on CSBG activities.
DIRECT OPERATING COSTS
Direct program costs can be identified with delivery of a particular project, service, or activity
undertaken to achieve an objective of the grant program. For CSBG, these purposes and
eligible activities are specified in the reauthorizing statute and reflected in the national ROMA
performance measures. Direct program costs are incurred for the service delivery and
management components within a particular program or project. Therefore, direct costs include
expenditures on some activities with administrative qualities, equipment, training, conferences,
travel, and contracts, as long as those expenses relate specifically to a particular program or
activity, not to the general administration of the organization.
ADMINISTRATIVE COSTS also referred to as INDIRECT/OVERHEAD
Administrative costs are equivalent to typical indirect costs or overhead. As distinguished from
administration or management expenditures that qualify as direct costs, administrative costs
refer to central executive functions that do not directly support a specific project or service.
Incurred for common objectives that benefit multiple programs administered by the grantee
organization, or the organization as a whole, administrative costs are not readily assignable to a
particular program funding stream. Rather, administrative costs relate to the general
management of the grantee organization, such as strategic direction, board development,
executive director functions, accounting, budgeting, personnel, and procurement. If your
indirect costs are based on a percentage that figure must be consistent throughout the grant
year.
SUBCONTRACT COSTS
Those dollars allocated out to subcontractors to provide CSBG related services. This
information needs to be as detailed as the information provided by the, eligible grantee in order
for the grantee to monitor the subcontractor for compliance in both program and financial
operations in accordance with all applicable laws for CSBG. This would include the application
and plan, CSBG Act, and OMB circulars.
Page 23 of 43
CSBG Grant Year 2010-11
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CSBG Grant Year 2010-11
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Colorado CSBG ROMA Instructions b� Section Headinqs:
FOR EACH PROGRAM FUNDED BY CSBG USE ONE (1) FORM.
Summarv Sheet Instruction Form
implementing Agency:
Complete Name of the Organization applying for CSBG funding.
Select National Indicators:
These are provided as an attachment with the application and plan.
Select Federal Objective:
Applicants must mark ONE Federal Objective. See Federal Objectives descriptions to determine the
Federal Objective that should be identified.
Select National Goal(s):
GOAL 1 Low-income people become more self-sufficient.
FAM I LY
GOAL 2 The conditions in which low-income people live are improved.
COMMUNITY
GOAL 3 Low-income people own a stake in their community.
COMMUNITY
GOAL 4 Partnerships among supporters and providers of services to low-income
people are achieved.
AGENCY
GOAL 5 Agencies increase their capacity to achieve results.
AGENCY
GOAL 6 Low-income people, especially vulnerable populations, achieve their
potential by strengthening family and other supportive systems.
FAM I LY
Low income Target Population:
Indicate the specific population of whom you provide services. The purpose of this documentation is to
track programs that are specific to youth or specific to seniors. If the population is not either youth or
seniors do not check either box, it will be assumed that you provide services to all populations.
Page 29 of 43
CSBG Grant Year 2010-11
��
COLORADO CSBG ROMA SUMMARY SHEET
CONTRACTOR/SUBCONTRACTOR
County/Multi County: Pitkin
Implementing Agency :
The As�en Homeless Shelter/Asnen Vallev Medical Foundation servina as fiscal aaent
(Each agency/subcontractor receiving CSBG dollars must complete this form)
Implementing Agency Contact Person:
Complete Mailing Address, including zip:
Kristin Hoeah Marsh
AHS, P.O. Box 1639, Aspen Colorado 81612
Phone Number ( 970 ) 544-1377
Fax: ( 970 ) 544-1562
Email Address:
kmarsh(rDavmfaspen.ora
Program Period: March 1, 2010
to Februarv 28. 2011
Select National Indicators: 6.2 Emeraencv Assistance
(see CSBG National Indicators sheet) �
(i.e. 1.2, 2.1,6.2, etc.)
SELECT ONE FEDERAL OBJECTIVE
0 Employment 0 Nutrition 0 Linkages with Other Programs
0 Income Management 0 Self-Sufficiency � Housing
• 0 Emergency Services 0 Education 0 Health
The National Goal and National Indicator should match. (i.e. National Indicator 1.2, National Goal 1)
� Goal 1 Low-income people become more self-sufficient. (Family)
0 Goal 2 The conditions in which low-income people live are improved. (Community)
� Goal 3 Low-income people own a stake in their community. (Community)
0 Goal 4 Partnerships among supporters and providers of services to low-income people are
achieved. (Agency)
0 Goal 5 Agencies increase their capacity to achieve results. (Agencyj
• 0 Goal 6 Low-income people, especially vulnerable populations, achieve their potential by
strengthening family and other supportive systems. (Family)
LOW INCOME TARGET POPULATION:
ONLY CHECK IF YOUR PROGRAM THAT IS FUNDED WITH CSBG DOLLARS SERVES ONLY SENIORS OR YOUTH.
SENIORS
Program Director Signature:
YOUTH
Date:
Name and Title: Kristin Hoeqh Marsh, AVMF President + CEO. Asnen Homeless Shelter Board Chair
Page 30 of 43
CSBG Grant Year 2010-11
�3
Pape Two Instruction Form
Program Description:
Provide a description of the program in two sentences or less.
CSBG Program Mission Statement:
Give the mission statement of the program that the CSBG funds are being used in; not the
Agency mission statement.
MISSION STATEMENT SHOULD ADDRESS THE FOLLOWING:
• Uses language that identifies the population being served.
• Describes the type of services/intervention.
• Explains the results/outcomes or impact that the organization/program is trying to achieve.
• Includes language identifies the area to be served (city, region, area).
• Clear and concise.
(EXAMPLE � Create a practical and useful reporting ROMA system for Colorado CSBG fund recipients and
implement training'to achieve an improved quality of standard reporting.)
Problem, Need or Situation:
State the identified problems in your community determined by the needs assessment related to
this application. This is directly related to your mission statement.
Service, Activity or Intervention:
State the specific service, activity or intervention provided to address the problem, need or
situation. Include the estimated total number of people (target population) who receive the
services provided. Target population: household, family, partnerships, etc.
Helpful Hint: Your agency will have to identify when a client becomes a client—is it at the time of
the initial phone call, or is at another time?
Outcome:
Your Outcome is the Ultimate Goa/ of why your program exists; it is the impact your service,
activity or intervention has on your family, agency or community. You may have more than one
outcome per program. You may elect to outline short term, intermediate and long term outcomes.
Helpful Hint: An outcome does NOT indicate number of clients receiving services.
Indicator:
Using the data from past years identify the number of clients that are proposed to be served,
identifying the percentage of those clients who will complete the program identified to use CSBG
funds.
Helpful Hint: This information is from a historical viewpoint. For an emergency shelter that does not turn
anyone away the formula would be 250 or 100% of homeless individuals are provided shelter.
THE FOLLOWING INFORMATION IS LOCATED IN THE FAR RIGHT COLUMN.
Measurement Tool:
Tools used to track your outcomes: surveys, attendance log, case record and pre- and post-test,
in-take forms, etc.
Data Source and Collection Procedures:
Describe how data as related to your outcome is collected. Describe where information is located
and be specific.
Helpful Hint: Central Database, individual case records, another agency, etc.
Frequency of Data Collection and Reporting:
State how often data is required by the agency to be collected and reported, e.g., daily, weekly,
monthly, yearly, etc.
Page 31 of 43
CSBG Grant Year 2010-11
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This completes the Application and Plan for the Community Services Block Grant
Program.
Return to either Lucia or Christy by January 27, 2011.
Lucia Smead Christy Culp
CSBG Program Manager Community Development Specialist
Colorado Department of Local Affairs Colorado Department of Local Affairs
1313 Sherman Street, Rm. 521 1313 Sherman Street, Rm. 521
Denver, CO 80203 Denver, CO 80203
Iucia.smeadCa�state.co.us christy.culp@state.co.us
303-866-3128 phone 303-866-2369 phone
303-866-4819 fax 303-866-4819 fax
The following pages provide information to assist the
eligible grantee in filling out the application and plan.
Review each section to make sure that the information
provided in the application and plan is correct.
This information will be used in the contract Statement of
Project (SOP).
Once you receive the contract from the Department of Local
Affairs review the SOP that was approved for your entity. It
will describe the services that have been agreed upon by
the information contained within this application and plan
and the approved dollar amount for each entity.
Every aspect of the application and plan must match.
This includes, but is not limited to, the federal
objectives, national indicators, budget narrative,
services to be provided and outcomes to the client.
Page 33 of 43
CSBG Grant Year 2010-11 �
3
FEDERAL OBJECTIVES
Emplovment
Speci�c activities to be included in the Employment Service Category are: information about
employment and job training; job counseling; job placement and development; on-the job
training activities to enhance the skills of working persons during employment; and summer
youth jobs programs. Other activities may be employment generating projects, skills training,
participation in planning and coordination of the Workforce Investment Act (WIA) or participation
in community employment programs. ,
Education
Information about educational opportunities, advice and guidance to eligible youth and adults
ataout educational opportunities, educational or informational activities conducted to inform the
public about problems and solutions of poverty in the community, support of Head Start
programs, child development and childcare classes, parenting skills education, projects to
mobilize community resources to meet educational needs and to arrange for partnerships and
coordinated initiatives in education projects.
income Mana�ement
All CSBG funded energy efficiency activities should be included here. Other activities are as
follows: household financial counseling, income tax counseling, alternative energy installations,
public information regarding energy conservation, Weatherization Support, and other income
management projects.
Housin�,
Specific activities to be included in Housing are: information about housing services, counseling
on homeownership, counseling in landlord/tenant relations as well as assistance in applying for
rent subsidies, home repair and residential rehab services, support for group homes, initiatives
enforcing the Community Reinvestment Act, participation in preparation of applications from
local governments for CDBG, rural water and wastewater facilities and Section 8 housing.
Emers�encv Services
Activities can include: One-time payments to help meet emergency needs for shelter, food,
clothing, fuel, energy payments ete., temporary shelter and/or food programs for the homeless,
mobilizing, storing, distributing donations of money, food, clothing, etc. and professional
services to help persons meet one-time emergencies or recover from disasters, projects to
mobilize the resources of communities to meet emergency or disaster relief needs of eligible
persons.
Linkaaes
This objective includes activities such as: Information and referral to several different types of
programs serving eligible individuals, projects undertaken by agencies to identify and prioritize
the needs of eligible citizens, activities that recruit volunteers and coordinate their activities,
organizing community meetings or coordinating activities, such as beautification, recycling or
crime prevention campaigns. This objective includes transportation of eligible persons to
services they need within their communities that cannot be assigned to a s.ingle direct program
purpose in other service categories. Can also include elderly projects such as for multi-purpose
senior centers; or recreation, consumer and homemaker services.
Page 34 of 43
CSBG Grant Year 2010-11
3�
Self-Su�ciencv
The purpose of this objective is to capture expenditures being devoted to comprehensive, long-
term programs of family development whose purpose is to help clients achieve a set of goals
which will result in greater self-sufficiency and will eliminate some of the causes of that family's
poverty.
Health
This objective is designed to capture the increasing number of health-related activities that have
historically been reported under "Linkages: Other." Specific activities could include:
transportation to medical services; medical or dental screening; immunizations; drug abuse or
alcoholism prevention and treatment; family planning — counseling, information or assistance;
rural health programs; health related information for all ages; periodic screening for serious
health problems; mental health screening referral and treatment.
Nutrition
This objective includes activities such as: Organizing and operating food banks, supporting food
banks of faith based and civic organization partners with food supplies and management
support; distributing surplus USDA commodities and other food supplies; administer the
Women, Infants, and Children (WIC) nutrition program; preparing and delivering meals,
especially to the homebound elderly; providing food in group settings; counseling about family
and children's nutrition; and initiating self-help projects, such as community gardens and
canneries, and food buying groups.
Page 35 of 43
CSBG Grant Year 2010-11
3�
ROMA DEFINITIONS
ACTIVITY — What a program does with its inputs to fulfill its mission. Program activities result in
outputs.
BENCHMARKS — Performance data used for comparative purposes to compare future
performance.
IMPACT — The direct or indirect effects or consequences of achieving program goals.
INDICATOR — Specific items of information that track a program's success on outcomes
describes the observable, measurable characteristics or changes that represent achievement of
an outcome. Along with the number (#) and percent (%) of program participants that
demonstrate how well the program is doing with respect to the outcome.
INPUT — Resources a program used to achieve program objectives to support activities.
MEASURE — Used for assessing the achievement of objectives that may be quantitative or
qualitative, objective or subjective.
MILESTONES — Key accomplishments or threshold points through which participants must
pass to be successful.
OUTCOME — Benefits or changes for clients, households, or a community that are produced
during or after participation in program activities.
OUTCOME INDICATOR — Specific items of information that track a program's successes on an
outcome that describe observable, measurable characteristics or change that represent
achievement of an outcome.
OUTCOME MEASURE — Assessment of the results, effects or impact of a program activity
compared to its mission.
OUTCOME TARGET — Numerical objectives for a program's level of achievement on its
outcomes. Set targets for the number (#) and percent (%) of participants expected to achieve
desired outcomes in the next reporting period. To show the amount of change that expected to
happen to participants.
OUTPUT — Products of a program's activities. Another term for "outputs" is "units of service." A
program's outputs should produce desired outcomes for the program's participants.
OUTPUT MEASURE — The tabulation, calculation or recording of activity or effort that can be
expressed in a quantitative or qualitative manner.
PERFORMANCE — Accomplishment of actions that transform inputs through a process to
outputs and outcomes.
PERFORMANCE INDICATOR — A particular value or characteristic used to measure outputs or
outcomes.
SCALE — Instrument that is used to measure an outcome on a continuum. Used to show
incremental progress, stabilization, or decline.
Page 36 of 43
CSBG Grant Year 2010-11
3�
FORMS FOR ALL REPORTS
PROGRAM, FINANCIAL,
AND FINAL DATA REPORT FOR CONGRESS
Page 37 of 43
CSBG Grant Year 2010-11
�O
CSBG REQUEST FOR REIMBURSEMENT REPORT
Copies of backup information (receipts, invoices, signed timesheets,
etc.) must be provided with the Reimbursement Report. The backup
information must equal the amount being requested, detailed in the
Scope of Work, and be within the timeframe of the contract.
MAIL TO:
CSBG
DOLA - DLGS
1313 Sherman Street - Room 521
Denver, CO 80203
ATTN: Lucia Smead
TYPE OF PAYMENT:
Reimbursement
Final
PERIOD COVERED BY THIS REQUEST: PAYMENT REQUEST
NUMBER:
From: To:
(Mo/Day/Yr) (Mo/Day/Yr)
COMPUTATION OF AMOUNT of REIMBURSEMENT REQUESTED
a. Actual Cumulative Funds Expended
REPORTING AGENCY:
(Name and Remit Address)
CONTRACT ENCUMBRANCE
NUMBER:
L10CSBG
$
b.
c.
Total Funds Previously Received
Amount of this cash request
CERTIFICATION:
I certify to the best of my knowledge and belief the
data above is correct and that all expenditures were
made in accordance with grant agreements.
I understand that upon submitting the FINAL Request
for Reimbursement Form any funds reported as
unexpended will be deobligated.
NAME AND TITLE:
(Type or Print)
SIGNATURE OF
AUTHORIZED OFFICIAL:
$
$
DATE REPORT SUBMITTED:
PHONE #:
� )
EMAIL ADDRESS:
Page 38 of 43
CSBG Grant Year 2010-11 �
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The 2009 Poverty Guidelines for the 48 Contiguous States
� ard the District of Columbia
Persons in Famil� Poveriy Guideline 125 % of Poverty
1 $10,830 $13,538
2 $14,570 $18,122
3 $18,310 $22,888
4 $22,050 $27,563
5 $25,790 $32,238
6 $29,530 $36,913
7 $33,270 $41,588
8 $37,010 $46,263
For families with more than 8 persons, add $3,740 for each additional person
Current guidelines will be provided annually, once received from the Federal Register.
Page 40 of 43
CSBG Grant Year 2010-11 �
Report Forms
CSBG SIX MONTH PROGRESS REPORT
DUE SEPTEMBER 3O EACH YEAR
Agency and Program:
Name & Title of Person Filling this Report:
Date Report Completed:
Official's Name and Title:
1. Are you on target as it relates to your original application outcomes and indicators? Please
explain:
2. Are there any problems encountered (as it relates to your expected outcomes)? Please explain:
3. If the original outcome relates to National Goal 1 or 6: How many individuals/families have been
served thus far? (Remember we want actual numbers and this includes your dropouts.)
Page 41 of 43
CSBG Grant Year 2010-11
r
��.,... . . . ._. ,.
CSBG FINAL PROGRAM REPORT DUE MARCH 3'I EACH YEAR
MUST BE COMPLETED AND ACCOMPANIED WITH:
NATIONAL INDICATORS FORMS, SECTIONS E. F. AND G.
Name of Agency:
Period Ended: February
NATIONAL INDICATOR:
This must match the ones identified in
the application and plan.
Program:
Name & Title of Person Filling this Report:
Address:
Actual Amount of the CSBG spent: $
Phone Number:
Program Director's Name and Title:
Please remember that the answers to these questions must relate to your original
application.
1. What services did you provide your clients? List all that applies.
2. What was the outcome for the client as a result of the service? Did they become more self-
sufficient? Are they moving out of poverty?
Provide one example of the impact of services provided. Give an overall picture, the
struggles/accomplishments, partnerships, other resources utilized and how this made an impact to the
intended recipient(s). Use additional paper.
Page 42 of 43
CSBG Grant Year 2010-11 �
Nationai Indicators and Sections E, F, and G under
separate cover.
END OF DOCUMENT
Page 43 of 43
CSBG Grant Year 2010-11
�
�
CONTRACT # l fj�-/�
GRANT AGREEMENT
Between
STATE OF COLORADO
DEPARTMENT OF LOCAL AFFAIRS
And
PITKIN COUNTY
.a ... d
Grant Asreement Identification:
Contract Management System # (State of Colorado's 1��{S�
primary identification number for this agreement):
Contract Encumbrance # (DOLA's primary L10CSBG35
identification #for this agreement):
Proiect Information:
ProjectlAward Number: CSBG35
Project Name: Pitkin Countv
Program & Funding Information:
Program Name Communitv Services Block Grant
Catalog of Federal Domestic Assistance (CFDA) Number (if federal funds): 93.569
Funding Account Codes: 100 110 LEBO CO35 5110 5120
e
,
Page 1 of 17
Form Revised: 02/2010
TABLE OF CONTENTS
1 . PARTIES .............................................................................................................................................................................. 2
2. EFFECTIVE DATE AND NOTICE OF NONLIABILITY ................................................................................................. 2
3 . RECITALS ........................................................................................................................................................................... 3
4 . DEFII�TITIONS ..................................................................................................................................................................... 3
5 . TERM and EARLY TERMINATION . ................................................................................................................................ 4
6 . STATEMENT OF PROJECT .............................................................................................................................................. 4
7 . PAYMENTS TO GRANTEE ............................................................................................................................................... 4
8 . REPORTING - NOTIFICATION ........................................................................................................................................ 5
9 . GRANTEE RECORDS ........................................................................................................................................................ 5
10. CONFIDENTIAL INFORMATION-STATE RECORDS ................................................................................................. 6
11 CONFLICTS OF INTEREST ............................................................................................................................................ 7
12. REPRESENTATIONS AND WARRANTIES .................................................................................................................. 7
13 INSURANCE ..................................................................................................................................................................... 7
14 BREACH ............................................................................................................................................................................ 8
15 REMEDIES ........................................................................................................................................................................ 9
16 NOTICES and REPRESENTATIVES ............................................................................................................................. 11
17. RIGHTS IN DATA, DOCUMENTS, AND CONIPUTER SOFTWARE ........................................................................ 11
18 GOVERNMENTAL IMMUNITY ................................................................................................................................... 11
19. STATEWIDE CONTRACT MANAGEMENT SYSTEM .............................................................................................. 11
20. RESTRICTION ON PUBLIC BENEFITS ....................................................................................................................... 12
21 GENERAL PROVISIONS ............................................................................................................................................... 12
COLORADO PROVISIONS ................................................................................................................................ 15
SIGNA 'I'iJRE PAGE .............................................................................................................................................................. 17
EXHIBIT A - APPLICABLE LAWS
EXHIBIT B- STATEMENT OF PROJECT
1. PARTIES
This Grant Agreement (hereinafter called "Grant") is entered into by and between Pitkin Countv (hereinafter
called "Grantee"), and the STATE OF COLORADO acting by and through the Department of Local Affairs
(hereinafter called the "State" or "DOLA").
2. EFFECTIVE DATE AND NOTICE OF NONLIABILITY.
This Grant shall not be effective or enforceable until it is approved and signed by the Colorado State Controller
or designee (hereinafter called the "Effective Date"). The State shall not be liable to pay or reimburse Grantee
for any performance hereunder, including, but not limited to costs or expenses incurred, or be bound by any
provision hereof prior: to (check one or more options below):
A. ❑ The Effective Date.
B. ❑ The later to occur of the Effective Date or the date of a separate letter issued by the Department
("Release of Funds Letter") notifying Grantee of the completion of a satisfactory environmental review
and authorizing Grantee to obligate or use Grant Funds.
C. � The Effective Date; provided, however, that all Project costs incurred on or after March 1. 2010. may
be submitted for reimbursement as if incurred after the Effecrive Date.
D. ❑ insert date for authorized pre-agreement costs, as defined in §4 below and/or in Exhibit B. Such costs
may be submitted for reimbursement as if incurred after the Effective Date. �
E. ❑ The Effective Date; provided, however, that the costs identified in the checked subsections below may
be submitted for reimbursement as if incurred after the Effective Date.
i. ❑ All Project costs, if specifically authorized by the funding authority, incurred on or after insert
federal grant's effective date: and
ii. ❑ Pre-award costs for insert purpose, if any, incurred on or after insert starting date allowed under the
federal award for pre-award costs.
F. ❑ All or some of the costs or expenses incurred by Grantee prior to the Effective Date which have been
or will be paid with non-federal funds may be included as a part of Grantee's non-federal match
�
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w�.,, :
Page 2 of 17
requirement, set forth herein and in Exhibit B, Statement of Project, if such costs or expenses are
properly documented as eligible expenses in accordance with insert reference to proper documentation.
3. RECITALS
A. Authority, Appropriation, And Approval
Authority to enter into this Grant exists in CRS §24-32-106 and funds have been budgeted, appropriated
and otherwise made available and a sufficient unencumbered balance thereof remains available for
payment. Required approvals, clearance and coordination have been accomplished from and with
appropriate agencies.
B. Consideration
The Parties acknowledge that the mutual promises and covenants contained herein and other good and
valuable consideration are sufficient and adequate to support this Grant.
C. Purpose
The purpose of this grant agreement is described in Exhibit B.
D. References
All references in this Grant to sections (whether spelled out or using the § symbol), subsections, exhibits or
other attachments, are references to sections, subsections, exhibits or other attachments contained herein or
incorporated as a part hereof, unless otherwise noted.
4. DEFINITIONS
The following terms as used herein shall be construed and interpreted as follows:
A. Evaluation
"Evaluation" means the process of examining Grantee's Work and rating it based on criteria established in
§6 and Exhibit B.
B. Exhibits and other Attachments
, y� The following are attached hereto and incorporated by reference herein::
�,,,�: � i. E�chibit A (Applicable Laws)
ii. Exhibit B(Statement of Project)
iii. Form 1(Affidavit of Legal Residency)
C. Goods
"Goods" means tangible material acquired, produced, or delivered by Grantee either separately or in
conjunction with the Services Grantee renders hereunder.
D. Grant
"Grant" means this Grant, its terms and conditions, attached exhibits, documents incorporated by reference
under the terms of this Grant, and any future modifying agreements, exhibits, attachments or references
incorporated herein pursuant to Colorado State law, Fiscal Rules, and State Controller Policies.
E. Grant Funds
"Grant Funds" means available funds payable by the State to Grantee pursuant to this Grant.
�
�.,�_
F. Party or Parties
"Party" means the State or Grantee and "Parties" means both the State and Grantee.
G. Pre-contract costs
"Pre-agreement costs", when applicable, means the costs incurred on or after the date as specified in §2
above, and the Effective Date of this Grant. Such costs shall have been detailed in Grantee's grant
application and specifically authorized by the State and incorporated hereinto Exhibit B.
H. Project Budget
"Project Budget" means the budget for the Work described in Exhibit B.
I. Program
"Program" means the grant program, as specified on the first page, that provides the funding for this Grant.
J. Review
"Review" means examining Grantee's Work to ensure that it is adequate, accurate, correct and in
accordance with the criteria established in §6 and Exhibit B
K. Services
Page3of17
"Services" means the required services to be performed by Grantee pursuant to this Grant. �
L. Sub-grantee �.
"Sub-grantee" means third-parties, if any, engaged by Grantee to aid in performance of its obligations.
M. Work
"Work" means the tasks and activities Grantee is required to perform to fulfill its obligations under this
Grant and Ezhibit B., including the performance of the Services and delivery of the Goods.
N. Work Product
"Work Product" means the tangible or intangible results of Grantee's Work, including, but not limited to,
softwaxe, research, reports, studies, data, photographs, negatives or other fmished or unfuushed documents,
drawings, models, surveys, maps, materials, or work product of any type, including drafts.
5. TERM and EARLY TERMINATION.
A. Intial Term-Work Commencement
The Parties respective performances under this Grant shall commence on the Effective Date. This Grant
shall tenninate on Februarv 28, 2011 unless sooner terminated or further extended as specified elsewhere
herein.
B. Two Month Eztension
The State, at its sole discretion upon written notice to Grantee as provided in §16, may unilaterally extend
the term of this Grant for a period not to exceed two months if the Parties are negotiating a replacement
Grant (and not merely seeking a term extension) at or near the end of any initial term or any extension
thereof. The provisions of this Grant in effect when such notice is given, including, but not limited to
prices, rates, and delivery requirements, shall remain in effect during the two month extension. The two-
month extension shall immediately ternunate when and if a replacement Grant is approved and signed by
the Colorado State Controller.
6. STATEMENT OF PROJECT �
A. Completion
�,��.
Grantee shall complete the Work and its other obligations as described herein and in Ezhibit B. The State
shall not be liable to compensate Grantee for any Work performed prior to the Effective Date or after the
termination of this Grant.
B. Goods and Services
Grantee shall procure Goods and Services necessary to complete the Work. Such procurement shall be
accomplished using the Grant Funds and shall not increase the maximum amount payable hereunder by the
State.
C. Employees
All persons employed by Grantee or Sub-grantees sha11 be considered Grantee's or Sub-grantees'
employee(s) for all purposes hereunder and shall not be employees of the State for any purpose as a result
of this Grant.
7. PAYMENTS TO GRANTEE
The State shall, in accordance with the provisions of this §7, pay Grantee in the following amounts and using the
methods set forth below:
A. Maximum Amount
The maximum amount payable under this Grant to Grantee by the State is 12,470.00, as detern�ined by the
State from available funds. Grantee agrees to provide any additional funds required for the successful
completion of the Work. Payments to Grantee are limited to the unpaid obligated balance of the Grant as
set forth in Ezhibit B.
B. Payment
i. Advance, Interim and Final Payments
Any advance payment allowed under this Grant or in Ezhibit B shall comply with State Fiscal Rules
and be made in accordance with the provisions of this Grant or such Exhibit. Grantee shall initiate any
payment requests by submitting invoices to the State in the form and manner set forth and approved by
the State.
�
�
Page 4 of 17
ii. Interest
'" "°' T'he State s�all not pay interest on Grantee invoices. The Sta.te sha11 fully pay each invoice within 45
days of receipt thereof if the amount invoiced represents performance by Grantee previously accepted
by the State.
iii. Available Funds-Contingency-Termination
The State is prohibited by law from making fiscal commitments beyond the term of the State's current
fiscal year. Therefore, Grantee's compensation is contingent upon the conti.nuing availability of State
appropriations as provided in the Colorado Special Provisions, set forth below. If federal funds are
used with this Grant in whole or in part, the State's performance hereunder is contingent upon the
continuing availability of such funds. Payments pursuant to this Grant shall be made only from
available funds encumbered for this Grant and the State's liability for such payments shall be lixnited
to the amount remaining of such encumbered funds. If State or federal funds are not fully
appropriated, or otherwise become unavailable for this Grant, the State may terminate it in whole or to
the extent of funding reduction, without further liability, after providing notice to Grantee in
accordance with §16.
iv. Erroneous Payments
At the State's sole discretion, payments made to Grantee in error for any reason, including, but not
limited to overpayments or improper payments, and unexpended or excess funds received by Grantee,
may be recovered from Grantee by deduction from subsequent payments under this Grant or other
Grants, grants or agreements between the State and Grantee or by other appropriate methods and
collected as a debt due to the State. Such funds shall not be paid to any party other than the State.
C. Use of Funds
Grant Funds shall be used only for eligible costs identified herein and/or in Exhibit B.
D. Matching/Leveraged Funds
..�
Grantee sha11 provide matching and/or leveraged funds as provided in Ezhibit B.
�,,,�, 8. REPORTING - NOTIFICATION
Reports, Evaluations, and Reviews required under this §8 shall be in accordance with the procedures of and in
such form as prescribed by the State and in accordance with §19, if applicable.
A. Performance, Progress, Personnel, and Funds
Grantee sha11 submit a report to the State upon expiration or sooner termination of this Grant, containing an
Evaluation and Review of Grantee's performance and the fmal status of Grantee's obligations hereunder. In
addition, Grantee shall comply with all reporting requirements, if any, set forth in Ezhibit B.
B. Litigation Reporting .
Within 10 days after being served with any pleading in a legal action filed with a court or administrative
agency, related to this Grant or which may affect Grantee's ability to perform its obligations hereunder,
Grantee shall notify the State of such action and deliver copies of such pleadings to the Sta.te's principal
representative as identified herein. If the State's principal representative is not then serving, such notice and
copies shall be delivered to the Executive Director of the Department of Local Affairs.
C. Noncompliance
Grantee's failure to provide reports and notify the State in a timely manner in accordance with this §8 may
result in the delay of payment of funds and/or termination as provided under this Grant.
D. Subgrants
Copies of any and all subgrants entered into by Grantee to perform its obligations hereunder shall be
submitted to the State or its principal representative upon request by the State. Any and all subgrants
entered into by Grantee related to its performance hereunder shall comply with all applicable federal and
state laws and shall provide that such subgrants be governed by the laws of the State of Colorado.
9. GRANTEE RECORDS
Grantee shall make, keep, maintain and a11ow inspection and monitoring of the following records:
A. Maintenance
„�, Grantee sha11 make, keep, maintain, and allow inspection and monitoring by the State of a complete file of
all records, documents, communications, notes and other written materials, electronic media files, and
Page 5 of 17
communications, pertaining in any manner to the Work or the delivery of Services (including, but not '""�`""
limited to the operarion of programs) or Goods hereunder. Grantee shall maintain such records (the Record -
Retention Period) until the last to occur of the following: (i) a period of five years after the date this Grant
is completed or terminated, or (ii) final payment is made hereunder, whichever is later, or (iri) for such
further period as may be necessary to resolve any pending matters, or (iv) if an audit is occurring, or
Grantee has received notice that an audit is pending, then until such audit has been completed and its
findings have been resolved (the "Record Retention Period").
B. Inspection
Grantee shall permit the State, the federal government and any other duly authorized agent of a
governmental agency to audit, inspect, examine, excerpt, copy and/or transcribe Grantee's records related to
this Grant during the Record Retention Period for a period of five years following termination of this Grant
or fmal payment hereunder, whichever is later, to assure compliance with the tern�s hereof or to evaluate
Grantee's performance hereunder. The State reserves the right to inspect the Work at all reasonable times
and places during the term of this Grant, including any extension. If the Work fails to conform to the
requirements of this Grant, the State may require Grantee promptly to bring the Work into conformity with
Grant requirements, at Grantee's sole expense. If the Work cannot be brought into conformance by re-
performance or other corrective measures, the State may require Grantee to take necessary action to ensure
that future performance conforms to Grant requirements and exercise the remedies available under this
Grant, at law or inequity in lieu of or in conjunction with such corrective measures.
C. Monitoring
Grantee shall permit the State, the federal government, and other governmental agencies having
jurisdiction, in their sole discretion, to monitor all activities conducted by Grantee pursuant to the terms of
this Grant using any reasonable procedure, including, but not limited to: internal evaluation procedures,
examination of program data, special analyses, on-site checking, formal audit examinations, or any other
procedures. All monitoring controlled by the State shall be performed in a manner that shall not unduly
interfere with Grantee's performance hereunder. '�``"
D. Final Audit Report -
Grantee shall provide a copy of its audit report to DOLA as specified in Ezhibit B.
10. CONFIDENTIAL INFORMATION-STATE RECORDS
Grantee shall comply with the provisions on this §10 if it becomes privy to confidential information in
connection with its performance hereunder. Conf'idential information, includes, but is not necessarily limited to,
state records, personnel records, and information concerning individuals.
A. ConFdentiality
Grantee shall keep all State records and information confidential at all t�mes and to comply with all laws
and regulations concerning confidentiality of inforxnation. Any request or demand by a third party for State
records and information in the possession of Grantee shall be immediately forwarded to the State's
principal representative.
B. Notification
Grantee shall notify its agent, employees, Sub-grantees, and assigns who may come into contact with State
records and confidential information that each is subject to the confidentiality requirements set forth herein,
and shall provide each with a written explanation of such requirements before they are permitted to access
such records and information.
C. Use, Security, and Retention
Confidential information of any kind shall not be distributed or sold to any third party or used by Grantee
or its agents in any way, except as authorized by this Grant or approved in writing by the State. Grantee
shall provide and maintain a secure environment that ensures confidentiality of all State records and other
confidential information wherever located. Confidential information shall not be retained in any files or
otherwise by Grantee or its agents, except as permitted in this Grant or approved in writing by the State.
D. Disclosure-Liability
Disclosure of State records or other confidential information by Grantee for any reason may be cause for
legal action by third parties against Grantee, the State or their respective agents. Grantee shall indemnify,
Page 6 of 17
_ 1
save, and hold harmless the State, its employees and agents, against any and all claims, damages, liability
�� and court awards including costs, expenses, and attorney fees and related costs, incurred as a result of any
act or omission by Grantee, or its employees, agents, Sub-grantees, or assignees pursuant to this §10.
11. CONFLICTS OF INTEREST
Grantee sha11 not engage in any business or personal activities or practices or maintain any relationships which
conflict in any way with the full performance of Grantee's obligations hereunder. Grantee acknowledges that
with respect to this Grant, even the appearance of a conflict of interest is harmful to the State's interests. Absent
the State's prior written approval, Grantee shall refrain from any practices, activities or relationships that
reasonably appear to be in conflict with the full perforxnance of Grantee's obligations to the State hereunder. If a
conflict or appearance exists, or if Grantee is uncertain whether a conflict or the appearance of a conflict of
interest exists, Grantee shall submit to the State a disclosure statement setting forth the relevant details for the
State's consideration. Failure to promptly submit a disclosure statement or to follow the State's direction in
regard to the apparent conflict constitutes a breach of this Grant.
12. REPRESENTATIONS AND WARRANTIES
Grantee makes the following specific representations and warranties, each of which was relied on by the State in
entering into this Grant.
A. Standard and Manner of Performance
Grantee shall perforni its obligations hereunder in accordance with the highest standards of care, skill and
diligence in the industry, trades or profession and in the sequence and manner set forth in this Grant.
B. Legal Authority — Grantee and Grantee's Signatory
Grantee warrants that it possesses the legal authority to enter into this Grant and that it has taken all actions
required by its procedures, by-laws, and/or applicable laws to exercise that authority, and to lawfully
authorize its undersigned signatory to execute this Grant, or any part thereof, and to bind Grantee to its
„� terms. If requested by the State, Grantee sha11 provide the State with proof of Grantee's authority to enter
��, into this Grant within 15 days of receiving such request.
C. Licenses, Permits, Etc.
Grantee represents and wanants that as of the Effective Date it has, and that at all times during the term
hereof it shall have, at its sole expense, all licenses, certifications, approvals, insurance, pernuts, and other
authorization required by law to perform its obligations hereunder. Grantee wanants that it shall maintain
all necessary licenses, certifications, approvals, insurance, permits, and other authorizations required to
properly perform this Grant, without reixnbursement by the State or other adjustment in Grant Funds.
Additionally, all employees and agents of Grantee performing Services under this Grant shall hold all
required licenses or certifications, if any, to perform their responsibilities. Grantee, if a foreign corporation
or other foreign entity transacting business in the State of Colorado, further warrants that it currently has
obtained and shall maintain any applicable certificate of authority to transact business in the State of
Colorado and has designated a registered agent in Colorado to accept service of process. Any revocation,
withdrawal or non-renewal of licenses, certifications, approvals, insurance, permits or any such similar
requirements necessary for Grantee to properly perforxn the terms of this Grant shall be deemed to be a
material breach by Grantee and constitute grounds for termination of this Grant.
13. INSURANCE
Grantee and its Sub-grantees shall obtain and maintain insurance as specified in this section at all tunes during
the term of this Grant: All policies evidencing the insurance coverage required hereunder shall be issued by
insurance companies satisfactory to Grantee and the State.
A. Grantee
i. Public Entities
If Grantee is a"public entity" within the meaning of the Colorado Governmental Immunity Act, CRS
§24-10-101, et seq., as amended (the "GIA"), then Grantee shall maintain at all times during the term
of this Grant such liabiliry insurance, by commercial policy or self-insurance, as is necessary to meet
' its liabilities under the GIA. Grantee shall show proof of such insurance sarisfactory to the State, if
�� requested by the State. Grantee shall require each grant with sub-grantees that are public entities,
Page 7 of 17
providing Goods or Services hereunder, to include the insurance requirements necessary to meet Sub- �
grantee's liabilities under the GIA. -
ii. Non-Public Entities
If Grantee is not a"public entity" within the meaning of the GIA, Grantee shall obtain and maintain
during the term of this Grant insurance coverage and policies meeting the same requirements set forth
in §13(B) with respect to sub-grantees that are not "public entities".
B. Grantees and Sub-Grantees
Grantee shall require each Grant with Sub-grantees, other than those that are public entities, providing
Goods or Services in connection with this Grant, to include insurance requirements substantially similar to
the following:
i. Worker's Compensation
Worker's Compensation Insurance as required by State statute, and Employer's Liability Insurance
covering all of Grantee and Sub-grantee employees acting within the course and scope of their
employment.
ii. General Liability
Commercial General Liability Insurance written on ISO occurrence form CG 00 Ol 10/93 or
equivalent, covering premises operations, fire damage, independent contractors, products and
completed operations, blanket Grantual liability, personal injury, and advertising liability with
minimurri limits as follows: (a)$1,000,000 each occurrence; (b) $1,000,000 general aggregate; (c)
$1,000,000 products and completed operations aggregate; and (d) $50,000 any one fire. If any
aggregate limit is reduced below $1,000,000 because of claims made or paid, Sub-grantee shall
immediately obtain additional insurance to restore the full aggregate limit and furnish to Grantee a
certificate or other document satisfactory to Grantee showing compliance with this provision.
iii. Automobile Liability
Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos) with
a minimum limit of $1,000,000 each accident combined single limit. '�""'
iv. Additional Insured uf
Grantee and the State shall be named as additional insured on the Commercial General Liability and
Automobile Liability Insurance policies (leases and construction Grants require additional insured
coverage for completed operations on endorsements CG 2010 11/85, CG 2037, or equivalent).
v. Primacy of Coverage
Coverage required of Grantee and Sub-grantees sha11 be primary over any insurance or self-insurance
program carried by Grantee or the State.
vi. Cancellation
The above insurance policies shall include provisions preventing cancellation or non-renewal without
at least 45 days prior notice to the Grantee and the State by certified mail.
vii.Subrogation Waiver
All insurance policies in any way related to this Grant and secured and maintained by Grantee or its
Sub-grantees as required herein shall include clauses stating that each carrier shall waive all rights of
recovery, under subrogation or otherwise, against Grantee or the State, its agencies, institutions,
organizations, officers, agents, employees, and volunteers.
C. Certificates ,
Grantee and all Sub-grantees shall provide certificates showing insurance coverage required hereunder to
the State within seven business days of the Effective Date of this Grant. No later than 15 days prior to the
expiration date of any such coverage, Grantee and each Sub-grantee shall deliver to the State or Grantee
certificates of insurance evidencing renewals thereof. In addition, upon request by the State at any other
time during the term of this Grant or any sub-grant, Grantee and each Sub-grantee shall, within 10 days of
such request, supply to the State evidence satisfactory to the State of compliance with the provisions of this
§13.
14. BREACH
A. Defined
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Page 8 of 17
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In addition to any breaches specified in other sections of this Grant, the failure of either Party to perform
'�"'' any of its material obligations hereunder in whole or in part or in a timely or sarisfactory manner,
constitutes a breach. The institution of proceedings under any bankruptcy, insolvency, reorganization or
similar law, by or against Grantee, or the appointment of a receiver or similar officer for Grantee or any of
its property, which is not vacated or fully stayed within 20 days after the institution or occurrence thereof,
sha11 also constitute a breach.
B. Notice and Cure Period
In the event of a breach, notice of such shall be given in writing by the aggrieved Party to the other Party in
the manner provided in §16. If such breach is not cured within 30 days of receipt of written notice, or if a
cure cannot be completed within 30 days, or if cure of the breach has not begun within 30 days and pursued
with due diligence, the State may exercise any of the remedies set forth in §15. Notwithstanding anything
to the contrary herein, the State, in its sole discretion, need not provide advance notice or a cure period and
may immediately tem�inate this Grant in whole or in part if reasonably necessary to preserve public safety
or to prevent immediate public crisis.
15. REMEDIES
If Grantee is in breach under any provision of this Grant, provided that a breach is not necessary under §15(B),
the State shall have all of the remedies listed in this §15 in addition to all other remedies set forth in other
sections of this Grant following the notice and cure period set forth in §14(B). The State may exercise any or all
of the remedies available to it, in its sole discretion, concurrently or consecutively.
A. Termination for Cause and/or Breach
If Grantee fails to perform any of its obligations hereunder with such diligence as is required to ensure its
completion in accordance with the provisions of this Grant and in a timely manner, the State may notify
Grantee of such non-performance in accordance with the provisions herein. If Grantee thereafter fails to
promptly cure such non-performance within the cure period, the State, at its option, may terminate this
��* entire Grant or such part of this Grant as to which there has been delay or a failure to properly perform.
v�� Exercise by the State of this right shall not be deemed a breach of its obligations hereunder. Grantee shall
continue performance of this Grant to the extent not terminated, if any.
i. Obligations and Rights
To the extent specified in a.ny termination notice, Grantee shall not incur further obligations or render
further performance hereunder past the effective date of such notice, and shall termivate outstanding
orders and sub-grants/contracts with third parties. However, Grantee sha11 complete and deliver to the
State all Work, Services and Goods not cancelled by the ternunation notice and may incur obligations
as are necessary to do so within this Grant's terms. At the sole discretion of the State, Grantee shall
assign to the State all of Grantee's right, title, and interest under such terminated orders or sub-
grants/contracts. Upon termination, G-rantee sha11 take timely, reasonable and necessary action to
protect and preserve property in the possession of Grantee in which the State has an interest. All
materials owned by the State in the possession of Grantee shall be immediately returned to the State.
All Work Product, at the option of the State, shall be delivered by Grantee to the State and shall
become the State's property.
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ii. Payments
The State shall reimburse Grantee only for accepted performance up to the date of termination. If, after
termination by the State, it is determined that Grantee was not in breach or that Grantee's action or
inaction was excusable, such termination shall be treated as a termination in the public interest and the
rights and obligations of the Parties shall be the same as if this Grant had been temunated in the public
interest, as described herein.
iii. Damages and Withholding
Notwithstanding any other remedial action by the State, Grantee also shall remain liable to the State
for any damages sustained by the State by virtue of any breach under this Grant by Grantee and the
State may withhold any payment to Grantee for the purpose of mitigating the State's damages, until
such time as the exact amount of damages due to the State from Grantee is determined. The State may
withhold any amount that may be due to Grantee as the State deems necessary to protect the State,
including loss as a result of outstanding liens or claims of former lien holders, or to reimburse the
Page 9 of 17
State for the excess costs incurred in procuring similar goods or services. Grantee shall be liable for `""`""
excess costs incurred by the State in procuring from third parties replacement Work, Services or
substitute Goods as cover.
B. Early Termination in the Public Interest
The State is entering into this Grant for the purpose of carrying out the public policy of the State of
Colorado, as determined by its Governor, General Assembly, and/or Courts. If this Gra.nt ceases to further
the public policy of the State, the State, in its sole discretion, may terminate this Grant in whole or in part.
Exercise by the State of this right shall not constitute a breach of the State's obligations hereunder. This
subsection shall not apply to a termination of this Grant by the State for cause or breach by Grantee, which
shall be governed by §15(A) or as otherwise specifically provided for herein.
i. Method and Content
The State shall notify Grantee of such termination in accordance with §16. The notice shall specify the
effective date of the termination and whether it affects all or a portion of this Grant.
ii. Obligations and Rights
Upon receipt of a termination notice, Grantee shall be subject to and comply with the same obligations
and rights set forth in §15(A)(i).
iii. Payments
If this Grant is ternunated by the State pursuant to this §15(B), Grantee shall be paid an amount which
bears the same ratio to the total reimbursement under this Grant as the Services satisfactorily
performed bear to the total Services covered by this Grant, less payments previously made.
Additionally, if this Grant is less than 60% completed, the State may reimburse Grantee for a portion
of actual out-of-pocket expenses (not otherwise reimbursed under this Grant) incurred by Grantee
which are directly attributable to the uncompleted portion of Grantee's obligations hereunder;
provided that the sum of any and all reimbursement shall not exceed the maYimum amount payable to
Grantee hereunder.
C. Remedies Not Involving Termination "`'�""
The State, at its sole discretion, may exercise one or more of the following remedies in addition to other
remedies available to it:
i. Suspend Performance
Suspend Grantee's performance with respect to all or any portion of this Grant pending necessary
corrective action as specified by the State without entitling Grantee to an adjustment in price/cost or
performance schedule. Gra.ntee shall promptly cease performance and incurring costs in accordance
with the State's directive and the State shall not be liable for costs incurred by Grantee after the
suspension of performance under this provision.
ii. Withhold Payment
Withhold payment to Grantee until conections in Grantee's performance aze satisfactorily made and
completed.
iii. Deny Payment
Deny payment for those obligations not performed, that due to Grantee's actions or inactions, cannot
be performed or, if performed, would be of no value to the State; provided, that any denial of payment
shall be reasonably related to the value to the State of the obligations not performed.
iv. Removal
Demand removal of any of Grantee's employees, agents, or Sub-grantees whom the State deems
incompetent, careless, insubordinate, unsuitable, or otherwise unacceptable, or whose continued
relation to this Grant is deemed to be contrary to the public interest or not in the State's best interest.
v. Intellectual Property
If Grantee infringes on a patent, copyright, trademark, trade secret or other intellectual properry right
while performing its obligations under this Grant, Grantee shall, at the State's option (a) obtain for the
State or Grantee the right to use such products and services; (b) replace any Goods, Services, or other
product involved with non-infringing products or modify them so that they become non-infringing; or,
(c) if neither of the forgegoing alternatives are reasonably available, remove any infringing Goods, �.
Services, or products and refund the price paid therefore to the State. �+�
Page 10 of 17
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16. NOTICES and REPRESENTATIVES
Each individual identified below is the principal representative of the designating Party. All notices required to
be given hereunder shall be hand delivered with receipt required or sent by certified or registered mail to such
Parly's principal representative at the address set forth below. In addition to, but not in lieu of a hard-copy
notice, notice also may be sent by e-mail to the e-mail addresses, if any, set forth below. Either Party may from
time to time designate by written notice substitute addresses or persons to whom such notices shall be sent.
Unless otherwise provided herein, all notices shall be effective upon receipt.
A. State:
Tony Hernandez, Division Director
Division of Local Government
Colorado Department of Local Affairs
1313 Sherman Street, Rm. 521
Denver, CO 80203
Email: tony.hernandez(a�state.co.us
B. Grantee:
Nan Sundeen, Director, Health and Human Services
Pitkin County
0405 Castle Creek Road, Suite 7
Aspen, CO 81611
Email: Nan.Sundeen(a�co.pitkin.co.us
17. RIGHTS IN DATA, DOCUMENTS, AND COMPUTER SOFTWARE
This section � shall; or � shall not apply to this Grant Agreement.
Any software, research, reports, studies, data, photographs, negatives or other documents, drawings, models,
materials, or Work Product of any type, including drafts, prepared by Grantee in the performance of its
obligations under this Grant shall be the exclusive property of the State and, all Work Product shall be delivered
to the State by Grantee upon completion or termination hereof. 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.
18. GOVERNMENTAL IMMUNITY
Notwithstanding any other provision to the contrary, nothing herein shall constitute a waiver, express or implied,
of any of the immunities, rights, benefits, protection, or other provisions of the Colorado Governmental
Immunity Act, CRS §24-10-101, et seq., as amended. Liability for claims for injuries to persons or property
arising from the negligence of the State of Colorado, its departments, institutions, agencies, boards, officials,
and employees is controlled and limited by the provisions of the Governmental Immunity Act and the risk
management statutes, CRS §24-30-1501, et seq., as amended.
19. STATEWIDE CONTRACT MANAGEMENT SYSTEM
If the maximum amount payable to Grantee under this Grant is $100,000 or greater, either on the Effective Date
or at anytime thereafter, this §19 applies.
Grantee agrees to be governed, and to abide, by the provisions of CRS §24-102-205, §24-102-206, §24-103-601,
§24-103.5-101 and §24-105-102 concerning the monitoring of vendor performance on state Grants and inclusion
of Grant performance information in a statewide Contract Management System.
Grantee's performance shall be subject to Evaluation and Review in accordance with the terms and conditions of
this Grant, State law, including CRS §24-103.5-101, and State Fiscal Rules, Policies and Guidance. Evaluation
and Review of Grantee's performance shall be part of the normal Grant administration process and Grantee's
performance will be systematically recorded in the statewide Contract Management System. Areas of Evaluation
and Review shall include, but sha11 not be limited to quality, cost and timeliness. Collection of information
relevant to the performance of Grantee's obligations under this Grant shall be determined by the specif'ic
requirements of such obligations and shall include factors tailored to match the requirements of Grantee's
obligations. Such performance information shall be entered into the statewide Contract Management System at
Page 11 of 17
intervals established herein and a fmal Evaluation, Review and Rating shall be rendered within 30 days of the �
end of the Grant term. Grantee shall be notified following each performance Evaluation and Review, and shall
address or conect any identified problem in a timely manner and maintain work progress.
Should the final performance Evaluation and Review deternune that Grantee demonstrated a gross failure to
meet the performance measures established hereunder, the Executive Director of the Colorado Department of
Personnel and Administration (Executive Director), upon request by the Deparhnent of Local Affairs, and
showing of good cause, may debar Grantee and prohibit Grantee from bidding on future Grants. Grantee may
contest the fmal Evaluation, Review and Rating by: (a) filing rebuttal statements, which may result in either
removal or correction of the evaluation (CRS §24-105-102(6)), or (b) under CRS §24-105-102(6), exercising the
debarment protest and appeal rights provided in CRS §§24-109-106, 107, 201 or 202, which may result in the
reversal of the debarment and reinstatement of Grantee, by the Executive Director, upon a showing of good
cause.
20. RESTRICTION ON PUBLIC BENEFITS
This section � shall, or ❑ shall not apply to this Grant. Grantee must confirm that any individual natural
person eighteen years of age or older is lawfully present in the United States pursuant to CRS §24-76.5-101 et
seq. when such individual applies for public benefits provided under this Grant by requiring the following:
A. Identitication:
The applicant shall produce one of the following personal identifications:
i. A valid Colorado driver's license or a Colarado identification card, issued pursuant to article 2 of
title 42, C.R.S.; or
ii. A United States military card or a military dependent's identification card; or
iii. A United States Coast Guazd Merchant Mariner card; or
iv. A Native American tribal document.
B. �davit
The applicant shall execute an affidavit herein attached as Form 1, Affidavit of Legal Residency, stating: "'�''
i. That they are United States citizen or legal permanent resident; or �
ii. That they are otherwise lawfully present in the United States pursuant to federal law.
21. GENERAL PROVISIONS
A. Assignment and Subgrants
Grantee's rights and obligations hereunder aze personal and may not be transferred, assigned or subgranted
without the prior, written consent of the State. Any attempt at assignment, transfer, or subgranting without
such consent shall be void. All assignments, subgrants, or sub-grantees approved by Grantee or the State
are subject to all of the provisions hereof. Grantee shall be solely responsible for all aspects of subgranting
arrangements and performance.
B. Binding Effect
Except as otherwise provided in §21(A)„ all provisions herein contained, including the benefits and
burdens, shall extend to and be binding upon the Parties' respective heirs, legal representatives, successors,
and assigns.
C. Captions
The captions and headings in this Grant aze for convenience of reference only, and shall not be used to
interpret, define, or limit its provisions.
D. Counterparts
This Grant may be executed in multiple identical original counterparts, all of which shall constitute one
agreement.
E. Entire Understanding
This Grant represents the complete integration of all understandings between the Parties and all prior
representations and understandings, oral or written, are merged herein. Prior or contemporaneous additions,
deletions, or other changes hereto shall not have any force or effect whatsoever, unless embodied herein.
F. Indemnification-General ''�`'a
Page 12 of 17
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��..� Grantee sha11 indemnify, save, and hold harmless the State, its employees and agents, against any and all
claims, dama.ges, liability and court awards including costs, expenses, and attorney fees and related costs,
incurred as a result of any act or omission by Grantee, or its employees, agents, Sub-grantees, or assignees
pursuant to the terxns of this Grant; however, the provions hereof shall not be construed or interpreted as a
waiver, express or implied, of any of the immunities, rights, benefits, protection, or other provisions, of the
Colorado Governmental Immunity Act, CRS §24-10-101 et seq., or the Federal Tort Claims Act, 28 U.S.C.
2671 et seq., as applicable, as now or hereafter amended.
G. Jurisdiction and Venue
All suits, actions, or proceedings related to this Grant shall be held in the State of Colorado and exclusive
venue shall be in the City and County of Denver.
H. List of Selected Applicable Laws
Grantee at all times during the performance of this Grant shall comply with all applicable Federal and State
laws and their implementing regulations, currently in existence and as hereafter amended, including
without limitation those set forth on Eghibit A, Applicable Laws, attached hereto, which laws and
regulations are incorporated herein and made part hereof. Grantee also shall requ�re compliance with such
laws and regulations by subgrantees under subgrants pernutted by this Grant.
I. Modification
i. By the Parties
Except as specifically provided in this Grant, modifications hereof shall not be effective unless agreed
to in writing by the Parties in an amendment hereto, properly executed and approved in accordance
with applicable Colorado State law, State Fiscal Rules, and Office of the State Controller Policies,
including, but not limited to, the policy entitled MODIFICATION OF CONTRACTS - TOOLS AND
FORMS.
ii. By Operation of Law
'` This Grant is subject to such modifications as may be required by changes in Federal or Colorado
��` State law, or their implementing regulations. Any such required modification automatically sha11 be
incorporated into and be part of this Grant on the effective date of such change, as if fully set forth
herein.
J. Order of Precedence
The provisions of this Grant shall govern the relationship of the State and Grantee. In the event of conflicts
or inconsistencies between this Grant and its exhibits and attachments including, but not limited to, those
provided by Grantee, such conflicts or inconsistencies shall be resolved by reference to the docuxnents in
the following order of priority:
i. Colorado Special Provisions
ii. The provisions of the main body of this Grant
iii. Exhibit A
iv. E�ibit B
K. Severability
Provided this Grant can be executed and performance of the obligations of the Parties accomplished wifhin
its intent, the provisions hereof are severable and any provision that is declaxed invalid or becomes
inoperable for any reason shall not affect the validity of any other provision hereof.
L. Survival of Certain Grant Terms
Notwithstanding anything herein to the contrary, provisions of this Grant requiring continued performance,
compliance, or effect after termination hereof, shall survive such termination and shall be enforceab�e by
the State if Grantee fails to perform or comply as required.
M. Taxes
The State is exempt from a11 federal excise ta�ces under IRC Chapter 32 (No. 84-730123K) and from all
State and local government sales and use taxes under CRS §§39-26-101 and 201 et seq. Such exemptions
apply when materials are purchased or services rendered to benefit the State; provided however, that certai.n
political subdivisions (e.g., City of Denver) may require payment of sales or use taxes even though the
product or service is provided to the State. Grantee shall be solely liable for paying such taaces as the State
is prohibited from paying for or reunbursing Grantee for them.
Page 13 of 17
N. Third Party Beneficiaries
Enforcement of this Grant and all rights and obligations hereunder are reserved solely to the Parties, and
not to any third party. Any services or benefits which third parties receive as a result of this Grant are
incidental to the Grant, and do not create any rights for such third parties.
O. Waiver
Waiver of any breach of a term, provision, or requirement of this Grant, or any right or remedy hereunder,
whether explicitly or by lack of enforcement, shall not be construed or deemed as a waiver of any
subsequent breach of such term, provision or requirement, or of any other term, provision, or requirement.
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Page 14 of 17
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COLORADO SPECIAL PROVISIONS
The Special Provisions apply to all Grants except where noted in italics.
A. 1. CONTROLLER'S APPROVAL. CRS §24-30-202 (1).
This Grant shall not be deemed valid until it has been approved by the Colorado State Controller or
designee.
B. 2. FUND AVAILABILITY. CRS §24-30-202(5.5).
Financial obligations of the State payable after the current fiscal year are contingent upon funds for that
purpose being appropriated, budgeted, and otherwise made available.
C. 3. GOVERNMENTAL IlVIMUNITY.
No term or condition of this Grant shall be construed or interpreted as a waiver, express or implied, of any
of the immunities, rights, benefits, protections, or other provisions, of the Colorado Governmental
Immunity Act, CRS §24-10-101 et seq., or the Federal Tort Claims Act, 28 U.S.C. §§1346(b) and 2671 et
seq., as applicable now or hereafter amended.
D. 4. INDEPENDENT CONTRACTOR
Grantee shall perform its duties hereunder as an independent Grantee and not as an employee. Neither
Grantee nor any agent or employee of Grantee shall be deemed to be an agent or employee of the State.
Grantee and its employees and agents are not entitled to unemployment insurance or workers compensation
benefits through the State and the State sha11 not pay for or otherwise provide such coverage for Grantee or
any of its agents or employees. Unemployment insurance benefits shall be available to Grantee and its
employees and agents only if such coverage is made available by Grantee or a third party. Grantee shall pay
when due all applicable employment taxes and income taa�es and local head ta�ces incurred pursuant to this
Grant. Grantee shall not have authorization, express or implied, to bind the State to any Grant, liability or
w,,, understanding, except as expressly set forth herein. Grantee sha11(a) provide and keep in force workers'
�, compensation and unemployment compensation insurance in the amounts required by law, (b) provide
proof thereof when requested by the State, and (c) be solely responsible for its acts and those of its
employees and agents.
E. 5. COMPLIANCE WITH LAW.
Grantee shall strictly comply with all applicable federal and State laws, rules, and regulations in effect or
hereafter established, including, without limitation, laws applicable to discrimination and unfair
employment practices.
F. 6. CHOICE OF LAW.
Colorado law, and rules and regulations issued pursuant thereto, shall be applied in the interpretation,
execution, and enforcement of this grant. Any provision included or incorporated herein by reference which
conflicts with said laws, rules, and regulations shall be null and void. Any provision incorporated herein by
reference which purports to negate this or any other Special Provision in whole or in part shall not be valid
or enforceable or available in any action at law, whether by way of complaint, defense, or otherwise. Any
provision rendered null and void by the operation of this provision shall not invalidate the remainder of this
Grant, to the extent capable of execution.
G. 7. BINDING ARBITRATION PROHIBITED.
The State of Colorado does not agree to binding arbitration by any extra-judicial body or person. Any
provision to the contrary in this contract or incorporated herein by reference shall be null and void.
H. 8. SOFTWARE PIRACY PROHIBITION. Governor's Egecutive Order D 002 00.
State or other public funds payable under this Grant shall not be used for the acquisition, operation, or
maintenance of computer software in violation of federal copyright laws or applicable licensing
restrictions. Grantee hereby certifies and warrants that, during the term of this Grant and any extensions,
Grantee has and shall maintain in place appropriate systems and controls to prevent such improper use of
public funds. If the State determines that Grantee is in violation of this provision, the State may exercise
any remedy available at law or in equity or under this Grant, including, without limitation, immediate
�� terniination of this Grant and any remedy consistent with federal copyright laws or applicable licensing
restrictions.
Page 15 of 17
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I. 9. EMPLOYEE FINANCIAL INTEREST. CRS §§24-18-201 and 24-50-507. '�
The signatories aver that to their knowledge, no employee of the State has any personal or beneficial
interest whatsoever in the service or property described in this Grant. Grantee has no interest and shall not
acquire any interest, direct or indirect, that would conflict in any manner or degree with the performance of
Grantee's services and Grantee shall not employ any person having such known interests.
J. 10. VENDOR OFFSET. CRS §§24-30-202 (1) and 24-30-202.4.
[NotApplicable to intergovernmental agreements] Subject to CRS §24-30-202.4 (3.5), the State
Controller may withhold payment under the State's vendor offset intercept system for debts owed to State
agencies for: (a) unpaid child support debts or child support arrearages; (b) unpaid balances of tax, accrued
interest, or other charges specified in CRS §39-21-101, et seq.; (c) unpaid loans due to the Student Loan
Division of the Department of Higher Education; (d) amounts required to be paid to the Unemployment
Compensation Fund; and (e) other unpaid debts owing to the State as a result of final agency deteimination
or judicial action. ,
K. 11. PUBLIC GRANTS FOR SERVICES. CRS §8-17.5-101.
[Not Applicable to Agreements relating to the offer, issuance, or sade of securities, investment advisory
services or fund management services, sponsored projects, intergovernmental Agreements, or
information technology services or products and servicesJ Grantee certifies, wa.rrants, and agrees that it
does not knowingly employ or Grant with an illegal alien who shall perform work under this Grant and
shall confirm the employment eligibility of all employees who aze newly hired for employment in the
United States to nerform work under this Grant, through participation in the E-Verify Program or the State
program established pursuant to CRS §8-17.5-102(5)(c), Grantee shall not knowingly employ or Grant with
an illegal alien to perForm work under this Grant or enter into a Grant with a Sub-grantee that fails to
certify to Grantee that the Sub-grantee shall not knowingly employ or Grant with an illegal alien to erform
work under this Grant. Grantee (a) shall not use E-Verify Program or State program procedures to ,�,,
undertake pre-employment screening of job applicants while this Grant is being performed, (b) shall notify
the Sub-grantee and the Granting State agency within three days if Grantee has actual knowledge that a
Sub-grantee is employing or Granting with an illegal alien for work under this Grant, (c) shall terminate the
Subgrant if a Sub-grantee does not stop employing or Granting with the illegal alien within three days of
receiving the notice, and (d) shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to CRS §8-17.5-102(5), by the Colorado Departrnent of Labor and Employment. If
Grantee participates in the State program, Grantee shall deliver to the Granting State agency, Institution of
Higher Education or political subdivision, a written, notarized affirmation, affirming that Grantee has
examined the legal work status of such employee, and sha11 comply with all of the other requirements of the
State program. If Grantee fails to comply with any requirement of this provision or CRS §8-17.5-101 et
seq., the Granting State agency, institution of higher education or political subdivision may terminate this
Grant for breach and, if so terxninated, Grantee sha11 be liable for damages.
L. 12. PUBLIC GRANTS WITH NATURAL PERSONS. CRS §24-76.5-101.
Grantee, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of
perjury that he or she (a) is a citizen or otherwise lawfully present in the United States pursuant to federal
law, (b) shall comply with the provisions of CRS §24-76.5-101 et seq., and (c) has produced one form of
identification required by CRS §24-76.5-103 prior to the effective date of this Grant.
SPs Effective 1/1/09
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Page 16 of 17
,,.�.,, .. .. .. ... ...�a.,... � ..
SIGNATURE PAGE
THE PARTIES HERETO HAVE EXECUTED THIS GRANT
* Persons signing for Grantee hereby swear and affirm that they are authorized to act on Grantee's behalf and �
acknowledge that the State is relying on their representations to that effect.
GRANTEE
PITKIN COUNTY
�
Title:
I_ a' o•, �r o 1�. �.F a.�_)vv �
�1ame of �ut�iorized Individual
r��ti � ��� C.,�,
Official Title of Authorized Individual
� ,,R� �Ff l� �,�.V�/L, t'r�/�
P
v *Signa
Date: � I � / ��l �
� �
STATE OF COLORADO
Bill Ritter, Jr., GOVERNOR
DEPARTMENT OF LOCAL AFFAIRS
B � �-r--
Susan E. Kirkpa 'ck, Executive Director
Date:
PRE-APPROVED FORM CONTRACT REVIEWER
���
�
Date:
��-�`�L2�i� �llli�J�
Lucia Smead, Federal G Manager
�--3�/�Q
ALL GRANTS REOUIRE APPROVAL BY THE STATE CONTROLLER
CRS §24-30-202 requires the State Controller to approve all State Grants. This Grant is not valid until signed and
dated below by the State Controller or delegate. Grantee is not authorized to begin performauce until such time. If
Grantee begins performing prior thereto, the State of Colorado is not obligated to pay Grantee for such
performance or for any goods and/or services provided hereunder.
�
STATE CONTROLLER
David J. McDermott,
, �
lt�-�/,
t�ngtse�ha, �ontroller Delegate
Date: � �� � / � O
Page 17 of 17
J
.,� CSBG: #35 Pitkin County
EXHIBIT A - APPLICABLE LAWS
x,�
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� ��.
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Federal laws and regulations incorporated into this contract include, without limitation:
1. Age Discrimination Act of 1975, 42 U.S.C. Secrions 6101, et seq.
2. Age Discrimination in Employment Act of 1967, 29 U.S.C. 621-634
3. Americans with Disabilities Act of 1990 (ADA), 42 U.S.C. 12101, et seq.
4. Equal Pay Act of 1963, 29 U.S.C. 206(d)
5. Immigration Reform and Control Act of 1986, 8 U.S.C. 1324b
6. Section 504 of the Rehabilitarion Act of 1973, 29 U.S.C. 794
7. Title VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d
8. Title VII of the Civil Rights Act of 1964, 42 U.S.C. 2000e
9. Title IX of the Education Amendment of 1972, 20 U.S.C. 1681, et seq.
10. Section 24-34-302, et seq., Colorado Revised Statutes 1997, as amended
11. The applicable of the following:
11.1. Cost Principals for State, Local and Indian Tribal Governments, 2 C.F.R. 225, (OMB Circular A-87);
11.2. Cost Principals for Education Institutions, 2 C.F.R. 220, (OMB Circular A-21);
11.3. Cost Principals for Non-Profit Organizations, 2 C.F.R. 230, (OMB Circular A-122), and
11.4. Audits of States, Local Governments, and Non-Profit Organizations (OMB Circular A-133); and/or the
Colorado Local Government Audit Law, 29-1-601, et seq, C.R.S., and State implementing rules and
regularions.
12. Prohibition Against use of Federal Funds for Lobbying, 31 U.S.C. 1352
13. Privacy Act of 1974, 5 U.S.C. S 5529 and Regulations adopted thereunder
14. Drug Free Workplace Act
15. U.S. Department of Health & Human Services regulations:
15.1. Procedures of the Departmental Grant Appeals Board, 45 CFR Part 16;
15.2. Claims Collection, 45 CFR Part 30;
15.3. Debarment and Suspension from Eligibility for Financial Assistance (Nonprocurement), 45 CFR Part 76;
15.4. Nondiscrimination Under Programs Receiving Federal Assistance through the Department of Health and
Human Services, Effectuation of Title VI of the Civil Rights Act of 1964, 45 CFR Part 80;
15.5. Practice and Procedure for Hearings Under Part 80 of this Title, 45 CFR Part 81;
15.6. Nondiscrimination on the Basis of Handicap in Programs and Activities Receiving Federal Financial
Assistance, 45 CFR Part 84;
15.7. Nondiscrimination on the Basis of Sex in Education Programs and Activities Receiving or Benefiting from
Federal Financial Assistance, 45 CFR Part 86;
15.8. Equal Treatment for Faith-Based Organizations, 45 CFR Part 87;
15.9. Nondiscrimination on the Basis of Age in HHS Programs or Activiries Receiving Federal Financial
Assistance, 45 CFR Part 91;
15.10. New Restrictions on Lobbying, 45 CFR Part 93;
15.11. Block Grants, 45 CFR Part 96;
15.12. Consolidation of Grants to the Insular Areas, 45 CFR Part 97;
15.13. Intergovernmental Review of Department of Health and Human Services Programs and Activities, 45 CFR
Part 100.
15.14. Uniform administrative requirements for grants and cooperative agreements to State, local, and tribal
govemments, 45 CFR Part 92.
16. Community Services Act, Public Law 105-285, Title II, and 42 U.S.C. 9901-9923
17. Certification required by 29 CFR Part 98, "Governrnent Debarment and Suspension"
18. Environmental Tobacco Smoke Certification, also lmown as the Pro-Children Act of 1994, Public Law 103-227.
19. (Part of CSBG Act) Programs and activities under this Act are considered to be programs receiving federal financial
assistance and are subject to all provision of EEO, except for those Grantees who are under Section 679 of the CSBG
Act, religious organization's exempt from Section 702 of the Civil rights Act of 1964 (42 U.S. C. 2003-1) regarding
employment practices
Page 1 of 1— Exhibit A— Applicable Laws �
CSBG: #35 Pitkin County
EXHIBIT B— STATEMENT OF PROJECT (SOP)
Community Services Block Grant
1. GENERAL DESCRIPTION OF THE PROJECT
1.1 Project Description and Eligible Expenses
Pitkin County will provide services to low-income citizens through the Pitkin County Department of Health
and Human Services. The Grantee has identified emergency assistance through the Aspen Homeless Shelter
(AHS) program. The AHS program provides a safe warm place to stay and receive an evening meal. This
program offers a hot meal, respite from the cold, educational activities, and an opportunity to participate in
case management contact. The grant will pay for hot meals/food at the evening shelter. Copies of receipts
and invoices for food or meals will be provided for reimbursement.
1.2 Results Oriented Management Accountability (ROMA)
The Community Services Block Grant (CSBG) Program is a national program that must demonstrate
ROMA. This is accomplished through the nine federal objectives, six national goals, and twelve national
indicators.
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Pitkin County shall provide services meeting the following Federal Objectives: National Indicators: 2.3,
3.1, 3.2, 4.1, 5.1,6.2 and 6.5; and National Goals: 2, 3, 4, 5, and 6. Grantee's fmal report to the State shall
reflect outcomes in accordance with the above federal objectives, national indicators, and national goals.
Any changes during the term of this Grant requires a public hearing, new application and plan, and a
modification of this agreement in accordance with Modificarion subsecrion of the General Provisions of the
Grant.
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13.Poverty Guidelines �
Services shall be provided only to those persons with income at or below 125% of the poverty guidelines
published by the U.S. Department of Health and Human Services.
2. DEFINITIONS
2.1. List specialized terminologies used in the SOP:
Tripartite Board refers to the requirement by the CSBG Act of 1998, §676B that grantees receiving
funds have a board comprised of: 1/3 elected public officials or their representatives, 1/3 low-income
individuals or their representatives, and 1/3 members of business, industry, labor, religious, law
enforcement, education or other major group of interest in the community served.
2Z. List abbreviations used in the SOP: NONE
3. PERSONNEL
3.1. Responsible Administrator. Grantee's performance hereunder shall be under the direct supervision of
Mitzi Ledin�ham, an employee or agent of Grantee, who is hereby designated as the responsible
administrator of this project.
3.2. Other Key Personnel: NONE
3.3. Replacement. Grantee shall immediately notify the State if any key personnel cease to serve. Provided
there is a good-faith reason for the change, if Grantee wishes to replace its key personnel, it shall notify
the State and seek its approval, which shall be at the State's sole discretion, as the State issued this
Grant in part reliance on Grantee's representations regarding Key Personnel. Such notice shall specify
why the change is necessary, who the proposed replacement is, what their qualifications are, and when
the change will take effect. Anytime key personnel cease to serve, the State, in its sole discretion, may
direct Grantee to suspend work on the Project until such tixne as their replacements are approved. All
notices sent under this subsection shall be sent in accordance with §16 of the Grant.
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Page 1 of 3— Exhibit B— Statement of Project
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�,. 4. FUNDING
4.1. Match. Matching fund is not required for this Grant.
4.2. Project Budget.
� Project Activities
Eligible expenses/activities as specified in § 1 of this E�ibit.
$12,470.00
5. PAYMENT
5.1. Payment Schedule:
Grantee shall submit a request for payment, at a minimum, quarterly. All requests sha11 be for eligible
expenses, as described in detail in §1 above, using the state-provided form and accompanied by
supporting documentation equal to 100% of reimbursement request.
5.2. Remittance Address. If mailed, payments shall be remitted to the following address unless changed in
accordance with §16 of the Grant:
Pitkin County
0405 Castle Creek Road, Suite 7
Aspen, CO 81611
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6. ADMINISTRATIVE REQiTIREMENTS
6.1. Accounting. Grantee shall maintain properly segregated accounts of Grant funds, matching funds, and
other funds associated with the Project and make those records available to the State upon request. All
receipts and expenditures associated with the Project shall be documented in a detailed and specific
manner, in accordance with the Project Budget.
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6.2. Audit Report. If an audit is performed on Grantee's records for any fiscal year coveri.ng a portion of
the term of this Grant or any other grants/contracts with DOLA, Grantee shall submit an electronic
copy of the final audit report, including a report in accordance with the Single Audit Act, to
dola.auditna,state.co.us, or send the report to:
Department of Local Affairs
Accounting & Financial Services
1313 Sherman Street, Room 323
Denver, CO 80203
6.3. Monitoring. The State shall evaluate this Project through review of Grantee submitted reports. The
State may also conduct on-site monitoring to determine whether the Grantee met the performance
goals, administrative standards, financial management and other requirements of the CSBG Act and
this Grant.
6.4. Records. Grantee shall maintain records in accordance with §9 of the Grant.
6.5. Reporting.
6.S.1.Carryover Funds. Grantee shall inform the State no later than September 30, 2010 of the status
of the grant and of any potential of carryover funds.
6.5.2.Financial Status and Program Reports. Grantee shall submit the following reports to the State
using the state-provided forms:
� Report Period
� ,�, � March through June
� � � July through September
� � October through December
� January through February
Renort Type
Financial Status
Financial Status
Financial Status
Financial Status
Tofal Costs
Due Date
July 31, 2010
October 31, 2010
January 31, 2011
March 31, 2011
Page 2 of 3— Exhibit B— Statement of Project ,
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� March through Au�ust (siY months) � Program � September 30, 2010 � „.
� Final Report � Program � Mazch 31, 2011
6.5.3.Unexpended Balance. The grantee shall inform the State no later than 30 days prior to the
Termination Date of the status of the Grant Funds and any potential unexpended balance.
6.6. Subgrantee Monitoring. Grantee shall monitor subgrantees, if any, at least once during the term of
this Grant. Documentation of monitoring results will be forwazded to the State.
6.7. Training. Attendance at webinars and trainings conducted by the state to enhance the administration of
the CSBG program is required. Grantee will be notified of all such training at least 30 days in advance.
6.8. Tripartite Board. Grantee's tripartite board shall meet a minimum of twice annually with minutes of
each meeting provided to the State within 30 days of the board meeting.
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Page 3 of 3— Eachibit B— Statement of Project
FORM 1— AFFIDAVIT OF LEGAL RESIDENCY
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laws of the State of Colorado that (check one):
❑ I am a United States citizen, or
, swear or affirm under penalty of perjury under the
❑ I am a Permanent Resident of the United States, or
❑ I am lawfully present in the United States pursuant to Federal law.
I understand that this sworn statement is required by law because I have applied for a public benefit or
I am a sole proprietor entering into a contract or purchase order with the State of Colorado. I
understand that state law requires me to provide proof that I am lawfully present in the United States
prior to receipt of this public benefit or prior to entering into a contract with the State. I further
acknowledge that making a false, fictitious, or fraudulent statement or representation in this sworn
affidavit is punishable under the criminal laws of Colorado as perjury in the second degree under CRS
§ 18-8-503 and it shall constitute a separate criminal offense each time a public benefit is fraudulently
received.
Signature
Date
Page 1 of 1— Form 1— Affidavit of Legal Residency