HomeMy WebLinkAboutbocc.con.042.2014 RESERVED
Rev. 08-30-1/jls
� COUNTY CLERK'S
CONTRACT COVERSHEET
CONTRACT #: 042.2014 -
ORIGINATING DEPARTMENT: Health & Human Services
PROCUREMENT OFFICER: Mitzi Ledingham PHONE #: 9709205766
PROJECT NAME: HCF Grant Programs CONTRACTOR: P1tiCIT1 COUritY H821th 3rid
Human Services-Emergency Assistance Fund
DOLLAR AMOUNT: $40,000.00 LINE ITEM# n/a
CONTRACT EXECUTION DATE: 1/1/2014 CONTRACT END DATE: 12/31/2016
AUTOMATIC RENEWAL: ❑ YES � NO TERM: 3 Year Partnership
❑ BOCC AGENDA ITEM (Grants, [GA) � STAFF AUTHOR[ZED SIGNATURE
(Requires BOCC Signature) (Per Revised Procurement Code 7/2005)
❑ OVER $50,000 (Requires Section Leader& Counry Manager's Signature)
✓ CHECK PROCUREMENT TYPE:
� None ❑ Informal ❑ Formal ❑ Sole Source ❑ Emergency ❑ Outside Agency/State Bid
❑ Compliance with C.R.S. 8-U-5-101, 102 as amended (Immigration Form) ❑ Exempt
❑ Contract Renewal �
✓ CHECK CONTRACT TYPE: lX /V p1^"� " �
V
❑ Services/Maintenance ❑ Employment
❑ License/Use ❑ Intergovernmental Agreement(Resolution Required)
❑ Lease � Non-Profit
❑ Construction ❑ Quasi-Public (e.g.-AVH)
❑ Goods, Equipment, Supplies ❑ Grant Agreements (Notify Finance & Resolution Required)
❑ Other(e.g. revenue) ❑ Change OrdedContract Amendment
� (C/O: 10%or$25K whichcver is[he lesser must have County Manager signa[ure)
All Contracts should be proofed and all exhibits and notices must be attached for the following:
✓ �No Pages Missing ✓� All Other Blanks Filled In
✓ ❑ If Page L,eft Intentionally Blank—Note on Page ✓❑ All Exhibits Attached
✓ � Page numbered consecutively ✓❑ All Legal Descriptions attached ('f applicable)
✓ � All Original Signatures Affixed ✓❑ Notice of Award/Notice to Proceed Attached (ifapplicable,
✓ � All Dates Filled In ✓❑ Warranty (ifapplicable)
✓ � Special Instructions for Finance Department: please see HCF contract payment worksheet
✓ � Authorized Procurement Ofticer's Name: Mitzi Ledingham
BY CHECHING ABOVE AND ENTERING NAME,THE AUTHORIZED STAFF PERSON INDICATES THAT
THE ATTACHED DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING.
NOTE: CLERK'S OFFICE WILL KEEP ORIGINAL DOCUMENTS IN COMPLIANCE WITH COLORADO STATE
ARCHNES RETAINAGE SCHEDULE. ALL ATTACHMENTS MUST BE WITH THIS CHECKLIST!
PITK[N COUNTY
HEALTH AND HUMAN SERVICES
PARTNERSHIP GRANT AWARD
PITK[N COUNTY HEALTH AND HUMAN SERVICES'
EMERGENCY ASSISTANCE FUND, 2014-2016
Contract Number 42.2014 Ledger Number n/a-iourna[entrv transfer
This Grant is made as of the date last below signed between Pitkin County, herein referzed to as
"County", and Pitkin County Health and Human Services' Emergency Assistance Fund,
hereafrer referred to as"Agency". Whereas, Pitkin County Health and Human Services'
Emergency Assistance Fund, helps residents of Pitkin County optimize their quality of life by
building and providing responsive and integrated health and human services.
l. Term and Renewal of Agreement: Absent any termination for cause under paragraph � of
the Agreement,the term of this Agreement shall continue for a period of three years,
from January I, 2014, to December 31, 2016, subject to budget appropriation,
compliance with contract obligations, and Board of County Commissioners' approval
each year.
2. A¢encv Oblieations: Agency shall:
a) Strictly adhere to all applicable federal, state and local laws or regulations that
have been or may hereafter be established.
b) Compliance with House Bill 06-1023. Perform the following verifications to
comply with House Bill 06-1023: Grantees who provide a benefit to persons over
the age of 18 years of age and which require an individual application from the
person who will receive a benefit, are required to verify the applicanYS legal
presence in the United States. The verification of lawful presence requires all
applicants 18 years of age or older to:
i. Produce a valid Colorado driver's license or a Colorado identification
card; or a United States military card or military dependent's identification
card; or a United States Coast Guard Merchant Mariner card; or a Native
American Tribal document; and
ii. Execute an affidavit stating that applicant is a United States citizen or
legal permanent resident; or that applicant is otherwise lawfulty
present in the United States pursuant to Federal law.
c) Be lawfully prohibited, pursuant to Article 76.5 of Title 24, C.R.S., from
providing a Federal public benefit or a state or local public benefit in violation of.
paragraph (b) of this section.
i. Statutory Exceptions: Excepted from this requirement are the following
types of benefits:
A. Services for children under age 18;
B. Obtaining health care items and services necessary for treatment of an
emergency medical condition ofthe person involved and not related to
an organ transplant;
C. Short-term, in-kind, non-cash emergency disaster relief;
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D. Public health assistance for immunizations, with respect to
immunizable diseases and for testing and treatment of symptoms of
communicable disease, whether or not such symptoms are caused by
immunizable diseases;
E. Programs, services or assistance such as soup kitchens, crisis
counseling and intervention;
F. Prenatal care.
d) Public Grants for Services. CRS §8-17.5-101.
[Not applicable to agreements re/ating to the offer, issuance, or sale of
securities, investment advisory services or fund management services,
sponsored projects, intergovernmenta!agreements, or information technology
services or producrs and services/Grantee certifies, warrants, and agrees that it
does not knowingly employ or contract with an illega(alien who will perform
work under this Grant and will confirm the employment eligibility of all
employees who are newly hired for employment in the United States to perform
work under this Grant, through participation in the E-Verify Program or the
Department program established pursuant to CRS §8-17.5-102(5)(c), Grantee
shall not knowingly employ or contract with an illegal alien to perform work
under this Grant or enter into a grant with a Subgrantee that fails to certify to
Grantee that the Subgrantee shall not knowingly employ or contract with an
illegal alien to perform work under this Grant. Grantee:
i. shall not use E-Verify Program or DepaRment program procedures to
undertake pre-employment screening ofjob applicants while this Grant is
being performed
ii. shall notify the Subgrantee and the granting State agency within three days
if Grantee has actual knowledge that a Subgrantee is employing or
contracting with an illegal alien for work under this Grant
iii. shall terminate the subgrant if a Subgrantee does not stop employing or
contracting with the illegal alien within three days of receiving tbe notice,
and
iv. shall comply with reasonable requests made in the course of an
investigation, undertaken pursuant to CRS §8=17.5-102(5), by the Colorado
DepaRment of Labor and Employment. If Grantee participates in the
Department 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 shall comply with all of the other requirements of the
Department program. If Grantee fails to comply with any requirement of
this provision or CRS §8-17.5-101 et seq., the granting State agenc}�,
institution of higher education or political subdivision may terminate this
Grant for breach and, if so terminated, Grantee shall be liable for damages.
e) The Agency shall comply with any reasonable request by the Department of
Labor and Employment made in the course of an investigation that the
Department of Labor and Employment is undertaking pursuant to the authority
established in Subsection (5) ofC.R.S. § 8-17.5-102.
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� Hold and maintain for the term hereof the necessary licenses(s) as specified under
State law, which permits the performance of the service(s) to be provided herein.
g) Shall maintain an affordable sliding-fee scale schedule for its services in order to
accommodate low-income individuals.
h) Subcontracts utilized by the Agency shall be subject to the requirements of the
Grant as listed here, and the Agency is responsible for the performance of any
subcontractor.
i) Abide by all applicable provisions of the Title VI and VII of the Federal Civil
� Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and Tide XX
• ofthe Social Security Act of 1975 as revised.'
j) Maintain written requirements for safeguarding client information and comply
with the same.
k) Maintain service program records, fiscal records, documentation and otfier
records relevant to this Grant for the duration of the grant plus six years. The
above shall be subject at all reasonable times to inspections, review or audit by
Federal, State or County personnel, and other persons authorized in writing by the
Counry. �
I) Provide the services at the location as shown as the address of the Agency or
whatever is appropriate for that service within Pitkin County.
m) Provide the service(s)described herein at a cost not greater than charged to other
persons.
n) Provide semi-annual Performance Measure reports and Financial Reports. These
reports will include the number of unduplicated clients who live and/or work in
Pitkin County served by the Agency's program(s). This,report schedule will
repeat annually and is subject to change.
i. The first report, the mid-year report, is due August l, 2014, for the first six
montfis of the grant year.
ii. The second report is due January 31, 2015, for the entire period ofthe
grant year.
iii. The reports will include Agency's annual goals and actual results year-to-
date, as well as an explanation of any variances observed and the steps that .
are to be taken to address those variances.
3. Pitkin Countv's Obli�ations: Pitkin,County shall:
a) County agrees fo grant $40,000 to Pitkin County Health and Human Services'
Emergency Assistance Fund as approved in the County's 2014 budget, which was
approved by the Board of County Commissioners on December 18, 2013. Grant
funding supports the Emergency Services Fund for Pitkin County residents
in need of assistance with rent and/or shelter, dental/medical support,
prescription assistance, transportation and food vouchers.
b) The total amount of this contract shall not exceed $40,000 cash maximum in
2014. The County will pay Agency the total amount oftliis grant on or before the
last day of March 2014. Payment is contingent upon receipt of mutually agreed
upon Performance Measures and satisfactory semi-annual reports as outlined in
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section 2(n) of this contract. The retum of a completed contract is required in
order to receive payment.
4. General Provisions
a. The Parties to this Grant intend that the relationship between them contemplated
by the Grant is that of independent agency. No agent, employee, or servant
Agency will be solely and entirely responsible for its acts and the act of its agents, �
employees, servants and subcontractors during the performance ofthe Grant.
b. Payment pursuant to the Grant, if in County, State or Federal funds, whether in
whole or in part, is subject to and contingent upon the continuing availability and
appropriation of County funds for the purpose thereof.
c. This Grant constitutes the full and complete agreement ofthe parties and
supersedes or incorporates any prior written and oral agreements of the parties. In
addition, Agency understands that no County official or employee, other than th'e
Board of County Commissioners acting as a body at a Board meeting, has
authority to enter into a Grant or to modify the terms of this Grant on behalf of the
County. Any such Grant or modification to this Grant must be in writing and be
executed by The parties hereto.
5. DefaulUCancellation. If Agency shall default in the performance of Agency's
Obligations pursuant to the terms of this Ageement, and/or fails to provide an accounting
or use or appropriation of monies granted in the manner in which such accounting was
represented to the County, Agency shall have the right to cure said default after written
notice by the County of the default to Agency. If Agency fails to cure such default within
sixty(60) days after written notice is given from the County to Agency specifying the
nature of such default(or if such default cannot be cured within the aforesaid period of
time, if the Agency shall fail to prompdy commence to cure the same and to thereafter
diligently proceed with such cure), County shall reserve the right to cancel this
Agreement and make a demand for the return of all monies that County determines, at its
sole discretion, were not appropriated in accordance with this Agreement. Written notice
of default and cancellation shall be made to Agency by first class mail, postage prepaid
and by certified mail, return receipt requested, to the following address:
Mitzi Ledingham
Deputy Director of Health & Human Services
Pitkin County Health and Human Services' Emergency Assistance Fund
0405 Castle Creek Road, Suite 7
Aspen, CO 81611 .
6. Entire Agreement: This Agreement constitutes the full and complete Agreement of the
parties hereto and shall not be modified except by a written agreement signed by the
parties. �
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IN WIT'NESS WHEREOF, the parties hereto have caused this Agreement to be executed as
of the latest date written below.
PITKIN COUNTY, COLORADO
sy: ��� ��.-� � �-PO l� 2-`e- �`�
Nancy N. Sundeen Date
Director of Health & Human Services
PITKIN COUNTY HEALTH AND HUMAN SERVICES' EMERGENCY
ASSISTANCE E D
By: f � ��l l�
Mitzi Ledingham Date
Deputy Director of He Ith & man�rvices
Mailine Address:
Pitkin County Health and Human Services' Emeraency Assistance Fund
0405 Castle Creek Road, Suite 7
Aspen, CO 81611
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