HomeMy WebLinkAboutbocc.con.197.20 2017-I 1-13 hi!
tiKIN Pitkin County
COUNT Procurement Cover Sheet
(C/-),cv
Please complete the Contract Cover Sheet when the contract/task order is complete and fully executed.
Return all Contract Cover Sheets and Contracts/Change Orders/Amendments/Task Orders to Procurement
Contract Information
Contract Number 197.20
Project Name Protect Our Neighbors Bilingual and Bi-cultural Support Project
Contractor West Mountain Regional Health Alliance
Budget Line Item PON Planning= 11437100.561000 - 10198 $ 50,000.00
PON IS = 11437100.561000 - 10199 $ 37,875.00
Additional Budget Line $ _
Item(s) $ _
(Please fully allocate New Contract Total)
$
Procurement Method: Emergency
Type: Services/Maintenance
Contract Start Date 9/28/2020
Contract End Date 12/31/2020
Contract Type New Contract
Retainage No
Contact Information:
Department Public Health
County Representative Suzuho Shimasaki County Representative (970) 429-3331
Phone
Provide a brief description of the contract:
Contractor will work with Pitkin County Public Health to assist with communication and administration
of the Protect Our Neighbors project by supporting bilingual and bi-cultural communication and outrech.
Contractor is verified via SAM.gov to be free of debarment as of 10/23/2020.
Contract Value Summary:
Original Contract Amount $ 87,875.00
Previous Change Order/Amendment Amount $This Change order/Amendment amount $New Contract Total $ 87,875.00
Contract#: 197.20 Rev. 2018.10.10 btf
Budget Line Item#: PON Planning= 10198
PON IS= 10199
PITKIN COUNTY, COLORADO
EMERGENCY PROCUREMENT FILE MEMORANDUM
TO: File
FROM: Suzuho Shimasaki, Deputy PH Director
RE: COVID-19
DATE: 10/23/2020
EMERGENCY PROCUREMENT
Notwithstanding any other provision of this Code, a procurement officer may make emergency
procurements:
When the County Manager has determined that the emergency procurement is necessary because of a threat to public
health, welfare, or safety. Such emergency procurement shall be made with such competition as is practicable under the
circumstances(Pitkin County Procurement Code section 3-105)
The following written information shall be included in the contract file:
A. Name of Emergency Incident: COVID-19
B. Description of Project/Purchase: Bilingual/Bicultural Support for the Protect Our
Neighbors grant project
C. Budget or funding source: Protect Our Neighbors grant funding
D. Reason for Emergency Procurement: WMRHA is uniquely qualified to provide bilingual
and bicultural support and assistance with the administration and coordination of
community events, outreach, marketing, and amplifying information throughout our
community in order to assist Pitkin County with meeting the goals of the Protect Our
Neighbors Project.
Contractor(s) Contacted/Selected: West Mountain Regional Health Alliance (WMRHA); see
above for rationale.
Note: Every effort should be made to obtain a written contract when otherwise required under
County procedures. When a contract is obtained, complete the Clerk's check list and send the
original signed contract with coversheet to clerk's office for archiving.
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Sw514 ,o SLKAMati Oct-26-2020
Suzuho Shimasaki Date
Public Health Deputy Director
County Manager/Incident Commander approval:
Oct-30-2020
Jon Peacock Date
County Manager
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1'KIN
COUNT
•
PITKIN COUNTY CONTRACT FOR PROVISION OF SERVICES
THIS CONTRACT, made June 10, 2020 by and between the Board of County Commissioners of
Pitkin County, Colorado, 530 E. Main St., Suite #302, Aspen, CO 81611, (hereinafter called the
"County") and West Mountain Regional Health Alliance, P.O. Box 1909, Glenwood Springs, CO
81602 (hereinafter called the "Contractor")to perform the following work: Protect Our Neighbor
Bilingual and Bicultural Support ("Project").
I. Term of Contract: The term of this Contract is from September 28, 2020 to December
31, 2020.
II. Contractor's Obligations. Contractor shall assist in Pitkin County's administration of
the Protect Our Neighbors Project by providing the services as provided in Attachment
A and as in alignment with the requirements of the PON Grant Funding.
III. Suspension and Debarment:
(1) This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R.
pt. 3000. As such the contractor is required to verify that none of the contractor, its
principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. §
180.905) are excluded(defined at 2 C.F.R. § 180.940) or disqualified(defined at 2
C.F.R. § 180.935)
(2) Contractor has been verified via Sam.gov as to having no holds on file as of June
10, 2020.
IV. Access to Records. The following access to records requirements apply to this Contract:
(1) Contractor agrees to provide Pitkin County, the FEMA Administrator, the
Comptroller General of the United States,or any of their authorized representatives
access to any books, documents, papers, and records of the Contractor which are
directly pertinent to this Contract for the purposes of making audits, examinations,
excerpts, and transcriptions.
(2) Contractor agrees to permit any of the foregoing parties to reproduce by any means
whatsoever or to copy excerpts and transcriptions as reasonably needed.
(3) Contractor agrees to provide the FEMA Administrator or his authorized
representatives access to construction or other work sites pertaining to the work
being completed or communicated about under this Contract.
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V. Use of DHS Seal, Logo, and/or Flag(s):
(1) The Contractor shall not use the DHS seal(s),logos,crests,or reproductions of flags
or likenesses of DHS agency officials without specific FEMA pre-approval.
VI. Compliance with Federal Law, Regulations, and Executive Orders;
(1) This is an acknowledgement that FEMA financial assistance will be used or
reimbursed to fund this Contract only. Contractor will comply with all applicable
Federal law(s), regulations, executive orders, FEMA policies, procedures, and
directives.
VII. No Obligation by Federal Government:
(1) The Federal Government is not a party to this contract and is not subject to any
obligations or liabilities to the non-Federal entity, contractor, or any other party
pertaining to any matter resulting from the contract.
VIII. Program Fraud and False or Fraudulent Statements or Related Acts:
(1) The contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies
for False Claims and Statements) applies to the contractor's actions pertaining to this
contract.
IX. Compensation and Expenses, Invoicing, Payment and Offset. The County shall
compensate Contractor for its services in accordance with the Project Budget and
Schedule set out in Paragraph II. It is expressly understood and agreed that in no event
will the total compensation and reimbursement to be paid hereunder exceed the sum of
Eighty-Seven Thousand Eight-Hundred Seventy-Five dollars and Zero cents
($87,875.00) for all services rendered and billed on an hourly basis at the rate of Sixty-
Two Dollars and Zero Cents per hour ($62.00 per Hour). By contract or amendment,
the County and Contractor may reallocate the budget among project tasks if the total
budget amount remains unchanged. Contractor shall invoice for the project monthly
based on hours worked,with payment expected within thirty(30)days of invoice. Any
payment by the County may be offset by any amount the Contractor owes the County
for any reason.
X. County's Exclusive Ownership of Work Product. Drawings, specifications,
guidelines and other documents prepared by Contractor in connection with this
Contract shall be the property of the County. However, Contractor shall have the right
to utilize such documents in the course of its marketing,professional presentations,and
for other business purposes. Contractor assigns to County the copyrights to all work
prepared, developed, or created pursuant to this Contract, including the right to: 1)
reproduce the work; 2) prepare derivative works; 3) distribute copies to the public; 4)
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perform the works publicly; and 5)to display the work publicly. Contractor shall have
right to use materials produced in the course of this Contract for marketing purposes
and professional presentations, articles, speeches and other business purposes.
XI. Pitkin County's Obligations. Pitkin County shall administer this Contract through
a County Representative. Suzuho Shimasaki, Deputy Public Health Director will
manage the project as the County's Representative. In the event that Suzuho Shimasaki
is not available, Karen Koenemann, Public Health Director shall assume the County
Representative's duties. The services provided and products delivered by the
Contractor under this Contract will be subject to review by the County's
Representatives, or a designee, for compliance with Contractor's obligations prior to
final payment.
XII. Termination Prior to Expiration of Contract Term. The County has the right to
terminate this Contract, with or without cause, by giving written notice to the
Contractor of such termination and specifying the effective date thereof. Such notice
shall be given at least ten (10) days before the effective date of such termination. In
such event all finished or unfinished documents, data, studies and reports prepared by
the Contractor pursuant to this Contract shall become the County's property. Contractor
shall be entitled to receive compensation in accordance with the Contract for any
satisfactory work completed pursuant to the terms of this Contract prior to the date of
termination. Notwithstanding the above, Contractor shall not be relieved of liability to
the County for damages sustained by the County by virtue of any breach of the Contract
by the Contractor.
XIII. Independent Contractor Status.
A. The parties to this Contract intend that the relationship between them contemplated
by the Contract is that of independent contractor. Contractor, and any agent,
employee, or servant of Contractor shall not be deemed to be an employee, agent,
or servant of Pitkin County.
B. Contractor is not required to offer his services exclusively to Pitkin County under
this Contract. Contractor may choose to work for other individuals or entities
during the term of this Contract, provided that the basic services and deliverable
products required under this Contract are submitted in the manner and on the
schedule defined under this Contract.
C. Contractor warrants that all work produced will conform to all applicable industry
standard of care, skill and diligence in the performance of Contractor's obligations
under this Contract.
D. Contractor shall not attempt to oversee or supervise the work or actions of any
Pitkin County employee, servant or agent in the course of completing work under
this Contract.
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E. Contractor is not entitled to any Workers' Compensation benefits through Pitkin
County and is responsible for payment of any federal, state,FICA and other income
taxes.
XIV. Assignability. This Contract is not assignable by either party. Any use of
subcontractors by the Contractor for performance of this Contract must be accepted in
writing by the County.
XV. Severability. In the event that any provision of this Contract shall be held to be invalid
or unenforceable, the remaining provisions of this Contract shall remain valid and
binding upon the parties hereto.
XVI. Integration and Modification.
A. This Contract represents the entire and integrated Contract between the County and
the Contractor and supersedes all prior negotiations, representations, or contract,
either written or oral. This Contract may be amended only by written contract
signed by both the County and the Contractor.
B. The County may, from time to time,request changes in the scope of services of the
Contractor to be performed hereunder. Such changes, including the increase or
decrease in the amount of the Contractor's compensation, which are mutually
agreed upon between the County and the Contractor, shall be in writing and upon
execution shall become part of this Contract.
XVII. Indemnity.
A. The Contractor agrees to indemnify,hold harmless and,not excluding the County's
right to participate, defend the County, its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents, volunteers, and any jurisdiction or agency issuing permits for any work
included in the project, hereinafter referred to as indemnitee, from all suits and
claims, including attorney's fees and cost of litigation, actions, loss, damage,
expense, cost or claims of any character or any nature arising out of the work done
in fulfillment of the terms of this Contract or on account of any act,claim or amount
arising or recovered under workers' compensation law or arising out of the failure
of the Contractor to conform to any statutes, ordinances, regulation, law or court
decree. It is agreed that the Contractor will be responsible for primary loss
investigation,defense and judgment costs where this Contract of indemnity applies.
In consideration of the award of this Contract, the Contractor agrees to waive all
rights of subrogation against the County its subsidiary, parent, associated and/or
affiliated entities, successors, or assigns, its elected officials, trustees, employees,
agents,and volunteers for losses arising from the work performed by the Contractor
for the County.
B. The Contractor further shall investigate, process, respond to, adjust, provide
defense for and defend,pay or settle all claims, demands, or lawsuits related hereto
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at its sole expense and shall bear all other costs and expenses related thereto, even
if the claim, demand or lawsuit is groundless, false or fraudulent.
XVIII. Insurance. Contractor and subcontractors shall procure and maintain until all of their
obligations have been discharged, including any warranty periods under this Contract
are satisfied,insurance against claims for injury to persons or damage to property which
may arise from or in connection with the performance of the work hereunder by the
Contractor, its agents, representatives, employees or subcontractors.
The insurance requirements herein are minimum requirements for this Contract and in
no way limit the indemnity covenants contained in this Contract. The policies shall
include, or be endorsed to include, the following provision: On insurance policies
where the County is named as an additional insured, the County shall be an additional
insured to the full limits of liability purchased by the Contractor even if those limits of
liability are in excess of those required by this Contract.
The County in no way warrants that the minimum limits contained herein are sufficient
to protect the Contractor from liabilities that might arise out of the performance of the
work under this Contract by the Contractor, its agents, representatives, employees, or
subcontractors. The Contractor shall assess its own risks and if it deems appropriate
and/or prudent,maintain higher limits and/or broader coverages. The Contractor is not
relieved of any liability or other obligations assumed or pursuant to the Contract by
reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or
types. Commercial General Liability Completed Operations coverage must be kept in
effect for up to three (3) years after completion of the project.
A. Coverage and Limits of Insurance. Contractor shall provide coverage with limits
of liability requirements provided that the coverage is written on a"following form"
basis.
1) Statutory Workers' Compensation: Colorado statutory minimums
a. Policy shall contain a waiver of subrogation against the County.
b. This requirement shall not apply when a contractor or subcontractor
is exempt under Colorado Workers' Compensation Act AND when
such contractor or subcontractor executes the appropriate sole
proprietor waiver form.
Minimum Limits:
Coverage A(Workers' Compensation) Statutory
Coverage B (Employers Liability) $ 500,000
$ 500,000
$ 500,000
2) Commercial General Liability—ISO 1CG 0001 form or equivalent.
(With County named as an additional insured)
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Minimum Limits:
General Aggregate $ 2,000,000
Products/Completed Operations Aggregate $ 2,000,000
Each Occurrence Limit $ 1,000,000
Personal/Advertising Injury $ 1,000,000
Fire Damage(Any One Fire) $ 50,000
Medical Payments(Any One Person) $ 5,000
Coverage to include:
• Premises and Operations
• Explosions, Collapse and Underground Hazards
• Personal/Advertising Injury
• Products/Completed Operations
• Liability assumed under an Insured Contract(including defense costs assumed under
contract)
• Independent Contractors
• Designated Construction Project(s) General Aggregate Limit, ISO CG 2503 (1997
Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO Form 2010
(2004 Edition or equivalent)
• Additional Insured—Owners, Lessees or Contractors Endorsement, ISO CG 2037
(2004 Edition or equivalent)
• The policy shall be endorsed to include the following additional insured language
on the Additional Insured Endorsements specified above: "County, its subsidiary,
parent, associated and/or affiliated entities, successors, or assigns, its elected
officials,trustees, employees, agents,and volunteers named as an additional insured
with respect to liability and defense of suits arising out of the activities performed
by, or on behalf of the Contractor, including completed operations".
3) Auto Liability: Bodily injury and property damage for any owned,
hired and non-owned vehicles used in the performance of this Contract.
Minimum Limits: Statutory
Coverage Bodily/Property Damage(Each Accident) $ 1,000,000
4) Special Coverages (check as appropriate and insert amount):
a. ❑ Performance Bond $
b. ❑ Professional Errors and Omissions
c. ❑ Aircraft Liability
d. ❑ Owner's Protective
e. ❑ Builder's Risk
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f. ❑ Boiler and Machinery
g. ❑ Loss of Use Insurance
h. ❑ Pollution Liability
i. ❑ Crime, including Employee Dishonesty Coverage, or Fidelity
Bond
B. Proof of Insurance:
1) Each insurance policy required by the insurance provisions of this
Contract shall provide the required coverage and shall not be suspended,
voided or canceled except after thirty(30)days prior written notice has been
given to the County, except when cancellation is for non-payment of
premium, then ten (10) days prior notice may be given. Such notice shall
be emailed directly to Procurement@pitkincounty.com. If the insurance
carrier will not provide the required notice, the Consultant/Contractor and
or its insurance broker shall notify the County of any cancellation, or
reduction in coverage or limits of any insurance within seven (7) days of
receipt of insurers' notification to that effect. Simultaneously with the
Certificates of Insurance, the Contractor shall file with the Project Lead a
certified statement as to claims pending against the required coverages,
reserves established on account of such claims, defense costs expended and
amounts remaining on policy limits.
2) In addition,these Certificates of Insurance shall contain the following
clauses:
a. The contractor's insurance shall be primary and non-contributory with
any insurance or self-insurance purchased by the County.
b. The insurance companies issuing the policy or policies hereunder shall
have no recourse against the County of Pitkin for payment of any
premiums or for assessments under any form of policy.
c. Any and all deductibles or self-insured retentions in the above-
described insurance policies shall be assumed by and be for the
amount of, and at the sole expense of the Contractor.
d. Location of operations shall be: "all operations and locations at which
work for the referenced Project is being done."
3) Certificates of Insurance for all renewal policies shall be delivered to
the County's Representative at least fifteen (15) days prior to a policy's
expiration date except for any policy expiring on the expiration date of this
Contract or thereafter.
4) The County reserves the right to request and receive a copy of any
policy and any policy endorsement at any time during the term of this
Contract.
XIX. Exemptions and Preferences. All purchases of construction or building or any other
materials for this Contract shall not include Federal Excise Taxes or Colorado State or
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local sales or use taxes. Pitkin County is exempt from such taxes under registration
numbers 98-02624 and 84-78000-5k.
XX. Records. The Contractor shall maintain comprehensive, complete and accurate
books,records, and documents concerning its performance relating to this Contract for
a period of three (3) years after final payment under the Contract and the County shall
have the right within the three(3) year period to inspect and audit these books, records
and documents, upon demand, in a reasonable manner and at reasonable times, for the
purpose of determining, by accepted accounting and auditing standards, compliance
with all provisions of the Contract and applicable law.
XXI. Contract Made in Colorado. The parties agree that this Contract was made in
accordance with the laws of the State of Colorado and shall be so construed. Venue is
agreed to be exclusively in the courts of Pitkin County, Colorado.
XXII. Attorney's Fees. In the event that legal action is necessary to enforce any of the
provisions of this Contract, the substantially prevailing party shall be entitled to its costs
and reasonable attorney's fees.
XXIII. Governmental Immunity. Contractor agrees and understands that Pitkin County is
relying on and does not waive, by any provision of this Contract, the monetary
limitations or terms (presently $150,000 per person and $600,000 per occurrence) or
any other rights, immunities, and protections provided by the Colorado Governmental
Immunity Act, 24-10-101, et seq., C.R.S., as from time to time amended, or otherwise
available to Pitkin County or any of its officers, agents or employees. Further, nothing
in this Contract shall be construed or interpreted to require or provide for indemnification
of the Contractor by the County for any injury to any person or any property damage
whatsoever which is caused by the negligence or other misconduct of the County or its
agent or employees.
XXIV. Current Year Obligations.The parties acknowledge and agree that any payments
provided for hereunder or requirements for future appropriations shall constitute only
currently budgeted expenditures of Pitkin County. Pitkin County's obligations under
this Contract are subject to Pitkin County's annual right to budget and appropriate the
sums necessary to provide the services set forth herein. No provisions of the Contract
shall constitute a mandatory charge or requirement in any ensuing fiscal year beyond
the then current fiscal year of Pitkin County. No provision of the Contract shall be
construed or interpreted as creating a multiple-fiscal year direct or indirect debt or other
financial obligation of Pitkin County within the meaning of any constitutional or
statutory debt limitation. This Contract shall not directly or indirectly obligate Pitkin
County to make any payments beyond those appropriated for Pitkin County's then
current fiscal year.No provisions of this Contract shall be construed to pledge or create
a lien on any class or source of Pitkin County's moneys,nor shall any provision of this
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Contract restrict the future issuance of Pitkin County's bonds or any obligations
payable from any class or source of Pitkin County's money.
XXV. Notice. Any notice required or permitted under this Agreement shall be in writing
and shall be provided by electronic delivery to the e-mail addresses set forth below and
by one of the following methods 1) hand-delivery or 2) registered or certified mail,
postage pre-paid to the mailing addresses set forth below. Each party by notice sent
under this paragraph may change the address to which future notices should be sent.
Electronic delivery of notices shall be considered delivered upon receipt of
confirmation of delivery on the part of the sender. Nothing contained herein shall be
construed to preclude personal service of any notice in the manner prescribed for
personal service of a summons or other legal process.
To Pitkin County: with copies to:
Suzuho Shimasaki Pitkin County Attorney's Office
0405 Castle Creek Road, Suite 112 530 E. Main St., Suite#301
Aspen, CO 81611 Aspen, Colorado 81611
Email: Suzuho.Shimasaki@PitkinCounty.com Email: Attorney@pitkincounty.com
To Contractor:
West Mountain Regional Health Alliance
(WMRHA)
P.O. Box 1909
Glenwood Springs, CO 81602
Phone: (970) 618-9723
Email: CGair@MountainFamily.org
XXVI. Public Contracts for Services and Public Contracts with Natural Persons. In
conformance with the provisions of C.R.S. §§ 8-17.5-101, et seq., as amended and
C.R.S. §§ 24-76.5-101, et seq., as amended:
A. PUBLIC CONTRACTS FOR SERVICES. §§8-17.5-101, et seq. C.R.S.
[Not applicable to agreements relating to the offer, issuance, or sale of securities,
investment advisory services or fund management services, sponsored projects,
intergovernmental agreements, or information technology services or products and
services]Contractor certifies, warrants, and agrees that it does not knowingly employ
or contract with an illegal alien who will perform work under this Contract and will
confirm the employment eligibility of all employees who are newly hired for
employment in the United States to perform work under this Contract, through
participation in the E-Verify Program established under Pub. L. 104-208 or the State
verification program established pursuant to §8-17.5-102(5)(c), C.R.S., Contractor
shall not knowingly employ or contract with an illegal alien to perform work under this
Contract or enter into a contract with a Subcontractor that fails to certify to Contractor
that the Subcontractor shall not knowingly employ or contract with an illegal alien to
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perform work under this Contract. Contractor (i) shall not use E-Verify Program or
State program procedures to undertake pre-employment screening of job applicants
while this Contract is being performed, (ii) shall notify the Subcontractor and the
contracting State agency within 3 days if Contractor has actual knowledge that a
Subcontractor is employing or contracting with an illegal alien for work under this
Contract, (iii) shall terminate the subcontract if a Subcontractor does not stop
employing or contracting with the illegal alien within 3 days of receiving the notice,
and(iv) shall comply with reasonable requests made in the course of an investigation,
undertaken pursuant to §8-17.5-102(5), C.R.S., by the Colorado Department of Labor
and Employment. If Contractor participates in the State program, Contractor shall
deliver to the contracting State agency, Institution of Higher Education or political
subdivision, a written, notarized affirmation, affirming that Contractor has examined
the legal work status of such employee, and shall comply with all of the other
requirements of the State program. If Contractor fails to comply with any requirement
of this provision or §§8-17.5-101 et seq., C.R.S., the contracting State agency,
institution of higher education or political subdivision may terminate this Contract for
breach and, if so terminated, Contractor shall be liable for damages.
B. PUBLIC CONTRACTS WITH NATURAL PERSONS. §§24-76.5-101,et seq.,
C.R.S.
Contractor,if a natural person 18 years of age or older,hereby swears and affirms under
penalty of perjury that he or she (i) is a citizen or otherwise lawfully present in the
United States pursuant to federal law, (ii) shall comply with the provisions of §§24-
76.5-101 et seq., C.R.S., and (iii) has produced one form of identification required by
§24-76.5-103, C.R.S. prior to the Effective Date of this Contract.
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IN WITNESS WHEREOF,the parties have executed this Contract as of the date first set out herein
above.
WEST MOUNTAIN REGIONAL HEALTH ALLIANCE (WMRHA)
CristitAzt Air Oct-29-2020
Cri sti na Gai r Date
Executive Director
PITKIN COUNTY, COLORADO
RECOMMENDED FOR APPROVAL:
Sw5146 SLiwlaSati Oct-26-2020
Suzuho Shimasaki Date
Public Health Deputy Director
MANAGER APPROVAL:
Oct-30-2020
Jon Peacock Date
County Manager
11
Scope of Work with Pitkin County Public Health
Proposal Time: September 28, 2020 - December 31, 2020
Proposal Date: September 21, 2020
From: West Mountain Regional Health Alliance (WMRHA)
Cristina Gair, Executive Director
To: Pitkin County Public Health
c/o Suzuho Shimasaki
0405 Castle Creek Rd., Suite 112
Aspen, CO 81611
For: Supporting the work of the Protect Our Neighbor Grant by timely bilingual/bicultural staff
support with coordinating community convenings, developing community outreach and
marketing materials, and amplifying information around community resources to the
Hispanic/Latinx community across the Roaring Fork Valley
Description:
Pitkin County Public Health has been awarded the Protect Our Neighbor (PON) Planning and
Infrastructure Grants from the Colorado Department of Public Health and Environment. This
Scope of Work (SOW) responds to Pitkin County Public Health's request for carrying out the
following activities:
• Bilingual/bicultural staff support for coordinating and advising all activities in this SOW
(staff support can be provided through existing employees and/or contracted)
Availability and Timeline:
The work outlined in this SOW will be carried out between September 21, 2020 and December
31, 2020. During this time, WMRHA staff will meet with Pitkin County Public Health (through the
Tri-County Regional Hispanic/Latinx Community Outreach and Engagement Coalition) at least
every other week. WMRHA will also be available to participate (via Zoom or other remote
platforms) as needed, with adequate advanced notice.
Qualifications:
WMRHA's strategies and core initiatives are grounded in health equity. Its Board of Directors
recently reaffirmed health equity as a central value integral to meeting the organization's
mission to build an integrated health system to achieve optimal health for all people in the west
mountain region. Additionally, WMRHA was the first to partner with Pitkin County Public Health
in the creation of the now Tri-County Regional Hispanic/Latinx Outreach and Engagement
Coalition, early on towards the start of the COVID-19 pandemic. The Coalition has since grown
to include over a dozen different regional entities and WMRHA's understanding of and history
with the group is integral to the success of this work, especially given the short timeline for
spending down the CARES Act funds that are supporting this work. In addition to their ongoing
involvement with the Coalition, WMRHA has a strong familiarity with the local community and
the various nuances that must be taken into consideration to carry out this work successfully.
Deliverables:
There are three primary deliverables for this work:
• Summary report and presentation of findings from the community convenings
• Media campaign proposal for COVID-19 messaging specific to the Hispanic/Latinx
community in the Roaring Fork Valley
• Monthly financial reports and project updates
Budget:
The following budget will be provided for the aforementioned work:
• Staffing: $72,125
O 1 Bilingual/Bicultural Advisor
O 2 Bilingual/Bicultural Coordinator
O 1 Executive Director (.25 FTE)
0
• Materials and Supplies: $13,800
o IT Equipment
o Food, copies, office supplies, etc.
o Incentives (gift cards for participants of community convenings, focus groups to
pilot test marketing materials, etc.)
• Contracts: $1,950
o Child care
o Interpretation
o Stipends for serving on interview panels
Any other expenses must be discussed with and approved by Pitkin County Public Health, prior
to purchase.
Payment Schedule:
WMRHA will bill Pitkin County monthly with an invoice itemizing expenses in the budget
categories listed above. Invoices with expense summaries are due by the 5th of each
subsequent month for September, October, and November. December expenses are required
to be reported by December 13. Total payment is not to exceed $87,875.
Sole Source:
As described in the "Qualifications", WMRHA is uniquely positioned for this work as an entity
that has been involved with the Tri-County Regional Hispanic/Latinx Outreach and Engagement
Coalition from its inception. As such, its staff are familiar with the goals and objectives, overall
progression of the work, and collaborating partners. Furthermore, WMRHA has demonstrated a
strong commitment to health equity, the underlying driver of this work, and is capable of carrying
out the desired deliverables in the required timeframe (by December 2020). The Coalition
members were asked about other organizations that may be willing to serve in this consulting
role and outreach efforts were made to two other organizations (Aspen Community Foundation
and Voces Unidas).
SUBRECIPIENT VERSUS CONTRACTOR
DETERMINATION TOOL
(Click here for definitions.)
IMPORTANT NOTICE: If federal funds are received by PTE through a federal contract
(not a federal grant or cooperative agreement), or if the Notice of Grant Award, CFDA,
CFRs, FOA or any other notice document prohibits a subaward, then only contractor
relationships can be funded with the federal funds.
FILL IN ALL BLUE SECTIONS
Project Name: Protect Our Neighbor Planning and Infrastructure Grant
Start/End Dates of Project: Start 9/28/2020 End 12/31/2020
Source of Funding(General Fund, State, Private, Federal): CARES Act
Appropriation/Federal Award Identification Number(FAIN)if
available:
Funding Agency Name and Subagency Name: CDPHE
Name of Entity Being Evaluated: West Mountain Regional Health Alliance
Catalog of Federal Domestic Assistance(CFDA) Number(for
federal funding ), State Statute or other Funding Authority:
SUBRECIPIENT OR
YOUR RESPONSE CONTRACTOR
QUESTION DETERMINATION
(Select yes or no (Based on your
from the drop response to each
(Click anywhere in question boxes 1-9 to see related guidance.) down list.) question.)
1. Does the scope of work include participant eligibility determination for services?
(This information can be found in the federal award, state statute and scope of
work.)
No, WMRHA will not be determining any eligibility for the services they will be
providing. Their work will include hiring temporary staff to coordinate convenings,
inform people about various community resources (not determining eligibility),
presenting recommendations to the Tri-County Regional Hispanic/Latinx Outreach
and Engagement Coalition, and strengthen/build relationships with community
leaders.
No Contractor
2. Is the project for direct services?Some examples are: IT services, hotel services,
loan repayments,consulting services, hotlines. (These examples are not exclusive.)
(This information can be found in the scope of work.)
Yes,WMRHA will be carrying out the direct services outlined in the scope of work.
These deliverables include the coordination of a set number of community
convenings, developing a media campaign, and informing community members about
available community resources.
Yes Contractor
v.1 Determination Tool-Print
December 2014 Page 1 of 3
3. Is the relationship with the funded entity for this particular project more like a
partnership in that they are working with us to achieve an outcome and not simply to
provide a good or service?
(This information can be found in the scope of work and by consulting the
program manager and program monitor.)
No. WMRHA and Pitkin County share goals and values around health equity and our
approach to such work. However, in regards to the work outlined in the scope of
work, the work that each entity is carrying out has been specified.WMRHA will be
carrying out the specific services listed above.
No Contractor
4. Does the funded entity have its performance measured against whether the
objectives of the program (funding objectives)are met?
(This information can be found in the scope of work and by consulting the program
manager.)
No, WMRHA does not have it's performance measured against whether the objectives
of the Protect Our Neighbor grant are met, only in regards to the agreed upon
deliverables in our scope of work. No Contractor
5. Does the funded entity have responsibility for programmatic decision-making?
(This information can be found in the scope of work and by consulting the program
manager.)
No, any programmatic decision will need to be brought to the Tri-County Regional
Hispanic/Latinx Outreach anf Engagement Coalition (or just Pitkin County Public
Health for more timely decision making needs).
No Contractor
6. Is the funded entity using the funds to carry out a program of the organization vs.
providing goods or services for programs at CDPHE?
(This information can be found in the Funding Opportunity Announcement (FOA) and
award document.)
WMRHA will help the Tri-County Regional Hispanic/Latinx Outreach and Engagement
Coalition learn about the communities'current needs, develop community specific
messagign related to COVID-19 for Pitkin County and neighboring counties, help
amplify such messaging, and support community members getting connected to local
resources.They will nto be going out and doing their own work based on what's
No Contractor
7. Does the funded entity provide the goods or services within normal business
operations?
(Consult the program manager and program monitor for this information.)
Yes Contractor
8. Does the funded entity operate in a competitive environment where many
organizations are performing the same work?
(This information can be found in the scope of work and by consulting the program
manager.)
Yes,there are other groups in the Valley who serve as consultants for community convenings,
marketing/communications,and resource sharing.However,WMRHA is being appraoched as a
sole source contractor due to its existing values around health equity,previously demonstrated
skills and effectiveness in working collaboratively with local Hispanic/Latinx community
members,and ability to conduct the desired services within the necessary timeframe.
Yes Contractor
v.1 Determination Tool-Print
December 2014 Page 2 of 3
9. Does the funded entity provide goods or services that are ancillary to the
operation of the program?
(This information can be found on the funded entity's website and by consulting the
program manager.)
Yes, WMRHA will be providing services that will supplement Pitkin County Public
Health's efforts to improve its COVID-19 response efforts, specfically around
improving metrics related to PON, but will not be carrying out the core work.
Yes Contractor
REFER TO THE GUIDANCE WORKSHEET PRIOR TO MAKING THE FINAL OVERALL
DETERMINATION. FINAL OVERALL
DETERMINATION
The contractor determination must be analyzed as a whole. If there is any doubt as to
the relationship and you are requiring the funded entity to meet programmatic (Select
requirements, the relationship must be deemed subrecipient.
subrecipient or
(Click here to see guidance.) contractor from
drop down list.)
(Select object code and commodity code from object
(Select object code from drop down list.) codes worksheet.)
Subrecipient Object Code Contractor Object Code
Subrecipient Commodity
Code G1000 Contractor Commodity Code
Printed name and title of
Program staff completing Suzuho Shimasaki, Pitkin County Public
form Health Deputy Director Signature Date: 9/21/20
Printed name of Fiscal
Services Manager or delegate Kelly Pazar Signature Date:
A PRINTED COPY OF THE DETERMINATION TOOL MUST BE COMPLETED,SIGNED AND INCLUDED IN THE PACKET FOR ALL
CONTRACTS, INCLUDED WITH STRAIGHT PAYS FOR SERVICES WHEN A COMMITMENT DOCUMENT DOES NOT EXIST,AND
INCLUDED WITH PURCHASE ORDER SUBMISSIONS IN CORE.
v.1 Determination Tool-Print
December 2014 Page 3 of 3
Docu�i ,
- SECURED
Certificate Of Completion
Envelope Id:70FC32FDDD9F4134AAC21F578057E4B7 Status:Completed
Subject:WMRHA I Pitkin County Contract 197.20 for Review and Signature
Source Envelope:
Document Pages:20 Signatures:5 Envelope Originator:
Certificate Pages:5 Initials:0 Pitkin County Procurement
AutoNav: Enabled 530 East Main Street
Envelopeld Stamping: Disabled Suite 203
Time Zone: (UTC-07:00)Mountain Time(US&Canada) Aspen,CO 81611
Procurement@PitkinCounty.com
IP Address: 107.77.200.152
Record Tracking
Status:Original Holder:Pitkin County Procurement Location: DocuSign
10/23/2020 3:58:39 PM Procurement@PitkinCounty.com
Signer Events Signature Timestamp
Suzuho Shimasaki I Sent: 10/23/2020 4:06:01 PM
suzuho.shimasaki@pitkincounty.com S.W5I/l b Viewed: 10/26/2020 8:25:17 AM
Public Health Deputy Director Signed: 10/26/2020 8:26:49 AM
Security Level: Email,Account Authentication
(None) Signature Adoption: Pre-selected Style
Using IP Address:73.78.59.137
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Cristina Gair Sent: 10/26/2020 8:26:52 AM
cgair@mountainfamily.org CY'1Sfitut Resent: 10/29/2020 8:42:51 AM
Executive Director Viewed: 10/29/2020 12:38:22 PM
Security Level: Email,Account Authentication Signed: 10/29/2020 12:39:01 PM
(None) Signature Adoption: Pre-selected Style
Using IP Address:76.25.143.230
Electronic Record and Signature Disclosure:
Accepted: 10/29/2020 12:38:22 PM
ID:3485e766-31 b1-491 c-88b5-fd0ab40f758e
Company Name:Pitkin County,Colorado
Jon Peacock Sent: 10/29/2020 12:39:03 PM
Jon.Peacock@PitkinCounty.com - Viewed: 10/30/2020 8:04:34 AM
County Manager Signed: 10/30/2020 8:05:23 AM
Pitkin County
Signature Adoption: Drawn on Device
Security Level: Email,Account Authentication
(None) Using IP Address:75.71.107.170
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Pitkin County Procurement COPIED Sent: 10/30/2020 8:05:27 AM
procurement@pitkincounty.com Resent: 10/30/2020 8:05:38 AM
Procurement Viewed: 11/4/2020 4:26:58 PM
Pitkin County
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Accounts Payable COPIED Sent: 10/30/2020 8:05:29 AM
AP@pitkincounty.com
Accounts Payable
Pitkin County
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Kelly Pazar COPIED Sent: 10/30/2020 8:05:32 AM
Kelly.Pazar@PitkinCounty.com
Finance Specialist
Pitkin County
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 10/23/2020 4:06:01 PM
Certified Delivered Security Checked 10/30/2020 8:04:34 AM
Signing Complete Security Checked 10/30/2020 8:05:23 AM
Completed Security Checked 10/30/2020 8:05:32 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
Electronic Record and Signature Disclosure created on:3/20/2020 3:28:13 PM
Parties agreed to:Cristina Gair
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, Pitkin County(we, us or Pitkin County)may be required by law to provide
you with certain written notices or disclosures. Described below are the terms and conditions for
providing to you such notices and disclosures electronically when we send you documents for
electronic signature.
Acknowledging your Access, Intent, and Consent to Receive and Sign Materials
Electronically
To confirm that you can access this information electronically, which will be similar to other
electronic notices and disclosures that we will provide to you,please verify that you were able to
read this electronic disclosure and that you also were able to print on paper or electronically save
this page for your future reference and access or that you were able to e-mail this disclosure and
consent to an address where you will be able to print on paper or save it for your future reference
and access. Further, if you consent to receive notices and disclosures exclusively in electronic
format on the terms and conditions described above,please let us know by clicking the 'I agree'
button below.
By checking the 'I Agree' box, I confirm that:
• I am establishing my intent to be bound to the transaction, and indicating that I am fully
aware of the purpose for which the signature is being provided.
• I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF
ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and
• I can print on paper the disclosure or save or send the disclosure to a place where I can
print it, for future reference and access; and
• Until or unless I notify Pitkin County as described above, I consent to receive from
exclusively through electronic means all notices, disclosures, authorizations,
acknowledgments, and other documents that are required to be provided or made
available to me by Pitkin County during the course of my relationship with you.
Signing Documents without a Pitkin County DocuSign Account:
Pitkin County may not require all document signers to be authorized users of the Pitkin County
DocuSign Account. Please read the information below carefully and thoroughly, and if you can
access this information electronically to your satisfaction and agree to these terms and
conditions, please confirm your agreement by clicking the 'I agree'button at the bottom of this
document. When you don't have a DocuSign account, you will be provided the opportunity to
agree to the Legal Disclosure each time you open an "envelope" for signing, at this time, you can
download and retain this disclosure. Pitkin County will forward completed documents that
you've reviewed, processed or signed via email. Should you require copies of these signed
documents (e.g., if they get deleted from your email account) you should request those
documents from Pitkin County under the Colorado Open Records Act by contacting the Pitkin
County custodian who sent you the document for signature.
Signing Documents with a Pitkin County DocuSign Account:
Please read the information below carefully and thoroughly, and if you can access this
information electronically to your satisfaction and agree to these terms and conditions,please
confirm your agreement by clicking the 'I agree'button at the bottom of this document.
Getting paper or electronic copies
At any time, you may request from us a paper or electronic copy of any record provided or made
available electronically to you by us. For such copies, as long as you are an authorized user of
the DocuSign system you will have the ability to download and print any documents we send to
you through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper or
electronic copies of any such documents from our office to you, you may be charged a per-page
fee. You may request delivery of such paper or electronic copies from us by following the
procedure described below.
Withdrawing your consent
If you are an authorized DocuSign Account holder, you can decide to receive notices and
disclosures from us electronically, you may at any time change your mind and tell us that
thereafter you want to receive required notices and disclosures only in paper format. Described
below is the process for informing us of your decision to receive future notices and disclosure in
paper format and also how to withdraw your consent to receive notices and disclosures
electronically.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign'Withdraw Consent' form on the signing page of your
DocuSign account. This will indicate to us that you have withdrawn your consent to receive
required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign user account to receive required notices and consents electronically from us or to sign
electronically documents from us.
All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through your DocuSign user account all required notices, disclosures,
authorizations, acknowledgments, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process,please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact Pitkin County:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to Helpdesk@provelocity.com
To advise Pitkin County of your new e-mail address
To let us know of a change in your e-mail address where we should send notices and disclosures
electronically to you, you must send an email message to us at Helpdesk@provelocity.com and
in the body of such request you must state: your previous e-mail address, your new e-mail
address .
In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected
in your DocuSign account by following the process for changing e-mail in DocuSign.
To request paper or electronic copies from Pitkin County
To request delivery from us of paper or electronic copies of the notices and disclosures
previously provided by us to you electronically, you should request those documents from Pitkin
County under the Colorado Open Records Act by contacting the Pitkin County custodian who
sent you the document for signature.
To withdraw your consent with Pitkin County
To inform us that you no longer want to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your DocuSign account, and on the subsequent
page, select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an e-mail to Helpdesk@provelocity.com and in the body of such a request, you
must state your e-mail, full name, Postal Address, telephone number, and account
number.