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HomeMy WebLinkAboutbocc.con.amended.047.19 D 41) iTKIN Pitkin County Procurement Cover Sheet COUNT 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 047.19 D Project Name Family Planning Services Contractor Community Health Services Budget Line Item 11437372.531000.10073 $ 24,612.00 $Additional Budget Line $ _ Item(s) $ _ (Please fully allocate New Contract Total) $ 24,612.00 Procurement Method: Sole Source Type: Services/Maintenance Contract Start Date 1/1/2019 Contract End Date 12/31/2022 Contract Type Change Order/Contract Amendment Retainage No If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department Public Health County Representative Jordana Sabella County Representative (970) 920-5062 Phone Provide a brief description of the Contract or Change Order: Renewal of Contract term through 12/31/2022 and incorporation of updated budget for the renewal term. Contract Value Summary: Original Contract Amount $ 53,030.00 Previous Change Order/Amendment Amount $ 145,105.00 This Change order/Amendment amount $ 24,612.00 Contract Total $ 222,747.00 Contract#: 047.19 Rev. 2018.06.13 btf Budget Line Item#: 11437372.531000.10073 1/44)i1'KIN COUNT - c�� CHANGE ORDER/CONTRACT AMENDMENT Change Order Number: 047.19 D OWNER: CONTRACTOR: Pitkin County, Colorado Community Health Services 530 E. Main St., Suite#302 0405 Castle Creek Road, Suit 201 Aspen, CO 81611 Aspen, CO 81611 The Provision of Family Planning Services (the "Contract") dated February 26, 2019 between the Board of County Commissioners of Pitkin County, Colorado (the "County") and Community Health Services (the "Contractor"), is hereby amended as follows: Description of Change: 1. Per the terms of the Contract, at the expiration of the initial term, the Contract may be extended for five (5) additional one (1)year terms by the express written consent of both parties. If agreeable to both parties, the Contract term is hereby extended for a period of one (1)year and the new expiration date shall be December 31, 2022. 2. Incorporation of updated SOW and Budget("Attachment A") and allocation of funding not to exceed the amount of Twenty-Four Thousand Six Hundred Twelve dollars and Zero cents ($24,612.00) for the 2022 renewal term beginning 1/1/2022 and ending 12/31/2022. Reason for Change: Expiration of current Contract term and allocation of funds for renewal term. Original Contract Amount $ 53,030.00 Previous Change Order/Amendment Amount $ 145,105.00 This Change Order/Amendment Amount $ 24,612.00 New Contract Total $ 222,747.00 *Increases over$25,000 and/or 10%(single increase or accumulative)of original contract must have County Manager signature. 1 Contract#: 047.19 Rev. 2018.06.13 btf Budget Line Item#: 11437372.531000.10073 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. COMMUNITY HEALTH SERVICES L*OOI, Feb-08-2022 Logan Hood Date Executive Director PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: jor'd,Aan.A. Feb-08-2022 Jordana Sabella Date Public Health Director MANAGER APPROVAL: 4 Gt, Feb-08-2022 Phyl i s Mattice Date Assistant County Manager *Increases over$25,000 and/or 10% (single increase or accumulative)of original contract must have County Manager signature. 2 Family Planning Services Scope of Work Duties and Responsibilities: Community Health Services (CHS) shall provide the following services to Pitkin County Public Health: 1. CHS shall perform all activities in the time period required in the attached Statement of Work from the Colorado Department of Public Health and Environment(CDPHE). 2. CHS shall work collaboratively with Pitkin County Public Health to develop measures that will be reported quarterly. 3. CHS shall operate under the attached 2021 MOU with Pitkin County IT Department Accountability: A designated representative from CHS will participate in quarterly meetings, or more frequently as reasonably needed or requested, with Pitkin County Public Health's CHS Contract Manager, or designee. The meetings will be a forum to provide updates and to discuss accomplishments, challenges and barriers. Compensation: CHS will send a quarterly invoice to Pitkin County Public Health together with hours spent on the program and actual costs. The indirect rate for this contract is 10%. The total compensation under this Agreement shall not exceed$24,612, for the term ending December 31, 2022. Quarterly Invoices are to be emailed to Pitkin County Public Health no later than the 15th of April, July, October, and January 2023. Additional funding for family planning services from Eagle and Garfield Counties is pending. Please notify Pitkin County of any additional grant awards for the 2022 budget year within 30 days of acknowledgement of the award. Scope of Work Checklist The goal of the Colorado Department of Public Health Family Planning Program (FPP) is to reduce unintended pregnancy by insuring access to quality reproductive health services to all Coloradoans. Services include but are not limited to contraceptive, preventative health counseling and education services, reproductive health related testing and screening and referrals. The following are the requirements set forth in the Family Planning Program. Please read, check and sign that your organization is aware of the contract requirement for the following year: 'Goal#1: Reduce unintended pregnancy by insuring access to quality reproductive health services to all How Activities are the measured 'Coloradans. and who Is responsible for 1 monitoring? 'Objective Ni:Provide comprehensive reproductive and sexual health services to Coloradans. The Contractor shall provide ongoing clinical services to family planning clients. Primary Activity Ni 1. Contractor shall supply nursing and medical services,which shall Include a \Clinical requirements are comprehensive health and social history and physical examination administered in monitored by the once every accordance with all applicable Title X regulations,and all applicable nursing-medical three year clinical site visit. policies or procedures,which have been or may be established by the COPHE Health Sub-Activities NI Services and Connections Branch. • Clinical Site Visit Tool 2. Contractor shall supply a broad range of FDA-approved contraceptives and • Site Visit Schedule contraceptive information,and education regarding all family planning methods. /Calendar Emphasis shall be on long acting reversible methods of contraception such as • Quarterly Reports intrauterine contraceptive devices and contraceptive implants.At a minimum, contractors should provide one(1)hormonal and one(1)non-hormal interuterine device and one(1)implant on a sliding-fee scale. FP Nurse Consultant is responsible 3. Contractor shall provide education and counseling services regarding family for these monitoring practices. planning,family planning methods,child spacing,infertility,sterilization,nutrition, sexually transmitted diseases,HIV/AIDS,adolescent counseling and other related health Issues,as outlined in the Clinical and Administrative Manual. 4. Contractor shall provide clinical follow-up and provide referral services,as appropriate. 5. Contractor shall use a cytology laboratory chosen by the State or a laboratory proposed by the Contractor and approved by the COPHE FPP. 6. Contractor shall refer participating families to any and all programs In its agency as Indicated,such as WIC,EPSDT,HCP,PNP,etc.and refer to appropriate enabling and direct care service programs in the community. 7. Contractor shall provide all pregnant women in need of resources for prenatal medical care information about programs such as WIC,PNP,etc.as needed. he Contractor shall provide services to high need populations, How are the measured and who is esponslble? Primary •ctivity#2 1. The Contractor shall prioritize and care for low income clients, dministrative requirements are hat are at 100%of Federal Poverty Level and below,and adolescent monitored by the once every three lients,that are 19 years of age or younger. ear clinical site visit. . The Contractor shall create and update the annual Sliding Fee • Administrative Site Visit •ub-Activities .cale with most recent Poverty Guidelines,using one of the four(4) Tool -pproved models from CDPHE,no later than April 1,annually. • Site Visit Schedule The Contractor shall not charge for any family /Calendar planning services provided to patients with incomes at or below 100% • Quarterly Reports .f the FPL,as defined by the Office of Management and Budget(OMB). FP Program Coordinator and FP b. The Contractor shall charge for services to patients Program Manager are responsible ith incomes at 101- hese monitoring practices. .50%FPL based on the CDPHE-approved sliding fee scale model.The ontractor shall not deny services based on the patient's inability to pay any of the contractors'sliding fees. ctivity#8 is measured through . The Contractor shall annually provide outreach services to at he annual Expenditure Revenue least one(1)organization designed to improve client recruitment, Report .trengthen existing relationships or create new linkages. The Contractor shall host at least one(1)community .resentation on a family planning-related topic annually. • The Contractor shall provide an opportunity for community nvolvement and feedback by hosting an Information and Education ommittee in local community at least one time(1x)per year,using itle X I&E Committee guidelines(as referenced in the Administrative anual)as a guide for committee work. The Contractor shall host at least one(1)Advisory Committee meeting annually. . The Contractor shall conduct an annual Customer Satisfaction •urvey. • The Contractor shall work toward or currently generate income fo linic through Medicaid reimbursement,third party insurance payors nd other fund raising activities. he Contractor Shall maintain appropriate personnel to run the 1 itle 'How are the measured and who is Primary program. -sponsible? •ctivity#3 1. The Contractor shall follow personnel requirements as specified onitored through clinical site in most recent CDPHE FPP Clinical and Administrative Manual. sit. Professional health care providers must be in compliance with State and Federal licensing requirements and regulations. Sub-Activities 2. The Contractor shall require any new family planning coordinator or fiscal staff working on Family Planning Program onitored by CDPHE hosting the �3 services to participate in the CDPHE Post-Award Meeting 'AM at the beginning of each (program and fiscal orientation)within forty-five(45)days of ontract year and taking employment. ,ttendance. 3. 3.The Contractor shall participate in an annual site visit (either clinical,administrative or chart)from Family Planning Program. onitored through Site Visit 4. Contractor shall Invest in clinical and administrative activities •chedule that include: a. Increasing fiscal resources through insurance and Medicaid contracting; onitored through Site Visit b. Revenue management activities that ensure billing and full •chedule clinical reimbursements are realized; c. Infrastructure improvements to attract new clients and retain current clients;and d. Other approved activities. The Contractor shall compile appropriate data regarding family Monitored at Administrative Site Primary planning visits. isit and through iCare. Activity#4 1. The Contractor shall compile any necessary data required for the Supplementary FPAR reports Family Planning Annual Report(supplementary information such monitored by Nurse as FTE and Pap testing)that is not collected in the Family Consultant pub-Activities Planning data system at least once a year. Fiscal reports monitored by Fiscal Manager ''#4 • (Care data monitored by Informatics contract 2. The Contractor shall participate in state-level evaluation efforts as requested by the FPP, including, but not limited to •sneeded. quarterly progress reports, OPA surveys,and chart audits on the implementation. 3. The Contractor shall participate in any data requests,as appropriate. Standards and 1. The content of electronic documents located on CDPHE and non CDPHE website information is CDPHE websites and information contained on COPHE and non- monitored by Program (Requirements CDPHE websites maybe updated periodically during the contract Coordinator. term. The Contractor shall monitor documents and website content for updates and comply with all updates. Contractor family planning website information is reviewed during Administrative Site Visit Standards and 2-CDPHE contractors shall offer clients printed resource and Monitored at Administrative referral materials that direct them to the nearest community Site Visit and through Requirements Medicaid and Connect for Health Colorado enrollment Quarterly Reports continued location(s),including online enrollment options. 3.Printed resource and referral materials for Medicaid and Connect for Health Colorado enrollment shall be available for clients with Limited English Proficiency(LEP),Contractors that routinely offer enrollment services on-site are exempt from this requirement because the services provided go beyond this minimum requirement. a.Information on enrollment resources,referral locations,LEP and outreach and promotional materials is available at https://www.colorado.Rov/cdphe/family-planning,which is Incorporated and made a part of this contract by reference. 4.The Contractor shall read and abide by rules and regulations Clinical Manual signatures described in the Title X Colorado Administrative Manual and must be signed by all clinical Clinical Manuals.The services provided by the Contractor to staff and sub-contractors. the clients it serves shall be performed pursuant to law and in Asked on Quarterly Report. accordance with prevailing medical standard of care for the Monitored at Clinical Site same or similar medical,nursing and professional services. Visit. The services provided shall also comply with applicable: a. Title X regulations,incorporated and made part of this Administrative Manual contract by reference,available at signature by family planning http://www.hhs.gov/opa/guidelines/program- coordinator staff only.Asked guidelines/program-requirements/index.htmL on Quarterly Report. b.CDPHE FPP clinical policies and procedures,Administrative Monitored at Clinical Site Manual and Clinical Manual,and any applicable fiscal or Visit. administrative policies,laws,and regulations of the State or Federal government,incorporated and made part of this contract by reference,available at https://www,colorado.Rov/pacific/cd phe/titlex- familyvlanning 5. The Contractor shall comply with all applicable Title X regulations,CDPHE EPP clinical policies and procedures,and any applicable fiscal and administrative policies and procedures, laws,and regulations of the State and Federal government. • a.Contractor shall maintain compliance with the Health Insurance Portability and Accountability Act(HIPAA) Monitored during and other relevant state and federal statutes protecting Administrative Site Visit. privacy and confidentiality of patient health information and medical records- • b.Contractor shall uphold the Title X regulation that all adolescents,regardless of age must be allowed services and may consent for their own visits.Title X service Monitored during provision cannot be conditioned on parental consent or Administrative Site Visit. notification. • c.Contractor shall keep confidential all information as to personal facts and circumstances about patients obtained Monitored during by the project staff.Contractor shal'implement Administrative Site Visit. appropriate safeguards for confidentiality,including prohibiting providers from releasing a patient's individual information unless the provider has written authorization for the release,the release is necessary to provide serv-ces to the patient,or the state or federal law requires the release. 6. 1 he Contractor shall ensure that all subcontractors are fulfilling Monitored annually through Title X requirements by embedding the Title X policy and guidelines contractor notification to f CDPHE staff.All into the subcontractor MOU,contracts and interagency subcontractors are reviewed agreements and approved by CDPHE staff.An email confirmation is sent to contractor,if subcontractor agreement is approved. 7. Federal and State family planning funding cannot be the sole Monitored through funder of any family planning program.The Contractor shall show Expenditure Revenue a financial contribution of funds from either local,regional,grant, Reports annually patient,Medicaid,or other third party revenue. 8. The Contractor shall utilize program income generated Monitored by every three from client fee collections and donations for family planning year fiscal desk review purposes only. 9. The Contractor shall have,at the minimum,the family planning Monitored by quarterly coordinator participate in CDPHE required meetings,such as the report. annual Post-Award Meeting,and no more than four(4)required topical training presentations such as Human Trafficking,HIV,etc. These required training sessions shall be held electronically and recorded. If the coordinator cannot attend the webinar"live", than the recording should be reviewed within 30-days of event. Date and content of trainings are to be determined. 10. The Contractor shall read,share and act,when appropriate, on the information provided in the Family Planning Weekly Monitored by quarterly Update,which is the primary source of important information and report. updates ernailed from CDPHE to the contractors.The contractor shall stay informed of changes in policy,updates to program reporting and Federal changes in Title X. Completion Date NOTES Deliverables 1.The Contractor shall provide fiscal later than the .versight and shall be solely responsible for effective date of this contract. ompliance with all provisions and eliverables under this Contract. ontractor shall submit to the Family Planning Coordinator via email (cdphe familyplanningPgate.co,us)any .ubcontract or any fiscal agent agreement pertaining to this contract. 2 The Contractor shall collect and provide o later than the Monitored quarterly by tc the Family Planning Program,through st business day of each month Informatics and Family the Family Planning data system Planning Program (https://www.Lhi.dohe.state.co.us)all Manager Lertinent data as defined by the FPP •egarding all services offered,demographic client data,and all family planning clients served by its program during the preceding Inonth(s). The Contractor shall submit quarterly No later than end of Monitored quarterly by egress reports en state-level evaluation •ctober,January,April,and Family Planning Program efforts via email to the family planning uly,annually Coordinator coordinator at cdthe familyeanninpCr)state.co.us. 4.The Contractor shall submit to the Family Nu later than June 06 needed by Informatics. Planning Program 30,annually (cdphe familvplannine@state.co.us)a list of Family Planning data system users. .The Contractor shall perform a cost No later than Monitored by Family nalysis(every three years)for December 1,2018 Planning Program ontraceptive items and services. Manager and Contractor ntractcr will submit cost analysis to hired to train and review. PHE icr review via email ' famil lannln state.co.us)to the Family Manning Cucrdinatc.r. C.The Cc-ntractur shall provide CDPHE with No later than Monitored by Family the annual Family Manning January 15,2018 and 2019 Planning fiscal Manager expenditure/r(evenue Newts through the amity Planning data system submissions. MONITORING AND REPORTING OF THESE REQUIREMENTS All of these requirements included in the annual scope of work are monitored and reported through the following CDPHE tools: O Family Planning Site Visits (Clinical and Administrative) O Contractor Quarterly Program Report O iCare Data System O Medical Chart Audits 2021 MEMORANDUM OF UNDERSTANDING For Information Technology Infrastructure Services and Support Pitkin County,Colorado and Community Health Services This Memorandum of Understanding is made this 1st day of January, 2021, between Pitkin County, Colorado (the County) and Community Health Services (Community Health)called,respectively,(the Parties). The Parties understand and agree that the Information Technology Infrastructure Services and Support(IT Support) outlined in this MOU arc subject to available appropriations by the County who will not be obligated to provide these services if adequate appropriations have not been made. Pitkin County Business Information 'technology Services(BITS)will provide IT support as listed below: Item Unit Cost Network Infrastructure(servers, switches, Internet, help desk,etc) $75 Workstations, PCs,Tablets, Smart Phones $25 Phone System $20 Monthly Per Capita Cost $120 Item (Unit Cost Totals Network Infrastructure (servers, switches, Internet,help desk,etc) $75 Per Capita Monthly Cost $120 Phone System $20 Per Capita Annual Cost $1,440 Workstations,PCs, Tablets, Smart Phones $25 8 Employees Annual Cost $11,520 The following terms arc agreed to by the Parties: 1. TERM The term of this MOLT will be from January 1,2021 through December 31,2021. 2. CLAUSES By mutual agreement Clauses may be added to this MOU. 3. SEVERABILITY To the extent that this MOU is executed,and performance of the obligations of the Parties may be accomplished within the intent of the MOU,the terms of the MOU are severable. Thus,should any Clause or provision herein be declared invalid or become inoperative for any reason,such invalidity or failure shall not affect the validity of any other Clause or provision herein. The waiver of any breach of term herein shall not he construed as a waiver of any other term,or of the same term upon subsequent breach. 2 4. INTEGRATION OF UNDERSTANDING This MOU is intended as the complete integration of the understanding between the Parties concerning the matters negotiated between them and incorporated in this MOU. No prior or contemporaneous addition,deletion,or other amendment hereto shall have any force or effect whatsoever unless embodied in writing. No subsequent notation, renewal,addition,deletion,or other amendment hereto shall have any force or effect unless embodied in a written amendment executed by the parties. 5. NO THIRD PARTY BENEFICIARY This MOU is binding on the Parties,as well as their respective successors and assigns.It is agreed that the enforcement of the terms and conditions of this MOU arc reserved for the Parties,to the extent permitted by law.Nothing contained in this MOU allows a claim or right of action by a third party.Any third party receiving benefits under the provisions of this MOT is deemed an incidental beneficiary. 6. DISPUTE RESOLUTION Subsequent to the execution of this document,both parties will work in good faith to resolve any dispute arising from any provision of the Clauses of this executed MOU.If the parties are unable to resolve such dispute,binding arbitration will be effected. 3 MOU for Information Technology Shared Services Clauses PITKIN COUNTY COMMUNITY HEALTH SERVICES Carrie K Fleischman,Director of IT Liz Star Executive Director Date: 6/11/2021 Date: /I 7/2( ( 4 DocuSign Certificate Of Completion Envelope Id:6165AC0097CA437D8424919EB36B15A0 Status:Completed Subject:Community Health Services I Pitkin County Family Planning Renewal 047.19 D R1 for Review&Signature Source Envelope: Document Pages: 15 Signatures:3 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:216.237.91.144 Record Tracking Status:Original Holder:Pitkin County Procurement Location: DocuSign 1/31/2022 4:41:50 PM Procurement@PitkinCounty.com Signer Events Signature Timestamp Jordana Sabella Sent:2/1/2022 7:19:50 AM Jordana.Sabella@PitkinCounty.com jo hkut Salkt,lt.a Viewed:2/8/2022 4:43:22 PM Public Health Director Signed:2/8/2022 4:44:47 PM Pitkin County Security Level: Email,Account Authentication Signature Adoption: Pre selected Style (None) Using IP Address:73.95.153.34 Electronic Record and Signature Disclosure: Not Offered via DocuSign Logan Hood Sent:2/8/2022 4:44:48 PM logan.hood@aspencommunityhealth.org ()Oita& &OO,4 Viewed:2/8/2022 4:57:19 PM Executive Director Signed:2/8/2022 4:58:25 PM Security Level: Email,Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address:65.38.144.66 Electronic Record and Signature Disclosure: Accepted:2/11/2022 2:12:15 PM ID:b6d71a71-692b-4a34-ba9f-ce0bf68e749c Company Name:Pitkin County,Colorado Phylis Mattice � Sent:2/8/2022 4:58:27 PM phylis.mattice@pitkincounty.com ICI kafti(L Viewed:2/8/2022 5:05:53 PM Assistant County Manager Signed:2/8/2022 7:51:43 PM Signing Group:County Manager Group Signature Adoption: Pre-selected Style Security Level: Email,Account Authentication (None) Using IP Address:24.9.202.118 Signed using mobile Electronic Record and Signature Disclosure: Accepted:2/17/2022 10:28:55 AM ID:08ac658a-57e6-4f48-a704-eed89bf610db Company Name:Pitkin County,Colorado 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 Kurt Dahl VIEWED Sent: 1/31/2022 4:44:26 PM kurt.dahl@pitkincounty.com Viewed:2/1/2022 7:19:49 AM Security Level: Email,Account Authentication (None) Using IP Address:73.3.201.217 Viewed using mobile Electronic Record and Signature Disclosure: Accepted:2/22/2022 1:09:48 PM ID:57c4c1d0-5e5d-48ed-8f57-ab1c57541f3c Company Name:Pitkin County,Colorado Carbon Copy Events Status Timestamp Pitkin County Procurement COPIED Sent:2/8/2022 7:51:45 PM procurement@pitkincounty.com Resent:2/8/2022 7:51:52 PM Procurement Viewed:2/22/2022 1:19:35 PM Pitkin County Security Level: Email,Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Accounts Payable COPIED Sent:2/8/2022 7:51:45 PM AP@pitkincounty.com Accounts Payable 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 1/31/2022 4:44:27 PM Certified Delivered Security Checked 2/8/2022 5:05:53 PM Signing Complete Security Checked 2/8/2022 7:51:43 PM Completed Security Checked 2/8/2022 7:51:45 PM 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:Logan Hood,Phylis Mattice,Kurt Dahl 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. 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