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HomeMy WebLinkAboutbocc.con.278.22 - BOCCPitkin County Human Services 0405 Castle Creek Road Aspen, CO 81611 SOW for Agreement to Perform Summer Activity Services for Colorado Works-eligible Pitkin County Families by the Aspen Youth Center Date Services Performed For: Services Performed By: June 1, 2022 Pitkin County Human Services 0405 Castle Creek Road Aspen, CO 81611 Aspen Youth Center 861 Maroon Creek Rd., Aspen CO 81611 This Statement of Work (SOW) is issued pursuant to the Consultant Services Master Agreement between Aspen Youth Center (“Contractor”) and Pitkin County Human Services (“Client”), effective June 1, 2022 (the “Agreement”), nunc pro tunc. This SOW is subject to the terms and conditions contained in the Agreement between the parties and is made a part thereof. Any term not otherwise defined herein shall have the meaning specified in the Agreement. In the event of any conflict or inconsistency between the terms of this SOW and the terms of this Agreement, the terms of this SOW shall govern and prevail. This SOW (hereinafter called the “SOW”), effective as of June 1, 2022, is entered into by and between Contractor and Client, and is subject to the terms and conditions specified below. The Exhibit(s) to this SOW, if any, shall be deemed to be a part hereof. In the event of any inconsistencies between the terms of the body of this SOW and the terms of the Exhibit(s) hereto, the terms of the body of this SOW shall prevail. Period of Performance The Services shall commence on June 1, 2022, and shall continue through September 30, 2022. Scope of Work The Contractor will employ and supervise the seasonal full time Program Assistant who will provide the following services and deliverables: •Implement innovative, creative and exciting age-appropriate programs for low- income youth in grades 4-12; Letter of Agreement Contract No 278-2022 • Develop positive relationships with low-income youth in grades 4-12 who use the Contractor’s services; • Connect with low-income youth visitors in positive and appropriate manner; • Supervise low-income youth visitors participating in various activities during open hours; • Provide Contractor with increased capacity to serve low-income children and families over the summer months while children are not in school. The position description for the Program Assistant is attached to the SOW as Exhibit A to provide additional detail about the Scope of Work for the project. The Contractor will employ and supervise the part time Special Education Assistant who will provide the following services and deliverables: • Serve as support for the AYC staff in working with youth with disabilities; • These youth are high needs and need additional support that the contractor cannot supply without this part time employee; • Develop positive relationships with disabled low-income youth in grades 4-12 who use the Contractor’s services; • Connect with disabled low-income youth visitors in positive and appropriate manner; • Supervise disabled low-income youth visitors participating in various activities when they are working; • Provide Contractor with increased capacity to serve disabled low-income children and families over the summer months while children are not in school. The position description for the Special Education Assistant is attached to the SOW as Exhibit B to provide additional detail about the Scope of Work for the project. Deliverable Materials Deliverable material include verification of work completed serving the Pitkin County Colorado Works-eligible population based on the estimates outlined in the Assumptions section. Deliverables include time tracking/reporting documentation for the Program Assistant’s work hours. Contractor Responsibilities The Contractor is responsible to submit regular invoices for reimbursement of services rendered. The Contractor is also responsible to provide the necessary documentation to demonstrate the distribution of work performed in accordance with the Deliverable Materials section. Client Responsibilities It is the responsibility of the Client to process in a timely manner all invoices for services from the Contractor. The funding of the project comes from the Contractor’s Colorado Works allocation and will be billed to the CFMS code I859.4195 TANF - Non-Recurrent Short-Term Benefits. Fee Schedule This engagement will be conducted on a Time-only basis. The total value for the Services pursuant to this SOW shall not exceed $20,000.00 unless otherwise agreed to by both parties via the project change control procedure, as outlined within. A PCR will be issued specifying the amended value. This figure is based on 864 hours of professional services. This number represents the number of hours worked by one full-time employee and one part time (.25 FTE) employee during the months of June, July, August, and September of 2022. Bill To Address Client Project Manager 0405 Castle Creek Road, Suite 102, Aspen, CO 81611 Samuel Landercasper Completion Criteria Contractor shall have fulfilled its obligations upon conclusion of the contracted time period. Assumptions Based on the Contractor’s total membership, 65% of youth participants come from families who earn $85,000 or less. Of that 64%: 19% make $65,000-$85,000; 18% earn $45,000- $65,000;15% make $25,000-$45,000; and 13% earn $25,000 and under. For the current youth being served due to Covid, many parents who have the means have pulled their kids from the program to make room for families who need it more, the Contractor estimates that 85% of the participating families are making $75K or less. The Contractor bases their numbers off self-reported data and the reason they use the $85,000 level is because they work off of the Self-Sufficiency Standard for Colorado. According to The Self-Sufficiency Standard for Colorado 2018, a family with one parent and one pre-school aged child needs to earn an income of $90,931 in Pitkin County. With two parents, one pre-school aged child and one school aged child, those numbers rise to $94,931, $76,362, and $76,807 respectively. To compare, a single person with no children needs to earn $70,200 in Pitkin County in order to be self-sufficient (no federal, state, private aid). By hiring an additional seasonal worker, the Contractor will be able to provide more available slots for low-income children who will then have access to affordable childcare during the summer months. This will allow for more parents/caregivers to return to work following the pandemic. Project Change Control Procedure The following process will be followed if a change to this SOW is required: • A Project Change Request (PCR) will be the vehicle for communicating change. The PCR must describe the change, the rationale for the change, and the effect the change will have on the project. • The designated Project Manager of the requesting party (Contractor or Client) will review the proposed change and determine whether to submit the request to the other party. • Both Project Managers will review the proposed change and approve it for further investigation or reject it. Contractor and Client will mutually agree upon any charges for such investigation, if any. If the investigation is authorized, the Client Project Managers will sign the PCR, which will constitute approval for the investigation charges. Contractor will invoice Client for any such charges. The investigation will determine the effect that the implementation of the PCR will have on SOW price, schedule and other terms and conditions of the Agreement. • Upon completion of the investigation, both parties will review the impact of the proposed change and, if mutually agreed, a Change Authorization will be executed. • A written Change Authorization and/or PCR must be signed by both parties to authorize implementation of the investigated changes. IN WITNESS WHEREOF, the parties hereto have caused this SOW to be effective as of the day, month and year first written above. Aspen Youth Center Pitkin County Human Services By: By: Name: Michaela Idhammar-Ketpura Name: Lindsay Maisch Title: Executive Director Title: Pitkin County Human Services Director Aspen Youth Center Position: Program Coordinator – Temporary/Seasonal Category: Seasonal Full Time Reports to: Executive Director, Program and Development Manager Pay Range: $16-$20/hour _________________________________________________________________________________________ Mission Statement Aspen Youth Center is dedicated to providing a safe and supportive place where youth connect, learn, and grow during their out of school hours, for free. Job Description Overview: The position of Program Coordinator is a single position that serves as program support position for the staff at Aspen Youth Center. The Program Coordinator is responsible for helping develop and implement daily programs, Monday through Friday, at AYC. Other responsibilities include assisting with summer field trips, keeping the space clean and organized, and assisting the staff in basic administrative duties. This position requires an energetic and creative individual who possesses self- confidence, patience, and organizational skills; an individual dedicated to helping children develop and practice the skills they need to lead healthy and happy lives; an individual who believes in, and understands the nature of non-profit organizations. Hours will be 9am to 5pm or 10am to 6pm, Monday through Friday. Description of Duties: Program Development and Implementation: •Implement innovative, creative and exciting age-appropriate programs for youth in grades 4-12; •Develop positive relationships with youth in grades 4-12 who use AYC’s services; •Connect with youth visitors in a positive and appropriate manner; •Maintain communication with the Program and Development Manager about the implementation of programs and activities; •Take photos and videos of programs to share with Executive Director for social media; •Assist in summer field trip from sign up to execution; •Set up and/or shut down Kid Trax each day and make sure youth are signing in; •Assist in Community Crusaders, Top Chef, Art Spot, Mad Science, Community Lunch, and AYC Bucks programs; •As directed, assist in the evaluation of all programs and activities; •Maintain appropriate and timely communication with parents of AYC youth as necessary; •Act as a role-model and mentor for youth visitors at AYC; •Model positive behavior. Supervision and Maintenance of Facility: •Supervise game room, gym, computer lab, kitchen, tv room, high school room during open hours; •Let staff know when items are low in stock (for example cleaning supplies, paper towels, paper, etc) •Let staff know when items at AYC are broken and need to be repaired; •Repair items as able/needed; •Complete any and all duties that may be required for the successful operation of AYC programs and acitivites. Organizational Duties: •Assist with mailing campaigns and marketing efforts as required; •Be prepared to answer questions about current programs and activities and be familiar with the history of AYC; •Act as an ambassador for the Aspen Youth Center throughout the community; •As required, attend and assist in all AYC fundraising projects and events; •Complete any and all duties that may be required for the successful operation of Aspen Youth Center. Exhibit A Required Qualifications: • High School Diploma; • Experience working directly with children and/or teens in grades 4-12; • A deep appreciation for children and teens and enjoys working with them on a daily basis; • Self-motivated, able to work independently with indirect supervision from Executive Director and Program Manager; • Strong organizational and time management skills and the ability to demonstrate flexibility in dealing with a variety of tasks on a daily basis; • Ability to deal effectively with ambiguity of tasks; • Ability to take initiative; • Strong written and oral communication skills; • Ability to be productive in an open and collaborative work environment; • Willingness and ability to work flexible hours and days as needed for fundraising events, meetings, facility rentals, and overnight youth programs; • Ability to present oneself in a highly professional manner and act as an ambassador for Aspen Youth Center; • Be of good moral character as determined by a thorough background investigation; • A strong sense of humor. Preferred Qualifications • Experience working with a non-profit organization; • Fluency or comprehension of Spanish language; Aspen Youth Center is a youth 501c3 nonprofit organization founded in 1991. We provide a safe and supportive place where all youth in grades 4 through 12 can connect, learn, and grow during their out of school hours, for free. We do not discriminate based on age, gender, race, sexual orientation, religion, or political affiliation. Aspen Youth Center Position: Special Education Youth Assistant Category: Hourly Reports to: Executive Director Salary Range: Hourly starting at $25/hour _________________________________________________________________________________________ Job Description Overview: The position of Special Education Youth Assistant is a support position for the staff of Aspen Youth Center. This position is intended to support youth in our community who have disabilities that need one on one support and cannot afford other options. This position is expected to help ensure that the youth they are assigned to work with participate in the programs they are interested in and engage with their peers. The Special Education Youth Assistant creates an environment that encourages independence, self-motivation, self-direction, empowerment, and self-advocacy of children with disabilities. This position is meant to be part time to allow youth who might not otherwise be able to participate in our programs thus allowing the youth to engage with their peers and socialize, and allow their families a free option to support them. This position will be 8-16 hours per week and can be one or two people. It will begin as June through September with the hopes of extending to year round, weekly programming. Expectations •Understand each youth disability; •Work with youth, their families, and AYC staff to ensure youth is safe and comfortable while at AYC; •Communicate any problems with staff and parents; •Communicate additional needs for each youth while at AYC; •Engage youth in AYC activities as appropriate and assist them in engaging with their peers; •Stay with youth while at AYC to ensure they are safe and needs are met. Organizational Duties: •Be prepared to answer questions about current programs and activities and be familiar with the history of AYC; •Act as an ambassador for the Aspen Youth Center throughout the community; Aspen Youth Center is a youth 501c3 nonprofit organization founded in 1991. We provide a safe and supportive place where all youth in grades 4 through 12 can connect, learn, and grow during their out of school hours, for free. We do not discriminate based on age, gender, race, sexual orientation, religion, or political affiliation. Aspen Youth Center is free to youth in 4th through 12th grade. Youth can live anywhere. Our programs are funded through donations, grants, and events. We are not part of the City of Aspen but a separate, private nonprofit. We are fortunate to own our space in the Aspen Recreation Center building. Exhibit B Certificate Of Completion Envelope Id: 5A3A308F2CC44CB8B146E4F8DC3B644F Status: Completed Subject: Please find the enclosed Statement of Work for you docusign signature. Source Envelope: Document Pages: 8 Signatures: 2 Envelope Originator: Certificate Pages: 5 Initials: 0 Susan Markwood AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 susan.markwood@pitkincounty.com IP Address: 65.38.144.66 Record Tracking Status: Original 7/6/2022 4:37:21 PM Holder: Susan Markwood susan.markwood@pitkincounty.com Location: DocuSign Signer Events Signature Timestamp Lindsay Maisch lindsay.maisch@pitkincounty.com Human Services Director Security Level: Email, Account Authentication (None)Signature Adoption: Drawn on Device Using IP Address: 65.38.144.66 Sent: 7/6/2022 4:44:51 PM Viewed: 7/6/2022 5:04:36 PM Signed: 7/6/2022 5:04:43 PM Electronic Record and Signature Disclosure: Accepted: 4/4/2022 5:26:47 PM ID: 7763213c-286f-4430-943b-eb745fb39f68 Company Name: Pitkin County, Colorado Michaela Idhammar-Keptura michaela@aspenyouthcenter.org Executive Director Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 73.229.128.136 Sent: 7/6/2022 5:04:44 PM Viewed: 8/3/2022 12:30:19 PM Signed: 8/3/2022 12:30:33 PM Electronic Record and Signature Disclosure: Accepted: 8/3/2022 12:30:19 PM ID: 1d9dc10a-166e-4d72-87f5-254c2755ba66 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 Carbon Copy Events Status Timestamp Samuel Landercasper samuel.landercasper@pitkincounty.com Economic Assistance Manager Pitkin County Security Level: Email, Account Authentication (None) Sent: 8/3/2022 12:30:34 PM Carbon Copy Events Status Timestamp Electronic Record and Signature Disclosure: Not Offered via DocuSign Susan Markwood susan.markwood@pitkincounty.com Admin Pitkin County Colorado Security Level: Email, Account Authentication (None) Sent: 8/3/2022 12:30:35 PM Resent: 8/3/2022 12:30:37 PM Viewed: 8/4/2022 8:32:13 AM 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 7/6/2022 4:44:51 PM Certified Delivered Security Checked 8/3/2022 12:30:19 PM Signing Complete Security Checked 8/3/2022 12:30:33 PM Completed Security Checked 8/3/2022 12:30:35 PM Payment Events Status Timestamps Electronic Record and Signature Disclosure 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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