HomeMy WebLinkAboutbocc.con.182.23 - BOCCRESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS (“BOCC”) OF PITKIN COUNTY, COLORADO APPROVING AN INDIVIDUAL GRANT AGREEMENT WITH COLORADO DEPARTMENT OF HUMAN SERVICES (CDHS) FOR THE HOMELESS INITIATIVES GRANT
RESOLUTION NO. 031-2023
RECITALS
WHEREAS, Pursuant to Section 2.8.3 (Actions) of the Pitkin County Home Rule Charter
(“HRC”) official action by formal resolution shall be required for all actions of the Board not requiring ordinance power on matters of significant importance affecting citizens, and;
WHEREAS, Pitkin County Human Services believes it is in the best interest of the residents
of Pitkin County to support housing navigation services for individuals and families living
in homelessness, and;
WHEREAS, by accepting these grant funds, Pitkin County Human Services will be the fiscal agent to pass through funds through a formal Request for Proposal process, and;
WHEREAS, The BOCC finds that it is in the best interests of the citizens of Pitkin County to approve this Resolution.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Pitkin County, Colorado that it hereby adopts a Resolution of the Board of County
Commissioners of Pitkin County, Colorado, Approving an Individual Grant Agreement with Colorado Department of Human Services (CDHS) in the amount of $150,000 for the Homeless Initiatives Grant, and authorizes the Chair to sign the Resolution and upon the
satisfaction of the County Attorney as to form, execute any other associated documents
necessary to complete this matter.
Contract No. 182-2023
Attached
INTRODUCED AND FIRST READ ON THE 10TH DAY OF MAY, 2023 AND SET
FOR SECOND READING AND PUBLIC HEARING ON THE 24TH DAY OF MAY 2023.
NOTICE OF PUBLIC HEARING AND TITLE AND SHORT SUMMARY OF THE RESOLUTION PUBLISHED IN THE ASPEN DAILY NEWS ON THE 11TH DAY OF
MAY, 2023.
NOTICE OF PUBLIC HEARING AND THE FULL TEXT OF THE RESOLUTION POSTED ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com )
ON THE 11TH DAY OF MAY 2023.
ADOPTED AFTER FINAL READING AND PUBLIC HEARING ON THE 24TH DAY OF MAY 2023.
POSTED BY TITLE AND SHORT SUMMARY ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com ) ON THE 25TH DAY OF MAY 2023.
PUBLISHED BY TITLE AND SHORT SUMMARY, AFTER ADOPTION, IN THE ASPEN DAILY NEWS ON THE 1ST DAY OF JUNE, 2023.
ATTEST: BOARD OF COUNTY COMMISSIONERS
By _________________________ By: _____________________________ Julia Ely Francie Jacober, Chair Deputy County Clerk
Date: ______________
APPROVED AS TO FORM: MANAGER APPROVAL
___________________________ _________________________________
Laura Makar, Asst. County Attorney Phylis Mattice for Jon Peacock, County Manager
Form Revised 01-01-2023
Jun-02-2023
Homelessness Initiatives Grant
Intent to Award
April 4, 2023
Dear Lindsay Maisch,
In response to Pitkin County’s collaborative application for CDHS’ Inaugural Homelessness
Initiative’s Grants, our review committee is pleased to offer you $150,000 to fund your
Housing Navigator Grant request.
In accordance with CDHS’ procurement process, these funds must be spent by June 30, 2024
and will be available to you upon the successful completion of a Statement of Work and
Purchase Order.
We are grateful for your partnership and participation in this process and look forward to
advancing our collective goals to make homelessness history in Colorado.
Please reach out to me with any questions you may have concerning this letter, and our
pending purchase order process.
Sincerely,
Cole Chandler
Director of Homelessness Initiatives
Pronouns: he, him, his (and here is why that matters)
1575 Sherman St., Denver, CO 80203
720.215.5217
cole.chandler@state.co.us I www.colorado.gov/cdhs
1
Contract No. 182-2023
STATE OF COLORADO
Department of Human Services
Page 1 of 1
ORDER *****IMPORTANT*****
Number:PO,IHBA,202400001250 The order number and line number must appear on all
invoices, packing slips, cartons, and correspondence.Date:6/15/23
Description:
Housing Navigator Pitkin County
BILL TO
Executive Director
1525 Sherman Street
5th floor
Denver, CO 80203
Effective Date:07/01/23
Expiration Date:06/30/24
BUYER SHIP TO
Buyer:JIAMIR MIRABAL Executive Director
1525 Sherman Street
5th floor
Denver, CO 80203
Email:jiamir.mirabal@state.co.us
VENDOR
PITKIN COUNTY
Pitkin County Sheriff's Department
530 E MAIN ST STE 201
ASPEN, CO 81611-1948 SHIPPING INSTRUCTIONS
Delivery/Install Date:-
FOB: Contact:Liz Woods
Phone:(970) 920-5180
VENDOR INSTRUCTIONS
EXTENDED DESCRIPTION
The Colorado Department of Human Services (the Department) is contracting with Pitkin County Department of
Human Services to subcontract services to employ, train, and supervise housing navigators, preferably with lived
experience of housing insecurity who will deliver housing navigation services to those at risk of and currently
experiencing homelessness within Pitkin, Eagle, and Garfield Counties.
Line Item Commodity/Item Code UOM QTY Unit Cost Total Cost MSDS Req.
1 95200 0 0.00 $150,000.00 ¨
Description:Housing Navigator Pitkin County
Service From:07/01/23 Service To:06/30/24
TERMS AND CONDITIONS
https://www.colorado.gov/osc/purchase-order-terms-conditions
DOCUMENT TOTAL =$150,000.00
1.0 HOUSING NAVIGATOR
2.0 STATEMENT OF WORK
06/21/2023
3.0 PROJECT OVERVIEW
3.1 The Colorado Department of Human Services (the Department)is contracting with Pitkin
County Department of Human Services to subcontract services to employ,train,and
supervise housing navigators,preferably with lived experience of housing insecurity who
will deliver housing navigation services to those at risk of and currently experiencing
homelessness within Pitkin,Eagle,and Garfield Counties.
4.0 TERM OF PROJECT
4.1 The Contractor shall begin work upon acceptance of this purchase order.All work
pursuant to this purchase order shall be completed no later than June 30,2024..
5.0 GENERAL REQUIREMENTS
5.1 The Contractor shall perform all work in accordance with all applicable Federal and State
statutes,regulations and rules,as now and hereafter amended,and the requirements
described within this Statement of Work and the purchase order.
5.2 The Contractor shall work closely and collaboratively with the Department,discuss
suggestions or issues as they occur and incorporate suggestions or guidance from the
Department while performing the work described within this Statement of Work and the
purchase order.
5.3 The Contractor shall coordinate and prioritize all work to ensure that all deliverables and
deadlines are met.
5.4 The Contractor shall employ an internal quality control process to ensure that all
deliverables are complete,accurate,easy to understand,and of high quality.The
Contractor shall provide deliverables that,at a minimum,are responsive to the specific
requirements,organized into a logical order,contain no spelling or grammatical errors,
formatted uniformly,and contain accurate information and correct calculations.The
Contractor shall retain all work papers generated for reference through the duration of the
project and project acceptance.The Contractor shall participate in the review and
revision process,until the Department provides written acceptance of the deliverable.
5.5 The Contractor shall provide copies of any supporting documentation to the Department
upon request of the Department and without charge.
5.6 The Contractor shall respond to all telephone calls,voicemails and e-mail inquiries from
the Department within one (1)business day.
Attachment A to Purchase Order #PO-IHBA-20241250 Page 1 of 4
5.7 The Contractor shall enable all Contractor staff to exchange documents and electronic
files with the Department staff in formats compatible with the Department’s systems.
The Department currently uses Google Docs.
6.0 PROJECT REQUIREMENTS
6.1 The Contractor shall work with a subcontractor who will employ and train a housing
navigator,preferably with lived experience of housing insecurity.
6.1.1 Training shall include:professional and customer service training,motivational
interviewing,housing planning,housing application,down payment assistance,etc.
6.1.2 The Contractor shall collaborate with the Department to design a Housing
Navigator hire and training plan.
6.1.3 DELIVERABLE:Housing Navigator hire and training.
6.1.4 DUE:As outlined in Table 7.4.
6.2 The Contractor shall participate in activities in coordination with Street Outreach
workers,including but not limited to participation in weekly case conferencing meetings,
to conduct outreach to 75%or more of the county's unhoused clients on the Built for Zero
By-Name-List.
6.2.1 Outreach should include at least three (3)attempts at contacting an individual
using various methods and when a client is reached.The housing navigator will work
with Street Outreach to assess the unique scenarios of individuals and use that
information in building landlord relationships as well as a housing portfolio.
6.2.2 The Contractor shall submit a quarterly report on the overall Housing Portfolio to
the Department for review and approval.
6.2.3 DELIVERABLE:Outreach
6.2.4 DUE:As outlined in Table 7.4.
6.3 The Contractor shall work with Street Outreach workers who will maintain ongoing
caseloads of 20-30 individuals with whom the housing navigator will liaison to develop
housing plans and support an individual from planning,to application,to move in.
6.3.1 Housing navigation should include but not be limited to an assessment of the
region’s unique challenges,housing inventory,and the ways that clients access
housing through planning,applications,down payment assistance,and move in
support.
6.3.2 The Contractor shall submit Housing Planning,including the regional assessment,
to the Department for review and approval.
6.3.3 DELIVERABLE:Housing Planning
6.3.4 DUE:As outlined in Table 7.4.
Attachment A to Purchase Order #PO-IHBA-20241250 Page 2 of 4
6.4 The Contractor shall ensure that activities in order to rehouse individuals assist in 36
individuals of Built for Zero By-Name-List and are rehoused by the conclusion of the
fiscal year.
6.4.1 Once an individual is rehoused,their status in the HMIS will be changed to show
that they are no longer unhoused.
6.4.2 The Contractor shall submit Rehousing to the Department for review and
approval.
6.4.3 DELIVERABLE:Rehousing
6.4.4 DUE:As outlined in Table 7.4.
6.5 The Contractor shall track and report their efforts to implement the grant and shall
provide a quarterly Progress Report to the Department.
6.5.1 DUE:As outlined in Table 7.4.
7.0 DELIVERABLES,TIMELINE AND COMPENSATION
7.1 The Contractor shall provide the stated deliverables in accordance with the dates stated in
the table in Section 5.4.
7.2 The Contractor shall invoice the Department <<upon completion of a deliverable OR
monthly by the (Xthsuch as 10th or 15th)of each month >>and will be paid the fixed price
amount stated in the table in Section 5.4 upon review and acceptance by the Department
of each deliverable.All invoices must be submitted to the Department no later than
DATE.
7.3 The total amount of funding for this fixed price purchase order for all work to be
performed pursuant to this Statement of Work is $150,000.This total amount of funding
will be the sole compensation to the Contractor for the services and/or deliverables
provided.
7.4 The due date and payment for each deliverable is detailed in the following table:
DELIVERABLES DATE DUE TO THE
DEPARTMENT
AMOUNT OF TOTAL
AWARDED FIXED
PRICE
CONTRACTOR
WILL BE PAID UPON
ACCEPTANCE OF
DELIVERABLE
Housing Navigator employment and
training 07/31/2023 $150,000
Outreach 06/30/2024
Housing Planning 06/30/2024
Attachment A to Purchase Order #PO-IHBA-20241250 Page 3 of 4
Rehousing 06/30/2024
Quarterly Progress Report
On the last day of the
quarter beginning on
9/30/2023
TOTAL $150,000.00
8.0 HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA).
8.1 Federal law and regulations governing the privacy of certain health information requires a
business associate contract between the Department and the contractor.45 C.F.R.§
164.504(E).Attached hereto and incorporated herein by reference and agreed to by the
parties is a HIPAA Business Associate Addendum for HIPAA compliance.Terms of the
Addendum shall be considered binding upon the execution of this contract and shall
remain in effect during the term of the contract including any extensions.
9.0 GRANT PROVISIONS
9.1 This Contract is funded one hundred percent (100%)by a grant from _____________.
Attachment A to Purchase Order #PO-IHBA-20241250 Page 4 of 4