HomeMy WebLinkAboutbocc.con.259.23 - BOCCAmendment Contract Number: 24 IBEH 186732 Page 1 of 3 Rev. 1/14/19
CONTRACT AMENDMENT #2
SIGNATURE AND COVER PAGE
State Agency
Colorado Department of Human Services
Behavioral Health Administration
Original Contract Number
23 IBEH 174374
Contractor
Pitkin County
Amendment Contract Number
24 IBEH 186732
Current Contract Maximum Amount
Initial Term
Contract Performance Beginning Date
July 1, 2022
State Fiscal Year 2023 $367,421.00
Extension Terms Current Contract Expiration Date
June 30, 2024 State Fiscal Year 2024 $475,904.00
Total for All State Fiscal Years $843,325.00
THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT
Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment
and to bind the Party authorizing his or her signature.
CONTRACTOR
Pitkin County
______________________________________________
By: Francie Jacober, Chair, Board of County Commissioners
Date: _________________________
STATE OF COLORADO
Jared Polis, Governor
Colorado Department of Human Services
Michelle Barnes, Executive Director
______________________________________________
By: Michelle Barnes, Interim Commissioner, Behavioral
Health Administration
Date: _________________________
In accordance with §24-30-202 C.R.S., this Amendment is not valid until signed and dated below by the State Controller or an
authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By:___________________________________________
Andrea Eurich / Toni Williamson
Amendment Effective Date:_____________________
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
10/20/2023 10/23/2023
10/24/2023
Amendment Contract Number: 24 IBEH 186732 Page 2 of 3 Rev. 1/14/19
1. PARTIES
This Amendment (the “Amendment”) to the Original Contract shown on the Signature and Cover Page
for this Amendment (the “Contract”) is entered into by and between the Contractor, and the State.
2. TERMINOLOGY
Except as specifically modified by this Amendment, all terms used in this Amendment that are defined
in the Contract shall be construed and interpreted in accordance with the Contract.
3. AMENDMENT EFFECTIVE DATE AND TERM
A. Amendment Effective Date
This Amendment shall not be valid or enforceable until the Amendment Effective Date
shown on the Signature and Cover Page for this Amendment. The State shall not be bound
by any provision of this Amendment before that Amendment Effective Date, and shall have
no obligation to pay Contractor for any Work performed or expense incurred under this
Amendment either before or after of the Amendment term shown in §3.B of this
Amendment.
B. Amendment Term
The Parties’ respective performances under this Amendment and the changes to the
Contract contained herein shall commence on the Amendment Effective Date shown on the
Signature and Cover Page for this Amendment and shall terminate on the termination of the
Contract.
4. PURPOSE
Under the original contract the Contractor has implemented a Co-Responder Services Program for its
community by partnering with key stakeholder partners.
The purpose of this contract amendment is to update Exhibit B and Exhibit C. This amendment adds
$95,904 in new funding for FY24 to support their service expansion to add additional peer
support for a new FY24 total of $475,904.
5. MODIFICATIONS
The Contract and all prior amendments thereto, if any, are modified as follows:
A. The Contract Maximum Amount table on the Contract’s Signature and Cover Page is
hereby deleted and replaced with the Current Contract Maximum Amount table shown on
the Signature and Cover Page for this Amendment.
B. ADD Exhibit B-2, Budget, attached hereto and incorporated herein by reference.
C. REPLACE Exhibit C-1, Miscellaneous Provisions, with Exhibit C-2, Miscellaneous
Provisions, attached hereto and incorporated herein by reference.
6. LIMITS OF EFFECT AND ORDER OF PRECEDENCE
This Amendment is incorporated by reference into the Contract, and the Contract and all prior
amendments or other modifications to the Contract, if any, remain in full force and effect except
as specifically modified in this Amendment. Except for the Special Provisions contained in the
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
Amendment Contract Number: 24 IBEH 186732 Page 3 of 3 Rev. 1/14/19
Contract, in the event of any conflict, inconsistency, variance, or contradiction between the
provisions of this Amendment and any of the provisions of the Contract or any prior modification
to the Contract, the provisions of this Amendment shall in all respects supersede, govern, and
control. The provisions of this Amendment shall only supersede, govern, and control over the
Special Provisions contained in the Contract to the extent that this Amendment specifically
modifies those Special Provisions.
**THE REST OF THIS PAGE INTENTIONALLY LEFT BLANK**
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
EXHIBIT B-2
BHA Program Co-Responder Program
Project Name Pitkin Area Co-Responder Team (PACT)
Annual Budget
Position Title Gross or Annual
Salary Fringe
Percent of
Time on
Project
Total Amount Requested from
BHA
Project Director 97,920.00$ 30,286.00$ 4.5%5,769.27$
Mental Health Program
Administrator
87,516.00$ 36,657.00$ 78.0%96,854.94$
Financial Analyst 91,305.00$ 28,893.00$ 4.75%5,709.41$
Administrative Specialist 62,131.00$ 23,858.00$ 6.00%5,159.34$
Annual Budget
Position Title Hourly Wage Hourly
Fringe
Total # of
Hours on
Project
Total Amount Requested from
BHA
-$
113,493.00$
Annual Budget
Contractor Name Rate Quantity Total Amount Requested from
BHA
Mind Springs Health $ 25,177.00 12 302,124.00$
Julota $ 5,500.00 2 11,000.00$
OMNI Data Consultant $ 667.00 12 8,004.00$
Agency Name
Budget Period 7/1/23 - 6/30/24
EXHIBIT B-2, FY24 ANNUAL BUDGET
Pitkin County Public Health
Program Contact Name, Title Katie Hundertmark, PACT Program Admin
970.319.3957
kathryn.hundertmark@pitkincounty.com
Phone
Email
Fiscal Contract Name, Title Kelly Pazar, Financial Analyst
Phone 970.379.3637
kelly.pazar@pitkincounty.com
8/29/2023 rev 9/6/2023
Email
Date Completed
All budget numbers are estimates. Contract billing will be on a cost reimbursement basis for actual expenses incurred.
EXPENDITURE CATEGORIES
Personnel Services / Salaried Employees
Description of Work
Provide oversight to include strategic planning and visioning,
budget oversight and management of contracts. Fringe benefits
include: payroll taxes; medical, dental, STD, LTD, AD&D, UI and life
insurance; fitness/wellness benefit; retirement.
Management and administration of the Co-Responder program.
Fringe benefits include: payroll taxes; medical, dental, UI, STD,
LTD, AD&D and life insurance; fitness/wellness benefit;
retirement.
Budget planning, monitoring and invoicing. Fringe benefits
include: payroll taxes; medical, dental, UI, STD, LTD, AD&D and life
insurance; fitness/wellness benefit; retirement.
Staff support, meeting and event setup and breakdown. Fringe
benefits include: payroll taxes; medical, dental, UI, STD, LTD,
AD&D and life insurance; fitness/wellness benefit; retirement.
Personnel Services / Hourly Employees
Description of Work
Total Personnel Services (including fringe benefits)
Contractors / Consultants (payments to third parties or entities)
Description of Work
MH services provider (August revision: additional peer specialist incl supervision,
vehicle lease)
Information platform for client and data tracking, and training in the program
Page 1 of 2 revised: 02/15/2023
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
EXHIBIT B-2
TBD $ 600.00 1 600.00$
321,728.00$
Annual Budget
Contractor Name Rate Quantity Total Amount Requested from
BHA
-$
-$
Annual Budget
Item Rate Quantity Total Amount Requested from
BHA
Mileage $ 0.655 500 327.50$
Per diem $ 75.00 2 150.00$
Lodging $ 199.00 2 398.00$
Travel to Co-R Conf $ 1,500.00 8 12,000.00$
12,876.00$
Annual Budget
Item Rate Quantity Total Amount Requested from
BHA
Cell Phone $ 45.70 12 548.40$
Marketing & Supplies $ 100.00 12 1,200.00$
Training $ 350.00 3 1,050.00$
Direct Client Benefits $ 2,938.00 1 2,938.00$
Co-R Conf Registration $ 450.00 8 3,600.00$
Food $ 100.00 4 400.00$
9,736.00$
457,833.00$
277,124.00$
-$
-$
-$
277,124.00$
180,709.00$
Annual Budget
Indirect Cost Percentage Total Amount Requested
from BHA
Drop Down Box
10% De Minimis Rate 10%18,071.00$
18,071.00$
475,904.00$
MHFA Training
Total Contractors/Consultants
Subawards
Description of Work
TOTAL Request
The Parties may mutually agree, in writing, to modify the Budget administratively using an BHA Budget Reallocation form
MODIFIED TOTAL DIRECT COSTS (MTDC)
Indirect Costs
Description of Item
Describe what the cost includes and the use of allowance
Payroll, human resources, grant administration, grant billings, facility and indirect costs that are not
covered under the existing categories or budgets.
Total Indirect
Total Subawards
Travel
Description of Item
Local and regional meetings and trainings
Meals and incidentals
Regional meetings and trainings
Flights, ground transportation, lodging, meals
Total Travel
Supplies & Operating Expenses
Description of Item
Monthly cell phone for Program Manager (PM)
PACT swag, general supplies for PM use and meetings
Professional development and training for PACT staff and partners
Supplies to meet specific client needs
Eight PACT team members and LE partners
Rent
Equipment in excess of $5,000
Other Unallowable Expenses
Total Expenses per OMB 2CFR § 200
Total Supplies & Operating Expenses
TOTAL DIRECT COSTS (TDC)
Exclusions from Indirect Cost Base expenses per OMB 2CFR § 200
Subaward in excess of $25,000
Page 2 of 2 revised: 02/15/2023
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
Exhibit C-2
Contract Amendment Number: 24 IBEH 186732 Page 1 of 5
Exhibit C-2
Miscellaneous Provisions
I. General Provisions and Requirements
A. Finance and Data Protocols
The Contractor shall comply with the Behavioral Health Administration’s (BHA) most current
Finance and Data Protocols and the Behavioral Health Accounting and Auditing Guidelines, made
a part of this Contract by reference.
B. Marketing and Communications
The Contractor shall comply with the following marketing and communications requirements:
1. Reports or Evaluations. All reports or evaluations funded by BHA must be reviewed by
BHA staff, including program, data, and communications, over a period of no fewer
than 15 business days. The Contractor may be asked to place a report or evaluation on
a BHA template and the report or evaluation is required to display the BHA logo. The
Contractor shall submit the finished document to BHA in its final format and as an
editable Word or Google document.
2. Press Releases. All press releases about work funded by BHA must note that the work
is funded by the Colorado Department of Human Services, Behavioral Health
Administration. Press releases about work funded by BHA must be reviewed by BHA
program and communications staff over a period of no fewer than five business days.
3. Marketing Materials. Contractor shall include the current Colorado Department of
Human Services, Behavioral Health Administration logo on any marketing materials,
such as brochures or fact sheets, that advertise programs funded by this Contract.
Marketing materials must be approved by the Contract’s assigned BHA program
contract over a period of no fewer than 5 business days.
4. All Other Documents. All other documents published by the Contractor about its BHA-
funded work, including presentations or website content, should mention the Colorado
Department of Human Services, Behavioral Health Administration as a funder.
5. Opinion of BHA. BHA may require the Contractor to add language to documents that
mention BHA reading: “The views, opinions and content expressed do not necessarily
reflect the views, opinions or policies of the Colorado Department of Human Services,
Behavioral Health Administration.”
C. Start-up Costs
If the State reimburses the Contractor for any start-up costs and the Contractor closes the program
or facility within three years of receipt of the start-up costs, the Contractor shall reimburse the State
for said start-up costs within sixty (60) days of the closure. The Contractor is not required to
reimburse the State for start-up costs if the facility or program closure is due to BHA eliminating
funding to that specific program and/or budget line item.
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
Exhibit C-2
Contract Amendment Number: 24 IBEH 186732 Page 2 of 5
D. Immediate Notification of Closures / Reductions in Force
If the Contractor intends to close a facility or program, it shall notify the BHA Contracts Unit at
least five business days prior to the closure. Similarly, if the Contractor, or any sub-contractor
provider, intends to conduct a reduction in force which affects a program funded through this
contract, the Contractor shall notify the BHA Contracts Unit at least five business days prior to the
layoffs.
E. Licensing and Designation Database Electronic Record System (LADDERS)
The Contractor shall use LADDERS (http://www.colorado.gov/ladders) as needed and/or as
required by rule to submit applications for BHA licensing and designation, keep current all provider
directory details, and submit policies and procedures.
F. Contract Contact Procedure
The Contractor shall submit all requests for BHA interpretation of this Contract or for amendments
to this Contract to the BHA Contract Manager.
G. Continuity of Operations Plan
1. In the event of an emergency resulting in a disruption of normal activities, BHA may
request that Contractor provide a plan describing how Contractor will ensure the
execution of essential functions of the Contract, to the extent possible under the
circumstances of the inciting emergency (“Continuity of Operations Plan” or “Plan”).
2. The Continuity of Operations Plan must be specific and responsive to the circumstances
of the identified emergency.
3. BHA will provide formal notification of receipt of the Continuity of Operations Plan to
the Contractor.
4. The Continuity of Operations Plan will not impact or change the budget or any other
provisions of the contract, and Contractor's performance will be held to the same
standards and requirements as the original Contract terms, unless otherwise specified in
the Continuity of Operations Plan.
5. Any submitted Continuity of Operations Plan will be ratified as an amendment to the
contract as soon as possible.
6. Contractor shall communicate, in a format mutually agreed upon by BHA and
Contractor staff, on a frequency that supports the monitoring of services under the
Continuity of Operations Plan. If adjustments are needed to the Plan, such adjustments
will be made in writing and accompanied by written notice of receipt from BHA.
a. As part of the BHA/Contractor communication during the emergency,
Contractor and BHA will evaluate whether the emergency has resolved such
that normal operations may be resumed.
b. Contractor and BHA will agree in writing when the emergency is sufficiently
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
Exhibit C-2
Contract Amendment Number: 24 IBEH 186732 Page 3 of 5
resolved and agree to a closeout period that is four weeks or less.
c. BHA will submit notice accepting the termination of the Continuity of
Operations Plan to the Contractor as the final action for any qualifying
emergency response.
H. Cultural Responsiveness in Service Delivery
1. The Behavioral Health Administration expects funding dollars to support equity in
access, services provided, and behavioral health outcomes among individuals of all
cultures, gender identities, sexual orientations, races, and ethnicities. Accordingly,
Contractors should collect and use data to: (1) identify priority populations vulnerable
to health disparities encompassing the contractor's entire geographic service area (e.g.,
racial, ethnic, limited English speaking, indigenous, sexual orientation, gender identity
groups, etc.) and (2) implement strategies to decrease the disparities in access, service
use, and outcomes—both within those subpopulations and in comparison to the general
population.
2. One strategy for addressing health disparities is the use of the recently revised National
Standards for Culturally and Linguistically Appropriate Services in Health and Health
Care (CLAS). The U.S. Department of Health and Human Services (HHS) Think
Cultural Health website (https://thinkculturalhealth.hhs.gov) also features information,
continuing education opportunities, resources, and more for health and health care
professionals to learn about culturally and linguistically appropriate services, or CLAS.
3. Contractors providing direct behavioral health prevention, treatment, or recovery
services shall submit one of the following two documents to
cdhs_BHAdeliverables@state.co.us by August 31 annually:
a. If a provider has completed an equity plan that identifies how they will address
health equity, they can submit the plan or;
b. Submit a completed CLAS checklist that follows this HHS format:
https://thinkculturalhealth.hhs.gov/assets/pdfs/AnImplementationChecklistfort
heNationalCLASStandards.pdf
I. Prohibition on Marijuana. Funds may not be used, directly or indirectly, to purchase, prescribe,
or provide marijuana or treatment using marijuana. Treatment in this context includes the
treatment of opioid use disorder. Funds also cannot be provided to any individual who or
organization that provides or permits marijuana use for the purposes of treating substance use
or mental disorders. This prohibition does not apply to those providing such treatment in the
context of clinical research permitted by the DEA and under an FDA-approved investigational
new drug application where the article being evaluated is marijuana or a constituent thereof that
is otherwise a banned controlled substance under federal law.
J. Monitoring Requirements
If the Contractor is a subrecipient of federal funds, the Contractor shall comply with
monitoring requirements indicated by the Contractor’s risk level determined by the
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
Exhibit C-2
Contract Amendment Number: 24 IBEH 186732 Page 4 of 5
subrecipient risk assessment form completed by Contractor, which may include but are not
limited to:
• Monthly/quarterly monitoring calls
• Invoice supporting documentation - e.g., timesheets, logs of travel, or wraparound
service costs.
• Routine programmatic reports
• Technical assistance and training
• Site visits
II. Use of Subcontracts.
A. Services described in this Contract may be performed by Contractor or by a subcontractor,
except where this Contract states explicitly that a service must not be subcontracted.
B. Contractor shall ensure that its subcontractors perform to the terms of this Contract as set forth
in the Contract provisions.
C. Any subcontract for services must include, at a minimum, the following:
1. A description of each partner’s participation
2. Responsibilities to the program (policy and/or operational)
3. Resources the subcontractor will contribute, reimbursement rates, services to be included
and processes in collecting and sharing data and the most recent CDHS version of the
HIPAA Business Associates Addendum, if this Contract contains the HIPAA Business
Associates Addendum/Qualified Service Organization Addendum as an exhibit.
4. A copy of this Contract and all its terms and conditions.
D. The Contractor shall provide to BHA a copy of any proposed subcontract between the
Contractor and any potential provider of services to fulfill any requirements of this Contract, to
cdhs_BHAdeliverables@state.co.us within 30 days of subcontract execution.
E. BHA reserves the right to require Contractor to renegotiate subcontracts where necessary to
adhere to the terms of this Contract.
F. Subcontractor/Partnership Termination. In the event where partnerships with a subcontractor
such as a treatment provider is terminated, the Contractor shall transition to a new partnership
no later than 30 days from termination to ensure continuity of care for all participants of the
program.
III. Financial Requirements
A. Funding Sources
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080
Exhibit C-2
Contract Amendment Number: 24 IBEH 186732 Page 5 of 5
The Contractor shall identify all funds delivered to subcontractors as state general fund, state
cash funds, or federal grant dollars in Exhibit B-2, “Budget.” If federal grant dollars, the
Contractor shall communicate the CFDA number to all sub-contractors in their sub-contracts.
B. Program Income
Program income generated through grant funded programs are additive funding that must be
utilized for a consistent purpose as outlined in 2 CFR 200.307(e)(2). If Contractor charges and
receives fees for services, or otherwise receives income associated with the sponsored program,
this is considered program income and is required to be tracked and managed in accordance
with the conditions of the award.
C. Budget Reallocations
1. The Contractor may reallocate funds between the budget categories of this contract, up to
20% of the total contract amount, upon written approval by BHA, without a contract
amendment. Any allowable reallocation is still subject to the limitations of the
Not to Exceed and the Maximum Amount Available per Fiscal Year.
D. Payment Terms
1. The Contractor shall invoice monthly for services, no later than the 20th of the month
following when services are provided.
2. The Contractor shall utilize the invoice template(s) provided by BHA. Contractor shall
comply with the invoicing instructions contained within the invoice template.
3. All payment requests shall be submitted electronically to
CDHS_BHApayment@state.co.us
4. Any requests for payment received after September 10th for the prior state fiscal year cannot
be processed by BHA.
5. The State will make payment on invoices within 45 days of receipt of a correct and complete
invoice to CDHS_BHApayment@state.co.us. Consequently, the Contractor must have
adequate solvency to pay its expenses up to 45 days after invoice submission to the State.
DocuSign Envelope ID: 198AB8CB-0E1D-4970-AB5A-16FC0922F080