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HomeMy WebLinkAboutbocc.con.amended.009.23 B8/30/2021 CDD Contract Information Contract Number Project Name Contractor Budget Line Item 11437372.531000.10179 Procurement Method: Type: Contract Start Date Contract End Date Contract Type Retainage If this is a new contractor, please enter the New Vendor information into Munis for workflow approval. Contact Information: Department County Representative Jordana Sabella County Representative Phone (970) 920-5062 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 416,698.00 $ 349,618.00 $ 368,800.00 $ 1,135,116.00 Public Health Amendment to extend Contract services at both the Aspen School District and the Aspen Community School to provide School-Based Clinician Services for an additional one (1) year term beginning 8/1/2025 and expiring 7/31/2026. Allocation of additional funding in the amount of $368,800.00. Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total No Aspen School District & Community School Clinician Services Aspen Hope Center Additional Budget Line Item(s) (Please fully allocate New Contract Total) $ 368,800.00 $ - $ - $ 368,800.00 Formal Services/Maintenance 1/1/2023 7/31/2026 Change Order/Contract Amendment 009.23 B Pitkin County Procurement Cover Sheet 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 #: 009.23 Rev. 2022.08.04 CDD *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 1 CHANGE ORDER / CONTRACT AMENDMENT Change Order Number: 009.23 B OWNER: Pitkin County, Colorado 530 E. Main St., Suite #302 Aspen, CO 81611 CONTRACTOR: Aspen Hope Center 227 Midland Ave. Basalt, CO 81621 The Provision of Vital Mental Health Services - Aspen School District and Aspen Community School - Based Clinician Services (the “Contract”) dated January 1, 2023 between the Board of County Commissioners of Pitkin County, Colorado (the “County”) and Aspen Hope Center (the “Contractor”), is hereby amended as follows: Description of Change: 1. Amendment to Section I of the Contract to extend the Contract term for an additional (1) year, for services at both Aspen School District and Aspen Community School, beginning August 1, 2025 and expiring July 31, 2026; 2. Incorporation of the updated Contractor Scope of Work (“Attachment A”) for the extended term; and 3. Allocation of additional funding in the amount of Three Hundred Sixty-Eight Thousand Eight Hundred and Zero cents ($368,800.00) for services to be rendered in the extended Contract term. Reason for Change: Continued need for Contractor’s services. Original Contract Amount $ 416,698.00 Previous Change Order/Amendment Amount $ 349,618.00 This Change Order/Amendment Amount $368,800.00 New Contract Total $ 1,135,116.00 Contract #: 009.23 Rev. 2022.08.04 CDD *Increases over $25,000 and/or 10% (single increase or accumulative) of original contract must have County Manager signature. 2 In all other respects, the Contract is in full force and effect and remains unchanged by this Amendment. ASPEN HOPE CENTER ________________________________________________ !#VENDOR SIGNATURE#! Date PITKIN COUNTY, COLORADO RECOMMENDED FOR APPROVAL: _________________________________________________ !#DEPARTMENT REPRESENTATIVE#! Date MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date Jul-28-2025 Jordana Sabella, Pitkin County Public Health Director Erin Mitchell Executive Director Aug-04-2025 Kara Silbernagel Aug-05-2025 Deputy County Manager Vital Mental Health Services - Aspen School District and Aspen Community School-Based Clinician Services 1-year Contract Extension:The term of this Contract is from August 1, 2025 to July 31, 2026. Compensation: $368,800 Updated Scope of Work: a.0.8 FTE Aspen Community School Clinician: This on-site clinician will provide the following services: 1.Support to students, staff and families across all levels of intervention for no charge to the individual. 2.The clinician will support mental health and wellness classroom learning (Tier 1), work with small groups of students (Tier 2), and offer individual support for students experiencing identifiable behavioral health concerns (Tier 3). 3.The clinician will work to support parents and staff in developing additional skills around wellness and talking with students about mental health. 4.ACS will partner with Contractor to maximize support to students, families, and staff. 5.AHC provides an ongoing professional network for the clinician including clinical supervision, workshops, and continuing education. b.2.8 FTE Aspen School District Clinicians: These on-site clinicians will provide the following services: 1.Support to students, staff, and families at no charge to the individual. 2.The clinician will offer individual support for students experiencing identifiable behavioral health concerns (Tier 3), work with small groups of students (Tier 2), and, if requested by the School, support mental health and wellness classroom learning (Tier 1). Primary focus is on Tier 2 and Tier 3 interventions. Attachment A 3. Consult with school staff and Aspen Family Connections to facilitate collaborative care management. 4. Provide up to two formal trainings for school staff around topics requested by ASD School Administration such as warning signs of a mental health concern, substance abuse, and/or suicidal ideation. 5. Attend district-wide monthly Mental Health Team meetings. 6. Attend weekly at-risk student meetings in respective schools. 7. ASD will partner with Contractor to maximize support to students, families, and staff. 8. AHC provides an ongoing professional network for the clinician including clinical supervision, workshops, and continuing education. For the 2025/2026 school year, school based clinicians begin work on August 6, 2026 and end on June 5, 2026. Aspen Hope Center school-based clinicians will be present in schools for the teacher calendar plus an additional 72 hours in order complete vital care coordination and follow-up before school starts and after the academic year concludes. School-based clinicians salaries are divided evenly by twenty six pay periods from August 1st through July 31st. In addition to holidays and school breaks, school-based clinicians receive 48 hours of sick leave in accordance with Colorado Healthy Families and 32 hours of personal time off. For students needing continued summer services, the Aspen Hope Center offers year-round support through the 24/7 HopeLine, as well as outpatient therapy options. When appropriate, summer plans include coordination with community partners to ensure high-risk students remain connected to care. Contractor will pursue Medicaid license for school-based services and provide updates on the progress. Contractor will provide services in English and Spanish when possible. If Contractor is not able to provide services in a language that is appropriate for the client, they will work with Aspen Family Connections to connect the client to an appropriate clinician. Contractor will maintain a MOU that outlines information sharing and additional agreements between ASD and AHC. Data- Contractor agrees to provide monthly reports on a bi-monthly basis (ie by March 15th they would send an individual report for the month of January and the month of February) quantifying the below metrics in a deidentified fashion: - Number of students seen by each clinician - Number of interactions per student seen - Number of students seen in each group settings (ie Grief and loss, changing family systems, stress management group, lunch bunch, etc) Attachment A - Number of no-shows (to be built into the data report when the data architect returns from leave) - Number of crisis interactions per school - Top presenting concerns - Demographics - age, - grade - gender, - insurance status (collected by the school) → public, private, uninsured - This information will be sent to the Pitkin County Mental Health Data Analyst by the 15th of the following month. Contractor understands that in the event of staffing gaps, County will not be responsible for making payment to Contractor during periods of non-service and that, at the County’s sole discretion, services may be terminated or re-assigned to ensure that the scope of this Contract is being fulfilled. Mental Health Access Program participation: Contractor agrees to participate in care coordination and agency connection meetings related to specific fields of care, as directed by Human Services and Public Health contract manager/s. Whenever relevant and possible, Contractor will attend family meetings held under the Collaborative Management Program facilitated by the school-based family resource center, Aspen Family Connections or Department of Human Services. Additionally, Contractors will utilize the Release of Information and referral system agreed upon within such planning meetings to ensure ease of interagency communication and client care. Contractor agrees to participate in regular weekly meetings of the MHAP Team in order to operationalize the Mental Health Access Program- a streamlined system that provides quick access to individuals and families seeking mental health assistance through a coordinated referral and services placement process. Contractor agrees to ensure all necessary information is shared, including, but not limited to, program needs or concerns, newfound data or information collection techniques, staffing updates, etc. Frequency of meetings to be updated based upon agreement between contract manager and Contractor. Contractor will select one lead and one back-up in participating in regular meetings of the Steering Committee involving interagency connection and information sharing. Attachment A Certificate Of Completion Envelope Id: 72D5E5F4-602D-4B42-A642-12A3227D8F67 Status: Completed Subject: Aspen Hope Center | Pitkin County Contract Extension 009.23 B for Review & Signature Source Envelope: Document Pages: 6 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 1 Pitkin County Procurement AutoNav: Enabled EnvelopeId Stamping: Disabled Time Zone: (UTC-07:00) Mountain Time (US & Canada) 530 East Main Street Suite 203 Aspen, CO 81611 Procurement@PitkinCounty.com IP Address: 2605:59c8:53a2: Record Tracking Status: Original 7/28/2025 3:06:56 PM Holder: Pitkin County Procurement Procurement@PitkinCounty.com Location: DocuSign Signer Events Signature Timestamp Connie Baker connie.baker@pitkincounty.com Budget Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 7/28/2025 3:11:27 PM Viewed: 7/28/2025 3:29:20 PM Signed: 7/28/2025 3:29:28 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Jordana Sabella, Pitkin County Jordana.Sabella@PitkinCounty.com Public Health Director Pitkin County Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 2601:280:8201:61f0:8816:d21d:490a:4b9b Sent: 7/28/2025 3:29:30 PM Viewed: 7/28/2025 3:39:37 PM Signed: 7/28/2025 3:40:53 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Erin Mitchell erin.mitchell@aspenhopecenter.org Executive Director Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 2601:284:101:9cd0:4130:50e6:d023:87ef Sent: 7/28/2025 3:40:55 PM Viewed: 8/4/2025 10:40:19 AM Signed: 8/4/2025 11:22:37 AM Electronic Record and Signature Disclosure: Accepted: 8/4/2025 10:40:19 AM ID: 803e4436-3565-4a78-8c95-1a09e967693a Company Name: Pitkin County, Colorado Kara Silbernagel kara.silbernagel@pitkincounty.com Deputy County Manager Pitkin County Colorado Signing Group: County Manager Group Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 65.38.144.66 Sent: 8/4/2025 11:22:39 AM Viewed: 8/5/2025 11:26:48 AM Signed: 8/5/2025 11:27:22 AM Electronic Record and Signature Disclosure: Signer Events Signature Timestamp Accepted: 6/26/2025 10:29:11 AM ID: 13c88870-faf6-4375-8fed-1bd1d274f164 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 Pitkin County Procurement procurement@pitkincounty.com Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 8/5/2025 11:27:24 AM Resent: 8/5/2025 11:27:30 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Accounts Payable AP@pitkincounty.com Accounts Payable Pitkin County Security Level: Email, Account Authentication (None) Sent: 8/5/2025 11:27:24 AM Viewed: 8/5/2025 2:47:47 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Audrey Dickinson audrey.dickinson@pitkincounty.com Pitkin county Security Level: Email, Account Authentication (None) Sent: 8/5/2025 11:27:25 AM Electronic Record and Signature Disclosure: Accepted: 6/1/2023 3:14:31 PM ID: 007b2f8e-2397-4a91-8ba1-1613bd1511dd Company Name: Pitkin County, Colorado Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 7/28/2025 3:11:27 PM Certified Delivered Security Checked 8/5/2025 11:26:48 AM Signing Complete Security Checked 8/5/2025 11:27:22 AM Completed Security Checked 8/5/2025 11:27:25 AM 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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