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HomeMy WebLinkAboutbocc.con.amended.100.25 B2025.05.08 CDD Contract Number Project Name Contractor Budget Line Item 11234100-531000 !#BUDGET# $ 25,000.00 $ - $ - $ - $ 25,000.00 Procurement Method: Form: Contract Effective 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: Project Lead:Kelly Medina Phone:(970) 920-5235 Provide a brief description of the Contract or Change Order: Contract Value Summary: $ 120,000.00 $ 25,000.00 $ 25,000.00 $ 170,000.00 100.25 B Pitkin County Procurement Cover Sheet Cover Sheets are to be included with the contract record to provide an accurate summary of the Contract type, amounts, budget(s), and dates. Contract Information No HCPF Medicaid Grant Consultant EW8 Productions Additional Budget Line Item(s) (Please fully allocate Contract Total if multiple lines apply) Formal Services/Maintenance 9/1/2025 10/31/2026 Change Order/Contract Amendment Human Services Change Order to incorporate additional scope of work, allocate an additional $25,000 for services performed beyond the original contract scope, and extend the contract term through October 31, 2026 Original Contract Amount Previous Change Order/Amendment Amount This Change order/Amendment amount Contract Total Contract #: 100.25 Rev. 2023.12.15 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: 100.25 B OWNER: Pitkin County, Colorado 530 E. Main St., Suite #302 Aspen, CO 81611 CONTRACTOR: EW8 Productions 33960 Surrey Ln Buena Vista, CO 81211 The Provision of HCPF Medicaid Grant Consultant (the “Contract”) dated August 27, 2025 between the Board of County Commissioners of Pitkin County, Colorado (the “County”) and EW8 Productions (the “Contractor”), is hereby amended as follows: Description of Change: 1. Incorporation of additional Contractor Scope of Work (“Attachment A”) 2. Allocation of funding in an amount not to exceed $25,000.00 for services provided, billable only as incurred. 3. Extension of the contract term through October 31, 2026. Reason for Change: To accommodate additional scope of work identified during the initial contract term and to provide funding for the associated Human Services Support Consultant services required to support policy implementation, compliance, and operational improvements. Original Contract Amount $ 120,000.00 Previous Change Order/Amendment Amount $ 25,000.00 This Change Order/Amendment Amount $ 25,000.00 New Contract Total $ 170,000.00 Contract #: 100.25 Rev. 2023.12.15 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. EW8 PRODUCTIONS ________________________________________________ !#VENDOR SIGNATURE#! Date DIRECTOR APPROVAL: ________________________________________________ !#SECTION LEADER#! Date COUNTY MANAGER APPROVAL: ________________________________________________ !#COUNTY MANAGER#! Date Jul-31-2026 Interim Director Kelly Medina President Janeen McGee Jul-31-2026 County Manager Group Aug-19-2026 County Manager ATTACHMENT A SOW Extension of Human Services Support Consultant This SOW is for services provided July 1, 2026 – Oct. 31, 2026 as an extension of support provided under the SOW Human Services Audit Management and Interim Operational Support by EW8 Productions, LLC. During the first SOW period, in preparation for the Management Evaluations by HCPF and CDHS, it was identified that Pitkin County Economic Assistance Division did not have policies or procedures in place for their Medicaid or SNAP programs. In order to comply with State requirements, 25+ procedures for Medicaid, 3 policies for Medicaid and 12+ policies and procedures for SNAP, which would bring the county into compliance, were written, in collaboration with County staff members. Additionally, the work will include cross referencing Economic Assistance Division policies with all other Department policies to ensure alignment and cross-referencing. During this time the need was identified for additional support by EW8 Productions, LLC for the Economic Assistance Division for the following: 1. Thorough documentation of process improvements and compliance measures, including creation and institutionalization of a Pitkin County Economic Assistance Manual. $12,500 2. Supervisory and operational support activities including a written Action Plan for the Division’s implementation of policies and procedures into daily, weekly, monthly, quarterly and annual business practices. $7,500 3. Management coaching and change management support for strengthening compliance and operational practices. $5,000 SOW Extension Total $25,000 Activity Deliverable Participants Deadline Total Institutionalize P&Ps Division Manual Consultants & Econ. Assist. Div. Manager Sept. 30 2026 $12,500 Supervisor and operational support P&P Implementation Action Plan Consultants & Econ. Assist. Div. Manager Oct. 15, 2026 $7,500 Management coaching & change management support “Management Segments” of the Action Plan Consultants & Econ. Assist. Div. Manager July 1, 2026 – Oct. 31, 2026 $5,000 TOTAL $25,000 Certificate Of Completion Envelope Id: 6A27C155-2174-86E9-81A5-0A7170FDFE91 Status: Completed Subject: EW8 Productions | Pitkin County Contract Amendment 100.25 B for Review & Signature Source Envelope: Document Pages: 5 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: 73.14.253.198 Record Tracking Status: Original 7/30/2026 3:30:17 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: 74.244.9.45 Sent: 7/30/2026 3:32:18 PM Viewed: 7/30/2026 4:24:41 PM Signed: 7/30/2026 4:24:49 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Kelly Medina kelly.medina@pitkincounty.com Interim Director Security Level: Email, Account Authentication (None)Signature Adoption: Drawn on Device Using IP Address: 73.203.11.117 Sent: 7/30/2026 4:24:51 PM Viewed: 7/30/2026 5:11:49 PM Signed: 7/31/2026 9:57:54 AM Electronic Record and Signature Disclosure: Accepted: 8/18/2026 2:17:35 PM ID: 0dfd56b1-a407-4ea9-8a3e-9e37c142b6fa Company Name: Pitkin County, Colorado Janeen McGee jmountainconsulting@gmail.com President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 71.211.131.116 Signed using mobile Sent: 7/31/2026 9:57:57 AM Viewed: 7/31/2026 11:21:21 AM Signed: 7/31/2026 11:21:45 AM Electronic Record and Signature Disclosure: Accepted: 7/31/2026 11:21:21 AM ID: f0c85ced-cced-4f9b-ad46-6d75bdc0ade8 Company Name: Pitkin County, Colorado Kara Silbernagel kara.silbernagel@pitkincounty.com 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: 7/31/2026 11:21:47 AM Resent: 8/10/2026 2:18:08 PM Resent: 8/10/2026 2:18:37 PM Viewed: 8/19/2026 9:55:59 AM Signed: 8/19/2026 9:58:16 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 Ruslana Ivanova, Procurement Specialist Pitkin County Security Level: Email, Account Authentication (None) Sent: 8/19/2026 9:58:17 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: 8/19/2026 9:58:18 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Hamid Ran hamid.ran@pitkincounty.com HS Management Analyst Security Level: Email, Account Authentication (None) Sent: 8/19/2026 9:58:19 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 7/30/2026 3:32:18 PM Envelope Updated Security Checked 8/10/2026 2:18:07 PM Envelope Updated Security Checked 8/10/2026 2:18:08 PM Certified Delivered Security Checked 8/19/2026 9:55:59 AM Signing Complete Security Checked 8/19/2026 9:58:16 AM Completed Security Checked 8/19/2026 9:58:19 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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