HomeMy WebLinkAboutResolutions - 2016.02.17 - 22211MISCELLANEOUS RESOLUTION #16033 February 17, 2016
BY: Public Services Committee, Bill Dwyer, Chairperson
IN RE: CIRCUIT COURT – 2016 COURT IMPROVEMENT PROGRAM (GIP) DATA GRANT – GRANT
ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Circuit Court applied for and was awarded a grant with the State Court Administrative
Office (SCAO) – Child Welfare Services Division, Court Improvement Program (CIP) Data Grant with a
grant period of October 1, 2015 through September 30, 2016; and
WHEREAS this is the 1st year of the grant acceptance for this program; and
WHEREAS the total program funding is $91,866.78, which includes a SCAO grant award in the amount of
$38,186.78 and an in-kind match in the amount of $53,680 consisting of service hours from Information
Technology; the grant match requirement is $25,620; and —
WHEREAS the CIP Data Grant program will allow for the Circuit Court's Family Division - Juvenile and
Adoption Unit to begin imaging confidential juvenile and adoption records; and
WHEREAS this program will improve efficiency and expedite record distribution, which will ultimately
improve access to court records; and
WHEREAS this program will provide funding to purchase two high speed scanners, two imprinters and
maintenance for the first year; and
WHEREAS the grant award has completed the County Grant Review Process in accordance with the
Board of Commissioners Grant Acceptance Procedures.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the
2016 Court Improvement Program Data Grant Program in the amount of $38,186.78 from the State Court
Administrative Office (SCAO) – Child Welfare Services Division, for the period of October 1, 2015 through
September 30, 2016.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to
execute the grant agreement and that the chairperson may approve amendments and extensions up to
fifteen (15%) percent variance from the award, consistent with the original agreement as approved.
BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any further
commitment.
Chairperson, on behalf of the Public Services Committee I move the adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
Motion carried unanimously on a roll call vote with Dwyer absent.
GRANT REVIEW SIGN OFF — Circuit Court
GRANT NAME: FY2016 Court Improvement Program (C1P) Data Grant
FUNDING AGENCY: State Court Administrative Office (SCAO)
DEPARTMENT CONTACT PERSON: Erin O'Brien / John CoopetTider 80038 / 80256
STATUS: Grant Acceptance
DATE: January 27, 2016
Pursuant to Misc. Resolution #13180, please be advised the captioned grant materials have completed internal grant
review. Below are the returned comments.
The captioned grant materials and grant acceptance package (which should include the Board of Commissioners Liaison
Committee Resolution, the grant agreement/contract, Finance Committee Fiscal Note, and this Sign Off email containing
grant review comments) may be requested to be place on the appropriate Board of Commissioners' committee(s) for grant
acceptance by Board resolution.
DEPARTMENT REVIEW
Department of Management and Budget:
Approved. — Laurie Van Pelt (1/19/2016)
Department of Human Resources:
HR Approved (No Committee) — Lori Taylor (1/20/2016)
Risk Management and Safety:
Approved by Risk Management. —Robert Erlenbeck (1/21/2016)
Corporation Counsel:
As this contract was drafted in anticipation of an October 2015 start date, I was concerned regarding the January 8th
progress report, as this date has already passed. I spoke with Erin O'Brien who confirmed that the report was completed
and provided to SCAO on time. Based upon that information, I can agree that there are no unresolved legal issues at this
time. — Heather L. Lewis (1/25/2016)
From:
To:
Cc:
Subject:
Date:
Van Pelt. Laurie M
West, Catherine A; Secontine. Julie L; Taylor. Lori; Davis. Patricia G
C000errider. John L; iison. David G;j3artlam. William P; 0"Brien—Fr1c_F; Eiuiak. Christina A; aalsiertallizt_A;
Pertram. Kevin L; Oeffner. Kevin M; Elgrablv. Kimberly K; Metrick. Tammy A
RE: GRANT REVIEW: Circuit Court - FY2016 Court Improvement Program (CIP) Data Grant - Acceptance
Tuesday, January 19, 2016 4:17:28 PM
Approved.
From: West, Catherine A
Sent: Tuesday, January 19, 2016 4:16 PM
To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G
Cc: Cooperrider, John L; Bilson, David G; Bartlam, William P; O'Brien, Erin E; Bujak, Christina A; Gaissert,
Mary A; Bertram, Kevin L; Oeffner, Kevin M; Elgrably, Kimberly K; Metrick, Tammy A
Subject: GRANT REVIEW: Circuit Court - FY2016 Court Improvement Program (CIP) Data Grant -
Acceptance
GRANT REVIEW FORII1
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor —Julie Secontine — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Circuit Court
FY2016 Court Improvement Program (CIP) Data Grant
State Court Administrative Office — Child Welfare Services Division
Attached to this email please find the grant document(s) to be reviewed. Please provide your
review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with
supporting comments, via reply (to all) of this email.
Time Frame for Returned Comments: January 26, 2016
GRANT INFORMATION
Date: January 19, 2016
Operating Department: Circuit Court
Department Contact: Erin O'Brien/John Cooperrider
Contact Phone: x80038/x80256
Document identification Number: SCAO-2016-043
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: October 1, 2015 through September 30, 2016
Original source of funding: CFDA 93.586
Will you issue a sub award or contract: No
New Facility/Additional Office Space Needs: N/A
IT Resources (New Computer Hardware / Software Needs or Purchases): IT programming
From:
To:
Cc:
Subject:
Date:
Taylor, Lori
West. Catherine A; Secontine. Julie L; Van Pelt. Laurie M; Davis. Patricia
Coo:Derider. John L; 13.1122D—auld_Q; Bartlarn. William P; O'Brien. Erin E; Bujak, Christina A; Gaissert. Mary A;
Bertram. Kevin L; Oeffner. Kevin M; Egrably. Kimberly K; Metrick, Tammy A
RE: GRANT REVIEW: Circuit Court - FY2016 Court Improvement Program (CIP) Data Grant - Acceptance
Wednesday, January 20, 2016 8:24:01 AM
HR Approved (No Committee)
From: West, Catherine A
Sent: Tuesday, January 19, 2016 4:16 PM
To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G
Cc: Cooperrider, John L; Bilson, David G; Barham, William P; O'Brien, Erin E; Bujak, Christina A; Gaissert,
Mary A; Bertram, Kevin L; Oeffner, Kevin M; Elgrably, Kimberly K; Metrick, Tammy A
Subject: GRANT REVIEW: Circuit Court - FY2016 Court Improvement Program (CIP) Data Grant -
Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor —Julie Secontine — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Circuit Court
FY2016 Court Improvement Program (CIP) Data Grant
State Court Administrative Office — Child Welfare Services Division
Attached to this email please find the grant document(s) to be reviewed. Please provide your
review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with
supporting comments, via reply (to all) of this email.
Time Frame for Returned Comments: January 26, 2016
GRANT INFORMATION
Date: January 19, 2016
Operating Department: Circuit Court
Department Contact: Erin O'Brien/John Cooperrider
Contact Phone: x80038/x80256
Document Identification Number: SCA0-2016-043
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: October 1, 2015 through September 30, 2016
Original source of funding: CFDA 93.586
Will you issue a sub award or contract: No
New Facility/Additional Office Space Needs: N/A
IT Resources (New Computer Hardware / Software Needs or Purchases): IT programming
From:
To:
Cc:
Subject:
Date:
erietkera..13&2gELC
West, Catherine A; aecgatlilajulte_L; Van Pelt. Laurie M; Taylor. Lori; Davis. Patricia G
C000errider, John L; BI!son, David G; Bartlam, William P; O'Brien. Erin L; puiak. Christina A; S;alccert. Mary A;
Bertram. Kevin L; Oeffner. Kevin M; Elgrably. Kimberly K; Metrick, Tammy A
RE: GRANT REVIEW: Circuit Court - FY2016 Court Improvement Program (C1P) Data Grant - Acceptance
Thursday, January 21, 2016 7:45:06 AM
Approved by Risk Management. RE. 1-21-16
From: Easterling, Theresa
Sent: Tuesday, January 19, 2016 4:28 PM
To: West, Catherine A; Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G
Cc: Cooperrider, John L; Bilson, David G; Bartlam, William ID; O'Brien, Erin E; Bujak, Christina A; Gaissert,
Mary A; Bertram, Kevin L; Oeffner, Kevin M; Elgrably, Kimberly K; Metrick, Tammy A
Subject: RE: GRANT REVIEW: Circuit Court - FY2016 Court Improvement Program (CIP) Data Grant -
Acceptance
Please be advised that your request for Risk Management's assistance has been assigned
to Bob Erlenbeck, (ext. 8-1694). If you have not done so already, please forward all
related information, documentation, and correspondence. Also, please include Risk
Management's assignment number, RM16-0135, regarding this matter.
Thank you.
From: West, Catherine A
Sent: Tuesday, January 19, 2016 4:16 PM
To: Secontine, Julie L; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G
Cc: Cooperrider, John L; Bilson, David G; Bartlam, William P; O'Brien, Erin E; Bujak, Christina A; Gaissert,
Mary A; Bertram, Kevin L; Oeffner, Kevin M; Elgrably, Kimberly K; Metrick, Tammy A
Subject: GRANT REVIEW: Circuit Court - FY2016 Court Improvement Program (CIP) Data Grant -
Acceptance
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor —Julie Secontine — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Circuit Court
FY2016 Court Improvement Program (CIP) Data Grant
State Court Administrative Office —Child Welfare Services Division
Attached to this email please find the grant document(s) to be reviewed. Please provide your
review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with
supporting comments, via reply (to all) of this email,
Time Frame for Returned Comments: January 26, 2016
GRANT INFORMATION
From:
To:
Cc:
Subject:
Date:
Lewis, Heather L
West, Catherine A; O'Brien, Erin E; Coo.parrikradanl
Cooperrlder, John L; Bilson. David G; Bartlam William P; Bujak. Christina A; adissel_Ra_w_A; Bertram, Kevin L;
Oeffner, Kevin Ni; Elerablv, Kimberly K; Metrick, Tammy A; Van Pelt. Laurie Ni; Taylor, Lori; Secontine, Julie L;
Davis Patricia G
# 2016-0065 FY2016 Court Improvement Program (UP) Data Grant
Monday, January 25, 2016 10:09:09 AM
As this contract was drafted in anticipation of an October 2015 start date, I was concerned
regarding the January 8th progress report, as this date has already passed. I spoke with Erin O'Brien
who confirmed that the report was completed and provided to SCAO on time. Based upon that
information, I can agree that there are no unresolved legal issues at this time.
OAKLAND
COUNTY MICHIGAIN
Heather L. Lewis
PTNE
Oakland County Corporation Counsel
1200 N. Telegraph Road, Bldg. 14 East
Courthouse West Wing Extension, 3 rd Floor
Pontiac, MI 48341
Phone Number: (248) 858.2003
Fax Number: (248) 858.1003
E-mail: Jewish@oakgov.com
PRIVILEGED AND CONFIDENTIAL — ATTORNEY CLIENT COMMUNICATION
This email is intended only for those persons to whom it is specifically addressed. It is confidential and Is protected by the attorney-client
privilege and work product doctrine. This privilege belongs to the County of Oakland, and individual addressees are not authorized to
waive or modify this privilege in any way. Individuals are advised that any dissemination, reproduction or unauthorized review of this
information by persons other than those listed above may constitute a waiver of this privilege and is therefore prohibited. If you have
received this message in error, please notify the sender immediately. If you have any questions, please contact the Department of
Corporation Counsel at (248) 858-0550. Thank you for your cooperation.
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor —Julie Secontine — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Circuit Court
FY2016 Court Improvement Program (CIP) Data Grant
State Court Administrative Office — Child Welfare Services Division
Attached to this email please find the grant document(s) to be reviewed. Please provide your
review stating your APPROVAL, APPROVAL WITH MODIFICATION, or DISAPPROVAL, with
Contract Between State Court Administrative Office and 6th Circuit Court
Contract No. SCA0-2016-043
1. GENERAL PROVISIONS
1.01 This contract is made between the State Court Administrative Office,
Lansing, Michigan (SCAO) and Sixth Judicial Circuit Court of Michigan (the Provider).
1.02 This contract is to award funding to the Sixth Judicial Circuit Court for the
purchase of two scanners and two imprinters. The Sixth Circuit Court will use the
scanners and imprinters to improve child welfare proceedings and permanency
outcomes by reducing the preparation and delivery time for court confidential files to be
presented to the court and parties.
1.03 In consideration of the mutual promises and covenants in this contract,
and the benefits to be derived from this contract, the parties agree as follows:
2. TERM OF CONTRACT
2.01 This contract becomes effective when it is signed by the parties.
2.02 This contract terminates on September 30, 2016, at 11:59 p.m.
2.03 In the event that an extension of this contract is desired, the parties must
agree to the extension in writing.
3. RELATIONSHIP
3.01 The Provider is an independent contractor, and it is understood the
Provider is not an employee of the SAO. No employee or subcontractor of the Provider
is an employee of the SCAO.
3.02 No liability or benefits, including, but not limited to, retirement benefits or
liabilities, pension rights or liabilities, insurance rights or liabilities, fringe benefits,
training, holiday pay, sick pay, vacation pay, or such other rights, provisions, or
liabilities arising out of an agreement of hire or employer-employee relationship, either
express or implied, shall arise or accrue to either party as a result of this contract. The
Provider is not eligible for, and will not participate in, any such benefits.
3.03 The Provider is responsible for payment of all taxes, including federal,
state, and local taxes arising out of the Provider's activities in accordance with this
contract, including, but not limited to, income taxes, social security taxes,
unemployment insurance taxes, and any other taxes or fees.
3.04 The Provider shall not direct the work or commit the working time of any
SCAO employee under this contract. To the extent that the Provider seeks the assistance
of any SCAO employee to perform the Provider's responsibilities under this contract, the
Contract No. SCA0-2016-043
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Provider must obtain prior written approval from the state court administrator or his
designee.
3.05 The Provider does not, and shall not, have the authority to enter into
contracts on the SCAO's behalf.
4. SCOPE OF SERVICES
4.01 Under the direction of the SCAO, the Provider will use the awarded funds
for the purchase of two scanners, two imprinters and the purchase of a one year
maintenance contract. The provider will retain ownership of equipment, adhere to all
federal reporting requirements (Reference: Office of Management and Budget Circular
A87 Revised et al.) and provide SCAO with all reporting information as directed.
Quarterly progress reports are due to the SAO on the following dates: January 8, 2016,
April 8, 2016 and July 8, 2016 with the final progress report due November 11, 2016.
4.02 The Provider shall, during the contract term or any extension thereof, use
the Provider's best efforts and endeavors to promote the interests of the SCAO. The
Provider, and the Provider's employees or subcontractors, shall devote such time,
attention, skill, knowledge, and professional ability as is necessary to most effectively
and efficiently carry out and perform the services as described in this contract and in
any amendments to this contract.
4.03 Commitment of state resources for the acquisition of goods and services,
and execution of purchase orders, contracts, and similar agreements, shall remain the
sole responsibility of the SCAO.
5. PERFORMANCE AND PRICING
5.01 The SAO agrees to pay the Provider a sum not to exceed $38,186.78 for
the services performed pursuant to this contract. Provider will demonstrate they have
supplied the twenty five percent required match when submitting reimbursement
invoice. This sum includes all services, costs, fees, and expenses.
5.02 The compensation for services performed pursuant to this contract is
inclusive of any and all remuneration to which the Provider is entitled.
6. ASSIGNMENT
6.01 The Provider may not assign the performance under this contract to
subcontract personnel except with the prior written approval of the SCAO.
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7. METHOD OF PAYMENT
7.01 All payments for the proper performance of the contract shall be made by
the SCAO, upon the submission by the Provider of invoices for approval by the SCAO on
a form approved by the SCAO as provided in section 4 above.
8. CONFIDENTIAL INFORMATION
8.01 In order that the Provider's employees or subcontractors may effectively
provide fulfillment of this contract to the SCAO, the SCAO may disclose confidential or
proprietary information pertaining to the SCAO's past, present, and future activities to
the Provider. All such information is proprietary to the SCAO and Provider shall not
disclose such information to any third party without prior approval from the SCAO,
unless disclosure is required by law or court order. If disclosure is required by law or
court order, SCAO will be notified of the request before disclosure. The Provider agrees
to return all confidential or proprietary information to the SCAO immediately upon the
termination of this contract.
9. RIGHTS TO WORK PRODUCT
9.01 All reports, programs, manuals, tapes, listings, documentation, and any
other work product prepared by the Provider under this contract, and amendments
thereto, shall belong to the SCAO and are subject to copyright or patent only by the
SCAO. The SCAO shall have the right to obtain from the Provider original materials
produced under this contract and shall have the right to distribute those materials.
9.02 The SCAO grants the Provider a royalty-free, nonexclusive license to use
anything developed in the course of executing this contract if the work product enters
the public domain.
9.03 The SCAO shall have copyright, property, and publication rights in all
written or visual material or other work products developed in connection with this
contract. The Provider shall not publish or distribute any printed or visual material
relating to the services provided under this contract without the prior explicit
permission of the SCAO.
to. WRITTEN DISCLOSURE
10.01 The Provider and the Provider's employees or subcontractors shall
promptly disclose in writing to SCAO all writings, inventions, improvements, or
discoveries, whether copyrightable, patentable, or not, which are written, conceived,
made, or discovered by the Provider or the Provider's employees or subcontractors
jointly with the SCAO or singly by Provider or the Provider's employees or
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subcontractors while engaged in activity under this contract. As to each such disclosure,
the Provider shall specifically point out the features or concepts that are new or
different.
10.02 The SCAO shall have the right to request the assistance of the Provider and
the Provider's employees or subcontractors in determining and acquiring copyright,
patent, or other such protection at the SCAO's invitation and request.
10.03 The Provider represents and warrants that there are at present no such
writings, inventions, improvements, or discoveries (other than in a copyright, copyright
application, patent, or patent application) that were written, conceived, invented, made,
or discovered by the Provider or the Provider's employees before entering into this
contract, and which the Provider or the Provider's employees desire to remove from the
provisions of this contract, except those specifically set forth by attachment hereto.
11. INSURANCE
11.01 The Provider should carry insurance coverage in such amounts as
necessary to cover all claims arising out of the Provider's operations under the terms of
this contract.
12. INDEMNITY
12.01 Unless § 12.02 applies, the Provider agrees to indemnify, defend, save, and
hold harmless the SCAO, the Michigan Supreme Court, their agents, officers, and
employees from any liabilities, obligations, damages, penalties, claims, costs, fees,
charges, and expenses (including, but not limited to, fees and expenses of attorneys,
expert witnesses, and other consultants) that may be imposed upon, incurred by, or
asserted against the SCAO or the Michigan Supreme Court by reason of the Provider's
acts or services provided under this contract. Indemnity is not limited by: (1) failure to
procure and/or maintain insurance for Provider or Provider's subcontractors; (2) failure
to procure and/or maintain sufficient insurance for Provider or Provider's
subcontractors; or (3) by operation of insurance deductibles, holdbacks, or minimums.
12.02 If the Provider is a local unit of government, that is a political subdivision
and instrumentality of the State of Michigan, or an office, department or agency thereof,
the following liability provisions apply:
A. All liabilities, obligations, damages, penalties, claims, costs, fees, charges,
and expenses (including, but not limited to, fees and expenses of
attorneys, expert witnesses, and other consultants) resulting from claims,
demands, costs, or judgments arising out of activities or services carried
out by the Provider in the performance of this contract, shall be the
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Contract No. SCA0-2016-043
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responsibility of the Provider, and not the responsibility of the SCAO.
Nothing in this subsection is, nor shall be construed as, a waiver of
governmental immunity.
B. All liabilities, obligations, damages, penalties, claims, costs, fees, charges,
and expenses (including, but not limited to, fees and expenses of
attorneys, expert witnesses, and other consultants) resulting from claims,
demands, costs, or judgments arising out of activities or services carried
out by the SAO in the performance of this contract, shall be the
responsibility of the SCAO, and not the responsibility of the Provider.
Nothing in this subsection is, nor shall be construed as, a waiver of
governmental immunity.
C. In the event that liabilities, obligations, damages, penalties, claims, costs,
fees, charges, and expenses (including, but not limited to, fees and
expenses of attorneys, expert witnesses, and other consultants) resulting
from third party claims, demands, costs, or judgments arise as a result of
activities conducted jointly by the Provider and SCAO in fulfillment of
their responsibilities under this contract, such liabilities, obligations,
damages, penalties, claims, costs, fees, charges, and expenses shall be
borne by the Provider and SCAO in relation to each party's responsibilities
under these joint activities. Nothing in this subsection is, nor shall be
construed as, a waiver of governmental immunity
12.03 The Provider also agrees to assume responsibility to safeguard the
Provider's property and materials and that of the Provider's employees or
subcontractors. The SAO is not responsible and will not be subject to any liability for
any claim related to the loss, damage, or impairment of Provider's property and
materials or the property and materials of the Provider's employees or subcontractors,
used by the Provider pursuant to the Provider's performance under this contract.
12.04 The Provider warrants that it is not subject to any nondisclosure,
noncompetition, or similar clause with current or prior clients or employers that will
interfere with the performance of this contract. The SCAO will not be subject to any
liability for any such claim.
12.05 In the event any action or proceeding is brought against the Provider by
reason of any claim covered under this contract, the Provider will, at the Provider's sole
cost and expense, resist or defend the action or proceeding.
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13. TERMINATION
13.01 Each party has the right to terminate this contract without cause by giving
written notice to the other party of such termination at least ten days before the effective
date of such termination.
13.02 The SCAO will pay any compensation due to the Provider at the time of
termination after an invoice is submitted to the SCAO. The Provider will refund any
compensation to the SCAO that was made in excess of the amount invoiced at the time
of termination.
13.03 In the event the Provider dies during the term of this contract, this
contract shall terminate.
14. COMPLIANCE WITH LAWS
14.01 The Provider shall comply with all applicable laws, ordinances, and codes
of the federal, state, and local governments, and shall save and hold the SCAO harmless
with respect to any damages arising from any violation of the same by the Provider.
15. MICHIGAN LAW
15.01 This contract shall be subject to, and shall be enforced and construed
under, the laws of the state of Michigan.
16. CONFLICT OF INTEREST
16.0i The Provider presently has no personal or financial interest, and shall not
acquire any such interest, direct or indirect, that would conflict in any manner or degree
with the performance of this contract.
17. DEBT TO STATE OF MICHIGAN
17.01 The Provider covenants that it is not, and will not become, in arrears to the
state of Michigan or any of its subdivisions upon contract, debt, or any other obligation
to the state of Michigan or its subdivisions, including real property, personal property,
and income taxes.
18. MEDIA INTERVIEWS AND ADVERTISEMENTS
18.01 Provider shall not participate in any media interviews or advertisements,
including, but not limited to, discussions with journalists and the issuance of press
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releases, or statements relating to the duties performed in this contract, without prior
SCAO approval.
19. DISPUTES
19.01 The Provider shall notify the SCAO in writing of the Provider's intent to
pursue a claim against the SCAO for breach of any term of this contract within seven
days of discovery of the alleged breach.
19.02 The Provider and the SCAO agree that with regard to any and all disputes,
controversies, or claims arising out of or in connection with or relating to this contract;
or any claim that the SCAO violated any local, state, or federal ordinance, statute,
regulation, law, or common-law doctrine (including discrimination or civil rights
claims); or committed any tort; the parties shall attempt to resolve the dispute through
mediation. Selection of a mediator will be by mutual agreement of the parties.
19.03 The Provider and the SCAO agree that, in the event that mediation is
unsuccessful, any disputes, controversies, or claims shall be settled by arbitration.
Selection of an arbitrator will be by mutual agreement of the parties. The decision of the
arbitrator shall be binding on both parties. The award, costs, and expenses of the
arbitration shall be awarded at the discretion of the arbitrator. This agreement to
arbitrate shall be specifically enforceable. A judgment of any circuit court shall be
rendered upon the award made pursuant to submission to the arbitrator.
20. ENTIRE AGREEMENT
20.01 This contract contains the entire agreement between the parties and
supersedes any prior written or oral promises and representations. No other
understanding, oral or otherwise, regarding the subject matter of this contract exists to
bind either of the parties.
21. AMENDMENT
21.01 This contract may be amended only upon written agreement of the parties.
22. DELIVERY OF NOTICE
22.01 Written notices and communications required under this contract shall be
delivered by electronic mail, regular mail, overnight delivery, or facsimile device to the
following:
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A. The Provider's contact person is: Erin E. O'Brien,
1200 N. Telegraph Rd. Pontiac, MI 48341
Email: obrienePoakgov.com, Phone: 248-858-0038,
Fax: 248-452-9974
B. The SCAO's contact person is: Suzy Crittenden,
State Court Administrative Office, Michigan Hall of Justice, P.O. Box
30048 Lansing, MI 48909
Email: Crittendens@courts.mi.gov, Phone: 517-373-3722, Fax: 517-373-
8740.
23. SIGNATURE OF PARTIES
23.01 This contract becomes effective when signed by the parties.
IN WITNESS WHEREOF, the SCAO and have
executed this contract:
[PROVIDER NAME]
By:
(printed or typed name)
STATE COURT ADMINISTRATIVE OFFICE
By:
Dawn Monk
Deputy State Court Administrator
Date:
Date:
8
Request for Funding
SCAO-CWS Court Improvement Program
Data Collection & Analysis Grant
Applicant Name & Title:
Erin O'Brien, Chief Juvenile Adoption Services
Court & Address:
1200 N. Telegraph Rd. Pontiac MI 48341
Email:
obriene@oakgov.com
Phone:
248-858-0038
8/15/15 Date Application Submitted:
Amount of Request: $38,186.78 to cover necessary hardware
1. Please describe the project and its purpose.
To improve efficiency and expedite record distribution by imaging court Juvenile and
Adoption records and utilizing workflow to improve access to records by court staff.
Goals
• Achieve a paperless confidential file.
• Attain more space in the juvenile and basement file room.
• Achieve a more efficient filing process for reports.
• Save staff time spent copying, filing, and distributing documents.
• Improve accessibility to confidential documents for court staff.
• Eliminate purchasing of confidential file materials
Major Deliverables
• Document scanners and imprinters installed for local scanning
• Develop document classes, batch scanning, and security roles
• Develop workflow rules for efficient distribution
• Implement and train Juvenile and Adoption staff
2. Please clearly indicate what will be measured, and how the results will be measured.
The court will be able to measure the number of scanned documents, number of
users who will have access to records, and savings in number of physical files pulled
3. Please include the attached Budget Summary with this application.
Please see attachment.
Submit applications to Suzy Crittenden at CrittendenS(Meourts.mi.gov by August 28, 2015.
BUDGET SUMMARY
SCAO-Child Welfare Services Data Collection & Analysis Grant Application
6th Circuit Court Court Name:
Budget Summary
Budget Category Total Cost
A Personnel $
B Fringe Benefits $
C Contractual 1st Year Annual Maintenance $1515 x 2
D Supplies/Operating $
E Travel $
F Equipment Document Scanner & Imprinter $17,578.39 x 2
G Match requirement (25%) Programming by IT Staff $25,620.00
H
Total Project Cost
(by Funding Source) ,.$63,806.78
4
1
Date Person Completing Bud t (Signature)
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Print Name Email Contact Number
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Name/Position Salary (Hours/Rate) Fringe (Hours/Rate) Amount
$
$
$
Personnel Total $
-- - - .-- — gonSUltant/ContractualExpenses „„ ____ ,_
Name of Contractor & Organization Unit Cost of Service & # of Units Total Cost
1.
Oakland County IT Dept 210 hours development and implementaion
based on previous estimate
$ $25,620.00
Service to be provided:
PM,Design,Programming,Implement
2. $
Service to be provided:
3. $
Service to be provided:
Total Contractual $ 25,620.00
Equipment
Unit Cost of Item & # of units Total Cost Item
Netlocity Scanner or its like $16,073.81 x2 32,147.62
Scanner Imprinter $1504.58 x 2 3,009.16
1st Year Maintenance $1515 x 2 3,030.00
Total Equipment $ 38,186.78
Type of Travel Expense Computation Total Cost
Total Travel $
Please send this Budget Summary with your CIP grant application to Suzy Crittenden at
Cr itte niteASO)cou rts.m i.gov by August 28, 2015.
FUNDING OPPORTUNITY FOR TRIAL COURTS
Court Improvement Program Data Grant
The State Court Administrative Office-Child Welfare Services division (SCAO-CWS) invites all trial
courts to apply for a Court Improvement Program (CIF') Data grant. The OP is a federally-funded
program that is designed to improve the quality and depth of child protective proceedings while ensuring
foster youth's safety, timely permanency, and well-being.
Purpose
This funding opportunity is specific to the Michigan CIP Data Collection and Analysis Grant.
Projects funded by this grant must be used to improve child abuse/neglect proceedings utilizing a data-
informed approach.
Priority Funding
The following areas will be given priority for funding through this grant.
• Provision of court orders to parties and the Department of Health and Human Services on the
same day the court hearing is held.
• Electronic exchange of the petition and order for after-hours removal requests.
• Evaluation of current juvenile court projects.
• Sharing of information between the court and agency to track cases, determine the average length
of time between hearings, and identify system improvements to ensure timely permanency for
foster youth.
• Implementation of strategies to achieve timely and complete court orders.
• Evaluation to help identify reforms to improve child protection outcomes.
• Consultation to review the accuracy and completeness of the court's Permanency Indicators
Reports.
Other projects may receive funding depending on the availability of resources.
Funding and Match Requirements
SCAO-CWS has allocated $100,000 under this program to fund grants to trial courts to enhance court
performance, improve timeliness to permanency. and/or ensure foster youths' safety and well-being.
To be eligible for a grant under this program, the court must be willing to provide a 25 percent match.
This match requirement may be fulfilled by in-kind contributions of services. equipment, or property
(e.g., the court may use the value of an individual's time spent on the project as the match requirement
unless the person is federally funded as federal funds may not be used as match).
Application Period
Applications may be submitted between July 16, 2015 and August 28, 2015, and awards will be issued by
September 18, 2015. All grant funding must be obligated by September 30, 2016. Grants issued under
this program are for one year, but funding may be extended an additional 2 years depending on
Michigan's CIP grant funding levels, which are determined annually.
For questions about this funding opportunity or if you want to know if an idea falls under this gant,
please contact Kelly Wagner at 517-373-8671 or WagnerK(iecourts,mi.00v.
Michigan Supreme Court
State Court Administrative Office
Child Welfare Services
Michigan Hall of Justice
P.O. Box 30048
Lansing, Michigan 48909
Phone (5 17) 373-8036
Kelly Wagner
Director
October 28, 2015
Honorable Nanci J. Grant, Chief Judge
6th Circuit Court
1200 N. Telegraph Rd
Pontiac, MI 48341
Re: FY 2016 Court Improvement Program Data Grant Award Notification
6th Judicial Circuit Court
Dear Chief Judge Grant:
I am pleased to inform you that your court has been awarded a grant in the amount of $38,186.78
from the Court Improvement Program Data Grant, administered by the State Court
Administrative Office (SCAO) Child Welfare Services Division. This award is for the grant
period October 1, 2015 through September 30, 2016.
The contract and instructions for providing quarterly reports will be e-mailed to your project
director, Erin O'Brien. Please sign and return the original contract to me by November 30, 2015.
Congratulations on receiving this award! I look forward to learning more through your quarterly
reports on how the scanners and imprinters will improve child welfare proceedings and
permanency outcomes. If you have any questions, please contact Suzy Crittenden at 517-373-
3722, or by e-mail at crittendens@courts.mi.gov .
Sincerely,
Kelly Wagner
cc: Deborah Green, Regional Director
Kevin Oeffner, Court Administrator
Erin O'Brien, CIP Project Director
Expenses
1080601-152010-750170
Information Technology Fund (#63600)
Revenues
1080101-152000-631372 OC Depts Operations $38,186
Total Revenues $38,186
Other Expendable Equipment $38,186
Total Expenses $38,186
NCE COMMITTEE ,
,
FISCAL NOTE (MTSC . #160.33) February 17, 2016
BY: Finance Committee, Thomas Middleton, Chairperson
IN RE: CIRCUIT COURT - 2016 COURT IMPROVEMENT PROGRAM (CIP) DATA GRANT — GRANT
ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced
resolution and finds:
1. The Circuit Court has received grant funding in the amount of $38,186,78 for the Court
Improvement Program (CIP) Data Grant from State Court Administrative Office-Child Welfare
Services Division (SCAO-CWS) for the period of October 1,2015 through September 30, 2016.
2. The grant funding will be used to purchase two high speed scanners, two imprinters and the first
year of maintenance. The equipment will image confidential juvenile and adoption records in
order to improve efficiency and expedite record distribution, which would ultimately improve
access to court records.
3. The total program funding is in the amount of $91,866.78 which includes $38,186,78 from SCAO-
CWS grant funds and $53,680 of in-kind service hours from Information Technology, which
covers the 25% grant match requirement of $25,620.
4. A FY 2016 budget amendment is recommended as follows:
SCAO-CWS Court Improvement (Fund #27141) FY 2016
Grant #GR0000000745 Activity GLB, Analysis Type GLB, Budget Ref 2016
Revenues
3010403-121240-610313 Grants — Federal
Total Revenues
$ 38,186
$ 38,186
Expenditures
3010403-121240-774636 Info Tech Operations
Total Expenditures
$ 38,186
$ 38,186
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Long and Quarles absent.
Resolution #16033 February 17, 2016
Moved by Hoffman supported by Dwyer the resolutions with (fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Fleming, Gershenson, Gosselin, Hoffman, Jackson, Kochenderfer, KowaII,
McGillivray, Middleton, Quarles, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bowman,
Crawford. (19)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions (with fiscal notes attached) on the amended
Consent Agenda were adopted (with accompanying reports being accepted).
II HEFIEBY APPROVE THIS 1.-11,SIII,A3Tt(Tyk ,
CHIEF DEPUTY COUNTY EXOLITVI;-
ACTING PURSUANT TO MCI- 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on February 17,
2016, with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 17th day of February, 2016.
Lisa Brown, Oakland County