HomeMy WebLinkAboutResolutions - 2016.10.06 - 22621MISCELLANEOUS RESOLUTION -#163 October 6, 2016
BY: Public Services Committee, Bill Dwyer, Chairperson
IN RE: PROSECUTING ATTORNEY — FISCAL YEAR 2017 CRIME VICTIM RIGHTS GRANT
ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Office of the Prosecuting Attorney has been awarded Victim Rights grant
funding in the amount of $223,900 from the State of Michigan, Department of Health and Human Services
for the period of October 1,2016 through September 30, 2017; and
WHEREAS this is the twenty-fifth (25th) year of grant acceptance for this program; and
WHEREAS there is no grant match required; and
WHEREAS the purpose of this grant is to comply with the mandates set forth in the Michigan Constitution
and the Crime Victim's Rights Act to provide victims of crime rights such as victim notification and
personal advocacy; and
WHEREAS this yearly grant represents only partial reimbursement of the Victim Services program; and
WHEREAS the Prosecuting Attorney's Office is mandated by law to perform the Victim Rights function
regardless of grant reimbursement; and
WHEREAS this grant award includes reimbursement funding of salaries and partial fringe benefits for
three (3) General Fund General Purpose (GF/GP) Full-time Eligible (FTE) Victim Advocate positions
(#4010101-05783, 05785, and 07183); and one (1) GF/GP FTE Victim Rights Supervisor position
(#4010101-05784); and
WHEREAS this grant award has completed the 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 grant
funding from the State of Michigan, Department of Health and Human Services in the amount of $223,900
for the period of October 1,2016 through September 30, 2017.
BE IT FURTHER RESOLVED that salaries and partial fringe benefits for three (3) GF/GP FTE Victim
Advocate positions (#4010101-05783, 05785 and 07183) and one (1) GF/GP FTE Victim Rights
Supervisor position (#4010101-05784) will be reimbursed by the grant.
BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to
execute the grant award and to approve any grant extensions or changes, within fifteen percent (15%) of
the original award, which are consistent with the original application as approved.
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 Jackson absent.
PLEASE NOTE: A revised grant agreement is attached and includes a correction to the
indemnification section as requested by Corporation Counsel.
GRANT REVIEW SIGN OFF — Prosecuting Attorney
GRANT NAME: FY 2017 Victim Rights
FUNDING AGENCY: Michigan Department of Health and Human Services
DEPARTMENT CONTACT PERSON: Emily McIntyre 8-1034
STATUS: Grant Acceptance
DATE: September 15, 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 placed 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 (9/12/2016)
Department of Human Resources:
HR Approved (No Committee) Continues Positions — Lori Taylor (9/12/2016)
Risk Management and Safety:
Approved by Risk Management. —Robert Erlenbeck (9/12/2016)
Corporation Counsel:
There are no unresolved legal issues at this time.
Note, a clerical error has been corrected on Addendum A allowing this approval. — Heather L. Lewis
(9/15/2016)
From:
To:
Cc:
Subject:
Date:
Van Pelt, Laurie M
West. Catherine A; Taylor, Lori; pavls, Patricia G; Schultz Dean
l-lancook, Emily M; Sce, Bonnie L; AndreWs, Michael B
RE: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights Grant Acceptance
Monday, September 12, 2016 11:25:47 AM
Approved.
From: West, Catherine A
Sent: Monday, September 12, 2016 11;15 AM
To: Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean 3
Cc: Hancook, Emily M; Scalf, Bonnie L; Andrews, Michael B
Subject: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights - Grant Acceptance
PLEASE NOTE: There is a short deadline for returned comments as a result of the state
indicating that services cannot be provided until the agreement is signed. Previously, the
contract could be signed after October 1 st with no lapse in services.
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor— Dean Shultz — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Prosecuting Attorney
FY 2017 Victim Rights
Michigan Department of Health and Human Services
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: September 15, 2016
GRANT INFORMATION
Date: September 12, 2016
Operating Department: Prosecuting Attorney
Department Contact: Emily McIntyre
Contact Phone: 248-858-1034
Document Identification Number: E20171624-00
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: October 1, 2016 through September 30, 2017
Original source of funding: State of Michigan
Will you issue a sub award or contract: No
New Facility / Additional Office Space Needs: none
From:
To:
Cc:
Subject:
Date:
Taylor, Lent
West. Catherine A; Van Pelt, Laurie M; Davis, Patricia G;hacj_vit.„2„f„la
Hancook, Emily M; Scalf, Bonnie L; Andreyys, Michael B
RE: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights - Grant Acceptance
Monday, September 12, 2016 1:19:02 PM
HR Approved (No Committee) Continues Positions
From: West, Catherine A
Sent: Monday, September 12,2016 11:15 AM
To: Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean
Cc: Hancook, Emily VI; Scalf, Bonnie L; Andrews, Michael B
Subject: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights - Grant Acceptance
PLEASE NOTE: There is a short deadline for returned comments as a result of the state
indicating that services cannot be provided until the agreement is signed. Previously, the
contract could be signed after October 1 st with no lapse in services.
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt Lori Taylor — Dean Shultz — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Prosecuting Attorney
FY 2017 Victim Rights
Michigan Department of Health and Human Services
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: September 15, 2016
GRANT INFORMATION
Date: September 12, 2016
Operating Department: Prosecuting Attorney
Department Contact: Emily McIntyre
Contact Phone: 248-858-1034
Document Identification Number: E20171624-00
REVIEW STATUS: Acceptance — Resolution Required
Funding Period: October 1 ;2016 through September 30, 2017
Original source of funding: State of Michigan
Will you issue a sub award or contract: No
New Facility/Additional Office Space Needs: none
From:
To:
Cc:
Subject:
Date:
Erlenbeck, Robert C
West, Catherine A; Van Pelt, Laurie M; Taylor. Lori; Davis, Patricia G; Schultz, Dean
Hancook, Emily M; Scalf, Bonnie L; Andrews. Michael B
RE: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights - Grant Acceptance
Monday, September 12, 2016 2:51:32 PM
Approved by Risk Management, R.E. 9/12/16
From Johnson, Sandra K
Sent: Monday, September 12, 2016 11:30 AM
To: West, Catherine A; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean J
Cc: Hancook, Emily M; Scaif, Bonnie L; Andrews, Michael B
Subject: RE: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights - 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 and future
information, documentation, and correspondence to Terri Easterling and Sandy Johnson.
Also, please include Risk Management's assignment number R1016-0453 regarding this matter.
Thank you,
From: West, Catherine A
Sent: Monday, September 12, 2016 11:15 AM
To: Van Pelt, Laurie M; Taylor, Lori; Davis Patricia G; Schultz, Dean J
Cc: Hancock, Emily M; Scalf, Bonnie L; Andrews, Michael B
Subject: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights - Grant Acceptance
PLEASE NOTE: There is a short deadline for returned comments as a result of the state
indicating that services cannot be provided until the agreement is signed. Previously, the
contract could be signed after October 1 St with no lapse in services.
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Dean Shultz — Pat Davis
RE: GRANT CONTRACT REVIEW RESPONSE — Prosecuting Attorney
FY 2017 Victim Rights
Michigan Department of Health and Human Services
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: September 15, 2016
111
GRANT INFORMATION
From:
To:
Cc:
Subject:
Date:
Lewis, Heather L
West. Catherine Van Pelt Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean .1
Hancock, Emily M; Scaif, Bonnie L; Andrews Michael
RE: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights - Grant Acceptance
Thursday, September 15, 2016 10:05:40 AM
There are no unresolved legal issues at this time.
Note, a clerical error has been corrected on Addendum A allowing this approval.
COUNTY M CHIGAK
Heather L. Lewis
Senior Assistant Corporation Counsel
PTNE
Oakland County Corporation Counsel
1200 N. Telegraph Road, Bldg. 14 East
Courthouse West Wing Extension, 3rd Floor
Pontiac, Nil 48341
Phone Number (248) 858.2003
Fax Number: (248) 858.1003
E-mail: lewisheoakgov.com
PRIVILEGED AND CONFIDENTIAL ATTORNEY CLIENT COMMUNICATION
This e-mail 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.
From: West, Catherine A
Sent: Monday, September 12,2016 11:15 AM
To: Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean
Cc: Hancook, Emily M; Scalf, Bonnie L; Andrews, Michael B
Subject: GRANT REVIEW: Prosecuting Attorney - FY 2017 Victim Rights - Grant Acceptance
PLEASE NOTE: There is a short deadline for returned comments as a result of the state
indicating that services cannot be provided until the agreement is signed. Previously, the
contract could be signed after October 1 st with no lapse in services.
GRANT REVIEW FORM
TO: REVIEW DEPARTMENTS— Laurie Van Pelt— Lori Taylor Dean Shultz — Pat Davis
Agreement #: E20171624-00
Grant Agreement Between
Michigan Department of Health and Human Services
hereinafter referred to as the "Department"
and
County of Oakland
1200 N. Telegraph Road Bldg. 34 East
Pontiac MI 48341 1050
Federal I. D.#: 38-6004876, DUNS#: 136200362
hereinafter referred to as the "Grantee"
for
Victim Rights Prosecutor-2017
Pat-ti
1. Period of Agreement:
This agreement will commence on the date of the Department's signature, Grantee's
signature or October 1, 2016, whichever is later, and continue through September
30, 2017. No service will be provided and no costs to the state will be incurred prior
to October 1, 2016 or the effective date of the Agreement, whichever is later.
Through the Agreement, the date of the Department's signature, Grantee's signature
or October 1, 2016, whichever is later, shall be referred to as the begin date. This
agreement is in full force and effect for the period specified.
2. Program Budget and Agreement Amount
A. Agreement Amount
The total amount of this agreement is $223,900.00. The Department under
the terms of this agreement will provide funding not to exceed $223,900.00.
The source of funding provided by the Department and approved indirect rate
shall be followed as described in Attachment 1 of this agreement, which is
part of this agreement through reference.
The grant agreement is designated as a:
Subrecipient relationship; or
Contractor relationship; or
Recipient relationship (non-federal funding).
The grant agreement is designated as:
Research and development project; or
X Not a research and development project.
Contract # E20171624-00, County of Oakland, Victim Rights Prosocutor-2017, Date: 0910212016 Page: 1 of 30
B. Equipment Purchases and Title
Any Grantee equipment purchases supported in whole or in part through this
agreement must be listed in the supporting Equipment Inventory Schedule.
Equipment means tangible, non-expendable, personal property having a
useful life of more than one year and an acquisition cost of $5,000 or more per
unit. Title to items having a unit acquisition cost of less than $5,000 shall vest
with the Grantee upon acquisition. The Department reserves the right to retain
or transfer the title to all items of equipment having a unit acquisition cost of
$5,000 or more, to the extent that the Department's proportionate interest in
such equipment supports such retention or transfer of title.
C. Deviation Allowance
A deviation allowance modifying an established budget category by $10,000 or
15%, whichever is greater, is permissible without prior written approval of the
Department. Any modification or deviations in excess of this provision,
including any adjustment to the total amount of this agreement, must be made
in writing and executed by all parties to this agreement before the
modifications can be implemented. This deviation allowance does not
authorize new categories, subcontracts, equipment items or positions not
shown in the attached Program Budget Summary and supporting detail
schedules.
3. Purpose
The focus of the program is to: establish procedures and develop budgetary and
training criteria to implement the requirements of William Van Regenmorter Crime
Victim Rights Act, P. A. 87 of 1985.
4. Statement of Work
The Grantee agrees to undertake, perform and complete the services described in
Attachment A, which is part of this agreement through reference.
5. Financial Requirements
The financial requirements shall be followed as described in Part II of this agreement
and Attachments B and D, which are part of this agreement through reference.
6. Performance/Progress Report Requirements
The progress reporting methods shall be followed as described in Part II and
Attachment C, which are part of this agreement through reference.
Contract if 620171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 09/02/2016 Page: 2 of 30
7. General Provisions
The Grantee agrees to comply with the General Provisions outlined in Part 11 and
Attachment E, which are part of this agreement through reference.
8. Administration of the Agreement
The person acting for the Department in administering this agreement (hereinafter
referred to as the Contract Manager) is:
Name: Beth Adcock
Title: Analyst/Specialist
Telephone No.: (517) 241-5275
Email Address: adcockb@michigan.gov
9. Grantee's Financial Contact for the Agreement
The person acting for the Grantee on the financial reporting for this agreement is:
Bonnie Scalf Accountant
Name Title
scalfb@oakgov.com (248) 858-0134
E-Mail Address Telephone No.
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 09102/2016 Page: 3 of 30
10. Special Conditions:
A. This agreement is valid upon approval and execution by the Department which
may be contingent upon approval by the State Administrative Board and
Signature by the Grantee.
B. This agreement is conditionally approved subject to and contingent upon the
availability of funds.
C. The Department will not assume any responsibility or liability for costs incurred
by the Grantee prior to the signing of this agreement.
D. The Grantee is required by PA 533 of 2004 to receive payments by electronic
funds transfer.
11. Special Certification
The individual or officer signing this agreement certifies by his or her signature that he
or she is authorized to sign this agreement on behalf of the responsible governing
board, official or Grantee.
12. Signature Section
FOR the GRANTEE
County of Oakland
Michael Gingell Chairperson
Name Title
For the Michigan Department of Health and Human Services
Kim Stephen 09102/2016
Kim Stephen, Director, Bureau of Purchasing Date
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date; 09/02/2016 Page; 4 0 30
Part II
General Provisions
Responsibilities - Grantee
The Grantee in accordance with the general purposes and objectives of this
agreement shall:
A. Publication Rights
1. Where the Grantee exclusively develops books, films, or other such
copyrightable materials through activities supported by this agreement,
the Grantee may copyright those materials. The materials that the
Grantee copyrights cannot include service recipient information or
personal identification data. Grantee grants the Department a royalty-
free, non-exclusive and irrevocable license to reproduce, publish and
use such materials copyrighted by the Grantee and authorizes others to
reproduce and use such materials.
2. Any materials copyrighted by the Grantee or modifications bearing
acknowledgment of the Department's name must be approved by the
Department before reproduction and use of such materials. The State
of Michigan may modify the material copyrighted by the Grantee and
may combine it with other copyrightable intellectual property to form a
derivative work. The State of Michigan will own and hold all copyright
and other intellectual property rights in any such derivative work,
excluding any rights or interest granted in this agreement to the
Grantee. If the Grantee ceases to conduct business for any reason, or
ceases to support the copyrightable materials developed under this
agreement, the State of Michigan has the right to convert its licenses
into transferable licenses to the extent consistent with any applicabie
obligations the Grantee has to the federal government.
3. The Grantee shall give recognition to the Department in any and all
publications, papers and presentations arising from the program and
service contract herein; the Department will do likewise.
4. The Grantee must notify the Department's Bureau of Purchasing 30
days before applying to register a copyright with the U.S. Copyright
Office. The Grantee must submit an annual report for all copyrighted
materials developed by the Grantee through activities supported by this
agreement and must submit a final invention statement and certification
within 90 days of the end of the agreement period.
B. Fees
Grantee must collect 1st and 3rd party fees, where applicable, and report
those collections on the Financial Status Report. Any underrecoveries of
otherwise available fees resulting from failure to bill for eligible services will be
excluded from reimbursable expenditures.
Contract # E2D171824•00, County of Oakland, Viotirr Rights Prosecutor-2017, Data 0910212016 Page: 5 of 30
C. Grant Program Operation
Provide the necessary administrative, professional, and technical staff for
operation of the grant program.
D. Reporting
Utilize all report forms and reporting formats required by the Department at the
effective date of this agreement, and provide the Department with timely
review and commentary on any new report forms and reporting formats
proposed for issuance thereafter.
E. Record Maintenance/Retention
Maintain adequate program and fiscal records and files, including source
documentation, to support program activities and all expenditures made under
the terms of this agreement, as required. Assure that all terms of the
agreement will be appropriately adhered to and that records and detailed
documentation for the grant project or grant program identified in this
agreement will be maintained for a period of not less than three years from the
date of termination, the date of submission of the final expenditure report or
until litigation and audit findings have been resolved.
F. Authorized Access
1. Permit within 10 calendar days of providing notification and at
reasonable times, access by authorized representatives of the
Department, Federal Grantor Agency, Inspector Generals, Comptroller
General of the United States and State Auditor General, or any of their
duly authorized representatives, to records, papers, files, documentation
and personnel related to this agreement, to the extent authorized by
applicable state or federal law, rule or regulation.
2. The rights of access in this section are not limited to the required
retention period but last as long as the records are retained.
3. Grantee must cooperate and provide reasonable assistance to
authorized representatives of the Department and others when those
individuals have access to Grantee's grant records.
G. Audits
This section only applies to Grantees designated as subrecipients by the
Department (see Part I, Section 2. A.).
1. Required Audit or Audit Exemption Notice
Grantees must submit to the Department either a Single Audit, Financial
Related Audit, or Audit Exemption Notice as described below. A
Financial Related Audit is applicable to for-profit Grantees that are
designated as subrecipients. If submitting a Single Audit or Financial
Statement Audit, Grantees must also submit a corrective action plan
prepared in accordance with Title 2 Code of Federal Regulations,
Section 200.511(c) for any audit findings that impacts the Department
funded programs, and management letter (if issued) with a corrective
Contract It 520171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 09/02/2016 Page: 6 of 30
action plan.
a. Single Audit
Grantees that are a state, local government, or non-profit
organization that expend $750,000 or more in federal awards
during the Grantee's fiscal year, must submit a Single Audit to
the Department, regardless of the amount of funding received
from the Department. The Single Audit must comply with the
requirements of Title 2 Code of Federal Regulations, Subpart F.
The Single Audit reporting package must include all
components described in Title 2 Code of Federal Regulations,
Section 200.512 (c).
b. Financial Related Audit
Grantees that are for-profit organizations that expend $750,000
or more in federal awards during the Grantee's fiscal year must
submit either a financial related audit prepared in accordance
with Government Auditing Standards relating to all federal
• awards; or an audit that meets the requirements contained in
Title 2 Code of Federal Regulations, Subpart F, if required by
the federal awarding agency.
c. Audit Exemption Notice
Grantees exempt from the Single Audit and Financial Related
Audit requirements (a. and b. above) must submit an Audit
Exemption Notice that certifies these exemptions. The template
Audit Exemption Notice and further instructions are available at
http://www.michigan.gov/MDHHS/ by selecting Inside MDHHS
— MDHHS Audit.
2. Financial Statement Audit
Grantees exempt from the Single Audit and Financial Related Audit
requirements (that are required to submit an Audit Exemption Notice as
described above) must also submit to the Department a Financial
Statement Audit prepared in accordance with generally accepted
auditing standards if the audit includes disclosures that may negatively
impacts the Department funded programs including, but not limited to
fraud, going concern uncertainties, financial statement misstatements,
and violations of contract and grant provisions. If submitting a Financial
Statement Audit, Grantees must also submit a corrective action plan for
any audit findings that impacts the Department funded programs.
3. Due Date and Where to Send
The required audit and any other required submissions (i.e. corrective
action plan, and management letter with a corrective action plan),
and/or Audit Exemption Notice must be submitted to the Department
within nine months after the end of the Grantee's fiscal year by e-mail
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 0910212016 Page: 7 o' 30
to the Department at MDHHS-AuditReports@michigan.gov . The
required submissions must be assembled in PDF files and compatible
with Adobe Acrobat (read only). The subject line must state the agency
name and fiscal year end. The Department reserves the right to request
a hard copy of the audit materials if for any reason the electronic
submission process is not successful.
4. Penalty
a. Delinquent Single Audit or Financial Related Audit
If the Grantee does not submit the required Single Audit or
Financial Related Audit, including any management letter and
applicable corrective action plan(s) within nine months after the
end of the Grantee's fiscal year, the Department may withhold
from the current funding an amount equal to five percent of the
audit year's grant funding (not to exceed $200,000) until the
required filing is received by the Department. The Department
may retain the amount withheld if the Grantee is more than 120
days delinquent in meeting the filing requirements. The
Department may terminate the current grant if the Grantee is
more than 180 days delinquent in meeting the filing
requirements
b. Delinquent Audit Exemption Notice
Failure to submit the Audit Exemption Notice, when required,
may result in withholding from the current funding an amount
equal to one percent of the audit year's grant funding until the
Audit Exemption Notice is received.
5. Other Audits
The Department or federal agencies may also conduct or arrange for
"agreed upon procedures" or additional audits to meet their needs.
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date 09/02/2016 Page: 8 of 30
H. Subrecipient/Contractor Monitoring
When passing federal funds through to a subrecipient (if the agreement does
not prohibit the passing of federal funds through to a subrecipient), the
Grantee must:
1. Ensure that every subaward is clearly identified to the subrecipient as a
subaward and includes the information required by 2 CFR 200.331 (a).
2. Evaluate each subrecipients risk for noncompliance as required by 2
CFR 200.331(b).
3. Monitor the activities of the subrecipient as necessary to ensure that the
subaward is used for authorized purposes, in compliance with federal
statutes, regulations, and the terms and conditions of the subawands;
that subaward performance goals are achieved; and that all monitoring
requirements of 2 CFR 200.331(d) are met including reviewing financial
and programmatic reports, following up on corrective actions, and
issuing management decisions for audit findings.
4. Verify that every subrecipient is audited as required by Subpart F of 2
CFR 200.
The Grantee must develop a subrecipient monitoring plan that addresses the
above requirements and provides reasonable assurance that the subrecipient
administers federal awards in compliance with laws, regulations, and the
provisions of contracts, and that performance goals are achieved. The
subrecipient monitoring plan should include a risk-based assessment to
determine the level of oversight, and monitoring activities, such as reviewing
financial and performance reports, performing site visits, and maintaining
regular contact with subrecipients.
The Grantee must establish requirements to ensure compliance for for—profit
subrecipients as required by Title 2 (CFR), Section 200.501(h), as
applicable.
The Grantee must ensure that transactions with contractors comply with laws,
regulations, and provisions of contracts or grant agreements in compliance
with Title 2 CFR, Section 200.501(h), as applicable.
Notification of Modifications
Provide timely notification to the Department, in writing, of any action by its
governing board or any other funding source that would require or result in
significant modification in the provision of services, funding or compliance with
operational procedures.
J. Software Compliance
The Grantee must ensure software compliance and compatibility with the
Department's data systems for services provided under this agreement
including, but not limited to: stored data, databases, and interfaces for the
production of work products and reports. All required data under this
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 09(02/2016 Page: 9 01 30
agreement shall be provided in an accurate and timely manner without
interruption, failure or errors due to the inaccuracy of the Grantee's business
operations for processing date/time data. All information systems, electronic or
hard copy, that contain state or federal data must be protected from
unauthorized access.
Contract # E20171624-00, County of Oakland, Victim Rights Prosocutor.2017, Date: 0910212016 Page: 10 of 30
K. Human Subjects
The Grantee will comply with Protection of Human Subjects Act, 45 CFR, Part
46. The Grantee agrees that prior to the initiation of the research, the Grantee
will submit Institutional Review Board (IRB) application material for all research
involving human subjects, which is conducted in programs sponsored by the
Department or in programs which receive funding from or through the state of
Michigan, to the Department's IRB for review and approval, or the IRB
application and approval materials for acceptance of the review of another
IRB. All such research must be approved by a federally assured IRB, but the
Department's IRB can only accept the review and approval of another
institution's IRB under a formally-approved IRB Authorization Agreement. The
manner of the review will be agreed upon between the Department's IRB
Signatory Official and the Grantee's IRB chairperson or executive officer(s).
L. Mandatory Disclosures
The Grantee must disclose to the Department in writing within 14 days of
receiving notice of any litigation, investigation, arbitration, or other proceeding
(collectively, "Proceeding") involving Grantee, a subcontractor, or an officer or
director of Grantee or subcontract, or that arises during the term of this
Agreement including:
1. All violations of federal and state criminal law involving fraud, bribery, or
gratuity violations potentially affecting the agreement;
2. A criminal Proceeding;
3. A parole or probation Proceeding;
4. A Proceeding under the Sarbanes-Oxley Act;
5. A civil Proceeding involving:
a. A claim that might reasonably be expected to adversely affect
Grantee's viability or financial stability; or
b. A governmental or public entity's claim or written allegation of fraud;
or
6. A Proceeding involving any license that Grantee is required to possess
in order to perform under this Agreement.
M. Statement of Work Progress Reports
The Grantee must submit quarterly Statement of Work progress reports to
MDHHS via the website http://egrams-mi.com/dch by the 15th of the month
following the end of the quarter and a final report by November 15th.
N. Conflict of Interest and Code of Conduct Standards
1. The Grantee is subject to the provisions of 1968 PA 317, as amended,
1973 PA 196, as amended, and Title 2 Code of Federal Regulations,
Section 200.318 (c) (1) and (2).
2. The Grantee will uphold high ethical standards and is prohibited from:
a. Holding or acquiring an interest that would conflict with this
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date; 09/02/2016 Page: 11 of 30
Agreement;
b. Doing anything that creates an appearance of impropriety with
respect to the award or performance of this Agreement;
c. Attempting to influence or appearing to influence any State
employee by the direct or indirect offer of anything of value; or
d. Paying or agreeing to pay any person, other than employees
and consultants working for Grantee, any consideration
contingent upon the award of this Agreement.
3. Grantee must immediately notify the Department of any violation or
potential violation of these standards, This Section applies to Grantee,
any parent, affiliate, or subsidiary organization of Grantee, and any
subcontractor that performs Agreement activities in connection with this
agreement.
II. Responsibilities - Department
The Department in accordance with the general purposes and objectives of this
agreement will:
A. Reimbursement
Provide reimbursement in accordance with the terms and conditions of this
agreement based upon appropriate reports, records, and documentation
maintained by the Grantee.
B. Report Forms
Provide any report forms and reporting formats required by the Department at
the effective date of this agreement, and provide to the Grantee any new
report forms and reporting formats proposed for issuance thereafter at least 90
days prior to their required usage in order to afford the Grantee an opportunity
to review and offer comment.
III. Assurances
The following assurances are hereby given to the Department:
A. Compliance with Applicable Laws
The Grantee will comply with applicable federal and state laws, guidelines,
rules and regulations in carrying out the terms of this agreement. The Grantee
will also comply with all applicable general administrative requirements, such
as Title 2 Code of Federal Regulations (CFR) covering cost principles,
grant/agreement principles, and audits, in carrying out the terms of this
agreement.
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B. Anti-Lobbying Act
The Grantee will comply with the Anti-Lobbying Act, 31 USC 1352 as revised
by the Lobbying Disclosure Act of 1995, 2 USC 1601 et seq, and Section 503
of the Departments of Labor, Health and Human Services, and Education, and
Related Agencies section of the FY 1997 Omnibus Consolidated
Appropriations Act (Public Law 104-209). Further, the Grantee shall require
that the language of this assurance be included in the award documents of all
subawards at all tiers (including subcontracts, subgrants, and contracts under
grants, loans and cooperative agreements) and that all subrecipients shall
certify and disclose accordingly.
C. Non-Discrimination
1. 1. In the performance of any contract or purchase order resulting
herefrom, the Grantee agrees not to discriminate against any employee
or applicant for employment or service delivery and access, with respect
to their hire, tenure, terms, conditions or privileges of employment,
programs and services provided or any matter directly or indirectly
related to employment, because of race, color, religion, national origin,
ancestry, age, sex, height, weight, marital status, physical or mental
disability unrelated to the individual's ability to perform the duties of the
particular job or position or to receive services. The Grantee further
agrees that every subcontract entered into for the performance of any
contract or purchase order resulting herefrom will contain a provision
requiring non-discrimination in employment, service delivery and
access, as herein specified binding upon each subcontractor. This
covenant is required pursuant to the Elliot-Larsen Civil Rights Act, 1976
PA 453, as amended, MCL 37.2201 et seq., and the Persons with
Disabilities Civil Rights Act, 1976 PA 220, as amended, MCL 37.1101 et
seq., and any breach thereof may be regarded as a material breach of
the contract or purchase order.
2. The Grantee will comply with all federal statutes relating to
nondiscrimination. These include but are not limited to:
a. Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which
prohibits discrimination on the basis of race, color or national
origin;
b. Title IX of the Education Amendments of 1972, as amended (20
U.S.C. §§1681-1683, and 1685-1686), which prohibits
discrimination on the basis of sex;
c. Section 504 of the Rehabilitation Act of 1973, as amended (29
U.S.C. §794), which prohibits discrimination on the basis of
disabilities;
d. The Age Discrimination Act of 1975, as amended (42 U.S.C.
§§6101-6107), which prohibits discrimination on the basis of
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age;
e. The Drug Abuse Office and Treatment Act of 1972 (Pl. 92-
255), as amended, relating to nondiscrimination on the basis of
drug abuse;
f. The Comprehensive Alcohol Abuse and Alcoholism Prevention,
Treatment and Rehabilitation Act of 1970 (P.L. 91-616) as
amended, relating to nondiscrimination on the basis of alcohol
abuse or alcoholism;
g. §§523 and 527 of the Public Health Service Act of 1912 (42
U.S.C. §§290 dd-3 and 290 ee 3), as amended, relating to
confidentiality of alcohol and drug abuse patient records;
h. Any other nondiscrimination provisions in the specific statute(s)
under which application for federal assistance is being made;
and
The requirements of any other nondiscrimination statute(s)
which may apply to the application.
3. Additionally, assurance is given to the Department that proactive efforts
will be made to identify and encourage the participation of minority-
owned and women- owned businesses, and businesses owned by
persons with disabilities in contract solicitations. The Grantee shall
incorporate language in all contracts awarded: (1) prohibiting
discrimination against minority-owned and women-owned businesses
and businesses owned by persons with disabilities in subcontracting;
and (2) making discrimination a material breach of contract.
D. Debarment and Suspension
The Grantee will comply with Federal Regulation, 2 CFR part 180 and certifies
to the best of its knowledge and belief that it, its employees and its
subcontractors:
1. Are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions by
any federal department or contractor;
2. Have not within a three-year period preceding this agreement been
convicted of or had a civil judgment rendered against them for
commission of fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state, or local)
transaction or contract under a public transaction; violation of federal or
state antitrust statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false statements,
or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a
government entity (federal, state or local) with commission of any of the
offenses enumerated in section 2; and
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4. Have not within a three-year period preceding this agreement had one
or more public transactions (federal, state or local) terminated for cause
or default.
E. Federal Requirement: Pro -Children Act
1. The Grantee will comply with Public Law 103-227, also known as the
Pro-Children Act of 1994, 20 USC 6091 et seq, which requires that
smoking not be permitted in any portion of any indoor facility owned or
leased or contracted by and used routinely or regularly for the provision
of health, day care, early childhood development services, education or
library services to children under the age of 18, if the services are
funded by federal programs either directly or through state or local
governments, by federal grant, contract, loan or loan guarantee. The
law also applies to children's services that are provided in indoor
facilities that are constructed, operated, or maintained with such federal
funds The law does not apply to children's services provided in private
residences; portions of facilities used for inpatient drug or alcohol
treatment; service providers whose sole source of applicable federal
funds is Medicare or Medicaid; or facilities where Women, Infants, and
Children (WIC) coupons are redeemed. Failure to comply with the
provisions of the law may result in the imposition of a civil monetary
penalty of up to $1,000 for each violation and/or the imposition of an
administrative compliance order on the responsible entity. The Grantee
also assures that this language will be included in any subawards which
contain provisions for children's services.
2. The Grantee also assures, in addition to compliance with Public Law
103-227, any service or activity funded in whole or in part through this
agreement will be delivered in a smoke-free facility or environment.
Smoking shall not be permitted anywhere in the facility, or those parts of
the facility under the control of the Grantee. If activities or services are
delivered in facilities or areas that are not under the control of the
Grantee (e.g., a mall, restaurant or private work site), the activities or
services shall be smoke-free.
F. Hatch Political Activity Act and Intergovernmental Personnel Act
The Grantee will comply with the Hatch Political Activity Act, 5 USC 1501-1509
and 7324-7328, and the Intergovernmental Personnel Act of 1970, as
amended by Title VI of the Civil Service Reform Act, Public Law 95-454, 42
USC 4728 - 4763. Federal funds cannot be used for partisan political
purposes of any kind by any person or organization involved in the
administration of federally-assisted programs.
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G. National Defense Authorization Act Employee Whistleblower Protections
The Grantee will comply with the National Defense Authorization Act "Pilot
Program for Enhancement of Grantee Employee Whistleblower Protections".
1. This agreement and employees working on this agreement will be
subject to the whistleblower rights and remedies in the pilot program on
Grantee employee whistleblower protections established at 41
U.S.C.4712 by section 828 of the National Defense Authorization Act for
Fiscal Year 2012 and FAR 3.908.
2. The Grantee shall inform its employees in writing, in the predominant
language of the workforce, of employee whistleblower rights and
protections under 41 U.S.C. 4712, as described in section 3.908 of the
Federal Acquisition Regulation.
3. The Grantee shall insert the substance of this clause, including this
paragraph (3), in all subcontracts over the simplified acquisition
threshold.
H. Clean Air Act and Federal Water Pollution Control Act
The Grantee will comply with the Clean Air Act (42 U.S.C. 7401-7671q.) and
the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended.
a. This agreement and anyone working on this agreement will be subject
to the Clean Air Act and Federal Water Pollution Control Act and must
complYwith all applicable standards, orders or regulations issue
pursuant to these Acts. Violations must be reported to the Department.
Subcontracts
For any subcontracted service, activity or product, the Grantee will ensure:
1. That a written subcontract is executed by all affected parties prior to the
initiation of any new subcontract activity. Exceptions to this policy may
be granted by the Department upon written request within 30 days of
execution of the agreement.
2. That any executed subcontract to this agreement shall require the
subcontractor to comply with all applicable terms and conditions of this
agreement. In the event of a conflict between this agreement and the
provisions of the subcontract, the provisions of this agreement shall
prevail
A conflict between this agreement and a subcontract, however, shall not
be deemed to exist where the subcontract:
a. Contains additional non-conflicting provisions not set forth in
this agreement;
b. Restates provisions of this agreement to afford the Grantee the
same or substantially the same rights and privileges as the
Department; or
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c. Requires the subcontractor to perform duties and/or services in
less time than that afforded the Grantee in this agreement.
3. That the subcontract does not affect the Grantee's accountability to the
Department for the subcontracted activity.
4. That any billing or request for reimbursement for subcontract costs is
supported by a valid subcontract and adequate source documentation
on costs and services.
5. That the Grantee will submit a copy of the executed subcontract if
requested by the Department.
J. Procurement
Grantee will ensure that all purchase transactions, whether negotiated or
advertised, shall be conducted openly and competitively in accordance with
the principles and requirements of Title 2 Code of Federal Regulations, Part
200. Funding from this agreement shall not be used for the purchase of foreign
goods or services or both. Records shall be sufficient to document the
significant history of all purchases and shall be maintained for a minimum of
three years after the end of the agreement period.
K. Health Insurance Portability and Accountability Act
To the extent that this act is pertinent to the services that the Grantee provides
to the Department under this agreement, the Grantee assures that it is in
compliance with the Health Insurance Portability and Accountability Act
(HIPAA) requirements including the following:
1. The Grantee must not share any protected health data and information
provided by the Department that falls within HIPAA requirements except
as permitted or required by applicable law; or to a subcontractor as
appropriate under this agreement.
2. The Grantee will ensure that any subcontractor will have the same
obligations as the Grantee not to share any protected health data and
information from the Department that falls under HIPAA requirements in
the terms and conditions of the subcontract.
3. The Grantee must only use the protected health data and information
for the purposes of this agreement.
4. The Grantee must have written policies and procedures addressing the
use of protected health data and information that falls under the HIPAA
requirements. The policies and procedures must meet all applicable
federal and state requirements including the H1PAA regulations. These
policies and procedures must include restricting access to the protected
health data and information by the Grantee's employees.
5. The Grantee must have a policy and procedure to immediately report to
the Department any suspected or confirmed unauthorized use or
disclosure of protected health data and information that falls under the
HIPAA requirements of which the Grantee becomes aware. The
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Grantee will work with the Department to mitigate the breach, and will
provide assurances to the Department of corrective actions to prevent
further unauthorized uses or disclosures.
6. Failure to comply with any of these contractual requirements may
result in the termination of this agreement in accordance with Part II,
Section V. Agreement Termination.
7. In accordance with HIPAA requirements, the Grantee is liable for any
claim, loss or damage relating to unauthorized use or disclosure of
protected health data and information by the Grantee received from the
Department or any other source.
8. The Grantee will enter into a business associate agreement should the
Department determine such an agreement is required under HIPAA.
L. Website Incorporation
The Department is not bound by any content on Grantee's website unless
expressly incorporated directly into this Agreement.
M. Survival
The provisions of this Agreement that impose continuing obligations will
survive the expiration or termination of this Agreement.
IV. Financial Requirements
A. Operating Advance
An operating advance may be requested by the Grantee to assist with
program operations. The request should be addressed to the Contract
Manager identified in Part I, Item 8. The operating advance will be
administered as follows:
1. The advance amount requested must be reasonable in relationship to
the program's requirements, billing cycle, etc.; and in no case may the
advance exceed the amount required for 60 days operating expense.
Operating advances will be monitored and adjusted by the Department
according to total Department agreement amount.
2. The advance must be recorded as an account payable to the
Department in the Grantee's financial records. The operating advance
payable must remain in the Grantee's financial records until fully
recovered by the Department.
1 The monthly Financial Status Report (FSR) reimbursement for actual
expenditures by the Department should be used by the Grantee to
replenish the operating advance used for program operations.
4. The advance must be returned to the Department within 30 days of the
end date of this agreement unless the Grantee has a recurring
agreement with the Department, and may not be held pending
agreement audit. Subsequent Department agreements may be withheld
pending recovery of the outstanding advance from a prior agreement. If
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the Grantee has a recurring agreement with the Department, the
Department requires an annual confirmation of the outstanding
operating advance.
The Department may obtain the Michigan Department of Treasury's
assistance in collecting outstanding operating advances. The
Department will comply with the Michigan Department of Treasury's
Due Process procedures prior to forwarding claims to Treasury. Specific
Due Process procedures include the following:
The Department may obtain the Michigan Department of Treasury's
assistance in collecting outstanding operating advances. The
Department will comply with the Michigan Department of Treasury's
Due Process procedures prior to forwarding claims to Treasury. Specific
Due Process procedures include the following:
a. Department offer of a hearing to dispute the debt, identifying the
time, place and date of such hearing.
b. A hearing by an impartial official.
c. An opportunity for the Grantee to examine department's
associated records.
d. An opportunity for the Grantee to present evidence in person or
in writing.
e. A hearing official with full authority to correct errors and make a
decision not to forward debt to Treasury.
f. Grantee representation by an attorney and presentation of
witnesses if necessary.
5. At the end of either the agreement period or Department's fiscal year,
whichever is first, the Grantee must respond to the Department's
request for confirmation of the operating advance. Failure to respond to
the confirmation request may result in the Department recovering all or
part of an outstanding operating advance.
B. Reimbursement Method
The Grantee will be reimbursed in accordance with the staffing grant
reimbursement method as follows:
Reimbursement from the Department is based on the understanding that
Department funds will be paid up to the total Department allocation as agreed
to in the approved budget. Department funds are first source after the
application of fees and earmarked sources unless a specific local match
condition exists.
C. Financial Status Report Submission
Financial Status Reports (FSRs) shall be prepared and submitted
electronically to the Department via the website http://egrams-mi.com/dch.
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FSRs must be submitted on a monthly basis, no later than 30 days after the
close of each calendar month. The monthly FSRs must reflect total actual
program expenditures, regardless of the source of funds.
Failure to meet financial reporting responsibilities as identified in this
agreement may result in withholding future payments.
By submitting the FSR the individual is certifying to the best of their knowledge
and belief that the report is true, complete and accurate and the expenditures,
disbursements, and cash receipts are for the purposes and objectives set forth
in the terms and conditions of this agreement. The individual submitting the
FSR should be aware that any false, fictitious, or fraudulent information, or the
omission of any material facts, may subject them to criminal, civil or
administrative penalties for fraud, false statements, false claims or otherwise.
The instructions for completing the FSR form are available on the website
http://egrams-mi.com/dch . Send FSR questions to
FSRMDHHS@michigan.gov .
D. Reimbursement Mechanism
All Grantees must sign up through the on-line vendor registration process to
receive all State of Michigan payments as Electronic Funds Transfers
(EFT)/Direct Deposits, as mandated by MCL 18.1283a. Vendor registration
information is available through the Department of Technology Management
and Budget's web site:
• http://michigan.gov/cpexpress
E. Final Obligations and Financial Status Reporting Requirements
1. Obligation Report
The Obligation Report, based on annual guidelines, must be submitted
by the due date using the format provided by the Department's
Accounting Division. The Grantee must provide an estimate of total
expenditures for the entire agreement period. The information on the
report will be used to record the Department's year-end accounts
payables and receivables for this agreement.
2. Department-wide Payment Suspension
A temporary payment suspension is in effect on agreements during the
department's year-end closing period beginning September 20 until mid-
November. FSRs through the August period should be submitted by
September 13 to ensure payment prior to the payment suspension
period.
3. Final FSRs
Final FSRs are due 60 days following the end of the fiscal year or
agreement period. The final FSR must be clearly marked "Final".
Final FSRs not received by the due date may result in the loss of
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funding requested on the Obligation Report and may result in the
potential reduction in the subsequent year's agreement amount.
F. Unobligated Funds
Any unobligated balance of funds held by the Grantee at the end of the
agreement period will be returned to the Department within 30 days of the end
of the agreement or treated in accordance with instructions provided by the
Department.
G. Indirect Costs
The Grantee is allowed to use an approved federal indirect rate in their budget
calculations and financial status reporting. If the Grantee does not have an
existing approved federal indirect rate, they may use a 10% de minimis rate in
accordance with Title 2 Code of Federal Regulations (CFR) Part 200 to
recover their indirect costs. Approved indirect rates will appear on Attachment
1.
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V. Agreement Termination
The Department may cancel this agreement without further liability or penalty to the
Department for any of the following reasons:
A. This agreement may be terminated by either party by giving 30 days written
notice to the other party stating the reasons for termination and the effective
date.
B. This agreement may be terminated on 30 days prior written notice upon the
failure of either party to carry out the terms and conditions of this agreement,
provided the alleged defaulting party is given notice of the alleged breach and
fails to cure the default within the 30 day period.
C. This agreement may be terminated immediately if the Grantee or an official of
the Grantee or an owner is convicted of any activity referenced in Section III.D.
of this agreement during the term of this agreement or any extension thereof.
VI. Final Reporting Upon Termination
Should this agreement be terminated by either party, within 30 days after the
termination, the Grantee shall provide the Department with all financial, performance
and other reports required as a condition of this agreement. The Department will
make payments to the Grantee for allowable reimbursable costs not covered by
previous payments or other state or federal programs. The Grantee shall immediately
refund to the Department any funds not authorized for use and any payments or funds
advanced to the Grantee in excess of allowable reimbursable expenditures.
VII, Severability
If any part of this Agreement is held invalid or unenforceable, by any court of
competent jurisdiction, that part will be deemed deleted from this Agreement and the
severed part will be replaced by agreed upon language that achieves the same or
similar objectives. The remaining Agreement will continue in full force and effect.
VIII. Waiver
Failure to enforce any provision of this Agreement will not constitute a waiver.
IX. Amendments
Any changes to this agreement will be valid only if made in writing and accepted by all
parties to this agreement. Any change proposed by the Grantee which would affect
the Department funding of any project, in whole or in part in Part I, Section 2.C. of the
agreement, must be submitted in writing to the Department for approval immediately
upon determining the need for such change.
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X. Liability
All liability to third parties, loss, or damage as a result of claims, demands, costs, or
judgments arising out of activities, such as direct service delivery, to be carried out by
the Grantee in the performance of this agreement shall be the responsibility of the
Grantee, and not the responsibility of the Department, if the liability, loss, or damage is
caused by, or arises out of, the actions or failure to act on the part of the Grantee, any
subcontractor, anyone directly or indirectly employed by the Grantee, provided that
nothing herein shall be construed as a waiver of any governmental immunity that has
been provided to the Grantee or its employees by statute or court decisions. The
Department is not liable for consequential, incidental, indirect or special damages,
regardless of the nature of the action.
Xl. State of Michigan Agreement
This is a State of Michigan Agreement and is governed by the laws of Michigan. Any
dispute arising as a result of this agreement shall be resolved in the state of Michigan.
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XII. Confidentiality
Both the Department and the Grantee shall assure that medical services to and
information contained in medical records of persons served under this agreement, or
other such recorded information required to be held confidential by federal or state
law, rule or regulation, in connection with the provision of services or other activity
under this agreement shall be privileged communication, shall be held confidential,
and shall not be divulged without the written consent of either the patient or a person
responsible for the patient, except as may be otherwise permitted or required by
applicable state or federal law or regulation. Such information may be disclosed in
summary, statistical, or other form, which does not directly or indirectly identify
particular individuals.
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Attachment 1 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES SCHEDULE OF FINANCIAL ASSISTANCE County of Oakland Source of Funds Catalog of Federal Domestic Assistance (CFDA) Federal Award Federal / State Federal Agency Name Number Title Award Number Title Federal Award Identification No. Award Date Grant Phase Amount _ State Restricted - Victims Services Fund S0205). 223,900.00 Total Allocation 223,900.00 The federal funding provided by the Department is $0.00. Attachment lb - APPROVED INDIRECT RATE APPROVED INDIRECT RATE (S) Rate Description Indirect Rate % Rate Base $ Total Approved Indirect Costs Total Approved Indirect Costs Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 09102/2016 Page: 25 of 30
3 Attachment A2 - Oakland County Addendum
Attachment 2 - Oakland County Addendum
Côrtct# E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 09/02/2016 Page: 26 of 30
Version: All Other Programs
MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES
FY 16/17 AGREEMENT ADDENDUM A
1 This addendum modifies the following sections of Part II, General Provisions:
Part II
I. Responsibilities- Grantee
J. Software Compliance. This section will be deleted in its entirety and
replaced with the following language:
The Michigan Department of Health and Human Services and the County of
Oakland will work together to identify and overcome potential data
incompatibility problems.
III. Assurances
A. Compliance with Applicable Laws. This first sentence of this paragraph
will be stricken in its entirety and replaced with the following language:
The Grantee will comply with applicable Federal and State laws, and lawfully
enacted administrative rules or regulations, in carrying out the terms of this
agreement.
I. Health Insurance Portability and Accountability Act The provisions in this
section shall be deleted in their entirety and replaced with the following
language:
Grantee agrees that it will comply with the Health Insurance Portability and
Accountability Act of 1996, and the lawfully enacted and applicable Regulations
promulgated there under.
X. Liability. Paragraph A. will be deleted in its entirety and replaced with the
following language:
A. Except as otherwise provided by law neither Party shall be obligated to the
other, or indemnify the other for any third party claims, demands, costs, or
judgments arising out of activities to be carried out pursuant to the
obligations of either party under this Agreement, nothing herein shall be
construed as a waiver of any governmental immunity for either party or its
agencies, or officers and employees as provided by statute or modified by
court decisions.
Version: All Other Programs
2. Special Certification:
The individual or officer signing this agreement certifies by his or her signature that he or she is
authorized to sign this agreement on behalf of the responsible governing board, official or
Grantee,
3. Signature Section:
For the COUNTY OF OAKLAND
Name and Title Date
Signature Date
For the MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES
Kim Stephen, Director Date
Bureau of Purchasing
A Attachment A - Statement of Work
Objective :
Activity :
Responsible Staff :
Date Range;
Expected Outcome :
Measurement :
Objective :
Activity :
Responsible Staff :
Date Range :
Expected Outcome :
Measurement :
Objective :
Activity :
Responsible Staff :
Date Range :
Expected Outcome :
Measurement :
Objective :
Activity :
Responsible Staff :
Date Range :
Expected Outcome :
Measurement
Objective :
Activity :
Responsible Staff :
Date Range :
Expected Outcome :
Measurement :
Implement the requirements of the William Van Regenmorter Crime
Victim's Rights Act, P.A. 87 of 1985.
Provide victims with information regarding their rights and the
opportunity to participate in the criminal justice process in their case.
Victim Advocate/Office Assistant
10/01/2016 - 09130/2017
Victims will be notified of their rights.
Oakland County Prosecutor's Office Victim Assistance case tracking
system.
Implement the requirements of the William Van Regenmorter Crime
Victim's Rights Act, P.A. 87 of 1985.
Provide victims with information about making a Victim Impact
Statement.
Victim Advocate/Office Assistant
10/01/2016 - 09/30/2017
Victims given opportunity to present a Victim Impact Statement.
Oakland County Prosecutor's Office Victim Assistance case tracking
system.
Implement the requirements of the William Van Regenmorter Crime
Victim's Rights Act, P.A. 87 of 1985.
Provide victims with compensation information.
Victim Advocate/Office Assistant
10/01/2016 - 09/30/2017
Injured crime victims can apply for compensation for out-of-pocket loss.
Oakland County Prosecutor's Office Victim Assistance case tracking
system.
Implementation of the William Van Regenmorter Crime Victim's Rights
Act, P.A. 87 Of 1985.
Attendance at a PAAM training.
Victim Advocate
10/01/2016 - 09/30/2017
Staff development, increased awareness, empathy and self-care.
Evaluation for increased retention, higher morale and increased
satisfaction.
Implementation of the William Van Regenmorter Crime Victim's Rights
Act, P.A. 87 of 1985.
Grantee will fulfill reporting requirements of the Victim Rights contract.
Program Director/Financial Officer
10/01/2016 - 09/30/2017
All reports are entered correctly and on a timely basis.
On-line grant system.
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 06/02/2016 Page: 27 of 30
B1 Attachment B1 - Program Budget Summary
PROGRAM
Victim Rights Prosecutor-2017
DATE PREPARED
912/2016
CONTRACTOR NAME
County of Oakland
BUDGET PERIOD
From : 10/1/2016 To : 9/30/2017
MAILING ADDRESS (Number and Street)
1200 N. Telegraph Road
Bldg. 34 East
BUDGET AGREEMENT
)7 Original r Amendment
AMENDMENT #
0
CITY 1 STATE
Pontiac MI
ZIP CODE
48341-1050
FEDERAL ID NUMBER
38-6004876
Category I Amount I Total
DIRECT EXPENSES
Program Expenses
1 Salary & Wages 194,896.00 194,896.00
2 Fringe Benefits 29,004.00 29,004.00
3 Travel 0.00 0.00
4 Supplies & Materials 0.00 0.00
5 Contractual 0,00 0.00
6 Equipment 0.00 0.00
7 Other Expense 0.00 0.00
Total Program Expenses 223,900.00 223,900.00
TOTAL DIRECT EXPENSES 223,900.00 223,900.00
INDIRECT EXPENSES
Indirect Costs
1 Indirect Costs 0.00 0.00
Total Indirect Costs 0.00 0.00
TOTAL INDIRECT EXPENSES 0.00 0.00
TOTAL EXPENDITURES 223,900.00 223,900.00
SOURCE OF FUNDS
Category Amount Cash Inkind Total
1 Source of Funds
Fees and Collections 0.00 0.00 0.00 0.00
State Agreement 223,900.00 0.00 0.00 223,900.00
Local 0.00 0.00 0.00 0.00
Federal 0.00 0.00 0.00 0.00
Other 0.00 0.00 0.00 0.00
Total Source of Funds 223,900.00 0.00 0.00 223,900.00
Totals 223,900.00 0.00 0.00 223,900.00
Contract #E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 09/02/2016
Page: 28 of 30
B2 Attachment B2 - Program Budget - Cost Detail Schedule
1Line Item QtyI Rate Units UOM Total
DIRECT EXPENSES
Program Expenses
1 Salary & Wages
Victim Advocate Diane Stellini 2040.0000 23.884 0.000 FTE 48,724.00
Victim Advocate Nicole Kennedy 2040.0000 23.884 0.000 FTE 48,724.00
Victim Advocate Cynthia Stanton 2040.0000 23.884 0.000 FTE 48,724.00
Victim Advocate Jennifer
DeMeritt
2040,0000 23.884 0.000 FTE
—
48,724.00
Total for Salary & Wages 194,896.00
2 Fringe Benefits
Hospitalization 0.0000 14.882 48724.000 7,251.00
Hospitalization 0.0000 14.882 48724.000 7,251.00
Hospitalization 0.0000 14,882 48724,000 7,251.00
Hospitalization 0.0000 14.882 48724.000 7,251.00
Total for Fringe Benefits 29,004.00
Travel
4 Supplies & Materials
Contractual
6 Equipment
7 Other Expense
Total Program Expenses 223,900,00
TOTAL DIRECT EXPENSES 223,900.00
INDIRECT EXPENSES
Indirect Costs
1 Indirect Costs
Total Indirect Costs 0.00
TOTAL INDIRECT EXPENSES 0.00
TOTAL EXPENDITURES 223,900.00
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 0910212016 Page: 29 of 30
B3 Attachment B3 - Equipment Inventory Schedule
Attachment 53 - Equipment Inventory Schedule
C Attachment C - Performance Report Requirements
Attachment C - Performance/Progress Report Requirements
E Attachment E - Program Requirements
Attachment E - Program Specific Requirements
Contract # E20171624-00, County of Oakland, Victim Rights Prosecutor-2017, Date: 09102/2016 Page: 30 of 30
FY 2017
ATTACHMENT B.3
MICHIGAN DEPARTMENT OF HEALTH & HUMAN SERVICES
BUREAU OF PURCHASING
EQUIPMENT INVENTORY SCHEDULE
Please list equipment items that were purchased during the grant agreement period as specified in the grant
agreement budget's cost detail schedule Attachment B.2. Provide as much information about each piece as
possible, including quantity, item name, item specifications: make, model, etc. Equipment is defined to be an
article of non-expendable tangible personal property having a useful life of more than one (1) year and an
acquisition cost of $5,000 or more per unit. Please complete and forward this form to the MDHHS contract
manager with the final progress report.
Grantee Name: Contract #: Date:
Quantity Item Name Item Specification Tag
Number
Purchard
Amount
Grantee's Signature: Date:
DCH-0665 FY2017 7/15(w)
ATTACHMENT C
PERFORMANCE/PROGRESS REPORT REQUIREMENTS
Prosecutor — Victim Rights Programs
A. The Grantee shall submit the following reports on the following dates:
Quarterly Financial & Program Reports should be submitted by the
Grantee on the 30th day following the end of the quarter. Reports are
available on the Internet at http://urams-mi.com/dch/User/home.aspx
Reports should be completed and submitted to the CVSC via the internet.
Due dates for submission of Quarterly Financial & Program Report are as
follows:
January 30, 2017
April 30, 2017
July 30, 2017
October 30, 2017
Program Report/Case Synopsis is to be submitted annually with the April-
June quarter on the form provided via http://egrams-
mi.com/dch/User/home,aspx
B. Reports and information shall be submitted to the Department of Health
and Human Services, Crime Victim Services Commission via the website,
http://egrams-mi.com/dch/User/home.aspx
*These instructions, supercede directions in the General Provisions,
Section IV, C., entitled Financial Status Report Submission.
C. The Grantee shall permit the Department or its designee to visit and to
make an evaluation of the project as determined by the Contract
Manager.
ATTACHMENT E
OTHER PROGRAM SPECIFIC REQUIREMENTS
Prosecutor Victim Rights Programs
Description of Other Program Specific Requirements.
A. Overtime costs are not permitted for employees funded by this agreement,
B. Travel funding is provided exclusively for authorized PACC/PAAM trainings and
conferences sponsored by the Department.
C. The Grantee shall complete and submit all required reports to the Department to
assure continued funding.
D. Personnel funded under this agreement shall attend an annual victim rights
training opportunity supported by the Department.
E. The Grantee shall provide the Department with a position description of the
personnel funded under this agreement.
F. Personnel supported under this agreement or performing work under this
agreement shall maintain a funding distribution timesheet as required in the
CVSC, January 2003, Program Instruction regarding timesheets.
G. Internal controls should be established to assure that positions funded through
the Crime Victim Rights grant dedicate the designated percentage of time that is
reflected in the contract to reimbursable Victim Rights activities. Victim Rights
duties and activities are those activities that are statutorily created and mandated
by the William Van Regenmorter, Crime Victim Rights Act, P.A. 87 of 1985 and
Article 1, Section 24 of the Michigan Constitution. Crime Victim Rights Funding
is not to be used to support routine Prosecutor responsibilities that existed prior
to the enactment of the William Van Regenmorter, Crime Victim Rights Act and
Article 1, section 24, of the Michigan Constitution. Some examples of
nonreimbursable routine Prosecutor Office activities are, witness management,
subpoenas, dockets, pleadings, warrants, restitution collection & management,
closing cases and police reports.
H. Crime Victim Rights Week Funding, as distributed by the Prosecuting Attorney's
Association of Michigan, is to be used to promote public awareness and
educational opportunities concerning Victim Rights within the communities that
we serve, key audience being, members of the community at large, schools and
community groups. Keepsakes, souvenirs or gifts purchased in commemoration
of Victim Rights Week shall be distributed in conjunction with planned community
events to the general public not to prosecutor staff or elected officials.
FINANCE COMMITTEE
1-4
FISCAL NOTE (MISC. #16273)
October 6, 2016
BY: Finance Committee, Tom Middleton, Chairperson
IN RE: PROSECUTING ATTORNEY - FISCAL YEAR 2017 CRIME VICTIMS RIGHTS 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 resolution authorizes the acceptance of the Fiscal Year 2017 Crime Victim Rights Grant.
2. The grant award of $223,900 is for the period of October 1, 2016 through September 30, 2017; a
decrease of $4,800 from the previous award.
3. There is no County match required.
4. This grant award reimburses the costs of salaries and partial fringe benefits for three (3) General
Fund/General Purpose (GF/GP) Victim Advocate positions (#4010101-05783, 05785, and
07183), and one (1) GF/GP Victim Rights Supervisor position (#4010101-05784)..
5. Fiscal Year 2017 -2019 budgets are amended as follows to reflect the award amount:
GENERAL FUND (#10100)
Project #100000002090 PCBU GRANT Activity GLB Analysis GLB Bud. Ref. 2017
FY 2017 — FY 2019
Revenues
4010101-135170-632163 State Approp Victim Witness ($ 4,800)
9010101-196030-665882 Planned Use of Balance $ 4,800
Total Revenues $ 0
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote with Quarles absent.
Resolution #16273 October 6, 2016
Moved by Fleming supported by Bowman the resolutions (with fiscal notes attached) on the amended
Consent Agenda be adopted (with accompanying reports being accepted).
AYES: Dwyer, Fleming, Gershenson, Gingell, Gosselin, Hoffman, Jackson, Kochenderfer,
KowaII, Long, McGillivray, Middleton, Scott, Spisz, Taub, Weipert, Woodward, Zack, Bowman,
Crawford. (20)
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).
at 7
GERALD D. POISSON
CHIEF DEPUTY COUNTY EXECUTIVE AG1109 PURSUANT TO ma. 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 October 6,
2016, with the original record thereof now remaining in my office.
In Testimony Whereof, F have hereunto set my hand and affixed the seal of the County of Oakland at
Pontiac, Michigan this 6th day of October, 2016.
Lisa Brown, Oakland County