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Resolutions - 2016.12.08 - 22699
REPORT ( MISC. #16328) December 8, 2016 BY: Human- Resources Committee, Bob Hoffman, Chairperson IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION - OAKLAND SCHOOLS, HOME VISITATION GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The Human Resources Committee, having reviewed the above referenced resolution on November 30, 2016, reports with the recommendation that the resolution be adopted. Chairperson, on behalf of the Human Resources Committee, I move the acceptance of the foregoing report. HUMAN RESOURCES COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Kochenderfer absent. MISCELLANEOUS RESOLUTION #16328 December 8, 2016 BY: General Government Committee, Christine Long, Chairperson IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION - OAKLAND SCHOOLS, HOME VISITATION GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS Oakland Schools was awarded a one year grant by the Michigan Department of Education titled Home Visitation Grant; and WHEREAS Oakland Schools intends to sub-award with Oakland County under the Home Visitation Grant to expand the Nurse Family Partnership program to the south end of Oakland County; and WHEREAS the grant period is September 1, 2016 through August 31, 2017; and WHEREAS total grant funding for this project is in the amount of $126,106; and WHEREAS the Home Visitation Grant requires the creation of one (1) Special Revenue (SR) Full Time Eligible (FTE) Public Health Nurse III position for the duration of this project; and WHEREAS this Grant Agreement has completed the Grant Review Process in accordance with the Board of Commissioners grant procedures and is recommended for approval. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners accepts the Home Visitation Grant from Oakland Schools in the amount of $126,106, beginning September 1, 2016 through August 31, 2017. BE IT FURTHER RESOLVED to create one (1) SR FTE Public Health Nurse Ill position to provide Nurse Family Partnership model services to families in the south end of Oakland County for this project. BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future commitment and continuation of the special revenue position in the grant is contingent upon continued future levels of grant funding. BE IT FURTHER RESOLVED that the Board Chairperson is authorized to execute the Grant Agreement and approve changes and extensions not to exceed fifteen percent (15%). Chairperson, on behalf of the General Government Committee, I move the adoption of the foregoing resolution. GENERAL GOVERNMENT COMMITTEE GENERAL GOVERNMENT COMMITTEE Motion carried unanimously on a roll call vote with Gershenson absent. GRANT REVIEW SIGN OFF — Health Division GRANT NAME: 2016/2016 Home Visiting Initiative FUNDING AGENCY: Oakland Intermediate School District DEPARTMENT CONTACT PERSON: Rachel Shymkiw / 452-2151 STATUS: Grant Acceptance DATE: November 7, 2016 Pursuant to Misc. Resolution # 1 3180, 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 application, 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 (11/7/2016) Department of Human Resources: HR Approved (Needs Committee) — Lori Taylor (11/3/2016) Risk Management and Safety: Approved by Risk Management. — Robert Erlenbeck (11/7/2016) Corporation Counsel: Approval by Corporation Counsel — thank you for arranging for the deletion of the Sec. 6 Warranty and Indemnity and Sec. 7 Propriety Rights sections. — Mary Ann Jerge (11/7/2016) From: To: Cc: Subject: Date: 112g1LUSItali West. Catherine A; Taylor, Lon; Davis. Patricia G; Schultz, Dean Shymkiw. Rachel M; Forzley. Kathleen C; Faes_Sliane F; Lemon. Kathleen M; Pisacreta. Antonio S RE: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - Grant Acceptance Monday, November 07, 2016 4:41:53 PM KIMASIKIMI Approved, From: West, Catherine A Sent: Thursday, November 3, 2016 1:48 PM To: Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean J Cc: Shymkiw, Rachel NI; Forzley, Kathleen C; Bles, Shane F; McLernon, Kathleen M; Pisacreta, Antonio S Subject: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - Grant Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt Lori Taylor Dean Schultz Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE — Health & Human Services/Health Division 2016/2017 Home Visiting initiative Oakland Intermediate School District 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: November 10, 2016 GRANT INFORMATION Date: 11-3-16 Operating Department: Health & Human Services/Health Division Department Contact: Rachel Shymkiw Contact Phone: 2-2131 Document Identification Number: PO 00000015339-1 REVIEW STATUS: Acceptance — Resolution Required Funding Period: September 1, 2016 through August 31, 2017 Original source of funding: 100% State (section 32o of the State School Aid Act) Will you issue a sub award or contract: No New Facility / Additional Office Space Needs: None IT Resources (New Computer Hardware! Software Needs or Purchases): Laptop & Cell Phone Funding Continuation/New: New From: To: Cc: Subject: Date: Taylor, Lori West. Catherine A; Van Pelt. Laurie M; pavIs Patricia 0; Schultz. Dean Shyrnkiw, Rachel M; Forzley. Kathleen C; Dies. Shane F; Lemon, Kathleen M; Elsacreta, Antonio S RE: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - Grant Acceptance Thursday, November 03, 2016 3:50:61 PM HR Approved (Needs Committee) From: West, Catherine A Sent: Thursday, November 03, 2016 1:48 PM To: Van Pelt, Laurie Ni; Taylor, Lori; Davis, Patricia G; Schultz, Dean J Cc: Shymkiw, Rachel Ni; Forzley, Kathleen C; Bles, Shane F; Maernon, Kathleen M; Pisacreta, Antonio S Subject: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - Grant Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS Laurie Van Pelt — Lori Taylor — Dean Schultz — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE Health & Human Services/Health Division 2016/2017 Home Visiting Initiative Oakland Intermediate School District 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: November 10, 2016 GRANT INFORMATION Date: 11-3-16 Operating Department: Health & Human Services/Health Division Department Contact: Rachel Shymkiw Contact Phone: 2-2151 Document Identification Number: PO 00000015339-1 REVIEW STATUS: Acceptance Resolution Required Funding Period: September 1, 2016 through August 31, 2017 Original source of funding: 100% State (section 32p of the State School Aid Act) Will you issue a sub award or contract: No New Facility/Additional Office Space Needs: None IT Resources (New Computer Hardware / Software Needs or Purchases): Laptop & Cell Phone Funding Continuation/New: New From: To: Cc: Subject: Date: frlenbeck. Robert C West Catherine A; Van Pelt. Laurie M; Taylor, Lori; Davis. Patricia G; cg-hiut7. Dean Shvmkiw, Rachel M; Forziey, Kathleen C; Pies. Shane F; McLernon, Ka.thleenit Pisacreta Antonio S RE: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - Grant Acceptance Monday, November 07, 2016 9:52:34 AM Approved by Risk Management. R.E. 1117/16. From: Easterling, Theresa Sent: Thursday, November 03, 2016 3:22 PM To: West, Catherine A; Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean J Cc: Shymkiw, Rachel M; Forzley, Kathleen C; Bles, Shane F; McLernon, Kathleen M; Pisacreta, Antonio S Subject: RE: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - 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, RM17-0055, regarding this matter. Thank you. From: West, Catherine A Sent: Thursday, November 03, 2016 1:48 PM To: Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean _1 Cc: Shymkiw, Rachel M; Forzley, Kathleen C; Bies, Shane F; McLernon, Kathleen fri; Pisacreta, Antonio S Subject: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - Grant Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Dean Schultz — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE Health & Human Services/Health Division 2016/2017 Home Visiting Initiative Oakland Intermediate School District 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: November 10, 2016 GRANT INFORMATION Date: 11-3-16 Operating Department: Health & Human Services/Health Division From: To Cc: Subject: Date: Jerge, Mary A West, Catherine A; Van Pelt, Laurie M; TayioL Lori; Davis. Patricia G; Schultz. Dean 3 Shvmkiw Rachel M; Forziey. Kathleen C; Bles, Shane F; McLernon, Kathleen NI; Elacr_Qta,...AarDllica...S RE: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - Grant Acceptance Monday, November 07, 2016 1:10:05 PM Approval by Corporation Counsel —thank you for arranging for the deletion of the Sec, 6 Warranty and Indemnity and Sec, 7 Propriety Rights sections. 14Kft 90Wie Assistant Corporation Counsel Department of Corporation Counsel 1200 N. Telegraph Road, Bldg. 14 East/ Courthouse West Wing Extension, 3 rd Floor/ Pontiac, MI 48341 Phone Number: (248) 858-0551/ Fax Number: (248) 858-1003/ E-mail: jergemaoakgov.com PRIVILEGED AND CONFIDENTIAL— AVORNEY 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: Thursday, November 03, 2016 1:48 PM To: Van Pelt, Laurie M; Taylor, Lori; Davis, Patricia G; Schultz, Dean J Cc: Shymkiw, Rachel M; Forzley, Kathleen C; Bies, Shane F; McLernon, Kathleen M; Pisacreta, Antonio S Subject: Health & Human Services/Health Division - 2016/2017 Home Visiting Initiative - Grant Acceptance GRANT REVIEW FORM TO: REVIEW DEPARTMENTS — Laurie Van Pelt — Lori Taylor — Dean Schultz — Pat Davis RE: GRANT CONTRACT REVIEW RESPONSE — Health & Human Services/Health Division 2016/2017 Home Visiting Initiative Oakland Intermediate School District 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: November 10, 2016 PURCHASE ORDER ) ( fir.Hit OaklandSc hoots DATE: 10/03/2016 MAIL INVOICES: ATTN: ACCOUNTS PAYABLE 2111 Pontiac Lake Road Waterford, MI 48328-2736 248.209.2085 Fax THIS PURCHASE ORDER NUMBER MUST APPEAR ON ALL INVOICES, PACKING SLIPS, LABELS, AND CORRESPONDENCE, TO: 102609 OAKLAND COUNTY HEALTH DIVISION 1200 N TELEGRAPH RD DEPT 432 PONTIAC, MI 48341 SHIP TO: Oakland Schools ATTN: Jean Jocque 2111 Pontiac Lake Road Waterford, MI 48328-2736 -PAYMENT-T-ERMS:— --GA-- mar:730— -Fag: — REQUIRED DELIVERY DATE: UNIT OF , . . LINE NO QTY MEASURE • DESCRIPTION , UNIT PRICE , TOTAL PRICE 1 0 Provide evidenced based model fidelity Home 0.00 Visitation/Nurse Family Partnership in the southeast region of Oakland County including Hazel Park, Madison, Oak Park • and Southfield to families who are economically disadvantaged as evidenced by free and reduced lunch rates and Early On CAPTKA referrals Acct: 105 - 855 -0411 -0000 -0343 -8510 - $126,106.00 $126,106.00 NOTE: TERMS AND CONDITIONS ON REVERSE SIDE OF LAST PAGE APPLY TO THIS ORDER Office of Procurement For Questions Call the Office of Procurement & Contracting and Contracting 248.209.2233 4 4.ektfl °A- 1,64- - - - - - - - -•-• - -- --- TOTAL PURCHASE $ 126,106.00 xempt trom state s i-eaerat i axes i .1.N. LIM- PAGE 1 1. OFFER, ACCEPTANCE, AND MODIFICATION This purchase order Is an offer by Buyer to Seller to enter into the purchase agreement it describes, and it shall be the complete arid exclusive statement of such purchase agreement Setter shall accept the offer in writing or by beginning work hereunder. modiflcalions proposed by Seller are not part of the agreement in the absence of the authorization of the Purchasing Agent. 2, PACKING, MARKING AND SHIPPING (a) Seiler shell route shipments utilizing the most economical means. Seller shall reimburse Buyer for all expenses incurred by improper packing, marking, routing, or shipping, (b) All supplies are sold FOB Buyer's destination facility. Sailer shall not charge separately for packing, marking, and shipping, including materials used therein, unless Buyer specifies In writing that Buyer separately will reimburse Seller for such charges. If not FOB destination, prepay and add. (0 Do not combine purchase orders in one carton. Each Purchase Order must be packaged separately. 3. PACKING SLIPS AND BILLS OF LADING (a) Seiler shell obtain a straight bill of lading from the carrier arid shall include on each packing slip and bit of lading the number of this purchase order and the location of the destination facility. (b) Seller shall Includes numbered master packing Op with each shipment. (c) Seller shall obtain the signature (first and last name) ot an authorized school district employee on all receiving documents. 4. INVOICES AND STATEMENTS Seller shall Include on each Invoice the number of this purchase order and the destination. All billing for payment must be submitted in duplicate. Billings for partial deliveries must be so Indicated, S. INSPECTION AND TITLE Buyer, Cl its option, may reiect or retain and correct supplies that fait to meet the requirements of this purchase order, If the Buyer rejects supplies, it shall hold them tor a reasonable period for pick up by Seller or return them. if Buyer corrects supplies, it shall consult with Seller on the method of correction. Seller shell reimburse Buyer for reasonable expenses resulting from rejection or corrector. 6. WARRANTY-AND INDEMNITY ff. Sellerwarrafitsfthat fltiefeepplies-Selivated-le- Buyer pursuant fte4his perehode orderf-will-henfomil•40 Ruyor,-;4gpecificalions and-written instructroes and wiiitse ffee of-detects Inimaterials awl worameriship, Notwithstanding Ofuyer'sinspeotion-prinvidoci in-Section-51 Setter-shaIfiriderdirdifyidefead-andheld-Beyer harratecs-frem- any deesages-te-prispelly-os-personal injudes kesetting-frem op reasenablyfattfibutable-to-any-defecto-in supplies +dr-services provided-by SelieFtiereunder. 7. FkROPRIETAR-Y-RIGHTS Seilerratits expeeseywill-defend-every claim that-inayfbe brfeught-againstfBeyerfer-any-alleged-infringement-of any-present-ohfutuad patentrtradernark-oopyFight,for,othef-propriekary-night baeedlnerryieasrinev-ea•thepurthrweon+weotthesupplias.4nereof...Seulenwyl indemnify- and-hiold-Buyertsarrnlesstrom all-ex-senses thet-Seyer-may sustain.by reasonfof.each•-sachfclaim, 8, DELEGATION AND ASSIGNMENT Seller shall not delegate any of its duties or assign any of its rights under this purchase order without Buyer's widen approval. 9. EXCUSABLE DELAYS Neither Buyer nor Seller shall be table for a failure to perform that arises from causes or events beyond its reasonable control and without its fault or negligence. In the event of a delay in performance, Buyer, at its option, May accept delayed delivery of supplies from Seller or cancel this purchase order without obligation to Seller, 10. SALES, USE, AND FEDERAL EXCISE TAXES Seller shall not include In its price nor otherwise charge to Buyer federal excise taxes or state or local sales or use taxes on the supplies of this purchase order. Buyer is an exempt institution in respect of such taxes arid intends to use or consume supplies to this purchase order in its operations. 11. MATERIAL SAFETY DATA SHEETS All hazardous chemicals supplied on this order shelf be accompanied by a Material Safety Data Sheet. Send MS05 to Attn: Operations & Maintenance Coordinator, Ref: State of Mich. Act 154, Section 14, PA. as amended, 12, APPLICABLE LAW Ttlis purchase order shall be governed by the law of the State of Michigan and litigation on contractual causes arising from this purchase order shall be brought only in a Federal District Court located in Michigan or in a court of the State of Michigan. I PAGE 3 For Oakland County Department of Health and Human Services/Health Division Michael J. Gingell Date Chairperson Oakland County Board of Commissioners For Oakland Schools / Date RICK SNYDER GOVERNOR STATE OF MICHIGAN DEPARTMENT OF EDUCATION LANSING BRIAN 3, WI-SISTON STATE SUPERINTENDENT July 28, 2016 CONDITIONAL GRANT AWARD NOTIFICATION Dr. Wanda Cook-Robinson, Superintendent Oakland Schools 2111 Pontiac Lake Road Waterford, MI 48328 Dear Dr. Cook-Robinson: The purpose of this letter is to provide notification that Oakland Schools has been approved for the Section 32p(4) Home Visitation Grant in the amount of $239,463 for Fiscal Year 2015-2016. Certain budgetary and programmatic conditions must be submitted for review in the Michigan Electronic Grants System Plus (MEGS+) application on or before September 23, 2016. More information regarding the MEGS+ and budgetary requirements will be addressed by your lead consultant, Oakland Schools will not be able to access Section 32p(4) funding until the terms and conditions of the grant program are met. A Grant Award Notification will be generated in MEGS+ after a budget is received and approved by the Office of Great Start. The Grant Award Notification will contain financial reporting expectations. Acceptance of this award obligates the fiscal agent to carry out the program in accordance with the approved application. Any modification to an approved activity or additional line item in the budget must be approved by the Michigan Department of Education prior to enactment. Congratulations on the success of your grant. Questions about your grant may be directed to Rachel Mellema at 517-241-4766 or by e-mail at mellernar©michigan.gov . State Superintendent cc: Veronica Pechumer, Great Start Collaborative Director STATE BOARD OF EDUCATION JOHN C. AUSTIN — PRESiDENT • CASANDRA E. ULI3RICH — VICE PRESIDENT MICHELLE FECTEAU — SECRETARY • PAMELA PL)GH —TREASURER LUPE RAMOS-MONTIGNY — NASBE DELEGATE • KATHLEEN N. STRAUS EILEEN LAPPIN WEISER • RICHARD ZEILE 8013 WEST ALLEGAN STREET • P.O. BOX 30008 • LANSING, MICHIGAN 48909 www,rnichigan,govimde • 517-373-3324 MICHIGAN DEPARTMENT OF EDUCATION Office of Great Start/Early Childhood Development and Family Education REQUEST FOR PROPOSALS Application for Section 32p(4) Home Visitation Grant Applications due: June 16, 2016 3:00 p.m. EDT This Grant Announcement includes: Part I Part II Part III Part IV General Information Additional Financial Information Review Process Application Information and Instructions and Review Criteria NATURE OF ACTION REQUESTED: Voluntary The Michigan Department of Education (MDE) is pleased to announce the Section 32p(4) Home Visitation Grants, The grants are supported through Public Act 85 of 2015 under section 32p(4). The Section 32p(4) Home Visitation Grants will provide $2.5 million for grants with state aid fiscal year 2016 funds. The funds will be awarded to local Great Start Collaboratives (GSC) utilizing a competitive process, with awards made to Intermediate School Districts (ISDs) as fiduciaries of their GSCs or consortia of GSCs. Grantees are expected to implement home visitation services as part of a locally coordinated, family-centered, evidence-based, data-driven home visiting strategic plan. The goals of this funding are to improve school readiness, reduce the number of pupils retained in grade level, and reduce the number of pupils requiring special education services. A home visiting program model that exhibits evidence in achieving improved school readiness must be selected. The grant application for the 2015-2016 Section 32p(4) Home Visitation Grants, which contains necessary forms and instructions, is available online at www.michigan.gov/32p. Local Great Start Collaboratives through Intermediate School Districts (ISDs) as fiduciaries of their GSCs or consortia of GSCs who intend to apply for these funds should notify Rachel Mellema, Great Start Programs Specialist, Michigan Office of Great Start/Early Childhood Development and Family Education, via email at mellemar(&michigan.gov , on or by June 3, 2016 no later than 5:00 p.m. EDT. Completed applications must be uploaded to the applicant's Google folder on or before June 16, 2016, no later than 300 p.m. EDT. Only those applicants submitting all of the required elements will be eligible for consideration. Questions concerning the Section 32p(4) Home Visitation Grants should be directed to Rachel Mellema, Great Start Programs Specialist, Michigan Office of Great Start/Early Childhood Development and Family Education, at 517- 241-4766. APPLICATION FOR Section 3213(4) Home Visitation Grants Part I: General Information Introduction The Michigan Department of Education (MDE) is pleased to announce the Section 32p(4) Home Visitation Grants. The grants are supported through Public Act 85 of 2015 under section 32p(4). The Section 32p(4) Home Visitation Grants will provide $2.5 million for grants with state aid fiscal year 2016 funds. The funds will be awarded through a competitive process to local Great Start Collaboratives. Funds will be awarded through Intermediate School Districts (ISDs) as fiduciaries of their GSCs or consortia of GSCs to implement home visitation services based upon a locally coordinated, family-centered, evidence-based, data-driven home visiting strategic plan. The goals of this funding are to improve school readiness, reduce the number of pupils retained in grade level, and reduce the number of pupils requiring special education services. A home visiting program model that exhibits evidence in achieving improved school readiness must be selected. Grant Purpose The purpose of the Section 32p(4) Home Visitation Grants is to contribute to Michigan's implementation of home visiting programs to families and their children birth through age 8 who are experiencing factors that place the children at risk of not achieving success in school. The home visiting _ programs funded are expected to improve school readiness, reduce the number of pupils retained in grade level, and reduce the number of pupils requiring special education services. At its August 11, 2015 meeting, the State Board of Education approved the following grant criteria: Each ISD or consortium of ISDs, as fiscal agents, that apply for funding for the purpose of providing home visits to at-risk children and their families must: • develop and submit for approval a locally coordinated, family- centered, evidence-based, data-driven home visit strategic plan; • select home visit program models that exhibit evidence in achieving improved school readiness; • ensure the program implementation is coordinated with the continuum of local home visit initiatives, serving families prenatally through kindergarten entry; • adhere to the terms and reporting requirements as outlined in Pubic Act 291 of 2012; and • annually report to the department an evaluation of home visits including the degree to which school readiness was improved, any change in the number of pupils retained at grade level, and any change in the number of pupils receiving special education services. State Board of Education Mission, Policies, and Program Support This grant supports the mission, priorities, and/or policies of the State Board of Education (SBE) and/or Michigan Department of Education (MDE). This grant supports the SBE Mission to assure that all students graduate ready for careers, college, and community by focusing resources and building capacity at the community level to create systems of support for Michigan's youngest children. Eligible Applicants Intermediate school districts or consortia of intermediate school districts, as fiscal agents, are eligible applicants on behalf of their Great Start Collaborative(s), The locally coordinated, family-centered, evidence-based, data-driven home visit strategic plan, created as part of the application process by the Great Start Collaborative, will identify the most suitable home visit programs to serve at-risk children and their families, in addition to sub- set target populations based on community level needs and gaps, in accordance with the statute. In order to impact school readiness, the criteria for this grant that were approved by the State Board of Education focuses the funds on serving families prenatally through kindergarten entry. Available Funds Grant awards will be 100% state funded as a part of Section 32p of the State School Aid Act that has been designated for the operation of the Great Start ColfaboratiVes and Great StartParent Coalitions. The award(s) by the MDE will be based upon criteria, standards, and weighting identified in this request for proposals (RFP). It is anticipated that awards will range from a minimum of $50,000 to a maximum of $250,000, with between ten to fifty awards. Award amounts are subject to change based on available resources. Funding will be effective following the approval of awards by the State Superintendent. Expenditure Period The expenditure period for the implementation of the program and activities begins September 1, 2016, and by utilizing carryover,* ends August 31, 201.7. Based on satisfactory performance and availability of funds appropriated in additional years, as well as the assessed needs of communities, MDE may extend grants for additional years. * Funding Carryover to a subsequent year is subject to approval and should be budgeted in accordance with subsequent year activities. Application Components Applicants are required to submit completed application materials, including a signed application cover sheet and attached Certifications and Assurances, project narrative, a completed Exploration and Planning Tool, electronically signed budget form, and budget detail by the application deadline in order to be considered for a grant. Refer to Part IV of this RFP for detailed application instructions. Proposal Assistance Great Start Collaboratives were invited to participate in a multi-step needs assessment and planning process (Evaluation and Planning Tool) conducted by the Michigan Public Health Institute as part of their on-going support and leadership in the Michigan Home Visitation Initiative (MHVI). Webinars on each of the planning steps were recorded and can be reviewed on the MHVI website: www.michigan.gov/homevisiting. An application technical assistance webinar will be held on June 2, 2016, from 1:30 p.m. to 2:30 p.m. EDT. The purpose of this webinar is to go over the application instructions, demonstrate the method for submission, and to allow applicants to ask questions related to the application and submittal process. The Michigan Office of Great Start/Early Childhood Development and Family Education staff will be available to provide technical assistance as needed during and after the webinar, Selection Process All applications will be reviewed by a panel consisting of staff of MDE, the Office of Great Start (OGS), the Michigan Department of Health and Human Services (MDHHS) and its contractors. Only those applications that meet all identified criteria will be considered for funding. Applications will be scored and ranked based on a scoring rubric and recommended for funding up to the total amount of available funds. In addition, applications will be based on merit and quality, as determined by points awarded for the Review Criteria section and all relevant information. Part III of these application instructions provides more information. Rejection of Proposals MDE reserves the right to reject any and all proposals received as a result of this announcement and will do so if a proposal does not adhere to the eligibility requirements or application preparation instructions. MDE may also negotiate separately with any source whatsoever in any manner necessary to serve the best interests of MDE. This announcement is made for information or planning purposes only. MDE does not intend to award grants solely on the basis of any response made to this request or otherwise pay for the information solicited or obtained. Additionally, past performance on other grants, demonstrated knowledge of the home visitation and early childhood system or other relevant factors will be considered when recommendations for the grant award are made to the State Superintendent. Closing Date and Online Submission An application for the 2015-2016 Section 32p(4) Home Visitation Grants must be submitted to the applicant's Google folder. Due to security measures, APPLICATIONS MAY NOT BE HAND DELIVERED. Emailed or print versions of the application will not be accepted. Completed applications must be uploaded to the applicants' Google folder on or before June 16, 2016, no later than 3:00 p.m. EDT. Only those applicants submitting all of the required elements will be eligible for consideration. It is recommended that applicants test the functionality of their Google folder before the deadline date. • When the grant application is received, the contact person identified on the front of the application checklist will be notified via email or fax regarding the receipt of the application and, if all application components have been correctly submitted by an applicant, confirming participation in the competitive process at MDE. The applicant is responsible for contacting Rachel Mellema at (517) 241-4766 or mellemar@michigan.gov by 3:00 p.m., June 17, 2016, if the applicant does not receive an email or fax confirmation to be informed of eligibility. • Questions concerning the Section 32p(4) Home Visitation Grants and technical assistance for the online submittal process should be directed to Rachel Mellema, Great Start Programs Specialist, Michigan Office of Great Start/Early Childhood Development and Family Education, at 517241- 4766. Americans with Disabilities Act The Michigan Department of Education is committed to providing equal access to all persons in admission to, or operation of its programs or services. Individuals with disabilities needing accommodations for effective participation in this program are invited to contact Michigan Department of Education for assistance. Costs Incurred The State of Michigan is not liable for any cost incurred by an applicant prior to execution of a grant notification. If an award is offered, the starting and ending dates will be the period for incurred allowable costs. Any costs incurred prior to the start date of the grant expenditure period are ineligible under this grant. Issuing Office This announcement is issued for the State of Michigan by MDE, Office of Great Start/Early Childhood Development and Family Education (OGS/ECD&FE), 517-373-8483. The Michigan Department of Education, is the sole point of contact in the state for this program. Questions regarding applications should be directed to the OGS/ECD&FE at the MDE at 517-241-- 4766. Questions regarding the Needs Assessment and Planning Tool should be directed to Loan Nguyen at the Michigan Public Health Institute, 517-324- 6018. Acknowledgement All publications, including reports, films, brochures and any project materials developed with funding from this program, must contain the following statement: "These materials were developed under a grant awarded by the Michigan Department of Education. Part II: Additional Financial Information Funding Process MDE will make the funds for the Section 32p(4) Home Visitation Grants available through a competitive grant process. Budget Preparation The budget portion of the application must be completed using the Budget Form (Excel Workbook) posted in the applicants' Google folder. Ensure that the budget summary and budget detail address all objectives of the proposal. ISDs that are awarded grant funds will complete a budget within the Michigan Grants Electronic System Plus (MEGS+) after receiving the notification of an award. Use of Project Funds Funds may be used for the implementation of the Section 32p(4) Home Visitation Grant only There i :no indirect chargeallowed on state school aid fund's: Applicants may propose start-up funding for this project. Stipends to program participants are prohibited. Expenditures must be allowable, necessary, and reasonable. Applicants must budget sufficient resources in order to meet expectations regarding data collection, storage and reporting to both the state as well as the national program model. Travel costs for participating in state support for quality improvement as well as an annual conference should be evident. Payment Schedule Payment to each awarded grantee will be made through the State School Aid payment system as a one-time payment to be made in August of 2016. Financial Reporting Grant recipients will be responsible for completing an Interim Expenditure Report (IER), Final Expenditure Report (FER), and if applicable, a Carryover Final Expenditure Report (Carryover FER) within MEGS+ by deadlines identified by MDE. Carryover of Funding The Section 32p(4) Home Visitation Grants for FY 2015-2016 allow for carryover of the State Aid funds through August 31, 2017. Budgeting of any carryover amounts must be documented in MEGS+. Financial Records Successful grantees are required to maintain financial records to support reporting and audit purposes and to be available upon request for viewing by MDE and state auditors. Part III: Review Process All applications are reviewed for eligibility requirements by staff of the Michigan Department of Education, Office of Great Start. All applications are then reviewed and rated by a peer reviewer panel. Only those proposals meeting all the identified criteria and not exceeding the total amount of state allocated funds will be recommended for funding to the State Superintendent. Not all applicants may be funded due to the limiter availability of funds. All applicants will be notified in writing of the action taken by the State Superintendent. Review Criteria All applications are evaluated on the basis of the criteria described, narrative sections of the application should be developed to address each of the criteria. Applicants will be scored on the information submitted in the application and in accordance with the expectations set forth by the Section 32p(4) legislation within P.A. 85 of 2015 the State School Aid Act. Proposals that do not adhere to the funding specifications or application preparation instructions will be rejected and not reviewed. Review Process This is a competitive grant. Proposals will be scored and ranked according to the scoring rubric and the above review criteria. All applications are evaluated using a peer review system. Award selections are based on merit and quality, as determined by points awarded for the Review Criteria section and all relevant information. The rubrics are used as a rating instrument in the review process. All funding is subject to approval by the State Superintendent. All applicants are notified of the Superintendent's action. Additional Review Factors In addition to the review criteria in Part IV, the State Superintendent may apply other factors in making funding decisions, such as: (1) geographical distribution; (2) duplication of effort; (3) duplication of funding; (4) evidence that an applicant has performed satisfactorily on previous projects; and (5) prioritization based on the State Board of Education Goals. Grant Reviewers MDE will designate a panel of peer reviewers who have knowledge of home visitation programs and strategies to improve the success of at-risk children. The review panel will be oriented prior to reviewing proposals to enhance reviewer reliability in ascribing points. Persons involved in the development of a proposal or associated with a district or agency submitting a proposal may not serve as peer reviewers. Part IV: Application Information and Instructions and Review Criteria Application Review and Approval Part A - Application Cover Page On the cover sheet, the ISO submitting the application must be fully identified, as well as the contact person for this program and amount of funding requested. All boxes must be appropriately completed, including addresses, telephone numbers, and e-mail addresses. Include the District Code for the fiduciary ISD. The ISD Superintendent must sign the cover sheet. Part A — Certifications and Assurances Certifications and Assurances are to be included and affirmed through the signature of the ISO Superintendent. Part A - Statement of Collaboration Applicants must fill out the statement of collaboration must be included in the grant application package. The statement of collaboration must be affirmed through signatures by both the ISD Superintendent and the GSC Chairperson. Part A — Application Checklist Applicants must fill out the contact information portion of the Application checklist and include it with the submission. NOTE: All four of the above items in Part A must be scanned after completion and included as part of the grant application package. Part B — Project Narrative Summary Include a summary document of no more than 3 pages, with a font no smaller than Verdana 11 point; page numbers must be included in the lower right corner of the narrative pages. Narrative must include the following items: 1. How the applicant chose the home visitation program based on the completion of the Evaluation and Planning Tool; 2. How the applicant and the selected program will meet the expectations of the legislation, in addition to the guiding principles and high leverage areas; outlined in the Great Start, Great Investment, Great Futures report; 3. Information on key personnel designated to oversee and/or ensure implementation of the program; and 4. Intiat plan on how: the applicant intends to.:sOpportEthe :seeded :model In future yea rs Part C — Exploration and Planning Tool A completed Exploration and Planning Tool must be included as part of the grant application package. Part D — Budget A completed budget summary and detail must be included in the submission of the grant application. Budgets must include: 1. Funding for on-going professional development and support, including but not limited to Michigan Home Visitation Initiative Conference, statewide training, as well as national training in the selected model; 2. Funding to maintain affiliate status/accreditation or other term used by the selected model; 3. Use of Training and TA center (in Michigan, if possible); 4. Participation in a Learning Community and CQI; 5. Costs that are in line with the application's scope; 6. Funding for data collection, which may include the purchase and use of the selected model's database programming; Refer to separate budget guidance document posted to www.michigan.gov/32p . PART E - Review Rubric Contained in a separate document. Section 32p(4) Home Visitation Grants 2015-2016 Budgeting Help for the Section 32p(4) Home Visitation Grants Section 32p(4) of the State School Aid Act: PA 85 of 2015 This document is intended to provide guidance to Great Start Collaborative (GSC), Great Start Parent Coalition (GSPC), and intermediate school district (or other fiduciary) staff when preparing the budget for the selected program model through the Section 32p(4) Home Visitation Grants. While this document is intended to be as comprehensive as possible, the Michigan Department of Education/Office of Great Start (MDE/OGS) and its contractor(s) may need to provide additional guidance on a case-by-case basis in areas beyond the scope of this document. The Section 32p(4) Home Visitation Grants will provide grant funds with state aid fiscal year 2016 funds. The funds will be awarded through a competitive process to local Great Start Collaboratives. Funds will be awarded through Intermediate School Districts as fiduciaries of their GSCs to implement home visitation services based upon a locally coordinated, family-centered, evidence-based, data-driven home visiting strategic plan. The goals of this funding are to improve school readiness, reduce the number of pupils retained in grade level, and reduce the number of pupils requiring special education services. A home visiting program model that exhibits evidence in achieving improved school readiness must be selected. Grant Purpose The purpose of the Section 32p(4) Home Visitation Grants is to contribute to Michigan's implementation of home visiting programs to families and their children birth through age 8 who are experiencing factors that place the children at risk of not achieving success in school, The home visiting programs funded are expected to improve school readiness, reduce the number of pupils retained in grade level, and reduce the number of pupils requiring special education services. At its August 2016 meeting, the State Board of Education approved the following criteria. Each ISD or consortium of ISDs, as fiscal agents, that apply for funding for the purpose of providing home visits to at-risk children and their families must: • develop and submit for approval a locally coordinated, family-centered, evidence-based, data-driven home visit strategic plan; • select home visit program models that exhibit evidence in achieving improved school readiness; • ensure the program implementation is coordinated with the continuum of local home visit initiatives, serving families prenatally through kindergarten entry; • adhere to the terms and reporting requirements as outlined in Pubic Act 291 of 2012; and 2015-2016 Section 32p Grants - Page 1 • annually report to the department an evaluation of home visits including the degree to which school readiness was improved, any change in the number of pupils retained at grade level, and any change in the number of pupils receiving special education services. Please Note: Applicants should be able to justify that the budgeted items are directly related to meeting the outcomes of implementing the selected program model to fidelity, in the Home Visitation Strategic Plan and/or the Application and are encouraged to budget as efficiently as possible. MDE/OGS reserves the right to not approve budget requests deemed unreasonable. Budget Help The budget must include evidence of financial support for year-round implementation of the selected program model. The following items must be included; • Funding for on-going professional development and support, including but not limited to Michigan Home Visitation Initiative Conference, statewide training as well as national training in the selected model. • Funding to maintain affiliate status/accreditation or other term used by the selected model. • Use of Training and TA center (in Michigan, if possible). • Participation in a Learning Community and Continuous Quality Improvement (CQI). • Costs that are in line with the application scope. • Funding for data collection, which may include the purchase and use of the selected model's database programming. Uses of the Funds Section 3211(4) Home Visitation Grants funds may be used for activities that support the local collaborative's Home Visitation Strategic Plan, and must be designed to effectively and collaboratively implement the selected program model and its implementation to fidelity, and are not limited to: • Staff needed to implement and administer the program, including all components; • Instructional materials and supplies; • Meeting costs, including costs for space rental, meeting materials, and refreshments, for both program meetings as required by the program model and community collaboration meetings related to the grant; • Transportation costs for participants; • Supplementary child care costs for parents attending meetings; • Support services; 2015-2016 Section 32p Grants - Page 2 • Administrative costs including office occupancy costs, office supplies and materials, outreach and communication. For grantees and any contracted services, administrative costs are limited to 10 percent of the requested state funds (data collection costs do not count as part of this 10 percent limit); • Staff development costs; • Travel necessary to enable project staff to implement the program; • Equipment (laptops, monitors, printers, etc.); • Data collection systems required by the selected model or being integrated into the program in order to meet data collection expectations for PA 291; and • Outreach and recruitment of hard-to-reach populations and supports to reduce barriers in authentically engaging parents at home visitation decision-making tables. Sufficient information should be provided for the staff of MDE/OGS to determine that all anticipated expenditures are reasonable and cost effective for the program being implemented. State Aid: 2015-2016 Section 32p(4) Home Visitation Grants state funds may not be used to pay for: • Indirect costs; • Stipends to encourage parent participation in programs or services; • GSRP and Head Start classrooms or any classroom support activities for children; and • Construction. Personnel Rules Salaries entered for personnel must be accompanied by an entry in benefits. If the individual does not receive benefits, enter "O." Full Time Equivalent (FTE) or hours must be designated for each individual or group of individuals entered. A 1.0 FTE is viewed as the equivalent of 40 hours/week, no matter if the individual is contracted to work the full calendar year or the school calendar year, noting that home visitation programs are offered year-round. Hours entered should equal the total hours per year. Caps on Expenditures The maximum amount of Section 32p(4) Home Visitation Grants funds allowable for administrative costs is 10 percent of the total grant as requested on the Budget 2015-2016 Section 32p Grants - Page 3 Summary. The following function code groupings are considered "administrative" when being reviewed for the maximum allowable expenditure: 230, 240, 250, and 260. The following amounts will not be considered in the administrative cap: • Amounts designated for the rent or lease of a facility needed to implement the selected program model and required activities in accordance to fidelity within the Section 32p(4) Home Visitation Grants. The maintenance, janitorial, utilities and insurances will be considered in the administrative expenditures unless they are rolled into the lease/rental agreement. • Amounts for outreach/recruitment of children and/or families to participate in the selected program model. For example, costs for producing, printing and distributing a calendar of activities are not considered administrative, though may be coded into 257. Budget Summary The Budget Summary page provides a summary of the budget items for the Section 32p(4) Home Visitation Grants. The names of the business office representative and the Section 32p(4) Home Visitation Grants contact person, along with contact information, are also entered near the bottom of this page. Total Budget The budget provides information to demonstrate that the project has an appropriate budget and is cost effective. The budget must be reasonable in relation to the scope of the project and the funding available. Indirect costs are not allowed with State Aid funds. The budget must cover the period from September 1, 2016 through August 31, 2017, Carryover of FY 2015-2016 funds will be allowed through August 31, 2017. The budget must be built with the expectation that the entire award will be utilized during the 12-month budget period of September 1, 2016 through August 31, 2017. Total anticipated expenditures of State Funds for the Section 32p(4) Home Visitation Grants should be entered on the Budget Summary and must equal the 2015-2016 State School Aid request for the program. The 1SD may request an amount up to $250,000 based upon documented need in order to implement the selected program model with fidelity. Definitions of Function Codes and Object Codes Applicants are advised to consult the Michigan Public School Accounting Manual Chart of Accounts to determine appropriate function and object codes for projected grant expenditures, recognizing that the nature and focus of these funds aren't those traditionally budgeted in school accounts. Available online at Michigan Public School Accounting Manual. Object Codes The following object codes have been designated for the Section 32p Grants: 2015-2016 Section 32p Grants - Page 4 1000: Salaries-This is for amounts paid to employees of the school system. 2000: Benefits-Amounts paid by the school system on behalf of employees; these amounts are not included in the gross salary. For example: insurance, FICA, retirement, etc. 3000, 4000: Purchased Services-Amounts paid for services rendered by persons who are not on the payroll of the school system. 5000: Supplies and Materials-Expenditures of items that are consumed. For example: books, paper, software, etc, 7000, 8000: Other Expenses-Amounts paid for goods and services not otherwise classified above; or funds being handled without receiving goods and services in return such as transmitting flow-through funds to the recipient (person or agency). Function Codes The Classroom Instruction function codes (1xx) may not be used for this grant. The focus of the Section 32p(4) Home Visitation Grants is support of the implementation of an evidence-based home visitation model, supporting parents in the role of their children's first teachers, rather than classroom instruction. This grant program does not focus on K-12 classroom instruction, services and supports, but instead serves families with children up until kindergarten entry. The following functions, along with definitions and commonly used examples, have been designated for the 32p Block Grant: 212, 216, 221, 224, 225, 226, 227, 229, 233, 252, 257, 261, 271, 281, 282, 283, 284, 311, 331, 351, 391, 411, 441, and 445. 210 - Support Services - Puoil 212: Guidance Services-Activities that provide consultation or services by a social worker, psychologist or other qualified staff to assist families in understanding and enhancing their child(ren)'s development. i.e., home visits, referrals, referral hotlines, groups gathered as part of home visiting model, parent educators 216: Social Work Services-Activities that focus on school social work in dealing with the problems of children which involve home, school and community. i.e., home visits with a social-emotional component, referrals, referral hotlines, groups gathered as part of home visiting model 220 - Support Services - Instructional Staff 2015-2016 Section 32p Grants - Page 5 221: Improvement of Instruction-Activities that are designed to primarily assist staff in the planning, developing and evaluating of educational experiences. Or, providing staff who work directly with children and families with information, skills, and support related to enhancing the skill development of the child(ren) and family. i.e., training for home visitation staff, professional development, background checks 224: Educational Television-Activities related to planning, programming and writing educational programs or segments for use on closed circuit or broadcast television or radio. i.e., PSAs, radio and television advertisements 225: Instruction Related Technology-Technology activities and services for the purposes of operating and supporting instruction and/or services. i.e., resource hubs, instructional networks, distance learning programs, media center computer labs 226: Supervision and Direction of Instructional Staff-Personnel providing supervision and program coordination of the direct services to children and families and compliance monitoring. i.e., home visitation staff supervision Salaries & Benefits - Function Code 226 Gross compensation paid to employees in the form of cash, products, or services including mileage, cell phone reimbursement, vacations, holidays, and sick leave. Cell phone use is for business only. A portion of the salary for clerical and supervision is allowable as long as it can be documented to directly support the home visitation activities outlined in the application or the Home Visitation Strategic Plan, See also Function Code 311. Funds allocated to cover allowances, costs and services provided to or on behalf of employees and not included as compensation in salaries and wages. Benefits include (but are not limited to): Mandatory Coverage (employer share of Social Security, Worker's Compensation, etc.), Retirement, Health Insurance, Life Insurance and Long Term Disability. Note that MEGS+ requires an entry into "Benefits" for the same Budget Item whenever there is a "Salaries" entry. If no benefits are offered, enter '0.' Budget Detail should indicate each employee by name, position/title, and show how the cost was determined, as well as the type of benefits and how cost was determined. 2015-2016 Section 32p Grants - Page 6 227: Academic Student Assessment-Services rendered for the assessment of children. i.e., purchases of testing, grading and/or assessment services and/or supplies 229: Other Instructional Staff Services-Activities that did not fall into the previous categories and/or examples under 220. 230 - Suoport Services - General Administration 233: Grant Writer/Grant Procurement-Activities associated with grant writing and administrative activities necessary for meeting state and federal requirements related to grants. i.e., grant coordinator, direction of grant requirements 250 - Support Services Business 252: Fiscal Services-Activities concerned with fiscal operations. State school aid does not allow indirect costs, and thus, all items that might typically be included in an indirect cost rate must be directly budgeted. i.e., fiscal services, accounting, payroll, purchasing, inventory control, receiving and disbursing, budgeting services, internal auditing Budget Detail should indicate each employee by name, position/title, and show how the cost was determined, as well as the type of benefits and how cost was determined. 257: Internal Services-Activities concerned with storing and distributing supplies, furniture and equipment. Also include district-wide duplicating/printing services and central mail services, 260 - Operations and Maintenance 261: Operating Building Services-Activities concerned with keeping the physical building open, clean and ready for daily use. Costs may only be charged for the portion of occupancy utilized. i.e., use of space for activities and/or meetings, building lease, janitorial costs Budget Detail should indicate how cost was determined. 270 - Pupil Transportation Services 271: Pupil Transportation Services-Utilization of the ISD's fleet or contractor for transporting groups such as families and children to/from group activities being 2015-2016 Section 32p Grants - Page 7 implemented as part of evidence-based model, or parent participation in advisory groups. Use of this code requires reporting SE-4094. Travel costs and other costs that are necessary to enable families to participate in programs and services are coded to 331, Le., mileage, bus/taxi fare, tolls, parking. 280 - Support Services - Central 281: Planning, Research, Development, and Evaluation-Activities on a system-wide basis associated with planning, research, development and evaluation of program management. Note: Contractual on-going expenses with a contractor should be listed under Contracted Services. i.e., evaluation, surveys, data collection 282: Communication Services-Activities concerned with writing, editing, and other preparation necessary to disseminate information to families, staff and/or the general public through direct mailings, various news media and personal contact. Includes costs for written or verbal communication directly related to the Home Visitation Strategic Plan or this Application. Note: Contractual on-going expenses with a contractor should be listed under Contracted Services. i.e., websites, newsletters, mailings, information hotlines Budget Detail should indicate estimated cost and how cost was determined. 283: Staff/Personnel Services-Activities concerned with maintaining efficient non-direct instruction service. i.e., professional development of non-instructional staff 284: Non-Instructional Technology Services-Activities concerned with supporting information technology systems, including networks, information systems, and processing data for administrative and managerial purposes. Note: On-going expenses as part of a contracted agreement should be listed under Contracted Services. i.e., data entry, website maintenance 310 - Community Services Direction 311: Community Services Direction-Activities concerned with direction and managing community services including contracted staff. i.e., contracted staff, Community Outreach Coordinator, Healthcare Liaison 330 - Community Activities 2015-2016 Section 32p Grants - Page 8 331: Community Activities-Activities concerned with providing services to civic organizations, parent involvement, public forums, and community events. i.e., expenses to reduce barriers to participation, advisory parent member honorariums. 350 - Custody and Care of Children 351: Custody and Care of Children-Pertains to providing child care in a group setting particularly in a setting in which they are not enrolled for care or education. i.e., on-site child care for meetings/activities/events 390 - Other Community Services 391: Other Community Services-Services provided to the community that cannot be classified under the preceding areas of responsibility. 410 - Payments to Other Public Schools ( ISDs, LEAs or PSAs) within the State of Michigan 411: Payments to Other Public Schools within the State of Michigan - Sub- grantee/flow through distribution only. All other payments for services, supplies, and materials should be reported in the appropriate function and object code. i.e., local school district contracted to provide home visitation oversight, coaching, supervision or services 440 - Payment to other governmental and Not-For-Profit Entities (Do not include other public schools) 441: Payments to other Governmental Entities-Sub-grantee relationships only. i.e., non-public school, community organizations, universities 445: Payments to Not-for-Profit Entities-Sub-grantee relationships only. i.e., United Way, Chamber of Commerce, local non-profit focused on system work or early childhood programming Outgoing Transfers Projects that provide outgoing transfers of funds to community partner agencies or local districts must provide clear detail when entering budget items regarding the anticipated grant expenditures by partner agencies. Function codes 411, 441, or 445 should only be used when a sub-grantee relationship exists. All other payments for services, supplies, and materials should be reported in the 2015-2016 Section 32p Grants - Page 9 appropriate function and object code, Further definitions of vendor and subrecipient are provided below. Subreceipient or Vendor A subrecipient is an entity that receives grant assistance passed through from a prime recipient to carry out or administer a program. A Request for Proposal (RFP) process is generally used to select subrecipients. The prime recipient is responsible for collection of reports and monitoring of subrecipients. Distinguishing characteristics of a subrecipient include items such as: • Determining eligibility for assistance; • Performance measured against meeting the objectives of the program; • Responsibility for programmatic decision making; • Responsibility for applicable program compliance requirements; and • Use of the funds passed through to carry out a program of the sub-entity as compared to providing goods or services for a program of the prime recipient. Provide budget detail showing funding for subrecipients as outgoing transfers using Function Codes 411, 441, and 445. Be sure to list the entity receiving transferred funds in the description line. The budget detail should further show how and on what the subrecipient will be spending the funds and should also include the function code that would be ascribed if the ISD were directly budgeting for the item. Example: 441: Community Mental Health 226 - Supervision of Healthy Families America implementation 2015-2016 Section 32p Grants - Page 10 A vendor is an entity generally responsible for providing required goods or services related to the administrative support of the grant award. These goods or services may be for the prime recipient or subrecipientis own use or for the use of beneficiaries of the program. Complying with program requirements is not the responsibility of a vendor. Distinguishing characteristics of a vendor include items such as: • Providing the goods or services within normal business operations; • Providing similar goods or services to many different purchasers; and • Operating in a competitive environment. Provide budget detail for activities through vendors using the actual function codes for which the expenditures are ascribed. Use object code 3000 Purchased Services for any entity except for a public school to indicate a contractual relationship. Use object code 8220 to indicate payment of funds to local school districts for goods or services. Be sure to list the entity receiving transferred funds in the description line. The budget detail should clearly indicate what the vendor will be supplying. There may be unusual circumstances or exceptions to the distinguishing characteristics of a subrecipient and vendor listed above. In making the determination of whether a subrecipient or vendor relationship exists, the substance of the relationship is more important than the form of the agreement. Other Examples: Purchased Services - Multiple Function Codes Contracted Services Negotiated contracts for the performance of any activities that are necessary for the implementation and evaluation of activities required by the selected program model in accordance with implementation to fidelity, in the Home Visitation Strategic Plan, or the Application. Contracted Services do not include salaries and/or fringe benefits UNLESS that staff is issued a 1099 rather than a W-2 at calendar year end. Example: i.e. Ongoing contracted services for consultation, facilitation, or project management (e.g., services and assistance with workgroups, action agenda implementation, communications, etc.) Professional Fees Contract or agreement with a third party for the one-time performance of activities toward the execution of activities required by the selected program model in accordance with implementation to fidelity, the Home Visitation Strategic Plan or the Application. 2015-2016 Section 32p Grants - Page 11 Supplies & Meeting Costs Consumable or non-consumable items with a unit cost of less than $1,000. Consumable supplies are those items that are consumed as they are used (e.g., pencils, paper, etc.). Non-consumable supplies are those items that are not consumed as they are used (e.g., file cabinets, chairs and other durable goods, etc.). Budget Detail should provide estimated costs and how cost was determined. Printing Costs for duplication, production and printing of written materials directly related to the selected home visitation model, the Application or the Home Visitation Strategic Plan. Budget Detail should indicate estimated cost and how cost was determined, Equipment Any non-consumable item that is not attached to or included as a part of the cost of a facility. All computer-related equipment purchased must be recorded. Equipment: • Needs to be tagged as belonging to ISD - monitor/computer, laptop, netbook, printer, cell phone, digital camera, desks, chairs, file cabinets (office furniture). • An inventory must be maintained of these items that clearly designates the use of 32p(4) as the funding source. • The inventory must be available for review. Budget Detail should indicate estimated cost of item and how cost was determined. Functions are selected to align with the individual or activity utilizing the equipment, Travel Travel costs include mileage, registration fees, lodging, meals and incidental expenses incurred by employees in travel status while on official business. The maximum mileage rate (effective January 1, 2016) is the federal mileage rate of .54/mile. Travel guidelines promulgated by the hiring entity may be followed. It is recommended that employees and supported partners follow the State of Michigan or ISD travel procedures, including per diem and reimbursement rates, Request current State of Michigan rates from Rachel Mellema, the OGS staff assigned to the Section 32p(4) Home Visitation Grants, mellemar@michigan.gov . You can also access the current State of Michigan rates by visiting, State of Michigan Rates. 2015-2016 Section 32p Grants - Page 12 Note: If provisions for travel expenses were made in contracted staff members' agreements, these expenses should be included as a separate line within that function code under Contracted Services. Budget Detail should indicate the estimated mileage and any additional transportation related costs, such as meals, lodging, etc. Functions are selected to align with the individual who will incur travel expenses. Miscellaneous - Often coded in Functions 331, 391 Includes expenses which are not chargeable to other line items and are directly related to the implementation of the selected home visitation model or Application. 2015-2016 Section 32p Grants - Page 13 DISTRICT / PROGRA M NAME FUNC. CODE DESCRIPTION SALARIES 1000 OCHD 212.01 Home Visitor - Salaried (FIE/HOURS, SALARIES, BENEFITS) $ 67,387.00 OCHD 212.03 Consumable Teaching Supplies OCHD 212.05 Home Visitor Mileage OCHD SUBTOTAL - SUPPORT SERVICES-PUPIL 210 $ 67,387,00 OCHD 221.02 Off-site Conference Fees (including registration fees) OCHD 221.06 Technology OCHD 221.07 Telephones OCHD 227.01 Assessment supplies OCHD SUBTOTAL - SUPPORT SERVICES-INSTRUCTIONAL 220 OCHD 257.01 Copy/Fax Equipment* OCHD 257.02 Postage* OCHD SUBTOTAL - BUSINESS 250 OCHD 261.07 Insurance* OCHD SUBTOTAL - OPERATION & MAINTENANCE 260 OCHD 331.01 Office Supplies OCHD SUBTOTAL OTHER COMMUNITY SERVICES 330 OCHD GRAND TOTAL $ 67,387.00 10% ADMINI BENEFITS 2000 PURCHASED SERVICES 3000, 4000 SUPPLIES & MATERIALS 5000 OTHER EXPENSES (Not to exceed $100) 7000, 8000 TOTAL $ 42,319.00 109,706.00 1,250.00 1,250.00 3,240.00 1,581.00 42,319.00 3,240.00 1,250.00 114,196.00 6,608.00 6,608.00 2,800.00 2,100.00 600.00 450.00 477.00 477.00 7,208.00 3,277.00 10,485.00 $ 500.00 $ 50.00 550.00 $ 250.00 750.00 50.00 800.00• 375.00 375.00 375.00 375.00 250.00 250.00 250.00 250.00 42,319.00 $ 11,573.00 4,827.00 126,106.00 ISTRATION COSTS TOTAL (FUNCTION CODES 230, 250, 260): $ 1,175.00.1 FISCAL NOTE .(mis0 . #16328) December 8, 2016 BY: Finance Committee, Tom Middleton, Chairperson IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION - OAKLAND SCHOOLS, HOME VISITATION 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 Michigan Department of Education awarded Oakland Schools funding in the amount of $126,106. Oakland Schools intends to sub-award the funding to Oakland County Department of Health and Human Services/Health Division. 2. The purpose of this grant is to expand the Nurse Family Partnership Program by one position in order to provide home visits, in the south end of Oakland County, to first time mothers, during and after pregnancy, until the child is two years of age. 3. The funding period is September 1, 2016 through August 31, 2017. 4. Under this project, one (1) Special Revenue Full-Time Eligible Public Health Nurse III position will be created within the Health Infant Promotion unit of the Health Division. 5. The future level of service, including personnel, will be contingent upon the level of funding available. 6. The FY 2017 budget is amended as follows: HOME VISITING INITIATIVE FUND (#28617) GR0000000776 / Budget Reference 2017 activity: GLB analysis: GLB FY2017 Revenues 1060291-133215-615571 State Operating Grants Total Revenues Expenditures 1060291-133215-702010 Salaries 1060291-133215-722740 Fringe Benefits 1060291-133215-731346 Personal Mileage 1060291-133215-731941 Training 1060291-133215-750399 Office Supplies 1060291-133215-750448 Postage-Standard Mailing 1060291-133215-750567 Training-Educational Supplies 1060291-133215-774677 Insurance Fund 1060291-133215-774636 Info Tech Operations 1060291-133215-774637 Info Tech Managed Print Svcs 1060291-133215-778675 Telephone Communications Total Expenditures $ 126,106 $ 126,106 $ 67,387 42,319 3,240 6,608 727 250 1,250 375 2,800 550 600 $ 126,106 FINANCE COMMITTEE FINANCE COMMITTEE VOTE: Motion carried unanimously on a roll call vote with Crawford and Quarles absent. Resolution #16328 December 8, 2016 Moved by Hoffman supported by Woodward 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, Long, McGillivray, Middleton, Quarles, Scott, Spisz, Weipert, 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). GERALD D. POISSON CHIEF DEPUTY COUNTY EXECUTIVE ACTING PURSUANT TO MCI. 45,559A(7) STATE OF MICHIGAN) COUNTY OF OAKLAND) L, 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 December 8,2016, 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 8 ' day of December, 2016. Lisa Brown, Oakland County