HomeMy WebLinkAboutResolutions - 2001.09.20 - 26645GENERAL GOVERNMENT COMMITTEE
MISCELLANEOUS RESOLUTION #01241 September 20, 2001
BY: General Government Committee, William R. Patterson, Chairperson
IN RE: DEPARTMENT OF HUMAN SERVICES/HEALTH DIVISION - GRANT ACCEPTANCE/RENEWAL
FOR CHILD DAY CARE IMMUNIZATION PROJECT
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS funding has been awarded from the Michigan Department of Community
Health (MDCH) to the Oakland County Health Division for the increase of
immunization rates for infants and toddlers who attend out of home care; and
WHEREAS the Child Day Care Immunization Project's goals are to increase
the level of knowledge about age-appropriate immunizations in child care
providers and parents; and
WHEREAS this program will also seek to ensure that immunization records of
infants and toddlers in child care homes are evaluated and those needing
vaccinations will be given them; and
WHERAS no formal application process was undertaken; and
WHEREAS funds have been awarded in the amount of $56,641, which is $2,552
(4.72%) more than awarded in Fiscal Year 2000/2001; and
WHEREAS no additional personnel are being requested; and
WHEREAS acceptance of this grant does not obligate the County to any
future commitment; and
WHEREAS the grant agreement has been submitted through the
County Executive's Contract Review Process.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners accepts the funds for the Child Day Care Immunization Project in
the amount of $$56,641, for the period of October 1, 2001 through September 30,
2002.
BE IT FURTHER RESOLVED that services associated with this program be
contingent upon continued grant funding at a level sufficient to maintain
the program.
BE IT FURTHER RESOLVED that the Board Chairperson is authorized to execute
the agreement and approve changes and extensions not to exceed fifteen (15%)
percent, which is consistent with the agreement as originally approved.
Chairperson, on behalf of the General Government Committee, I move the
adoption of the foregoing resolution.
GENERAL GOVERNMENT COMMITTEE
Motion carried unanimously on a roll call vote with Webster absent.
SEP-10-2001 MON 12:36 PM .
CCNTRACT/PROGRAM REVIEW RECUEST
Title/Subject:
File #
Contact Person:
CHILD DAY CARE IMMUNIZATION PROJECT GRANT RENEWAL
Tom Fackler
Department:
Telephone #:
Human Services/Health
462-2151 •
fl Initial Ei Revision # I Extension n Other X Final
Date: Cie 114/ Signature: Modify •
r: Approved
CORPORATION COUNSEL:
14Approved Disapproved *
Disapproved * Modify * Date: 7/7/47 Signature:
/
Modify * Date: / / Signature
Phone #
Fax #
Co
t2is.hisa4u -Ls.
Dept.
Fax
Co.
# et pages
P. 01/01
Date;
To:
From:
8/27/01
Whom It May Concern
• Tom Oockler
STATUS: (Check appropriate box!
* If "other" is checked, please explain:
Is Board Resolution required? r---x7 Yes - Resolution # Date:
PERSONNEL DEPT:
Approved Disapproved * j Modify * Date: 070 / Signatu,
RISK MANAGEMENT AND SAFETY:
rigt Approved IDisapproved *
MANAGEMENT AND BUDGET:
• CONTRACT/PROGRAM SYNOPSIS:
This •rant is a continuation of fundin • received in FY 2000/01 for Child Da care Immunizations. The fundin
$2,553 more than received lastyear.
• When "Disapproved" is noted or "Modify- is requested, attach explanation.
15
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DEPARTMENT OF HUMAN SERVICES
HEALTH DIVISION
Grant Acceptance — Child Day Care Immunization Grant
• The Oakland County Health Division has been awarded grant fimding from the
Michigan Department of Community Health in the amount of $56,641for the purpose
of improving the immunization coverage of children enrolled in licensed
Daycare/Pre-K programs in Oakland County.
• During the February 2001 reporting period, there were 28,262 children enrolled in
530 licensed Daycare/Pre-K programs in Oakland County. Approximately 435 of
these programs provide service to children less three years of age. Thirty percent of
these children, 6,999, attended programs that were at a total percent of compliant of
less than 90% for immunization coverage. Oakland County had fifteen programs on
the Low 150 Report for the Daycare reporting period. The total percent of compliant
for these fifteen programs ranged between 41.2% to 21.7%. New programs are
opening each year with the daycare staff having little understanding about the
immunization reporting process. Established programs often have major staff changes
that result in the need for re-education about the reporting process. The overall
immunization coverage rate for the 530 programs in Oakland County is 92% as
documented by on the S.I.R.S. Status Report run on June 7, 2001. Of these 530
programs, there are 153 programs that have coverage rates between 14.3% and 89%
with a median of 76.6%. These 152 programs would benefit from more intensive
services.
• The funding will be used to employ a Public Health Nurse and a Health Educator
(both part-time, non-eligible) to provide site visits to all new programs, old programs
with new directors, programs on the Low 150 Report and those programs with less
than 80% compliance as well as enhancing the immunization education of parents
through distribution of printed materials and presentation to parent groups.
• Site visits would include a review of the Daycare/Pre-K packet, identification of
barriers to compliance, encouraging the use of the School Immunization Records
Software and the importance of exclusion of those children without current
immunization records. In-service opportunities would be provided in the spring and
fall for daycare staff in these centers on immunization issues relevant to Daycare/Pre-
K programs.
• Success of these increased efforts will be evidenced by an increase in the number of
programs that are at 90% compliance and a decrease in the number of Oakland
County programs on the Low 150 Report.
6/2 1/0 1
Oak]and County Grant
Summar/ Report
Requesting Department/Program/Agency ' Human Services/Health Division
Titie of Grant Child Day Care Immunization Project Grant
Grantor Agency i`a1DCH 1
Title of Grant Funded Program i Child Day Care Immunization Project
Giant Notification I 8/13/01 Submission/Acceptance 8/24/01
Date 1 1 Deadline _
-77:,,rant being submitted is: 1 New Renewal X Modified •
s a County match required: [Yes • No X
Is match in our current budget: ' Yes • No •
Will the requested County match Yes • No •
require an additional appropriation:
This will be the second year of grant funding for this program.
Is this program projected to extend beyond the current grant funding period? Unknown
The maximum number of ears for which this .rant is available: One
Briefly, describe any program and/or personnel changes since the most recent grant acceptance:
Funding increased $2,553.
GRANT SUMMARY PRIOR YEAR AMT GRANT REQUEST
G EN ER A: L ' L NjT CY RMAT I 0: N
Grant funding period 10/1/2000-9/30/2001 10/1/01/-9/30/02
(provide mrn/yy — mm/yy)
Total amount ($$) of grant $54,088 $56,641
REVENUE / MATCH.. : REQUIREMENTS
Federal match 0 0
State match 0 0
Local or agency match 0 0
P E Ri.Si;:AN N : E L
Number of grant funded positions 0 0
(list classes, ex. 3 clerks)
Grant funded personnel costs 0 0
Grant funded fringe benefits 0 0
EXPENDITURES
Grant funded program costs $54,088 56,641
County match requirements 0 0
Please attach: Program Summary; Approvals from Fiscal Services, Corporation Counsel and Personnel
Revised 02/27/01
STATE CF MICHIGAN
( 'k—WA 0.77- A
JOHN ENGLER, Governor
DE?ARTMENT OF COMMUNITY HEALTH RECENED
JAMES K. HAVEMAN, ,R., Director
COMMUNITY PUBLIC HEALTH ADMINISTRATION
3423 N. MARTIN LUTHER KING JR. BLVD.
PO BOX 30195
LANSING, MI 48909
nin
August 13, 2001
Pat White, BSN
Outreach Program Coordinator
Oakland County Health Department
250 Elizabeth Lake Road, Suite 1510
Pontiac, Michigan 48341
Dear Ms. White:
Enclosed are two copies of an agreement between the Oakland County Health Division
and the Michigan Department of Community Health for the "Child Day Care
Immunization Project" provided through a cooperative agreement between the Family
Independence Agency and the Michigan Department of Community Health.
Please complete the budget detail and summary pages, obtain signatures on both
copies of the agreements and return the budget and both copies of the agreement to
our office for final execution. Please return these to our office by August 24, 2001.
Once the departmental signature process is complete, we will return a signed copy to
your office for your files.
Please call Sue Herring, Contract Coordinator, of our office at (517) 335-8795 if you
have any questions.
Sincerely,
Nancy Fasano, Manager
Education and Outreach Section
Division of Communicable Disease and Immunization
Enclosures
Oft DCH-0045 9198 ...PO, .4
,F.CYCLCO,OSA
Contract #
P.O. #
Agreement Between
Michigan Department of Community Health
hereinafter referred to as the "Department"
and
OAKLAND COUNTY HEALTH DEPARTMENT
1200 N. Telegraph Road, Pontiac, Michigan 48341
Federal I.D. # 38-6004876W
hereinafter referred to as the "Contractor"
for
CHILD DAY CARE IMMUNIZATION PROJECT
Part I
1. Period of Agreement: This agreement shall commence on October 1, 2001 and continue
through September 30, 2002. 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 $56,641. The Department under the terms of this
agreement will provide funding not to exceed $56,641. The funding provided by the
Department is approximately $56,641 or 100%; provided through a Cooperative Agreement
between the Family Independence Agency and the Michigan Department of Community
Health.
B. Equipment Purchases and Title
Any contractor equipment purchases supported in whole or in part through this agreement
must be detailed in the supporting detail schedule. Equipment means tangible, non-
expendable, personal property having useful life of more than one (1) 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 Contractor 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 $5 1 000 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.
Page: 1 of 16 DCH-0665FY2002 2/01 (WP)
3. Purpose: The focus of the program is to assure that at lease 90% of children younger than age
3 cared for in out-of-home child care settings are fully and appropriately vaccinated for their age.
4. Statement of Work: The Contractor agrees to undertake, perform and complete the services
described in Attachment A which is attached and hereby made a part of this agreement through
reference.
5. Financial Requirements : The reimbursement process shall be followed as described in Part II
of this agreement and Attachments B and D, which are hereby made a part of this agreement
through reference.
6. Performance/Progress Report Requirements : The progress reporting methods, as applicable,
shall be followed as described in Attachment C, hereby made a part of this agreement through
reference.
7. General Provisions : The Ccntractor agrees to comply with the General Provisions outlined in
Part II, hereby made 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 and Location/Building) will be :
.Nancy Fasano, Manager, Outreach and Education Section 517-335-8159
Name Title Telephone No.
9. Contractor's Financial Contact for the Agreement:
The person acting for the Contractor on the financial reporting for this agreement will be:
Name Title Telephone No.
10. Special Conditions:
A. This agreement is valid upon approval by the State Administrative Board as appropriate and
approval and execution by the Department.
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
Contractor prior to the signing of this agreement.
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
Contractor.
Page: 2 of 16 DCH-0665FY2002 2/01 (WP)
12. Signature Section :
For the MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
Peter L. Trezise, Chief Operating Officer Date
For the CONTRACTOR
Name and Title
Signature Date
DCH-0665FY2002 2/01 (WP) Page: 3 of 16
This agreement may be terrninated :oy either party by divinc thirty (3C) days written notice
to the other party stand tne reasons for termination and the effective date.
E. This agreement may be terminated on thirty (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 cf the alleged breach and fails to cure the default within the
thirty (30) day period.
This agreement may be terminated immediately if the Contractor or an official of the
Contractor or an owner is convicted of any activity referenced in Section 111.0. 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 thirty (30) days after the termination,
the Contractor 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 Contractor
for allowable reimbursable costs not covered by previous payments or other state or federal
programs. The Contractor shall immediately refund to the Department any funds not authorized
for use and any payments or funds advanced to the Contractor in excess of allowable
reimbursable expenditures. Any dispute arising as a result of this agreement shall be resolved
in the State of Michigan.
VII. Severability
If any provision of this agreement or any provision of any document attached to or incorporated
by reference is waived or held to be invalid, such waiver or invalidity shall not affect other
provisions of this agreement.
VIII. Amendments
Any changes to this agreement will be valid only if made in writing and accepted by all parties to
this agreement.
IX. Liability
A. 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
Contractor in the performance of this agreement shall be the responsibility of the
Contractor, 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 Contractor, any
subcontractor, anyone directly or indirectly employed by the Contractor, provided that
nothing herein shall be construed as a waiver of any governmental immunity that has been
provided to the Contractor or its employees by statute or court decisions.
B. All liability to third parties, loss, or damage as a result of claims, demands, costs, or
judgments arising out of activities, such as the provision of policy and procedural direction,
to be carried out by the Department in the performance of this agreement shall be the
responsibility of the Department, and not the responsibility of the Contractor, if the liability,
loss, or damage is caused by, or arises out of, the action or failure to act on the part of any
Department employee or agent, provided that nothing herein shall be construed as a
waiver of any governmental immunity by the State, its agencies (the Department) or
employees as provided by statute or court decisions.
C. In the event that liability to third parties, loss, or damage arises as a result of activities
conducted jointly by the Contractor and the Department in fulfillment of their
Page: 11 of 16 DCH-0665FY2002 2/01 (WP)
3. The monthly Financial Status Report (FSR) reimbursement for actual expenditures
by the Department should be used by the Contractor 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 and may not be held pending agreement audit. Subsequent
Department agreements may be withheld pending recovery of the outstanding
advance from a prior agreement, unless the Contractor has a recurring agreement
with the Department. If the Contractor has a recurring agreement with the
Department, the operating advance outstanding must be confirmed on at the end of
each fiscal year.
5. At the end of either the agreement period or Department's fiscal year, whichever is
first, the Contractor must respond to the Department's request for confirmation of the
operating advance.
B. Reimbursement Method
The Contractor will be reimbursed in accordance with the staffing grant reimbursement
mechanism as follows:
Reimbursement from the Department 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 to the Michigan
Department of Community Health, Budget and Finance/Administration, Accounting
Division, Expenditure Operations Section, P.O. Box 30720, Lansing, Michigan 48909, on
a monthly basis, no later than thirty (30) days after the close of each calendar month. The
monthly FSRs must reflect total actual program expenditures, regardless of the source of
funds. Attachment D contains the FSR form. Instructions for completing the FSR form
are available through your Contract Manager or the Department's web site.
D. Final Obligations and Financial Status Report Requirements
A report of estimated total agreement expenditures must be submitted during the first week
of October using the format requested by the Department. The Department will provide
additional information regarding this report in September. Final FSRs are due sixty (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 a loss of
funding requested per the report of estimated total agreement expenditures and may result
in the potential reduction in the subsequent year's agreement amount.
E. Unobligated Funds
Any unobligated balance of funds held by the Contractor at the end of the agreement
period will be returned to the Department or treated in accordance with instructions
provided by the Department.
V. Agreement Termination
The Department may cancel this agreement without further liability or penalty to the Department
for any of the following reasons:
DCH-0665FY2002 2/01 (WP) Page: 10 of 16
That any executec.' subcontract to this agreement shall require the subcontractor to
comply with ail 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 Contractor the same or
substantially the same rights and privileges as the Department; or
c. Requires the subcontractor to perform duties and/or services in less time than
that afforded the Contractor in this agreement.
3. That the subcontract does not affect the Contractor'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 Contractor will submit a copy of the executed subcontract if requested by
the Department.
Procurement
Assure that all purchase transactions, whether negotiated or advertised, shall be
conducted openly and competitively in accordance with the principles and requirements
of OMB Circular A-102 (as revised), implemented through applicable portions of the
associated "Common Rule" as promulgated by responsible federal contractor(s), or OMB
Circular A-110, as applicable, and that records sufficient to document the significant history
of all purchases are maintained for a minimum of three years after the end of the
agreement period.
J. Health Insurance Portability and Accountability Act
To the extent that this act is pertinent to the services that the Contractor provides to the
Department, the Contractor assures that it is in compliance with the Health Insurance
Portability and Accountability Act (HIPAA) requirements.
IV. Financial Requirements
A. Operating Advance
An operating advance may be requested by the Contractor 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 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
Contractor's financial records. The operating advance payable must remain in the
Contractor's financial records until fully recovered by the Department.
OCH-06A5FY9007 9/01 (1/031 0,nea• 0 nf 1R
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 Contractor also assures that this language will
be included in any subawards which contain provisions for children's services.
2. The Contractor 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 Contractor. If
activities or services are delivered in facilities or areas that are not under the control
of the Contractor (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 Contractor will comply with the Hatch Political Activity Act, 5 USC 1501-1508, 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. 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.
G. Home Health Services
If the Contractor provides Home Health Services (as defined in Medicare Part B), the
following requirements apply:
1. The Contractor shall not use categorical grant funds provided under this agreement
to unfairly compete for home health services available from private providers of the
same type of services in the Contractor's service area.
2. For purposes of this agreement, the term "unfair competition" shall be defined as
offering of home health services at fees substantially less than those generally
charged by private providers of the same type of services in the Contractor's area,
except as allowed under Medicare customary charge regulations involving sliding fee
scale discounts for low-income clients based upon their ability to pay.
3. If the Department finds that the Contractor is not in compliance with its assurance not
to use state local public health operations and categorical grant funds to unfairly
compete, the Department shall follow the procedure required for failure by local
health departments to adequately provide required services set forth in Sections 2497
and 2498 of 1978, PA 368, as amended (Public Health Code), MCL 333.2497 and
2498, MSA 14.15 (2497) and (2498).
H. Subcontracts
Assure for any subcontracted service, activity or product:
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.
matter directly or indirectly rated to employment, because of race, color, religion,
national oridin, ancestry, age, sex, height, weight, marital status, physical cr mental
disability unre.lated to the individual's ability to perform the duties of the particular job
or position. The Contractor further agrees that every subcontract entered into for the
performance of any contract or purchase order resulting herefrcm will contain a
provision requiring non-Ciscrimination 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, IVICL 37.1101 et sag, and any breach thereof may'De regarded as a
material breach of the contract or purchase order.
Additionally, assurance is given to the Department that proactive efforts will be made
to identify and encourage the participation of minority owned, women owned, and
handicapper owned businesses in contract solicitations. The Contractor shall
incorporate language in all contracts awarded: (1) prohibiting discrimination against
minority owned, women owned, and handicapper owned businesses in
subcontracting; and (2) making discrimination a material breach of contract.
D. Debarment and Suspension
Assurance is hereby given to the Department that the Contractor will comply with federal
regulation 45 CFR Part 76 and certifies to the best of its knowledge and belief that it,
including its employees and subcontractors:
I. 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 3 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;
4. Have not within a 3 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. Assurance is hereby given to the Department that the Contractor will comply with
Public Law 103-227, also known as the Pro-Children Act of 1994, 20 USC 6081 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
.
DCH-0665FY2002 2101 (WP 7 ,f
dates; calculations and program logic (e.g., sort algorithms, calendar generation, event
recognition, and all processing actions that use or produce date values) that accommodates
same century and multi-century formulas and date values; interfaces that supply data to and
receive data from other systems or organizations that prevent non-compliant dates and data
from entering any State system; user interfaces (i.e., screens, reports, etc.) that accurately
show 4-digit years; and assurance that the year 2000 shall be correctly treated as a leap
year within all calculation and calendar logic.
J. Human Subjects
The Contractor agrees to submit 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 Human Subjects
Committee for approval prior to the initiation of the research.
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
Contractor.
B. Report Forms
Provide any report forms and reporting formats required by the Department at the
effective date of this agreement, and to provide the Contractor with any new report forms
and reporting formats proposed for issuance thereafter at least ninety (90) days prior to
required usage to afford the Contractor an opportunity for review and commentary.
H. Assurances
The following assurances are hereby given to the Department:
A. Compliance with Applicable Laws
The Contractor will comply with applicable federal and state laws, guidelines, rules and
regulations in carrying out the terms of this agreement. The Contractor will also comply
with all applicable general administrative requirements such as OMB Circulars covering
cost principles, grant/agreement principles, and audits in carrying out the terms of this
agreement.
B. Anti-Lobbying Act
The Contractor 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
Appropriations Act (Public Law 104-208). Further, the Contractor 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. In the performance of any contract or purchase order resulting herefrom, the
Contractor 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
Page: 6 of 16 DCH-0665FY2002 2/01 (WP)
F. Authorized Access
Permit upon reasonable nctifica'-ticr, anc, at reasonabie tines, access by authorized
representatives of the Department, Federal Grantor :Agency, Comptroller General of the
United States and State Aud:tor General, cr any of their duly authorized representatives, to
the extent authorized by applicable state cr federal iaw, rule cr regulation, to records, flies,
and documentation related to this agreement.
G. Single Audit
Provide, consistent with regulations set fort in the Single Audit Act Amendments of 1996,
31 USC 7501 et seq, and Office of Management and Budget Circular (OMB) A-133, "Audits
of States, Local Governments, and Nion-Profit Organizations', a copy of the annual audit
reporting package of the Contractor to the Department. The audit reporting package and
management letter are due within nine months after the end of the Contractor's fiscal year.
The audit reporting package and management letter are required to be filed with the
Department even if there are no findings reported in the audit pertaining to Department
programs.
The federal OMB Circular A-133 requires either a single audit or program-specific audit
(when administering one federal program) of agencies that expend $300,000 or more of
federal grant funding during the Contractor's fiscal year. Contractors that fall below the
single audit threshold, are exempt from the single audit requirements. However, for
Contractors receiving $300,000 or more of total Department grant funding, a copy of the
financial audit prepared in accordance with generally accepted auditing standards must be
submitted as a minimum requirement of the Department.
The Department or federal agencies, may also conduct or arrange for "agreed upon
procedures" or additional audits to meet their needs. The Contractor's records must also
be available for review or audit by appropriate officials of the Department or federal agencies
(i.e., federal awarding agency or General Accounting Office).
The Contractor must also assure that each of its subcontractors comply with the above audit
requirements, as applicable, and provide for other subrecipient monitoring procedures, as
deemed necessary.
A copy of the audit reporting package or financial audit should be forwarded to:
Michigan Department of Community Health
Rate Development, Revenue Reimbursement
and Payment Settlement Bureau
P.O. Box 30479
Lansing, MI 48909-7979
H. Notification of Modifications
Provide timely notification to the Department, in writing, of any action by its governing board
or any other funding source which would require or result in significant modification in the
provision of services or funding or compliance with operational procedures.
Year 2000 Compatibility
The Contractor must ensure year 2000 compatibility for any software purchases related to
this agreement. This shall include, but is not limited to: data structures (databases, data
files, etc.) that provide 4-digit date century; stored data that contain date century recognition,
including but not limited to, data stored in databases and hardware device internal system
DCH-0665FY2002 2/01 (WP) Page: 5 of 16
Part II
General Provisions
I. Responsibilities - Contractor
The Contractor in accordance with the general purposes and objectives of this agreement will:
A. Publication Rights
1. Where activities supported by this agreement produce books, films, or other such
copyrightable materials issued by the Contractor, the Contractor may copyright such
but shall acknowledge that the Department reserves a royalty-free, non-exclusive and
irrevocable license to reproduce, publish and use such materials and to authorize
others to reproduce and use such materials. This cannot include service recipient
information or personal identification data.
2. Any copyrighted materials or modifications bearing acknowledgment or the
Department's name must be approved by the Department prior to reproduction and use
of such materials.
3. The Contractor 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.
B. Fees
Make reasonable efforts to collect 1s t and 3rd party fees, where applicable, and report these
as outlined by the Department's fiscal procedures. Any underrecoveries of otherwise
available fees resulting from failure to bill for eligible services will be excluded from
reimbursable expenditures.
C. Program Operation
Provide the necessary administrative, professional, and technical staff for operation of the
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 project or program identified in this agreement will be
maintained for a period of not less than three (3) years from the date of termination, the date
of submission of the final expenditure report or until litigation and audit findings have been
resolved.
Page: 4 of 16 OCH-0665P12002 2101 (WP)
responsibilities under this agreement, such liability, loss, or damage shall be borne by the
Contractor and the Department in relation to each party's responsibilities under these joint
activities, provided that nothing herein shall be construed as a waiver of any governmental
immunity by the Contractor, the State, its agencies (the Department) or their employees,
respectively, as provided by statute or court decisfons.
X. Conflict of Interest
The Contractor and the Department are subject to the provisions of 1968 PA 317, as amended,
MCL 15.321 et seq, MSA 4.1700(51) et seq, and 1973 PA 196, as amended, MCL 15.341 et seq,
MSA 4.1700 (71) et seq.
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.
XII. Confidentiality
Both the Department and the Contractor 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 required
by applicable law or regulation. Such information may be disclosed in summary, statistical, or
other form which does not directly or indirectly identify particular individuals.
7,H-0665FY2002 2/01 (WP) Page: 12 of 16
ATTACHMENT A
STATEMENT OF WORK
1. increase the immunization rates of infants and toddlers who attend out-of-home care.
2. increase the level of knowledge about age appropriate immunizations in child care providers and
the parents of infants and toddlers in family day care homes and croup homes.
3. increase the level of knowledge of vaccine-preventable diseases in child care providers and
parents.
4. Ensure that the immunization records of infants and toddlers in child care homes are evaluated
and those infants and toddlers in need of vaccinations obtain them or are excluded.
5. Provide increased access to immunization services for infants and toddlers in child care to avoid
exclusion.
6. To assure that the immunization records of the children younger than 3 years of age cared for
in the centers or homes identified by the local health department are entered into the Michigan
Childhood Immunization Registry if they are not already in the registry.
DCH-0665FY2002 2101 ('NP)Page: 13 of 16
MICHIGAN DEPARTMENT OF COMMUNITY HEACH
PROGRAM Et..1D3E-7 SUMMARY
Page of
PROGRAM CODE 3UDGET PERIOD DATE PREPARED
FROM TO
I
CONTRACTOR BUDGET FOR ORIGINAL AGREEMENT OR AMENDMENT #
ADDRESS CITY I STATE ZIP CODE PAYEE IDENTIFICATION
I
EXPENDITURE CATEGORY TOTAL BUDGET
1. Salaries and Wages . _
2. Fringe Benefits ,
3. Travel
_ 4. Supplies and Materials ,
5. Contractual (Subcontracts)
6. Equipment
7. Other Expenses
I. TOTAL DIRECT EXPENDITURES
Indirect Costs: Rate #1 %
Indirect Costs: Rate #2 °A
. Other Cost Distributions
TOTAL EXPENDITURES .
1RCE OF FUNDS
Fees and Collections
State Agreement
Local
Federal
Other
DTAL FUNDING
'2002 6101 Replaces FIN-110 (WP) COMPLETION IS A CONDITION OF FUNDING
MFY90(1/ AMP)
ATTACHMENT C
PERFORMANCE / PROGRESS REPORT REQUIREMENTS
The Contractor shall submit the following reports on the followinc gates:
1. Local health departments funded through this cooperative agreement will submit
quarterly progress and activity reports to Nancy Fasano, Communicable Disease and
Immunization Division, Michigan Department of Community Health. These reports will
be forwarded to the Family Independence Agency upon receipt. Reports are due on
January 15, April 15, July 15, and October 15, 2002.
2. Local health departments will identify the centers and/or homes with which they are
working in the first quarterly report and indicate the current immunization coverage level
of children younger than three years of age cared for in that setting.
3. Each quarterly report will document the activities undertaken with each center or home.
4. The April 15 and October 15 reports will document the immunization coverage levels
of the children younger than 3 years of age cared for in each center or home.
5. By October 15, immunization coverage levels in all centers and/or homes identified by
the local health department will be at least 90% for 4 doses of DTaP vaccine, 3 doses
of polio vaccine, 1 dose of MMR vaccine, 3 doses of Hib vaccine, 3 doses of hepatitis
B vaccine, and 1 dose of varicella vaccine.
6. Any such other information as specified in Attachment A shall be developed and
submitted by the Contractor as required by the Contract Manager.
7. Reports and information shall be submitted to the Contract Manager at:
Michigan Department of Community Health
CD/Immunization Division - Nancy Fasano
3423 N. MLK Boulevard, P.O. Box 30195
Lansing, MI 48909
8. The Contract Manager shall evaluate the reports submitted as described in Attachment
C, for their completeness and adequacy.
E. The Contractor shall permit the Department or its designee to visit and to make an
evaluation of the project as determined by Contract Manager.
OCH 0387 7/98
Replaces Fin-121 Page 1 of 4
DENTAL INS. 11.97%
WORK. COMP. X
$0
COMPOSITE
RATE
AMOUNT $5,072
TOTAL EQUIPMENT $0
TOTAL SUB-CONTRACTS $0
FRINGE BENEFITS:
(Specify) FICA X LIFE INS.
UNEMPLY INS. X VISION INS.
RETIREMENT HEARING INS.
HOSP, INS. OTHER:
EQUIPMENT (Specify):
See Attached Budget Detail
SUB-CONTRACTS (Specify):
See Attached Budget Detail
Q
3,191
1.500
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
LHO PROGRAM BUDGET - COST DETAIL
Program Code Budget Period Cate Prepared
10/01/2001 to 09/30/2002
Child Day Care Immunization Project n 08129/2001
Local Agency Original Amenced Amendment
OAKLAND COUNTY HEALTH DIVISION Budget El Budget E Number _
POSITION DESCRIPTION POSITIONS TOTAL 1 COMMENTS
REQUIRED SALARY
Public Health Educator II 1.001 $42.389 FBudgeted @ 2000 PTNE
1 [ , ,
i
—
-
-
-
TOTAL 1.00 $42,389
OTHER EXPENSES (Specify if any item exceeds 10% of Total Expenditures)
SUPPLIES AND MATERIALS
TRAVEL
COMMUNICATIONS
SPACE COST
OTHER: (see attached budget detail)
$4,691
OTHER COST DISTRIBUTIONS INDIRECT COST CALCULATION
Descnption of cost being distributed: Percent distributed Amount
to this program: Distributed:
001-2002 Base $42,389 x RATE 10.590% $4,489
PROGRAM GRAND TOTAL EXP.
_ $56,641
COMPLETION IS A CONDITION OF FUNDING (AUTH RA. 368 OF 1978)
Page 2 of 4
CCH 0387 7/98 Contract Nc.
PROGRAM BUDGET SUMMARY
, Program Code IBudget Period iDate Prepared , Child Day Care Immunization Project 1 10/01/01 to 09/30/02 I 08/29/2001 _ , Local Agency 'Original Amended
E
Amenoment
OAKLAND COUNTY HEALTH DIVISION !Budget Budget Number
I Address City State Zip Code Employer Identification No.
l 1200 North Telegraph Road, Dept. 432, Pontiac, MI 48341 -0432 _P38-6004376W
AGREEMENT BUDGET LOCAL BUDGET
CATEGORY TOTAL CURRENT YEAR! SUBSEQUENT CURRENT I SUBSEQUENT I
_ BUDGET PORTION YEAR PORTION YEAR 19XX YEAR 19XX
1 Salaries & Wages $42,389
2 Fringe Benefits 5,072 _
3 Travel 3,191 _ _ 4 Supplies & Materials 0 -
5 Contractual (Subcont.) 0 _
Equipment _
7 Other Expenses:
Communications 1,500
Postage 0 _
Equipment Rental 0
Office Space Rental 0
Data Systems Development & Training
Equip. Repair & Maint.
Convenience Copier 0
Printing 0
Liability insurance 0 _
Expendable Equip.
Advertising 0
Translation 0
Incentives 0
8 TOTAL DIRECT $52,152
Indirect Costs 2001-2002 Base 10.59% 4,489
10 Other Cost Distributions
11 TOTAL EXPENDITURES $56,641
12 Less: Fees & Collections
13 FUNDS REQUIRED $56,641
SOURCE OF FUNDS _
14 State Agreement 100% $56,641
15 Local 0% 0 _
16 Federal 0% 0 _
17 Other Q. 0
18 TOTAL FUNDING $56,641
CERTIFICATION: I certify that I am authorized to sign on behalf of the local agency. This budget represents cost necessary for the
administration and operation of the program. Adequate documentation and records will be maintained to support all required program
expenditures.
NAME: TITLE: DATE:
Completion is a Condition of Funding.
DOH 0387 7198 Page 3 of A
PROGRAM BUDGET ,POSMON SCHEDULE
Program Code !Budget Period Date Prepared
Child Day Care Immunization Project I 10/01/01 To 09/30102 08/29/2001
Local Agency Original Ed Amended 0 Amendment
OAKLAND COUNTY HEALTH DIVISION Budget Budget Number
POSITIONS ANNUAL TOTAL
POSITION DESCRIPTION X COMMENTS
REQUIRED SALARY SALARY
Public Health Educator II I 1.00 244,174 221.238 Budgeted 1,000 Hours PTNE PH Nurse II cPublic Health Educator II 42,994 21.151 ,Budgeted 1,000 Hours PTNE -
Budgeted Hours
I Budgeted Hours _ —
Budgeted Hours
_ Budgeted Hours
Budgeted Hours
•
_
Budgeted Hours —
_ Budgeted Hours
_ Budgeted Hours
Budgeted Hours . _
Budgeted Hours
Budgeted Hours
Budgeted Hours ..
Budgeted Hours
-7
Budgeted Hours
Budgeted Hours -
Budgeted Hours
Budgeted Hours
Budgeted Hours
Budgeted Hours
Budgeted Hours -
Budgeted Hours
Budgeted Hours
' Budgeted Hours _
Budgeted Hours
Budgeted Hours
Budgeted Hours
Budgeted Hours
Budgeted Hours
_ Budgeted Hours
Budgeted Hours
Budgeted Hours
Budgeted Hours ,
1 TOTAL 1.00 l'"<_ $42,389
Completion is a Condition of Funding.
DCH 0337 7/98 Page 4 of 4
IProgram
Child Day Care Immunization Project
Budget Period
10/01/01 To 09/30/02
Date Prepared
08/29/2001
Code
2,691
500
3,191
TOTAL 0
CONTRACTUAL
EQUIPMENT
TOTAL 0
PROGRAM SUDO" -'COST DETAl. SCHEDULE
Local Agency
OAKLAND COUNTY HEALTH DIVISION
Original Amended Amenoment
Budget Budget — Number
QUANTITY DESCRIPTION
FRINGE BENEFITS
ITEM TOTAL
SUB-CATEGORY/
CATEGORY
TOTAL
$5,072
TRAVEL
Personal Mileage - 7,800 Miles @ 0.345
Travel and Conference
TOTAL
SUPPLIES AND MATERIALS
Office Supplies
Medical Supplies
Educational Supplies
TOTAL 0
OTHER EXPENSES
Communications
Postage
Equipment Rental
Office Space Rental
Data Systems Development and Training
Equipment Repairs and Maintenance
Convenience Copier
Printing
Liability Insurance
Expendable Equipment
Advertising
Translation
Incentives
Client Transportation
1,500
INDIRECT COSTS
2001 -2002 Base 10.59% on Salaries & Wages of
TOTAL 1,500
$42,389 4,489
Completion is a Condition of Funding,
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
FY 01/02 ,A,GREEiV1ENT ADDENDUM A
This addendum modifies the following sections of Part It, General Provisions:
Part 11
Responsibilities-Contractor
1., Year 2000 Compatibility. This section will be deleted in its entirety •
and replaced with the following language:
The Michigan Department of Community Health and the County of
Oakland will work together to determine and avoid potential Year 2000
computer systems problems.
III. Assurances
A. Compliance with Applicable Laws. This first sentence of this
paragraph will be stricken in its entirety and replace with the
following language:
The Contractor will comply with applicable Federal and State laws, and
lawfully enacted administrative rules or regulations, in carrying out the
terms of this agreement.
VIII. Liability. Paragraph A. will be deleted in its entirety and replaced with the
following language.
A. Except as otherwise provided for in this Contract, all liability, loss,
or damage as a result of claims, demands, costs, or judgments
arising out of activities to be carried out pursuant to the obligations
of the Contractor under this Contract shall be the responsibility of
the Contractor and not the responsibility of the Department, if the
liability, loss, or damage is caused by, or arises out to the actions
or failure to act on the part of the Contractor, its employees,
officers or agents. Nothing therein shall be construed as a waiver
of any governmental immunity for the Contractor, its agencies,
employees, or Oakland County, as provided by statute or modified
by court decisions.
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 responsii:le
governing board, official or Contactor.
3. Signature Section:
For the MICHIGAN DEPARTMENT OF COMMUN1TY_HEALTH
Peter L. Trezise, Chief Operating Officer Date
For the CONTRACTOR
Name and Title
Signature Date
FISCAL NOTE 101241 September 20, 2001
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: DEPARTMENT OF HUMAN SERVICES/HEALTH DIVISION - GRANT
ACCEPTANCE/RENEWAL FOR CHILD DAY CARE IMMUNIZATION PROJECT
Chairperson, Ladies and Gentlement:
Pursuant to Rule XII-C of this Board, the Finance Committee has
reviewed the above referenced resolution and finds:
1. The Michigan Department of Community Health (MDCH) has
awarded funding in the amount of $56, 641 to the Oakland
County health Division for use in the Child Day Care
Immunization Project.
2. Funds will be used to increase the level of knowledge about
age-appropriate immunizations in childcare providers and
parents through the use of existing staff to check
immunization records.
3. The grant period runs from October 1, 2001 through
September 30, 2002.
4. Acceptance of this grant does not obligate the County to
any future commitment.
5. An amendment to the Fiscal Year 2002 Special Revenue grant
budget is recommended to reflect the latest award.
HUMAN SERVICES GRANT
REVENUE
1-16-275-760100-54100-0171 Grants-State
FY 2002
$56,641
EXPENSES
2-16-275-860100-54100-2001 Salaries $42,389
2-16-275-860100-54100-2075 Fringe Benefits 5,072
2-16-275-860100-54100-2540 Communications 1,500
2-16-275-860100-54100-2960 Indirect Cost 4,489
2-16-275-860100-54100-3756 Travel & Conf. 3,191
$56,641
FINANCE COMMITTEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Palmer and Friedman
Appel absent.
1 HERE t. FOREGOING RESOI
L Wool( atterson County Executive Date
If
Resolution #01241 September 20, 2001
Moved by Coleman supported by Patterson the resolutions on the Consent
Agenda be adopted (with accompanying reports being accepted and appointments
being confirmed).
AYES: Causey-Mitchell, Coleman, Crawford, Dingeldey, Douglas, Galloway,
Garfield, Gregory, Law, McPherson, Melton, Millard, Moffitt, Moss, Palmer,
Patterson, Sever, Suarez, Taub, Webster, Amos, Appel, Brian, Buckley. (24)
NAYS: None. (0)
A sufficient majority having voted therefore, the resolutions on the
Consent Agenda were adopted (with accompanying reports being accepted and
appointments being confirmed).
..740111001n101.10.4n311•01111n1.1n11.1.1k
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, 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 September 20, 2001 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 24,h day/of September, 2001.
0: William Caddell, County Clerk