HomeMy WebLinkAboutResolutions - 2002.11.21 - 26943MISCELLANEOUS RESOLUTION #02272 November 21, 2002
BY: General Government Committee, William R. Patterson, Chairperson
IN RE: DEPARTMENT OF HUMAN SERVICES/CHILDREN'S VILLAGE DIVISION —
F.Y. 2002-2003 CHILDREN'S VILLAGE SCREENING PROJECT GRANT —
ACCEPTANCE
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS in FY 2001-2002 the Michigan Department of Community Health (MDCH)
awarded a grant to the Department of Human Services — Children's Village Division in the
amount of $50,000 for the purpose of screening, compiling data, and treating at-risk adolescents
for sexually transmitted diseases (STD's); and
WHEREAS the MDCH has indicated its intent to continue the grant in the amount of
$50,000 for FY 2002-2003, with funding commencing on November 1, 2002 and ending on
September 30, 2002; and
WHEREAS Children's Village and the Health Division have worked collaboratively in
identifying, screening, and treating at-risk adolescents in special settings including juvenile
detention, the county jail, teen health centers, and a community-based runaway shelter; and
WHEREAS this grant is 100% federally funded with no County match; and
WHEREAS there are no additional personnel requested; and
WHEREAS acceptance of this grant award does not obligate Oakland County to future
funding.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners approves acceptance of the continuation of this grant award to the Department of
Human Services — Children's Village Division.
BE IT FURTHER RESOLVED that the Oakland County Board of Commissioners
Chairperson is authorized to approve grant changes up to 15%.
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 Taub, Moss, Middleton and
Melton absent.
G e/Arll ERAL GOV\IkENT MT TEE
Mike Worrell
From: Greg Givens [givensg@co.oakland.mi.us ]
Sent: Thursday, October 24, 2002 2:49 PM
To: VanLeuvenj; Worrell, Mike; Frederick, Candace; Pearson, Linda
Subject: CONTRACT REVIEW - Children's Village
RE: CONTRACT REVIEW - Children's Village
GRANT NAME: Children's Village Screening Project
FUNDING AGENCY: MDCH
DEPARTMENT CONTACT PERSON: Mike Worrell / 81164
STATUS: Acceptance
DATE: 24 Oct 2002
Pursuant to Misc. Resolution #01320, please be advised the captioned
grant materials have completed internal contract review. Below are the
comments returned by review departments.
Department of Management and Budget:
Approved - Laurie Van Pelt (23 Oct. 2002)
Personnel Department:
I approve - Judy Eaton (21 Oct. 2002)
Risk Management and Safety:
Approved. - Stan Fayne (23 Oct. 2002)
Corporation Counsel:
On review of the grant contract, there appear to be no outstanding legal
issues that require further action or resolution. However, please
recall that the federal requirements regarding non discrimination,
lobbying, and HIPPA must be passed through to any subcontractors. In
addition, please review the reporting requirements which include
advising the granting agency if any departmental issues arise that may
make it difficult to fulfill the grant obligations. - Karen Agacinski
(23 Oct 2002)
Please note the comments from Corporation Counsel. These issues should
be considered before submission to the Board for acceptance. Once this
is done, the captioned grant materials and grant acceptance package
(which should include the Board of Commissioners' Liaison Committee
Resolution, the grant agreement/contract, Finance Committee Fiscal Note,
and this 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.
Greg Givens, Supervisor
Grants Administration Unit
Fiscal Services Division
Department of Human Services —Children's Village Division
Children's Village Screening Project
November 2002
• Utilizing federal funds from the U.S. Centers for Disease Control (CDC). The MDCH intends
to continue a $50,000.00 grant to Children's Village originally funded in FY2000-2001 and
continued in the FY2001-2002. The funds are intended to facilitate a third year of screening
of adolescents for sexually transmitted infections. The grant total is $50,000 as summarized
below:
Salaries and Fringe Benefits Offset $42,108.30
Other Expenditures (include travel, equipment, and supplies) $7,891.70
There is no County match.
• The grant objective is to continue to compile data and enhance disease detection and health
services to high-risk adolescent (ages 13 through 19). Clinical experience and literature
review reveals that adolescent females are at an increased risk for sexually transmitted
diseases and unintended pregnancies due to their biological vulnerability, their risk-taking
behavior and their perceived lack of consequences. Additionally, the sexually transmitted
diseases are mostly asymptomatic, in the male adolescent.
• The project presents significant opportunity for Children's Village to continue to collaborate
with other service providers dealing with at-risk adolescents. In conjunction with the Health
Division, we identified three sites in addition to Children' Village which serve at-risk
adolescents within the age parameters described. These sites include the Oakland County Jail
and Common Ground Sanctuary (each receiving services from the Health Division), as well
as the Pontiac School District's Teen Health Centers.
• During the first two years of funding over 1900 adolescents were screened under the auspices
of the project. Positivity rates (5% for gonorrhea, 19% for chlarnydia) are significant and,
89% of those testing positive were treated prior to release from Children's Village and
Oakland County Jail. All released adolescents, testing positive, receive confidential
communications regarding test results and the follow-up needed.
• The grant funds are 100% federally funded and there is no County match. Funding for the
Department of Human Services Divisions will be utilized to offset personnel costs, supplies,
material, travel and other logistics. Any funding for personnel costs is strictly for the life of
the grant with no County obligation to continue once the grant period has expired. Likewise,
all participating agencies are aware that the project is funded for one year only.
• The evaluation of the project includes determining the number of adolescents tested at each
site compared to the number of adolescents seen. Positivity rates for sexually transmitted
infections, with emphasis on chlamydia and gonorrhea, will be compiled. Similarly, data will
be compiled as related to teenage pregnancies. The screening project is part of the Children's
Village and the Health Divisions' effort to address the Department of Human Services
objectives incorporated into the Focused Infant Mortality Reduction Plan.
Contract
P.O. #
Grant Agreement Between
Michigan Department of Community Health
hereinafter referred to as the "Department"
and
Oakland County
Children's Village
1200 N. Telegraph, Dept. 444, Bldg 63 West
Pontiac, MI 48341-0444
Federal I.D.#. 38-6004876
hereinafter referred to as the "Contractor"
for
Children's Village Screening Project
Part I
1. Period of Agreement: This agreement shall commence on November 1,
2002 and continue through September 30, 2003. 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 $50,000. The Department under
the terms of this agreement will provide funding not to exceed $50,000.
The federal funding provided by the Department is approximately
$50,000 or 100%; the Catalog of Federal Domestic Assistance
(CFDA) number is 93977 and the CFDA Title is Preventive Health
Service; the federal agency name is Public Health Service; the federal
grant award number is H25/CCH504 341 and federal program title is _
Comprehensive STD Prevention Systems.
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.
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The Department reserves the right to retain or transfer the title to all
items of equipment having a unit acquisition cost of $5,000 or more, to
the extent that the Department's proportionate interest in such
equipment supports such retention or transfer of title.
C. Deviation Allowance
A deviation allowance modifying an established budget category by
$10,000 or 15%, whichever is greater, is permissible without prior
written approval of the Department. Any modification or deviations in
excess of this provision including any adjustment to the total amount of
this agreement must be made in writing and executed by all parties to
this agreement before the modifications can be implemented. This
deviation allowance does not authorize new categories, subcontracts,
equipment items or positions not shown in the attached Program
Budget Summary and supporting detail schedules.
3. Purpose: The focus of the program is to:
Provide support for chlamydia and gonorrhea testing at Children's
Village and other sites in Oakland County.
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 Contractor 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:
Mark A. Miller
Name
Mgr. STD Section (517) 241-0870
Title Telephone No.
DCH-0665FY2003 2/02 (W) Page: 2 of 20
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 E-Mail Address 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.
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-0665FY2003 2/02 (W) Page: 3 of 20
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 1 st 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.
DCH-0665FY2003 2102 (W) Page: 4 of 20
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.
F. Authorized Access
Permit upon reasonable notification and at reasonable times, access by
authorized representatives of the Department, Federal Grantor Agency,
Comptroller General of the United States and State Auditor General, or
any of their duly authorized representatives, to the extent authorized by
applicable state or federal law, rule or regulation, to records, files, and
documentation related to this agreement.
G. Single Audit
Provide, consistent with regulations set forth 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 Non-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.
DCH-0665FY2003 2/02 (W) Page: 5 of 20
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.
I. 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 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.
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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.
HI. 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 matter directly or
indirectly related to employment, because of race, color, religion,
national origin, ancestry, age, sex, height, weight, marital status,
physical or mental disability unrelated to the individual's ability to
perform the duties of the particular job or position. The Contractor
further agrees that every subcontract entered into for the performance
of any contract or purchase order resulting herefrom will contain a
provision requiring non-discrimination in employment, service delivery
and access, as herein specified binding upon each subcontractor. This
covenant is required pursuant to the Elliot Larsen Civil Rights Act,
1976 PA 453, as amended, MCL 37.2201 et seq, and the Persons with
Disabilities Civil Rights Act, 1976 PA 220, as amended, MCL 37.1101
et seq, and any breach thereof may be regarded as a material breach
of the contract or purchase order.
0C140685FY2003 2/02 MO Page: 7 of 20
2. 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:
1. Are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions
by any federal department or contractor;
2. Have not within a 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
I. 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 sed, which requires that smoking not be
permitted in any portion of any indoor facility owned or leased or
contracted by and used routinely or regularly for the provision of
health, day care, early childhood development services, education or
library services to children under the age of 18, if the services are
funded by federal programs either directly or through state or local
governments, by federal grant, contract, loan or loan guarantee. The
law also applies to children's services that are provided in indoor
facilities that are constructed, operated, or maintained with such
federal funds. The law does not apply to children's services provided
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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).
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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.
2. That any executed subcontract to this agreement shall require the
subcontractor to comply with all applicable terms and conditions of this
agreement. In the event of a conflict between this agreement and the
provisions of the subcontract, the provisions of this agreement shall
prevail.
A conflict between this agreement and a subcontract, however, shall
not be deemed to exist where the subcontract:
a. Contains additional non-conflicting provisions not set forth in this
agreement;
b. Restates provisions of this agreement to afford the 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.
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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.
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 unless the Contractor has a recurring
agreement with the Department, and may not be held pending
agreement audit. Subsequent Department agreements may be
withheld pending recovery of the outstanding advance from a prior
agreement. If the Contractor has a recurring agreement with the
Department, the operating advance outstanding must be confirmed at
the end of each fiscal year.
The Department may obtain the Michigan Department of Treasury's
assistance in collecting outstanding operating advances. The
Department will comply with the Michigan Department of Treasury's
Due Process procedures prior to forwarding claims to Treasury.
Specific Due Process procedures include the following:
a. Department offer of a hearing to dispute the debt, identifying the
time, place and date of such hearing.
b. A hearing by an impartial official.
c. An opportunity for the Contractor to examine department's
associated records.
DCH-0665FY2003 2/02 (W) Page' 11 of 20
d. An opportunity for the Contractor to present evidence in person
or in writing.
e. A hearing official with full authority to correct errors and make a
decision not to forward debt to Treasury.
f. Contractor representation by an attorney and presentation of
witnesses if necessary.
5. At the end of either the agreement period or Department's fiscal year,
whichever is first, the Contractor must respond to the Department's
request for confirmation of the operating advance. Failure to respond
to the confirmation request may result in the Department recovering all
or part of an outstanding operating advance.
B. Reimbursement Method
The 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, Bureau of Finance, Accounting
Division, P.O. Box 30720, Lansing, Michigan 48909-8220, 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. Failure to meet financial reporting responsibilities as
identified in this agreement may result in withholding future payments.
D. Reimbursement Mechanism
All contractors are encouraged to sign up through the on-line vendor
registration process to receive all State of Michigan payments as Electronic
Funds Transfers (EFT)/Direct Deposits.
E. Final Obligations and Financial Status Report Requirements
A report of estimated total agreement expenditures must be submitted based
on annual guidelines and deadlines issued by the Department. 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.
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F. 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:
A. This agreement may be terminated by either party by giving thirty (30) days
written notice to the other party stating the reasons for termination and the
effective date.
B. 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 of the alleged
breach and fails to cure the default within the thirty (30) day period.
C. 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 III.D. of this agreement during the term of this agreement or any
extension thereof.
VI. Final Reporting Upon Termination
Should this agreement be terminated by either party, within 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.
DCH-0665FY2003 2/02 (W) Page: 13 of 20
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 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 decisions.
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.
XI. 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.
DCH-0665FY2003 2/02 (W) Page: 14 of 20
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.
DCH-0555FY2003 2/02 (W) Page: 15 of 20
Attachment A
Statement of Work
Project Summary: Four Oaldand County sites serving adolescents will be utilized to
obtain data on STDs and assess reproductive health needs: 1) Children's Village
2) Oakland County Jail 3) Pontiac Teen Health Centers and 4) Common Ground
Sanctuary. Adolescents will be interviewed using a brief computerized sexual
questionnaire and testing, treatment and counseling provided. Data will be collected,
analyzed and forwarded to MDCH during the project year. Project data will be presented
to Oaldand County Human Services, Michigan Infertility Prevention Alliance, Michigan
Juvenile Detention Association and other professional associations.
Utilizing the four identified project sites
1. Test at least 60 adolescents/per month, using urine based tests for gonorrhea and
chlamydia.
2. Complete computerized sexual questionnaire on all adolescents tested.
3. Refer adolescents to reproductive health services if indicated.
4. Develop a risk reduction plan, promoting abstinence.
5. Treat and obtain partner notification information on positive adolescents.
6. Enter data from test results and questionnaire into Microsoft Access
7. Analyze and forward data to MDCH every three months
8. Develop data into a presentation and present at various professional meetings
9. Promote awareness of prevalence of STDs within adolescent population.
Statement of Work Contractor agrees to test and treat adolescents in the above four
sites for chlamydial and gonococcal infections.
ATTACHMENT B
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
PROGRAM BUDGET SUMMARY
Page 1 of 1 _
PROGRAM CODE BUDGET PERIOD DATE PREPARED
FROM TO
Children's Village Screening Project_ 11-1-02 1 09-30-03 , 9-23-02
CONTRACTOR ORIGINAL AGREEMENT AMMENDMENT #
Oakland County Children's Village
ADDRESS CITY STATE ZIP CODE PAYEE -
1200 N. Telegraph Rd. Pontiac MI 48341- IDENTIFICATION
Dept. 444 0444
EXPENDITURE TOTAL
CATEGORY BUDGET _
1. Salaries and Wages $38,350.00
2. Fringe Benefits _ $3,758.30
3. Travel - _ $2,000.00 -
4. Supplies and Materials $2,391.70 _ 5. Contractual (Subcontracts) ,
6. Equipment , $3,000.00
7. Other Expenses
$500.00
_
_
_
8. TOTAL DIRECT $50,000.00
EXPENDITURES ,
9. Indirect Costs: Rate #1%
Indirect Costs: Rate #2 %
10. Other Cost Distributions .
11. TOTAL EXPENDITURES $50,000.00
SOURCE OF FUNDS
12. Fees and Collections
13. State Agreement , $50,000.00
14. Local
15. Federal _
16. Other _
_
_
_
17. TOTAL FUNDING $50,000.00
DCH-0385FY2002 (E) 612001 (W) Replaces FIN-110 COMPLETION IS A CONDITION OF FUNDING
DCH-0665FY2003 2/02 (W) Page: 17 of 20
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH ATTACHMENT B
PROGRAM BUDGET — COST DETAIL Page 2 0f2
PROGRAM CODE BUDGET PERIOD DATE PREPARED
FROM TO
Children's Village Screening Project 11-1-02 9-30-03 09-23-02
LOCAL AGENCY ORIGINAL BUDGET AMENDED BUDGET AMENDMENT NUMBER '
POSITIONS TOTAL
1. SALARY & WAGES - POSITION REQUIRED SALARY COMMENTS
DESCRIPTION
Executive Director 1 $12,500.00 -
_
-
Nurse 3 - $25,850.00 _
_ Total Salaries and Wages $38,350.00'
2. FRINGE BENEFITS: (Specify)
FICA LIFE INS. 0 DENTAL INS 0 COMPOSITE RATE
UNEMPLOY INS. 0 VISION INS. 1. WORK COMP AMOUNT9.8%
RETIREMENT I HEARING INS.
HOSPITAL INS. jJ OTHER Total Fringe Benefits $3,758.30
3. TRAVEL (Specify if any item exceeds 10% of Total Expenditures)
TOTAL TRAVEL $2,000.00
_ 4. SUPPLIES & MATER1ALS(Specify if any item exceeds 10% of Total Expenditures)
TOTAL SUPPLIES & MATERIALS
$2,391.70
5. CONTRACTUAL (Subcontracts)
Name Address Amount
$
TOTAL CONTRACTUAL _
6. EQUIPMENT(Specify)
Penbased Computers 3 @ $1000.00/each
TOTAL EQUIPMENT
$3,000.00
7. OTHER EXPENSES(Specify if any item exceeds 10% of Total Expenditures)
Communication
Space Cost
Other
TOTAL OTHER $ 500.00
B. TOTAL DIRECT EXPENDITURES (Sum of Totals 1-7) $ .
3. INDIRECT COST CALCULATIONS
Rate #1: Base $ X Rate % Total $
Rate #2: Base $ X Rate % Total
$
10. OTHER COST DISTRIBUTIONS (LOCAL HEALTH DEPARTMENTS ONLY)
TOTAL OTHER COST DISTRIBUTIONS $
11. TOTAL EXPENDITURES (Sum of lines 8-10) $50,000.00
DCH-0865FY2003 2/02 (W) Page: 18 of 20
Attachment C
Performance/Progress Report Requirements
A. The Contractor shall submit the following reports on the following dates:
Quarterly Reporting Requirements — Submit quarterly reports in
accordance with the following reporting format:
Quarter Covered
November 1 — January 31, 2003
February 1 — April 30, 2003
May 1 — July 30, 2003
August 1 — September 30, 2003
Reporting Format
Due to MDCH-STD Section
February15, 2003
May 16, 2003
August 16, 2003
November 15, 2003
Submit a quarterly report that includes all of the following components, in
the order listed:
1. Agency name, address, telephone and fax number;
2. Name and title of contract person;
3. Any program level changes, including changes in staff,
services, catchment area, etc;
4. Narrative description of progress toward established
contract objectives. Specifically, list each programmatic
objective and a description of progress toward that
objective;
5. Narrative description of major program and service
accomplishments not directly related to the established
goals and objectives;
6. Narrative discussion of any issues at the agency level that
impact ability to achieve stated goals and objectives;
7. New services added during the quarter;
8. Cost saving efforts, including area where cost savings were
achieved and how this was accomplished;
9. Staff Development and training activities related to client-
level service provision;
ICH-0665FY2003 2102 (WP) Page: 20 of 20
FINANCIAL STATUS REPORT
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
ATTACHMENT D
BP0 Number Contract Number Page Of
Local Agency Name Program Code _
Street Address Report Period Date Prepared -
Thru Final
City, State, ZIP Code Agreement Period - FE ID Number -
Thru
:•Expenditures Agreement ;. Category Current Period ‘..Agreei*40YTD Budget - :•.Balance
1. Salaries & Wages
2. Fringe Benefits
- , 3. Travel
4. Supplies & Materials _
; 5. Contractual (Sub-Contracts)
6. Equipment
7. Other Expenses
8. TOTAL DIRECT
9. Indirect Costs: Rate %
10. Other Cost Distributions
, .
11. TOTAL EXPENDITURES -
SOURCE OF FUNDS:
12. State Agreement
13. Local _
14. Federal . - _
15. Other -
16. Fees & Collections
17. TOTAL FUNDING
CERTIFICATION: I certify that I am authorized to sign on behalf of the local agency and that this is an accurate statement of expenditures and collections
for the report period. Appropriate documentation is available and will be maintained for the required period to support costs and receipts reported.
Authorized Signature Date Title
Contact Person Name Telephone Number
FOR STATE USE ONLY
Advance Outstanding - Advance Issued or Applied
Balance
Message
Authority: P.A. 368 of 1978 The Department of Community Health is an equal opportunity,
Completion: is a Condition of Reimbursement employer, services, and programs provider.
)CH-0384 (Rev. 4101) (VV) Previous Edition Obsolete
Version: All Other
Programs
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
FY 02/03 AGREEMENT ADDENDUM A
1. This addendum modifies the following sections of Part 11, General Provisions:
Part II ,
I. Responsibilities-Contractor
I. 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.
Version: AU Other
Programs
2. Special Certification:
The individual or officer signing this agreement certifies by his or her signature
that he or she is authorized to sign this agreement on behalf of the responsible
governing board, official or Contractor.
3. Signature Section:
For the MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
Peter L. Trezise, Chief Operating Officer Date
For the CONTRACTOR
Name and Title
id,1021.2
Sigfcature Date
HUMAN SERVICE GRANTS
REVENUE
1-16-275-501251-25010-0171 Grants-State
Salaries
Fringe Benefits
Travel & Conf.
Supplies
Exp. Equip. Exp.
Communications
FY2003
$50,000
38,350
3,758
2,000
2,392
3,000
500
$50,000
EXPENSES
2-16-275-501252-25010-2001
2-16-275-501252-25010-2075
2-16-275-501252-25010-3756
2-16-275-501252-25010-4252
2-16-275-501252-25010-4101
2-16-275-501252-25010-2540
FISCAL NOTE (MISC. 102272) November 21, 2002
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: DEPARTMENT OF HUMAN SERVICES/CHILDREN'S VILLAGE DIVISION - FY
2002-2003 CHILDREN'S VILLAGE SCREENING 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 Community Health (MDCH) has awarded
funding in the amount of $50,000 to the Oakland County Children's
Village for use in monitoring sexually transmitted diseases in
adolescents in special settings.
2. The grant period runs from November 1, 2002 through September 30,
2003.
3. The Fiscal Year 2003 Special Revenue grant budget should be
amended to reflect the latest award.
FINANCE COMMITTEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Obrecht, Taub and
Friedman Appel absent.
Resolution #02272 November 21, 2002
Moved by Webster supported by Suarez the resolutions on the Consent Agenda, be adopted (with
accompanying reports being accepted).
AYES: Appel, Buckley, Causey-Mitchell, Coleman, Crawford, Dingelcey, Douglas, Galloway,
Garfield, Gregory, Law, McPherson, Melton, Middleton, Moffitt, Moss, Obrecht, Palmer,
Patterson, Sever, Suarez, Taub, Webster, Amos. (24)
NAYS: None. (0)
A sufficient majority having voted therefore, the resolutions on the Consent Agenda, were adopted (with
accompanying reports being accepted).
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
November 21, 2002, 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 21st day of November, 2002.
G. William Caddell, County Clerk