HomeMy WebLinkAboutResolutions - 2003.11.20 - 27265MISCELLANEOUS RESOLUTION #03315_ November 20, 2003
BY: Public Services Committee, Hugh D. Crawford, Chairperson
IN RE: DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION - 2003 -
2004 BYRNE MEMORIAL GRANT - MICHIGAN OFFICE OF DRUG CONTROL POLICY FOR
PONTIAC INSTEP GRANT ACCEPTANCE
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Department of Public Services Community Corrections
Division applied for the Byrne Memorial Grant from the Michigan Office of
Drug Control Policy in the amount of $152,854 in grant funds for the period
of October 1, 2003, through September 30, 2004; and
WHEREAS the Michigan Office of Drug Control Policy has awarded Oakland
County a 2003/2004 Community Corrections grant in the amount of $109,828,
which is a 28% variance or $43,026 less than requested in the application
amount; and
WHEREAS the program total is $146,438, of which $109,828 (75%) is
federal funded, and $36,610 (25%) is County grant match; and
WHEREAS the grant funds two (2) Community Corrections Specialist II
positions (#9332 & 9401); and
WHEREAS the grant acceptance requires no additional personnel to
fulfill the grant agreement; and
WHEREAS it should be noted that there are General Fund/General Purpose
funded Community Corrections Specialist positions included in the Fiscal Year
2003/2004 Budget, which are not part of this grant; and
WHEREAS the grant agreement has been approved by the County Executive's
Contract Review Process.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of
Commissioners accepts the 2003/2004 Community Corrections grant from the
Michigan Office of Drug Control in the amount of $109,828.
BE IT FURTHER RESOLVED that the future level of service, including
personnel would be contingent upon the level of funding available from the
State.
Chairperson, on behalf of the Public Services Committee, I move the
adoption of the foregoing resolution.
PUBLIC SERVICES COMMITTEE
4:444./
Public Services Committee Vote:
Motion carried unanimously on a roll call vote.
michael pohlod
From: Greg Givens [givensg@co.oakland.mi.us]
Sent: Saturday, October 25, 2003 1:52 PM
To: Wedell, Harvey; Peterson, Karen; Hankey, Barb; Pohlod, Michael
Cc: Frederick, Candace; Pardee, Mary
Subject: CONTRACT REVIEW — Community Correction Division
CONTRACT REVIEW - Community Correction Division
GRANT NAME: 2003-2004 Byrne Memorial Grant - InStep Pontiac
FUNDING AGENCY: Michigan Office of Drug Control Policy
DEPARTMENT CONTACT PERSON: Karen Peterson / 451.2342
STATUS: Acceptance
DATE: October 25, 2003
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 (10/24/2003)
Personnel Department:
No comments received.
Risk Management and Safety:
No comments received.
Corporation Counsel:
After reviewing this grant contract, there appear to be no outstanding
legal issues that require additional action or resolution. However, the
original version available to the County for electronic downloading did
not include a Contract Addendum A, which was included as attachment 7 or
8 to all other Byrne Grant Contracts. I have made arrangements with the
State to add the Addendum A to the InStep contract, and this review is
based on including Addendum A with this contract. It requires separate
signature. - Karen Agacinski (10/24/2003)
Please note the comments from Corporation Counsel. 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
Contract #: 20041366
Grant Agreement Between
Michigan Department of Community Health
hereinafter referred to as the "Department"
and
County of Oakland Community Corrections
1200 N Telegraph Rd, Pontiac, MI, 48341-0460
Federal I.D.#. 38-6004876
hereinafter referred to as the "Contractor
for
InStep - Pontiac
Part I
1. Period of Agreement: This agreement shall commence on 10/1/2003 and
continue through 9/30/2004 . 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 $ 146,438 . The
Department under the terms of this agreement will provide funding not to
exceed $ 109,828 . The federal funding provided by the
Department: is approximately $109,828 or 100.00 %; the
Catalog of Federal Domestic Assistance (CFDA) number is
16.579 and the CFDA Title is
Byrne Formula Grant
the federal agency name is
Dept. of Justice
the federal grant award number is 9XDBVX0026
federal program title is
Byrne Formula Grant
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.
and
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:
See Attachment 1
4. Statement of Work: The Contractor agrees to undertake, perform and complete
the services described in Attachment 2 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 3, 5 and 6, 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 4, 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 Agreement: The person acting for the Department in
administering this agreement (hereinafter referred to as the Contract Manager)
will be:
Nancy Bennett
Name, Location/Building
Manager (517) 373-2952
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:
Tim Soave Manager
Name Title
soavet@co.oakland.mi.us (248) 858-0807
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
Michael Ezzo, Ed.D., Chief Deputy Director
For the CONTRACTOR
Tom Law
Name
Chairperson
Title
Signature Date
Date
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 of the Department's name must be approved by
the Department prior to reproduction and use of such materials.
Any publication (written, visual, or sound, including press releases,
newsletters, and issue analyses) issued by the Contractor, or by a
Subcontractor describing programs or projects funded in whole or
in part with Federal funds, shall contain the following statement:
"This project was supported by grant project # , awarded
by the Bureau of Justice Assistance, Office of Justice Programs,
U.S. Department of Justice and administered in Michigan by the
Michigan Department of Community Health/Office of Drug Control
Policy. Points of view or opinions contained within this document
are those of the author and do not necessarily represent the official
position or policies of the U.S. Department of Justice."
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 1st 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.
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 records, files and
documentation related to this agreement, to the extent authorized by
applicable state or federal law, rule or regulation.
G. Single Audit
Provide, consistent with regulations set forth in the Single Audit Act
Amendments of 1996, 31 USC 7501 et seq, and Section .320 of Office of
Management and Budget (OMB) Circular A-133, "Audits of States, Local
Governments, and Non-Profit Organizations," a copy of the annual Single
Audit reporting package of the Contractor to the Department. 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. The Single Audit reporting package and management letter must be
filed with the Department even if expenditures of federal funding from the
Department are less than $300,000. Contractors that fall below the Single
Audit threshold are exempt from the Single Audit requirements.
Contractors exempt from the Single Audit requirements that receive
$300,000 or more of total (State and Federal) Department grant funding
must submit a copy of the Financial Audit prepared in accordance with
generally accepted auditing standards (GAAS). Contractors exempt from
the Single Audit requirements that receive less than $300,000 of total
Department grant funding must submit a copy of the Financial Audit
prepared in accordance with GAAS if the audit includes disclosures that
may negatively impact MDCH-funded programs, including, but not limited
to, fraud, going concern uncertainties, financial statement misstatements,
and violations of contract and grant provisions. When a Contractor is
exempt from both the Single Audit requirements and the Financial Audit
requirements, the Contractor must submit the audit status notification
letter. Attachment 6 contains the audit status notification letter.
The Single Audit reporting package and management letter, Financial
Audit, or audit status notification letter is due within nine months after the
end of the Contractor's fiscal year. The Single Audit reporting package
and management letter, or the Financial Audit must be filed with the
Department even if there are no findings reported in the audit pertaining to
Department programs. 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 Single Audit requirements, as applicable, and provide for
other subrecipient monitoring procedures, as deemed necessary. A copy
of the Single Audit reporting package, Financial Audit, or the audit status
notification letter must be forwarded to:
Michigan Department of Community Health
Office of Audit
Quality Assurance and Review Section
P.O. Box 30479 (Capital Commons Center, 400 S. Pine Street)*
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, 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 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
noncompliant 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.
H. 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 provide to the
Contractor any new report forms and reporting formats proposed for
issuance thereafter at least ninety (90) days prior to their required usage
in order to afford the Contractor an opportunity to review and offer
comment.
Ill. 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-Lobbvinq 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 or to receive services. 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.
2. Additionally, assurance is given to the Department that proactive
efforts will be made to identify and encourage the participation of
minority owned and women owned businesses, and businesses
owned by handicapped persons in contract solicitations. The
Contractor shall incorporate language in all contracts awarded: (1)
prohibiting discrimination against minority owned and women
owned businesses and businesses owned by handicapped persons
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 three-year period preceding this agreement been
convicted of or had a civil judgment rendered against them for
commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (federal,
state, or local) transaction or contract under a public transaction;
violation of federal or state antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged
by a government entity (federal, state or local) with commission of
any of the offenses enumerated in section 2, and;
4. Have not within a three-year period preceding this agreement had
one or more public transactions (federal, state or local) terminated
for cause or default.
E. Federal Requirement: Pro -Children Act
1. 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 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.
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.
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 under this agreement, the Contractor assures
that it is in compliance with the Health Insurance Portability and
Accountability Act (HIPAA) requirements including the following:
1. The Contractor must not share any protected health data and
information provided by the Department that falls within HIPAA
requirements except to a subcontractor as appropriate under this
agreement.
2. The Contractor must require the subcontractor not to share any
protected health data and information from the Department that
falls under HIPAA requirements in the terms and conditions of the
subcontract.
3. The Contractor must only use the protected health data and
information for the purposes of this agreement.
4. The Contractor must have written policies and procedures
addressing the use of protected health data and information that
falls under the HIPAA requirements. The policies and procedures
must meet all applicable federal and state requirements including
the HIPAA regulations. These policies and procedures must include
restricting access to the protected health data and information by
the Contractor's employees.
5. The Contractor must have a policy and procedure to report to the
Department unauthorized use or disclosure of protected health data
and information that falls under the HIPAA requirements of which
the Contractor becomes aware.
6. Failure to comply with any of these contractual requirements may
result in the termination of this agreement in accordance with Part
II, Section V. Termination.
7. In accordance with HIPAA requirements, the Contractor is liable for
any claim, loss or damage relating to unauthorized use or
disclosure of protected health data and information received by the
contractor from the Department or any other source.
K. Supplanting
The Contractor will comply with Federal requirements concerning
supplanting. Funds must be used to supplement existing funds for
program activities and not replace those funds which have been
appropriated for the same purpose; Potential supplanting will be the
subject of application review, as well as pre-award review, post-award
monitoring, and audit.
Supplanting means to deliberately reduce state or local funds because of
the existence of federal funds. (e.g., when state funds are appropriated for
a stated purpose and federal funds are awarded for that same purpose,
the state replaces its state funds with federal funds, thereby reducing the
total amount available for the stated purpose.)
IV. Financial Requirements
A. 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.
B. 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. The FSR
form and instructions for completing the FSR form are available through
your Contract Manager or the Department's web site:
• http://www. michigan .gov/documents/D C H-0384-
Financial_Status_Report_8214_7.pdf and
• http://www.michigan.gov/documents/DCH-0384-
Financial_Status_Report_Instructions_8216_7.pdf.
Failure to meet financial reporting responsibilities as identified in this
agreement may result in withholding future payments.
C. 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.
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 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 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.
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.
ATTACHMENT 1
72124-1-03-B
The community-based central juvenile diagnostic center, referred to as the InStep
program, will provide services to the Pontiac area and enhance already existing services
available to the courts, community and families by providing a "one stop shop" approach
with all services available under one roof.
ATTACHMENT 2
STATEMENT OF WORK
72124-1-03-B
The InStep program - Pontiac will provide services from assessment through aftercare, all
within one location. By providing a thorough risk and needs assessment and comprehensive
services with a multisystemic approach (MST), there will be a reduced recidivism rate,
improved family and peer relations, decreased behavioral problems and use of illegal
substances. Appropriate referrals would be adolescents ages 11-18 that are suspected to
have substance abuse, co-occurring disorders and/or behavioral/delinquent issues within
the community, school or home.
According to Shay Bilchik of the Office of Juvenile Justice and Delinquency Prevention,
1997, the MST approach was developed as a means to provide scientifically validated,
cost-effective, community based treatment as a vaible alternative to expensive,
ineffective treatments that have traditionally been provided to youth with serious
behavior disorders. MST focuses on the individual youth and his or her family; peer
context, school/vocational performance and neighborhood/community supports. This is a
way of promoting prosocial behavior while decreasing antisocial behavior. Results from
other follow up studies indicate that the effects of MST treatment are long lasting, with
reduced recidivism rates.
All adolescents referred to the program will have an intake and assessment completed with
the case manager, juvenile and parent/guardian. The assessment tools that will be
utilized are the MAYSI (Massachusets Youth Screening Instrument) and the JASAE (Juvenile
Automated Substance Abuse Evaluation). The MAYSI is a sstandardized 52 item true false
scrrening. The MAYSI provides information on Alcohol/Drug Use, Angry-Irritible,
Depressed-Anxious, Somatic Complaints, Suicide Ideation, Thought Disturbance, and
Traumatic Experiences. The JASAE is a 107-item self-administered survey based on
adolescent norms. It addresses alcohol/drug use based on DSM-IV and ASAM criteria, as
well as attitude and life stress. The juvenile's treatment plan will be developed using
information gathered from the intake interview, the MAYSI, JASAE, and a strength-based
assessement. Each participant will be assigned a case manager. It will be the
responsibility of the case manager to ensure the participation of the juvenile and family
with the treatment plan. The case manager will also be seeing the adolescent and their
family on an individual basis at the program site, school and at their home.
The program in Pontiac will replicate some of the services currently being offered in the
Waterford site including: a Level One education substance abuse group, mental health
counselors that conduct individual and family therapy - for those that have mental health
and co-occurring disorders, psychiatric services, S.E.A.L.S. (Self-expresion and Life
Skills - peer support group), teen girls support group, anger awareness group,
transporation, drug/alcohol testing and a smoking cessation group. However, the problems
that plague the Pontiac area are far different than the issues seen in more rural and
upper/middle class areas of Oakland County. InStep - Pontiac will add more tailored
programming to assist with the concerns of the Pontiac community.
In addition to the above mentioned groups, Nurses from the Health Department in Oakland
County will assist in educating the youth in HIV/AIDS, teen pregnancy, and infant
mortality. A Family Skills Training module will also be implemented to include family
members. Poor family attachment and poor parenting behavior were found to have an impact
ATTACHMENT 2
STATEMENT OF WORK
on these developmental pathways to delinquency. Parental support has been found to be
one of the most powerful predictors of reduced delinquency and drug use in minority
youth. Family Skills training is targeted to high-risk groups of children and families.
The interventions in this training include behavioral parent training, children's social
skills training and behavioral family therapy. According to Kumpfer and Alvarado, 1998,
effective parent and family programs address family relations, communication, and
parental monitoring. Although research has shown that the final pathway to delinquency
and drug use is through peer influence, the family precursors are lack of parental
monitoring moderated by parental caring and positive parent-child relationships. Support
and guidance by pro-social, well-adjusted parents provide a sustaining positive influence
on children's developmental pathways and risk status for delinquency.
Family members will be required to attend the intake session with the adolescent onsite
at InStep. The parents/guardians of the youth will sign a participation agreement to the
affect that they will actively participate with the juvenile and their treatment. The
family will be required to attend counseling sessions with their child on an as needed
basis to ensure meaningful involvement. They will also be encouraged to attend
family/individual therapy if needed and the Family Skills training.
InStep - Pontiac will be further enhancing the program by adding the "Say It Straight"
module. Say It Straight (SIS) is a research-based education and training program. The
goals of SIS training are prevention of risky or destructive behaviors, such as alcohol,
tobacco, other drug (ATOD) use, violence, school drop-out, teen pregnancy, behaviors
leading to HIV/AIDS; and promotion of wellness, personal and social responsibility,
positive self-esteem and positive relationships. Within a framework of communication
skills training, SIS creates opportunities for people to discover their internal
resources, their deepest wishes in difficult interpersonal situations and develop the
skills needed to implement them. The training is co-created by participants by having
them choose situations important in their own lives within which they practice their
learnings. Thus, SIS is appropriate for any age, gender or cultural/ethnic group.
After SIS, youth are 3.7 times less likely to have substance abuse related school
suspensions and 4.5 times less likely to have juvenile criminal police offenses such as
assaults, vandalism, burglary, runaway, etc. compared to youth who did not have SIS
training. Reductions in precocious sexual behavior and pregnancy,' and fights that lead to
violence have also been reported. Say It Straight Training was an integral part of a
5-year Center for Substance Abuse Prevention (CSAP) funded demonstration grant, "Creating
Lasting Connections." "Creating Lasting Connections" is an award winning program carried
out by COPES. In 2001, the U.S. Department of Education, Expert Panel on Safe,
Disciplined and Drug-Free Schools designated Say It Straight Training as a Promising
Program for prevention of violence, substance abuse and other high-risk behaviors; and
promotion of wellness, self-awareness, personal and social responsibility,good
communication skills and positive relationships. A 3 day workshop for the case managers
will be necessary to institute this training module in the Pontiac Instep site.
As participants near completion of the InStep program, the case manager will formulate an
aftercare plan. The client will also be given the option of returning to the InStep
program at any time that they feel it necessary for additional support and relapse
prevention.
ATTACHMENT 2
STATEMENT OF WORK
There is a strong collaboration between the following agencies with regard to the
replication and implementation of InStep in the Pontiac community. These partners
include: Oakland County Family Court Division, Pontiac School District, Pontiac Police
Department, Oakland County Office of Substance Abuse, Oakland County Community Mental
Health Authority through its contracted provider Easter Seals-Family Mental Health
Services, Pontiac Youth Assistance, Oakland County Health Division, Oakland County
Executive Office of Community and Minority Affairs, New Mt. Moriah Missionary Baptist
Church, High Place Community Outreach and Nonprofit Housing Corporation, Calling All
. Brothers Rites of Passage Program and Oakland County Community Corrections Division.
Quarterly meetings will be held with all of the above partners to discuss the programs
objectives and where concerns and ideas will be brought to the table in order to maintain
an effective collaboration and service to the families of Pontiac. Easter Seals - Family
Mental Health Services will be providing a full time therapist onsite that will conduct
individual and family therapy, as well as facilitates various groups. The Office of
Substance Abuse provides the dollars necessary so that a community based substance abuse
agency can facilitate the needed educational substance abuse groups. In addition,
collaboration will exist with the Prosecuting Attorney's Office, the City Attorney's
Office, Parents and other School Officials.
InStep - Pontiac will create linkages between agencies that have normally been isolated
in dealing with the problems of youth, family and substance abuse. In the past, families
and youth were referred to multiple agencies to receive services, which has been
frustrating for the community. The partnership between the various agencies has brought
unity, understanding and a reduction in replication of services. Each individual agency
will gain insight about the challenges; obstacles and limitations that they have each
' faced. Cross system collaboration must form the basis for all solutions. The field is
beginning to understand that the needs and issues surrounding individuals with substance
abuse and/or mental health disorders cannot be placed at the doorstep of any single
agency or system. Although an individual system can help improve the care and treatment
of youth in the juvenile justice system, effective solutions require that multiple
relevant agencies coordinate and integrate strategies and services (Cocozza and Skowyra,
2000).
Oakland County Community Corrections Division will be the primary recipient and lead
agency for controlling and completing all aspects and activities proposed in this grant
application. Community Corrections Division will remain the lead agency for the
duration of funding and will be the sole point of contact for all matters related to this
proposal. The lead agency has the managerial and financial capability to ensure proper
planning, management, and completion of the project described in this proposal. Oakland
County Community Corrections has been in existence since 1994 and draws from a variety of
funding sources. In 2002, Community Corrections had grant funding totaling in excess of
$3.3 million.
The timetable for implementation of the project is relatively short. It is estimated
that the project could begin within 45 days of award notice. Initially, the Pontiac
InStep program would be located in the main office of Community Corrections until a space
was located in or near the schools. The following tasks would need to be completed as
part of the project implementation: 1) hiring of 3 staff case managers, 2) obtain
ATTACHMENT 2
STATEMENT OF WORK
training for Say It Straight 3) final determination of data elements to be collected,
4)database creation, and 5) begin outcome studies as appropriate.
The rationale for the replication and implementation of InStep - Pontiac is well
illustrated by fact the substance abusers and mentally ill offenders are often untreated
because the lack adequate procedures to divert them into community-based treatment
programs, when appropriate. If we are to effectively respond to the prevalence of mental
health and substance abuse problems among juveniles in our justice system, we must
carefully assess juveniles when they first come in contact with the system (Bilchik,
1998). By providing cross-system services, community assessment centers like InStep,
integrate multidisciplinary perspectives on the client's needs, enhance coordination of
effort among service providers, afford an opportunity to assess youth immediately, and
reduce duplication of assessment services (Bilchik, 1999). In accomplishing this,
juvenile adjudications, short term detention and long term residential placements will be
reduced, thus saving tax payer dollars.
PROGRAM BUDGET SUMMARY
BYRNE MEMORIAL FORMULA AND LOCAL LAW ENFORCEMENT BLOCK GRANT
FY 2003 - 2004
Program: Date Prepared: Page: Of:
InStep - Pontiac 8/12/2003 1 1
Contractor Name: Budget Period:
County of Oakland Community 10/1/2003 - 9/30/2004
Mailing Address: Budget Agreement: Amendment Number _
1200 N Telegraph Rd ..:4_, Original ri Amendment
City: State: Zip Code: Payee Federal ID Number:
Pontiac MI 48341-04 . 38-6004876
EXPENDITURE CATEGORY STATE FUNDS LOCAL MATCH TOTAL BUDGET
1. Salaries and Wages $64,709 $21,570 $86,279 Ay. P i
2. Fringe Benefits $26,594 $8,865 $35,459 ,
3. Travel $1,350 $450 ..,,, $1,800
4. Supplies and Materials $8,025 $2,675 $10,700 '....,
5. Contractual (Subcontracts) $9,150 $3,050 , _ " 11.; $12,200
6. Equipment
ti. ..
7. Other Expenses
.rl'A '
a. : • ,. .
., ' 1Z' '.: r ''''
: . q . :
1y ;41 I .f.' ' ' ,
8. TOTAL DIRECT EXPENDITURES $109,828 $36,610 $146,438 ,
-1, , 9 Indirect Costs: 0 % $0 . 1 $0
1 ' t v , . _ - 10. TOTAL EXPENDITURES $109,828 $36,610 i $146,438
SOURCE OF FUNDS STATE FUNDS LOCAL MATCH . TOTAL BUDGET
. , 11. State Agreement $109,828 $109,828
12. Fees and Collections $0 $0
13. Local $36,610 ,,I,N $36,610
14. Federal $0
15. Other (s) $0
, :•.:t
4." q :-*.,.,..-!:,7...:
16. TOTAL FUNDING $109,828 $36,610 $146,438
li uthority: PA. 368 of 1978
Completion: Is Voluntary, but is required as a condition of funding.
The Department of Community Health is an equal opportunity employer,
service, and programs provider.
DCH-0385(E) (Rev. 6-02) (Excel) Previous Edition Obsolete. Also Replaces FIN-110
MICHIGAN DEPARTMENT bF COMMUNITY HEALTH
PROGRAM BUDGET COST DETAIL of 2 Page 1
PROGRAM CODE BUDGET PERIOD DATE PREPARED
Juvenile Intervention 72124-1-03-3
Strategies 10/1/2003 to 9/30/2004
ORIGINAL BUDGET AMENDED BUDGET AMENDMENT NUMBER
1. SALARY AND WAGES POSITIONS TOTAL COMMENTS REQUIRED SALARY
Case Manager 2 $86,279
TOTAL SALARIES AND WAGES
2. FRINGE BENEFITS (specify)
FICA LIFE INS. DENTAL INS COMPOSITE RATE
fl UNEMPLOY INS. VISION INS. WORK COMP AMOUNT %
RETIREMENT HEARING INS.
HOSPITAL INS. OTHER
TOTAL FRINGE BENEFITS $
3. TRAVEL (specify if any item exceeds 10% of Total Expenditures)
mileage for case managers traveling to various schools and homes of part $750 $250
Roundtrip flight from California to Detroit and accomodations for Say It $600 $200 $
4. SUPPLIES AND MATERIALS (specify if any item exceeds 10% of Total Expenditures)
Drug testing supplies (400 tests x $10 per test) 3,000 1,000
Postage, paper, pens, copying etc 1,800 600 e
Say It Straight Trainer Manual (2) 300 100 4°
5. CONTRACTUAL (SUBCONTRACTS)
NAME ADDRESS AMOUNT
Community Mental Health $7,500 $2,500
Say It Straight Foundat $1,650 $ 5 5 0 $
6. EQUIPMENT (specify)
$
7. OTHER EXPENSES (specify if any item exceeds 10% of Total Expenditures)
$
8. TOTAL DIRECT EXPENDITURES (sum of Totals 1-7)
$
9. INDIRECT COST CALCULATIONS
Rate $
10. TOTAL EXPENDITURES (sum of lines 8-9)
$
AUTHORITY: P.A. 368 of 197 COMPLETION IN A CONDITION OF FUNDING DCH-0386FY2002(E) (W) 6/2001
MICHIGAN DEPARTMENT.OF COMMUNITY HEALTH
PROGRAM BUDGET COST DETAIL of 2 Page 2
_. PROGRAM CODE BUDGET PERIOD DATE PREPARED
Juvenile Int ervention 72124-1-03-8
Strategies 10/1/2003 to 9/30/2004
ORIGINAL BUDGET AMENDED BUDGET AMENDMENT NUMBER
1. SALARY AND WAGES POSITIONS TOTAL COMMENTS
REQUIRED SALARY
TOTAL SALARIES AND WAGES 2 $86,279
2. FRINGE BENEFITS (specify)
FICA X LIFE INS. X DENTAL INS X COMPOSITE RATE
X UNEMPLOY INS. X VISION INS. X WORK COMP AMOUNT 41 .1 %
X RETIREMENT HEARING INS.
X HOSPITAL INS. OTHER
TOTAL FRINGE BENEFITS $ $35,459
3. TRAVEL (specify if any item exceeds 10% of Total Expenditures)
$ $1 , 8 00
4. SUPPLIES AND MATERIALS (specify if any item exceeds 10% of Total Expenditures)
Say It Straight Training Student Workbooks (250 x $7.50) 1,406 469
JASAE Assessement tool (450 x $4.50 ) 1,519 506 ip,
4 $10 , 7 0 0
5. CONTRACTUAL (SUBCONTRACTS)
NAME ADDRESS AMOUNT
$ $12 , 2 0 0
6. EQUIPMENT (specify)
$ $0
7. OTHER EXPENSES (specify if any item exceeds 10% of Total Expenditures)
$ $0.
8. TOTAL DIRECT EXPENDITURES (sum of Totals 1-7)
$ $14 6 , 4 3 8
9. INDIRECT COST CALCULATIONS
Rate 0% $ 0 $ 0 $ $ 0
10. TOTAL EXPENDITURES (sum of lines 8-9)
$ $14 6 , 4 3 8
DCH-0386FY2002(E) (W) 6/2001 AUTHORITY: P.A. 368 of 1978 COMPLETION IN A CONDITION OF FUNDING
ATTACHMENT 4
ATTACHMENT C
PERFORMANCE / PROGRESS REPORT REQUIREMENTS
A. The Contractor shall submit the following reports on the following dates:
The instructions for completing the automated quarterly program reports will be provided
under separate cover.
The instructions for completing the automated monthly financial status reports will be
provided under separate cover.
B. Any such other information as specified in Attachment A shall be developed and submitted
by the Contractor as required by the Contract Manager.
C. Reports and information shall be submitted to the Contract Manager at:
All progress and financial reports will be submitted electronically through the MAGIC
system.
D. The Contract Manager shall evaluate the reports submitted as described in Attachment C,
Items A. and B. 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.
FINANCIAL STATUS REPORT
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
ATTACHMENT 5
BPO Number Contract Number Page Of
Local Agency Name Program - Code
Street Address Report Period -Date Prepared
Thru 1 Final
City, State, ZIP Code Agreement Period -FE ID Number
Thru
Category Expenditures ! ,i; Agreer it e tie-
• 'ClirrentPeriod - :Agreement YTD: Budget L':18,araii4.5
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
I
FOR STATE USE ONLY , , ,
-Advance . NISEX. PCA.- ' GO ,. MOUNT
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 i employer, services, and programs provider. n
DCH-0384 (Rev. 4/01) (W) Previous Edition Obsolete
ATTACHMENT 6
Audit Status Notification Letter
(Contractor exempt from the Single Audit or Financial Audit requirement)
Date:
To: Office of Audit
Quality Assurance and Review Section
Re: Period/ Fiscal Year:
The purpose of this letter is to comply with Michigan Department of Community
Health grant contract Audit requirements. I certify that the
(Name of Contractor)
expended less than $300,000 in federal awards, and received less than $300,000 in
total Department funding. Please be advised that our agency's audit did not address
any findings related to current or prior years, that negatively impact MDCH-funded
programs. Therefore, we are not required to submit either a Single Audit or Financial
Audit to the Department.
If you have questions, please contact at
(Contractor's Representative)
(Telephone number).
Sincerely,
(Contractor Representative/ Title)
ATTACHMENT 4
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
FY 03/04 AGREEMENT ADDENDUM A
1. This addendum modifies the following sections of Part II, General Provisions:
Part ll
Responsibilities-Contractor
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.
Thomas Law Chairperson
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
Michael EzzO, d.D., Chief Deputy Director
For the CONTRACTOR
Date
Name Title
Signature Date
MICHIGAN DEPARTMEN
FINANCIAL STATUS REPORT ATTACHMENT 6
_ .
BP0 Number Contract Number Page Of
Local Agency Name Program Code
Street Address Report Period Date Prepared .
Thru fl Final
City, State, ZIP Code . Agreement Period FE ID Number Thru
Expenditures :, • Category' . m.., teihieiit ?., rrent Period Agreement.:Y.:M 4thiget;a lane , : 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
FOR STATE USE ONLY
PC!‘
Ti
Advance Outstanding
Advance Issued or Applied
Adva-n-d INDEX •;kCODE-i- , : •
Balance
Message
Authority: P.A. 368 of 1978
Completion: is a Condition of Reimbursement
DCH-0384 (Rev. 4/01) (W) Previous Edition Obsolete
The Department of Community Health is an equal opportunity,
employer, services, and programs provider.
ATTACHMENT 7
Audit Status Notification Letter
(Contractor exempt from the Single Audit or Financial Audit requirement)
Date:
To: Office of Audit
Quality Assurance and Review Section
Re: Period/ Fiscal Year:
The purpose of this letter is to comply with Michigan Department of Community
Health grant contract Audit requirements. I certify that the
(Name of Contractor)
expended less than $300,000 in federal awards, and received less than $300,000 in
total Department funding. Please be advised that our agency's audit did not address
any findings related to current or prior years, that negatively impact MDCH-funded
programs. Therefore, we are not required to submit either a Single Audit or Financial
Audit to the Department. .
If you have questions, please contact at
(Contractor's Representative)
(Telephone number).
Sincerely,
(Contractor Representative/ Title)
ATTACHMENT 8
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
FY 03/04 AGREEMENT ADDENDUM A
1. This addendum modifies the following sections of Part II, General Provisions:
Part ll
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 ent[rety 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.
I
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
Michael Ezzo, Ed.D., Chief Deputy Director
For the CONTRACTOR
Thomas Law Chairperson
Name Title
Signature Date
Date
FISCAL NOTE MISC. #033I5 November 20, 2003
BY: FINANCE COMMITTEE, CHUCK MOSS, CHAIRPERSON
IN RE: DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION -
2003 - 2004 BYRNE MEMORIAL GRANT - MICHIGAN OFFICE OF DRUG CONTROL
POLICY FOR PONTIAC INSTEP 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. Oakland County has received a grant of $109,828 from the
2003-2004 Byrne Memorial Grant - Michigan Office of Drug
Control Policy for the Pontiac Instep Grant, which is a 28%
variance or $43,026 less than the application amount.
2. This is a new grant, which replicates the success of the
Waterford Instep Program, a community-based central juvenile
diagnostic program used to supplement existing services.
3. This grant supports the InStep project of employing the "Say
It Straight" method and training in this area in order to
reduce and prevent the risk of destructive behaviors such as
alcohol, tobacco, and other drug use. Also it tries to
avert violence, school drop-out, teen pregnancy, behaviors
leading to HIV/AIDS along with promotion of wellness,
personal and social responsibility, positive self-esteem and
positive relationships.
4. The grant would support two (2) full time Community
Corrections Specialist II positions, supplies, materials,
and subcontractors to administer the program.
5. The County is expected to incur $3,504 in administration and
support costs, which have been included in the FY 2004
budget. This grant does not allow for the recovery of those
costs.
6. The total cost of the program is $146,438, with $36,610
(25%) of the cost in grant match from the County's General
Fund and $109,828 (75%) in from the Byrne Memorial Grant
Fund.
7. Two amendments to the special revenue budget, Attachment "A"
and "B" are requested to reflect the new grant award for FY
2004.
8. A budget amendment is recommended to transfer the grant
match funds to the Community Corrections grant match line
item as follows:
General Fund FY 2004
Expenditures
90-290000-25000-2872 Non-Dept. - Grant Match ($36,610)
17-402200-70001-2872 Community Corr - Grant Match $36,610
0
FINANCE COMMITTEE
/e-efs
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Crawford absent.
• ,
Resolution #03315 November 20, 2003
Moved by Wilson supported by Hatchett the resolutions on the Consent Agenda be adopted (with
accompanying reports being accepted).
AYES: Coleman, Coulter, Crawford, Gregory, Hatchett, Jamian, Knollenberg, KowaII, Law, Long,
McMillin, Middleton, Moffitt, Moss, Palmer, Patterson, Potter, Rogers, Scott, Suarez, Webster,
Wilson, Zack, Bullard. (24)
NAYS: None. (0)
A sufficient majority having voted therefore, the resolutions on the Consent Agenda were adopted (with
accompanying reports being accepted).
,01•••••
I UN APPROVE THE RIEGINI RESOWDON
STATE OF MICHIGAN) hA.3
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 20, 2003 with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal oftiiir County of Oakland at
Pontiac, Michigan this 20th day of November, 2003. I
G. William Caddell, County Clerk