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Home My WebLink AboutReports - 2024.04.24 - 41164 AGENDA ITEM: Application to the Michigan Department of Health and Human Services for the FY 2025 Lead Education and Faucet Replacement Program DEPARTMENT: Health & Human Services - Health Division MEETING: Board of Commissioners DATE: Wednesday, April 24, 2024 6:00 PM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2024-4026 Motion to approve the submission of the 2025 Lead Education and Faucet Replacement Program grant application to the Michigan Department of Health and Human Services in the amount of $103,636 for the period October 1, 2024 through September 30, 2025. ITEM CATEGORY SPONSORED BY Grant Penny Luebs INTRODUCTION AND BACKGROUND The Oakland County Health Division is applying for the 2025 Lead Education and Faucet Replacement Program grant through the Michigan Department of Health and Human Services (MDHHS) in the amount of $103,636 for the period October 1, 2024 through September 30, 2025. The purpose of the Lead Education and Faucet Replacement Program is to prevent lead exposure from drinking water to Medicaid enrolled households with children or pregnant people. Grant funds support performing lead education home visits, providing drinking water filters, performing plumbing assessments to document the material of the interior plumbing, and accessing and assisting families in applying for the MDHHS Lead Safe Home Program; with training from MDHHS. These activities will allow MDHHS to install a new primary drinking water faucet for residents residing in the city of Pontiac if their faucet is older than 2014. The Lead Education and Faucet Replacement Program requires three (3) to five (5) home visits and plumbing assessments in an eight (8) hour day. The grant application requests funding for two (2) Special Revenue (SR) Part-time Non-eligible (PTNE) 1,000-hour Public Health Sanitarian positions to conduct home visits and plumbing assessments. POLICY ANALYSIS The application and future acceptance of this grant does not obligate the County to any future commitment and continuation of this program is contingent upon continued future levels of grant funding. BUDGET AMENDMENT REQUIRED: No Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at 248.425.5572 or andrewsmb@oakgov.com or the department contact persons listed for additional information. CONTACT Stacey Sledge, HHS Business Manager ITEM REVIEW TRACKING Aaron Snover, Board of Commissioners Created/Initiated - 4/24/2024 AGENDA DEADLINE: 04/24/2024 6:00 PM ATTACHMENTS 1. Grant Review Sign-Off 2. EGrAMS Application and attachments updated 4-8-2024 revised 3. Att 3B 4. Att C 5. Att E 6. Attachment B.4 - Budget DeMinimis Calculator - 10-17-2022 7. RFP FAQ 8. RFP 9. Standard agreement language 10. FFATA25_Att_F_UEI 4_3 11. Fiscal Questionnaire FY 2025 4_10 COMMITTEE TRACKING 2024-04-16 Public Health & Safety - Recommend to Board 2024-04-24 Full Board - Adopt Motioned by: Commissioner Angela Powell Seconded by: Commissioner Robert Hoffman Yes: David Woodward, Michael Spisz, Penny Luebs, Karen Joliat, Kristen Nelson, Christine Long, Robert Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, Charles Cavell, Brendan Johnson, Ann Erickson Gault, Linnie Taylor (15) No: None (0) Abstain: None (0) Absent: Ajay Raman, Michael Gingell, Yolanda Smith Charles, William Miller III (4) Passed GRANT REVIEW SIGN-OFF – Health & Human Services/Health GRANT NAME: FY2025 Lead Education and Faucet Replacement Program FUNDING AGENCY: Michigan Department of Health and Human Services DEPARTMENT CONTACT: Stacey Sledge 248-452-2151 STATUS: Application (Greater than 50,000) Please be advised that the captioned grant materials have completed the internal grant review. The returned comments are below. The Board of Commissioners’ liaison committee resolution and grant application package (which should include this sign-off and the grant application with related documentation) must be uploaded to Civic Clerk on the upcoming agenda(s) of the appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution. DEPARTMENT REVIEW Management and Budget: Approved – Sheryl Johnson (04/10/2024) Human Resources: Approved by Human Resources. Requests funding for two PTNE positions. HR action would be needed at acceptance if grant application is approved. - Heather Mason (04/03/2024) Risk Management: Approved. Allows governmental self-insurance – Robert Erlenbeck (04/03/2024) Corporation Counsel: Approved. I have no legal issues with the grant application. Though, I did notice that the EGrAMS application lists Rachel Shymkiw's email address and Stacey Sledge's phone number for Commissioner Woodward. – Bradley Benn (04/04/2024) [EGrAMS application and drafted Misc Resolution has been revised and is included] Lead Education and Faucet Replacement Program - 2025 Facesheet Facesheet for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ FOR OFFICE USE ONLY: Version # ______ APP # ______ 1.Demographic Information a.Demographic Information Name Oakland County Department of Health and Human Services/ Health Division b.Organizational Unit c.Address 1200 N. Telegraph Rd. d.Address 2 34 East e.City Pontiac State MI Zip 48341-1032 f.Federal ID Number 38-6004876 Reference No.136200362 Unique Entity Id.HZ4EUKDD7A B4 g.Agency's fiscal year (beginning month and day)October-01 h.Agency Type Native American Tribes Private, Non-Profit Private, Proprietary Public University i.Select the appropriate radio button to indicate the agency method of accounting. Accrual Cash Modified Accrual j.State of Michigan Employee Involvement If former state of Michigan employees are involved in this project in any of the following capacities, the agency should disclose this in the space provided: a) In the performance of any resulting state agreement; b) Oversight or management of any resulting state agreement; or c) Consulting, conferring, or advising on the RFP response (such as in a role of consultant or lobbyist). If not, the agency may respond with "Not applicable." Include the name(s) of former employee(s), department and division worked for, active dates of employment, and describe the role they will have with this RFP or any resulting grant agreement. Not applicable 2.Program / Service Information a.Program / Service Information Name Lead Education and Faucet Replacement Program - 2025 b.Is implementing agency same as Demographic Information Yes No c.Implementing Agency Name d.Project Start Date Oct-01-2024 End Date Sep-30-2025 e.Amount of Funds Requested $103,636.00 Project Cost $103,636.00 __________________________________________________________________________ Page: 1 of 20 FOR OFFICE USE ONLY:Version # ______ APP # ______ 3.Certification / Contacts Information a.Authorized Official Name David T. Woodward Title County Commissioner Mailing Address 1200 N. Telegraph Rd. City Pontiac State MI Zip 48341 Telephone (248) 858-0100 Fax E-mail Address Woodwardd@oakgov.com b.Financial Officer Name Michelle Coburn Title Accountant Mailing Address 2100 Pontiac Lk Rd City Waterford State MI Zip 48328 Telephone (248) 858-0996 Fax E-mail Address coburnm@oakgov.com c.Project Director Name Stacey Sledge Title Administrator Mailing Address 1200 N Telegraph 34E City Pontiac State MI Zip 48341 Telephone (248) 452-2151 Fax E-mail Address sledges@oakgov.com Facesheet for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ __________________________________________________________________________ Page: 2 of 20 Certifications Certifications for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ FOR OFFICE USE ONLY: Version # ______ APP # ______ 4.Assurances and Certifications A. Special Certifications a.By checking this box, the individual or officer certifies that individual or officer is authorized to approve this grant application for submission to the Department of Health and Human Services on behalf of the responsible governing board, official or Grantee. b.By checking this box, the individual or officer certifies that the individual or officer is authorized to sign the agreement on behalf of the responsible governing board, official or Grantee. c.By checking this box, the individual or officer certifies that the individual or officer is NOT an Iran-linked business, as defined in MCL 129.312. d.By checking this box, the individual or officer certifies that the individual or officer will abide by MDHHS standard grant agreement terms and conditions if awarded funding. A copy of the boilerplate agreement can be found under the "Show Documents" link of this application. B. State of Michigan Information Technology Information Security Policy 1.By checking the following boxes, the Grantee acknowledges compliance with State of Michigan Information Technology Information Security Policy* and provides the following assurances: a.The Grantee Project Director will be notified within 24 hours when its users are terminated or transferred or immediately if after an unfriendly separation. b.The Grantee Project Director will annually review and certify user accounts to verify the user’s access is still required and the user is assigned the appropriate permissions. c.The Grantee Project Director will remove user’s access within 48 hours of notification when users are terminated or transferred, or immediately if after an unfriendly separation. d.After 120 days of inactivity, when the user attempts to log into their account they will receive a message stating their account has been deactivated, and the user will have to request the account be reinstated. *Policy available at https://www.michigan.gov/documents/dmb/1340_193162_7.pdf __________________________________________________________________________ Page: 3 of 20 Narrative Narrative for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ FOR OFFICE USE ONLY: Version # ______ APP # ______ 5.Program Service Area Counties project will serve (check all that apply): Alcona Alger Allegan Alpena Antrim Arenac Baraga Barry Bay Benzie Berrien Branch Calhoun Cass Charlevoix Cheboygan Chippewa Clare Clinton Crawford Delta Dickinson Eaton Emmet Genesee Gladwin Gogebic Grand Traverse Gratiot Hillsdale Houghton Huron Ingham Ionia Iosco Iron Isabella Jackson Kalamazoo Kalkaska Kent Keweenaw Lake Lapeer Leelanau Lenawee Livingston Luce Mackinac Macomb Manistee Marquette Mason Mecosta Menominee Midland Missaukee Monroe Montcalm Montmorency Muskegon Newaygo Oakland Oceana Ogemaw Ontonagon Osceola Oscoda Otsego Ottawa Presque Isle Roscommon Saginaw St. Clair St. Joseph Sanilac Schoolcraft Shiawassee Tuscola Van Buren Washtenaw Wayne Wexford Out Wayne 6.Program Implementation (Maximum 40 points) A. Communities to be Served (2 points) - click "Show Instructions" for full question Please choose the communities you plan on serving with this grant program. Pick at least one or more target cities: Albion (Calhoun County) __________________________________________________________________________ Page: 4 of 20 Narrative for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ Benton Harbor (Berrien County) Muskegon Heights (Muskegon County) Saginaw (Saginaw County) Pontiac (Oakland County) Flint (Genesee County) Highland Park (Wayne County) Hamtramck (Wayne County) Detroit (Wayne County) Inkster (Wayne County) Ecorse (Wayne County) B. Process & Steps to be Successful (10 points) - click "Show Instructions" for full question The Oakland County Health Division (OCHD) has a very long history of successful implementation of programs and services that are both outreach based and appointment based. The Environmental Health Services (EHS) Unit currently provides Elevated Blood Level (EBL) Environmental Investigations at homes with children reported at a blood level of 10µg/dl and above assigning one (1) of three (3) current EBL Investigators/Lead Risk Assessors endorsed by MDHHS. These full investigations include a plumbing assessment and water sampling for lead according to MDHHS protocols. In the past, EHS participated in plumbing assessments and lead sampling in Oakland County controlled buildings using the Michigan Department of Environment, Great Lakes, and Energy protocols for lead sampling in schools and daycares. EHS also has responsibility for mandated programs such as the private and Type III well program, onsite wastewater, and the noncommunity public well program that all have plumbing review components. Experience in all of the above programs has provided expertise in the initial outreach for program recruitment, and scheduling using standard electronic calendar integration shared by assigned staff, program supervision, and OCHD Administration. Steps for successful performance will include the initial advertising of the program using some or all of established internal processes for press releases, leveraging local and regional print media, OCHD social media platforms, and Oakland County Website updates. Recruitment will primarily be by direct mailing utilizing a list of eligible households provided by the Michigan Department of Health and Human Services. Scheduling of plumbing assessments will be kept on internal, electronic and shared calendars for participating staff. Staff will perform the education and plumbing assessments in teams of two (2). Transportation to scheduled appointments is through staff member personal vehicle with mileage reimbursement according to the current federal rate. No transportation needs are expected of the client, as these are in-home visits. C. Program Success (10 points) - click "Show Instructions" for full question Environmental Health Services (EHS) within the Oakland County Health Division (OCHD) has long standing processes for program self-assessment. Through the Michigan Local Public Health Accreditation Program, EHS completes annual, full program assessments and quarterly reporting for mandated programs, such as onsite wastewater and Private and Type III water wells, using standardized State forms and local assessment tools to ensure minimum program requirements and local expectations are met. Further, EHS voluntarily completes a similar, but not mandated, annual self-assessment of our Food Service Inspection program. Information about program outcomes from annual assessments and quarterly review of program performance is used to target training topics, inform policy revision, and provide feedback to assigned staff for both positive outcomes and outcomes needing further effort. Similarly, an internal program review tool will be created to detail goals, minimum program requirements, additional internal expectations, and expected outcomes. Weekly review of all home visits, plumbing assessments, and outreach efforts provides the opportunity to identify strengths and weaknesses in initial efforts so adjustments can be made in staffing, potential partnerships, and revisions to written internal policies created for the program. Financial status monitoring and reporting is done through OCHD financial reporting software by program __________________________________________________________________________ Page: 5 of 20 Narrative for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ supervision and assigned accountants from Oakland County Management and Budget, Fiscal Services Unit. D. Recruitment Plan (8 points) - click "Show Instructions" for full question If selected, the Oakland County Health Division (OCHD) will use the identified Medicaid enrolled individuals provided by the Michigan Department of Health and Human Services. The initial campaign will require a kick-off press release and distribution to local and regional media outlets currently established in the OCHD Community Health Promotion and Intervention Services Unit. Health Educators within the unit will also be leveraged to create a social media presence, update and maintain program information on the Oakland County Website, and to create recruitment fliers for distribution within the community. Existing partnerships established through successful outreach programs administered by Public Health Nurses in the Personal and Preventative Health Services Unit of OCHD will be engaged to assist in the advertising and distribution of informational and recruitment materials. Examples of existing partnerships include the Oakland County Great Start Collaborative helping keep children healthy, thriving, and developmentally ready to succeed; Early On Oakland that provides support services and resources for small children with health conditions or developmental delay; and Oakland Family Services who provide safe and secure homes for families in need along with programs for early education. Advertising will be followed by mass-mailing to residents on the MDHHS list. Follow-up within the community will have multiple efforts including engagement of community partners, seeking and establishing new community partnerships, and finally the potential for door-to-door introduction to the program or leaving informational door-hangers. E. Data Collection (3 points) - click "Show Instructions" for full question Assigned staff, along with designated Supervisors and program Chief, will participate in all trainings offered and use forms provided by the Michigan Department of Health and Human Services (MDHHS). A spreadsheet will be kept to track and monitor recruitment efforts and participants. The spreadsheet, forms, and educational materials will be maintained on the internal file sharing system SharePoint with shared, simultaneous access to program staffing. In addition, all grants in Oakland County are assigned a specific grant number that is used to code staffing time and expenses such as personal mileage through enterprise management software Workday. Each grant is assigned a Grant Manager that receives notices for staffing and expense review through Workday. Program Supervision will review individual plumbing assessment forms, monitor progress toward the OCHD goal of 500 or more enrollees, and provide program reporting to the Chief. These practices will ensure integrity of weekly reporting of home visits, plumbing assessment, and outreach information, accuracy of monthly Financial Status Reports, and detailed quarterly workplan reports. F. External Partners (5 points) - click "Show Instructions" for full question For recruitment and implementation of this program, OCHD fully intends to approach existing community partnerships to determine how we can expand on existing service in Pontiac by offering this opportunity. Examples of existing partnerships include the Oakland County Great Start Collaborative helping keep children healthy, thriving, and developmentally ready to succeed; Early On Oakland that provides support services and resources for small children with health conditions or developmental delay; Oakland Family Services who provide safe and secure homes for families in need along with programs for early education, and Oakland Livingston Human Service Agency (OLHSA) as a community action agency supporting Oakland and Livingston County residents that are looking for assistance in removing the burdens of poverty. Each of these large-presence partners will have channels to engage qualified households with Medicaid enrolled children or pregnant persons targeted in the program. G. Diversity, Equity and Inclusion (2 points) - click "Show Instructions" for full question Oakland County is committed to the goal of operationalizing equity by taking actions to integrate diversity, equity, and inclusion within our county operations. As a government organization with a commitment to public service and influence on public decision-making, Oakland County has a responsibility to identify, challenge and change systems that perpetuate injustices and create disparate outcomes for marginalized and disadvantaged individuals and communities. We will hold ourselves accountable to this commitment through continuous education around structural and systemic inequities and intentional incorporation of equity and inclusion in all policies, practices, and programs. Policies for this grant opportunity will be written and evaluated using Oakland County’s Health Equity __________________________________________________________________________ Page: 6 of 20 Narrative for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ Lens tool. The Health Equity Lens Tool is a process for analyzing or diagnosing the impact of the design and implementation of a program/policy on under-served and/or marginalized individuals and groups, and to identify and potentially eliminate barriers. Continued analysis through the tool could lead to Quality Improvement projects using existing County QI processes. 7.Experience and Past Performance (Maximum 25 points) A. Experience in Providing Services (15 points) - click "Show Instructions" for full question The Environmental Health Services (EHS) Unit currently provides Environmental Investigations at homes with children reported at a blood level of 10µg/dl and above assigning one (1) of three (3) current EBL Investigators/Lead Risk Assessors endorsed by MDHHS. These full investigations include a plumbing assessment and water sampling for lead according to MDHHS protocols. Though smaller in scale than this program proposal, the EBL investigation program, along many other appointment based, in-home programs performed by EHS, introduces many of the same skills and activities necessary for a successful Lead Education and Faucet Replacement program. The EBL investigation program incorporates recruitment, partnerships with the Personal and Preventative Health Services Unit and lead remediation companies, and follow-up with families to ensure continued monitoring of blood lead to show lead hazards have been successfully removed. In the past, EHS participated in plumbing assessments and lead sampling in Oakland County controlled buildings using the Michigan Department of Environment, Great Lakes, and Energy protocols for lead sampling in schools and daycares. All buildings, including those under the County Executive and Water Resources Commissioner. This required partnerships with other County Departments including Facilities Maintenance, Oakland County Courts, and Parks and Recreation. The effort included every office building, park, a large childcaring institution with associated schools, houses, and onsite daycare. Hundreds of sink/plumbing assessments and samples were collected to inform leadership of needed repairs including sink elimination, fixture replacement, lead service line replacement, and many filtered bottle fillers to replace unfiltered drinking fountains. Follow up sampling within 3 years of the original effort demonstrated program success with results below 5ppb lead. B. Residential Housing & Plumbing Assessments Experience (5 points) - click "Show Instructions" for full question The Environmental Health Services (EHS) Unit currently provides Elevated Blood Level (EBL) Environmental Investigations at homes with children reported at a blood level of 10µg/dl and above assigning one (1) of three (3) current EBL Investigators/Lead Risk Assessors endorsed by MDHHS. These full investigations include a plumbing assessment and water sampling for lead according to MDHHS protocols. In the past, EHS participated in plumbing assessments and lead sampling in Oakland County controlled buildings using the Michigan Department of Environment, Great Lakes, and Energy protocols for lead sampling in schools and daycares. EHS also has responsibility for mandated programs such as the private and Type III well program, onsite wastewater, and the noncommunity public well program that all have plumbing review components. Further experience in the inspection of housing components is found in onsite wastewater program where plumbing components are evaluated for connection to onsite wastewater treatment systems. Oakland County averages nearly 800 permits per year in this program and completes thousands of inspections. Additional experience in this area includes onsite wastewater treatment system evaluations for the City of Southfield related to sewer construction. Southfield contracted with Oakland County to complete thorough evaluations including determination of connections within the home with dye testing as needed, calculations of system size, evaluation of the septic tank, and hand augers into the drain field. Those with a ‘passing’ status were not required to connect to the new sewer. Over 20% of the systems evaluated did not pass and were required to replace or connect. C. Education & Outreach Experience (5 points) - click "Show Instructions" for full question Education of the public is a major component of any program performed by Environmental Health professionals. Whether it’s documents for maintaining a septic system or well, guidelines and information about food safety, precautions and water sampling recommendations for well owners within or outside areas of know contamination, or protecting oneself from mosquito and tick borne disease, Public Health Sanitarians are natural educators. Some __________________________________________________________________________ Page: 7 of 20 Narrative for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ non-mandated programs do require outreach in order to provide the education and/or services available to the public. One successful outreach program in Environmental Health Services is the education and filter program for PFAS monitoring and interim control. The largest Michigan PFAS Action Team (MPART) site in Oakland County had over 50 residential homes with a detection of one or more PFAS chemicals. In conjunction with the Michigan Department of Health and Human Services and Michigan Department of Environment, Great Lakes, and Energy, Oakland County participates in community meetings, notifies targeted homes of sample results, and facilitates the installation of PFAS reducing filters at the primary drinking water outlet inside the home. Homeowners have a choice to accept these services. Through Oakland County’s efforts, we have a filter installation success rate of nearly 66% and a 100% success rate for filter replacement cartridges. 8.Staffing and Training (Maximum 20 Points) A. Staffing Plan (8 point) - click "Show Instructions" for full question The Oakland County Health Division with be hiring two (2) part-time non-eligible Public Health Sanitarians as grant funded positions to carry out the majority of this program. If successful in an award, positions funded in whole or in part will include the following: Public Health Sanitarian – 1000 hours (grant position) Public Health Sanitarian – 1000 hours (grant position) In kind positions dedicating a portion of their time to this project would include the Public Health Administrator over the Environmental Health Services Unit (EHS) – 1 hour per week, EHS Supervisors – 3 hours per week, EHS Program Chief – 1 hour per week, a Health Educator within the Community Health Promotion and Intervention Services Unit – 1 hour per week, and accounting from Oakland County Management and Budget, Fiscal Services Unit – as needed. Hiring of the 2 Public Health Sanitarian grant funded positions will be through existing, established hiring processes. These positions can be posted once an award to Oakland County is secured. Once a position is posted, applications are evaluated by Oakland County Human Resources using the examination currently available for the Public Health Sanitarian positions. Those applications are reviewed by an internal, three (3) person EHS panel trained in interviews and hiring to the County standard. Applications are ‘blind’ meaning they have no identifiable information. A large percentage of qualified applicants are selected for in-person interviews. Successful applicants are recommended by the panel and offered a position by the Administrator for EHS. B. Position Descriptions (7 point) - click "Show Instructions" for full question Please upload a position description for each grant funded positions outlined in Question A (Staffing and Training) above as well as anticipated hours per week for each. Please include staff responsible for financial management as well as programmatic administration. *The position description must contain educational credentials, knowledge, skills, abilities, and other characteristics that demonstrate qualifications to provide the proposed services. *Position titles must match those listed in the budget submission. *No resumes should be attached. Please upload documents here: 277_PH Sanitarian .pdf 697_PH Sanitarian Supv.pdf 750_Chief - Public Health.pdf 915_Administrator Public Health.pdf __________________________________________________________________________ Page: 8 of 20 Narrative for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ 157_Accountant III.pdf C. Financial Report (5 point) - click "Show Instructions" for full question All grants in Oakland County are assigned a specific grant number that is used to code staffing time and expenses such as personal mileage through enterprise management software Workday. Each grant is assigned a Grant Manager that receives notices for staffing and expense review through Workday. Existing reports in Workday provide real-time totals of any expense charged using spend categories available. Information from these reports will provide a thorough and accurate accounting. The Oakland County has a long standing history of reporting grant expenditures, and occasional revenues, through a State-provided Financial Status Report (FSR) template. Two examples of programs specific to Environmental Health Services are the Inland Beach Monitoring grant and the Local Health Department Grant Agreement between the Michigan Department of Environment, Great Lakes, and Energy and Oakland County Health Division. The Inland Beach Monitoring program has had an award upward of $100,000 and the current Local Health Department agreement is nearly $750,000. FSR submittal is required quarterly as part of these grant requirements. All associated spend categories within these FSR documents are above and beyond categories this grant opportunity will necessitate. Workday provides all needed reports for accounting purposes. All claims on any FSR submitted to grantors is reviewed and verified by the Oakland County Fiscal Services Unit withing the Department of Management and Budget. __________________________________________________________________________ Page: 9 of 20 Work Plan Work Plan for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ FOR OFFICE USE ONLY: Version # ______ APP # ______ 9.Work Plan (5 points) Objective :Objective 1: Obtain new staff: Objective 2: Recruit applicants and obtain applications for residents to be enrolled into the Lead Education and Faucet Program. Objective 3: Perform home visits and plumbing assessments within grant timeframe. (10/01/2024 - 9/30/2025). Objective 4: Reporting Objective 5: Educate family about Michigan law on child blood lead testing and why child blood lead testing is important action to protect children from the toxicity of lead. Activity :Objective 1: Obtain new staff: Benchmark 1: Post grant funded, PTNE positions using Oakland County established processes. (June-July 2024) Benchmark 2: Interview qualified Public Health Sanitarian candidates and select for employment with a start date of 10/1/2024. (August-September 2024) Objective 2: Recruit applicants and obtain applications for residents to be enrolled into the Lead Education and Faucet Program. Benchmark 1: Initial announcements of the program through potential press release, social media posts, and Website updates to include eligibility requirements, application process, and contact information for potential participant questions. (October 2024) Benchmark 2: Review provided MDHHS education and informational fliers and update to current Oakland County Branding or engage Health Educator to create fliers for distribution to external partners. (October – December 2024) Benchmark 3: Engage external partners to assist in program exposure and distribution of recruitment materials. (October – December 2024 and ongoing) Benchmark 4: Direct mailing to potential participants using the List of Medicaid enrolled households with children and/or pregnant persons. Initial mailing effort to include approximately 1,000 addresses. Objective 3: Perform home visits and plumbing assessments within grant timeframe. (10/01/2024 - 9/30/2025). Benchmark 1: Attend all MDHHS sponsored trainings. Any trainings prior to grant award will be attended by program supervision and program Chief as in- kind and relayed to grant funded Sanitarian Staff. Benchmark 2: Create participant spreadsheet and document all applications for service for scheduling outreach. Benchmark 3: Schedule appointments using shared, electronic calendar maintaining an average of 10 or more assessments per week. Benchmark 4: Provide a minimum 500 home visits for plumbing assessments. Objective 4: Reporting Benchmark 1: Weekly reporting of home visits, plumbing assessment, and outreach information. (Weekly beginning Octob Responsible Staff :Public Health Sanitarian, Public Health Sanitarian Supervisor, Public Health Chi Date Range :10/01/2024 - 09/30/2025 Expected Outcome : Measurement : __________________________________________________________________________ Page: 10 of 20 Budget Budget Detail (7 points) for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 ________________________________________________________________________________________________________________ FOR OFFICE USE ONLY: Version # ______ APP # ______ Line Item Qty Rate Units UOM Total Amount DIRECT EXPENSES Program Expenses 1 Salary & Wages Sanitarian 0.4808 83297.000 0.000 FTE 40,049.00 40,049.00 Sanitarian 0.4808 83297.000 0.000 FTE 40,049.00 40,049.00 Total for Salary & Wages 80,098.00 80,098.00 2 Fringe Benefits Composite Rate-5.25% of Salary Notes : FICA Unemployment Insurance Retirement Hospital Insurance Life Insurance Vision Insurance Short term Disability Long term Disability Dental Insurance Workers Compensation 0.0000 5.251 80098.000 4,206.00 4,206.00 3 Employee Travel and Training Conference Registration 0.0000 0.000 0.000 1,500.00 1,500.00 ________________________________________________________________________________________________________________ Page: 11 of 20 Budget Detail (7 points) for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 ________________________________________________________________________________________________________________ Line Item Qty Rate Units UOM Total Amount Mileage-2,600 miles @ $0.67 per mile Notes : 2,600 miles @ $0.67 per mile 0.0000 0.000 0.000 1,742.00 1,742.00 Total for Employee Travel and Training 3,242.00 3,242.00 4 Supplies & Materials Computer 0.0000 0.000 0.000 6,704.00 6,704.00 Postage 0.0000 0.000 0.000 1,290.00 1,290.00 Printing 0.0000 0.000 0.000 1,000.00 1,000.00 Total for Supplies & Materials 8,994.00 8,994.00 5 Subawards – Subrecipient Services 6 Contractual - Professional Services 7 Communications Cellular Telephone Service 0.0000 0.000 0.000 648.00 648.00 8 Grantee Rent Costs 9 Space Costs 10 Capital Expenditures - Equipment & Other 11 Client Assistance - Rent 12 Client Assistance - All Other 13 Other Expense Total Program Expenses 97,188.00 97,188.00 TOTAL DIRECT EXPENSES 97,188.00 97,188.00 INDIRECT EXPENSES ________________________________________________________________________________________________________________ Page: 12 of 20 Budget Detail (7 points) for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 ________________________________________________________________________________________________________________ Line Item Qty Rate Units UOM Total Amount Indirect Costs 1 Indirect Costs 2 Cost Allocation Plan Other Indirect Cost Distributions Notes : Indirect rate - 8.05% 0.0000 0.000 0.000 6,448.00 6,448.00 Total Indirect Costs 6,448.00 6,448.00 TOTAL INDIRECT EXPENSES 6,448.00 6,448.00 TOTAL EXPENDITURES 103,636.00 103,636.00 ________________________________________________________________________________________________________________ Page: 13 of 20 Budget Summary (3 points) for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 ________________________________________________________________________________________________________________ Category Total Amount Narrative DIRECT EXPENSES Program Expenses 1 Salary & Wages 80,098.00 80,098.00 Public Health Sanitarian - 2 positions 2 Fringe Benefits 4,206.00 4,206.00 To cover fringe benefits to staff to complete the following: For Travel and Training: To cover expenses for mileage to complete onsite education and assessments for Lead Education and Faucet Replacement Program. To cover expenses of training fees, lodging and mileage to attend training required by MDHHS to implement and administer the Lead Education and Faucet Replacement Program. For Supplies and Materials To cover expenses for computer, accessories, postage, and printing related to the Lead Education and Faucet Replacement Program. For Communications: To cover expenses for telephones, accessories, to communicate with Administration, clients, and MDHHS and take photos to implement and administer the Lead Education and Faucet Replacement Program. 3 Employee Travel and Training 3,242.00 3,242.00 For Travel and Training: To cover expenses for mileage to complete onsite education and assessments for Lead Education and Faucet Replacement Program. To cover expenses of training fees, lodging and mileage to attend training required by MDHHS to implement and administer the Lead Education and Faucet ________________________________________________________________________________________________________________ Page: 14 of 20 Budget Summary (3 points) for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 ________________________________________________________________________________________________________________ Category Total Amount Narrative Replacement Program. For Supplies and Materials To cover expenses for computer, accessories, postage, and printing related to the Lead Education and Faucet Replacement Program. For Communications: To cover expenses for telephones, accessories, to communicate with Administration, clients, and MDHHS and take photos to implement and administer the Lead Education and Faucet Replacement Program. 4 Supplies & Materials 8,994.00 8,994.00 For Travel and Training: To cover expenses for mileage to complete onsite education and assessments for Lead Education and Faucet Replacement Program. To cover expenses of training fees, lodging and mileage to attend training required by MDHHS to implement and administer the Lead Education and Faucet Replacement Program. For Supplies and Materials To cover expenses for computer, accessories, postage, and printing related to the Lead Education and Faucet Replacement Program. For Communications: To cover expenses for telephones, accessories, to communicate with Administration, clients, and MDHHS and take photos to implement and administer the Lead Education and Faucet Replacement Program. 5 Subawards – Subrecipient Services 0.00 0.00 6 Contractual - Professional Services 0.00 0.00 ________________________________________________________________________________________________________________ Page: 15 of 20 Budget Summary (3 points) for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 ________________________________________________________________________________________________________________ Category Total Amount Narrative 7 Communications 648.00 648.00 For Travel and Training: To cover expenses for mileage to complete onsite education and assessments for Lead Education and Faucet Replacement Program. To cover expenses of training fees, lodging and mileage to attend training required by MDHHS to implement and administer the Lead Education and Faucet Replacement Program. For Supplies and Materials To cover expenses for computer, accessories, postage, and printing related to the Lead Education and Faucet Replacement Program. For Communications: To cover expenses for telephones, accessories, to communicate with Administration, clients, and MDHHS and take photos to implement and administer the Lead Education and Faucet Replacement Program. 8 Grantee Rent Costs 0.00 0.00 9 Space Costs 0.00 0.00 10 Capital Expenditures - Equipment & Other 0.00 0.00 11 Client Assistance - Rent 0.00 0.00 12 Client Assistance - All Other 0.00 0.00 13 Other Expense 0.00 0.00 Total Program Expenses 97,188.00 97,188.00 TOTAL DIRECT EXPENSES 97,188.00 97,188.00 INDIRECT EXPENSES ________________________________________________________________________________________________________________ Page: 16 of 20 Budget Summary (3 points) for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 ________________________________________________________________________________________________________________ Category Total Amount Narrative Indirect Costs 1 Indirect Costs 0.00 0.00 2 Cost Allocation Plan 6,448.00 6,448.00 8.05% of salaries Total Indirect Costs 6,448.00 6,448.00 TOTAL INDIRECT EXPENSES 6,448.00 6,448.00 TOTAL EXPENDITURES 103,636.00 103,636.00 Source of Funds Category Total Amount Cash Inkind Narrative 1 Source of Funds MDHHS State Agreement 103,636.00 103,636.00 0.00 0.00 Fees and Collections - 1st and 2nd Party 0.00 0.00 0.00 0.00 Fees and Collections - 3rd Party 0.00 0.00 0.00 0.00 Local 0.00 0.00 0.00 0.00 Non-MDHHS State Agreements 0.00 0.00 0.00 0.00 Federal 0.00 0.00 0.00 0.00 Other 0.00 0.00 0.00 0.00 In-Kind 0.00 0.00 0.00 0.00 Federal Cost Based Reimbursement 0.00 0.00 0.00 0.00 Total Source of Funds 103,636.00 103,636.00 0.00 0.00 ________________________________________________________________________________________________________________ Page: 17 of 20 Budget Summary (3 points) for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 ________________________________________________________________________________________________________________ Totals 103,636.00 103,636.00 0.00 0.00 ________________________________________________________________________________________________________________ Page: 18 of 20 Miscellaneous Miscellaneous for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ FOR OFFICE USE ONLY: Version # ______ APP # ______ 13.Supporting Documents Attachment Title Attachment Public Health Sanitarian Job Description 744_PH Sanitarian .pdf Public Health Chief 474_Chief - Public Health.pdf Public Health Sanitarian Supervisor 800_PH Sanitarian Supv.pdf Public Health Administrator 77_Administrator Public Health.pdf Accountant III 397_Accountant III.pdf Budget 46031_5_436_Copy of Lead Education and Faucet Replacement_PTNE Sans ONLY_3-38-24.xls __________________________________________________________________________ Page: 19 of 20 Attachments Index List Of Attachments for Lead Education and Faucet Replacement Program - 2025 Agency: Oakland County Department of Health and Human Services/ Health Division Application: Lead Education and Faucet Replacement Program - 2025 4/8/2024 __________________________________________________________________________ FOR OFFICE USE ONLY: Version # ______ APP # ______ #Section Title File Name 1 Narrative 277_PH Sanitarian .pdf 46046_0_277_PH Sanitarian .pdf 2 Narrative 697_PH Sanitarian Supv.pdf 46046_1_697_PH Sanitarian Supv.pdf 3 Narrative 750_Chief - Public Health.pdf 46046_2_750_Chief - Public Health.pdf 4 Narrative 915_Administrator Public Health.pdf 46046_3_915_Administrator Public Health.pdf 5 Narrative 157_Accountant III.pdf 46046_4_157_Accountant III.pdf 6 Miscellaneous 744_PH Sanitarian .pdf 46031_0_744_PH Sanitarian .pdf 7 Miscellaneous 474_Chief - Public Health.pdf 46031_1_474_Chief - Public Health.pdf 8 Miscellaneous 800_PH Sanitarian Supv.pdf 46031_2_800_PH Sanitarian Supv.pdf 9 Miscellaneous 77_Administrator Public Health.pdf 46031_3_77_Administrator Public Health.pdf 10 Miscellaneous 397_Accountant III.pdf 46031_4_397_Accountant III.pdf 11 Miscellaneous 436_Copy of Lead Education and Faucet Replacement_PTNE Sans ONLY_3-38-24.xls 46031_5_436_Copy of Lead Education and Faucet Replacement_PTNE Sans ONLY_3- 38-24.xls __________________________________________________________________________ Page: 20 of 20 OAKLAND COUNTY MICHIGAN Class Title: PUBLIC HEALTH SANITARIAN Department: Health & Human Services Reports To: Public Health Sanitarian Supervisor FLSA Status: Non-Exempt Salary Plan: 087/119 GENERAL SUMMARY Implements and enforces the County Sanitary Code and State Laws relating to environmental health through the Oakland County Health Division. Makes field inspections to places such as food establishments, group lodging and care facilities, home sites, and recreational areas, and makes recommendations pertaining to public health. Performs soil evaluations for on-site sewage disposal and reviews data for feasibility of on-site water supplies. Represents Environmental Health Service's position on all appeals in regard to on-site sewage disposal systems, onsite water supplies and food service facilities before the Sanitary Code and the Food Service Appeal Boards. Maintains records and reports for documentation of sanitation matters and makes recommendations regarding licensure or code violations. Utilizes current county-wide and/or department specific software to complete assignments. SUPERVISION EXERCISED None. May train and/or assist lower-level sanitarians. ESSENTIAL JOB FUNCTIONS Performs on-site inspections and investigations of food service establishments to observe food handling procedures, cleanliness of premises, sewage and waste disposal practices and other conditions related to local sanitary codes, state and federal laws, or regulations. Inspects public and private water supplies, restaurants, soils, pools, day care centers, schools, collecting samples when necessary for analyses to ensure compliance with applicable Federal, State, and County Public Health Statutes, Codes, Rules, and Regulations. Investigates the difficult complaints regarding possible health hazards, such as poor ventilation, food contamination, insect or rodent infested areas, sewage problems and polluted waters, collecting samples for analysis, documenting steps taken and results. Uses persuasive skills for conflict situations, advises compliance with existing regulations and laws, steps to be taken to eradicate problem areas and recommends legal action if necessary to enforce compliance. Performs routine inspections of State of Michigan licensed campgrounds. Section / Title: Narrative / 277_PH Sanitarian .pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN 2 Performs site evaluations for residential and non-residential on-site sewage disposal systems. Performs final inspections on routine on-site sewage disposal systems. Responds to complaints that are difficult to resolve, complex in nature, and/or referred by lower-level personnel. Represents Environmental Health Service's position on all appeals in regard to on-site sewage disposal systems, on-site water supply systems and food service facilities before the Sanitary Code and the Food Service Appeal Boards. Provides educational instruction and materials to the public and conducts training seminars to personnel involved in various functions and activities regulated by Environmental Health Services. Makes recommendations regarding licensing/permits or rescission of licensing/permits for routine Environmental Health programs based on compliance to the County Sanitary Code and state laws. Counsels and/or assists local government in conducting residential housing inspections relating to elimination of actual and/or potential safety hazards in new or existing homes, industries, and construction sites. Coordinates surveys and/or investigates complex insect and/or rodent problems. Performs routine evaluations of Type II water supplies for the Michigan Department of Environmental Quality. Performs routine inspections of public swimming pools. Maintains records and reports of sanitation matters and makes recommendations regarding licensure or code violations. May conduct any activity typically assigned to lower-level Environmental Health personnel. Utilizes current county-wide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate accurately to convey information using tact and diplomacy. Ability to operate a motor vehicle and/or be a passenger. WORKING CONDITIONS May be required to travel to other locations during the course of work. Work is performed in a typical office environment, licensed building establishments, and outdoors. Section / Title: Narrative / 277_PH Sanitarian .pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN 3 Position may require walking over rough or uneven terrain and exposure to environmental elements including heat, cold, rain and wind. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. EXPERIENCE, TRAINING, KNOWLEDGE, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS 1. a. Possess a Bachelor's degree from an accredited college or university with a major in Environmental Health; OR b. Possess a Bachelor's degree from an accredited college or university with a major in public health, environmental science, or environmental policy, and have earned 30 semester/45 quarter hours of college credit in basic science coursework (per National Environmental Health Association credentialing requirements); OR 2. a. Possess a Bachelor's degree from an accredited college or university with a major in physical or biological sciences, or a closely related field; AND b. Have had at least one (1) year of full time, supervised experience in environmental health. 3. Possess a valid motor vehicle operator's or chauffeur's license. B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Reasonable knowledge of the professional practices and procedures in the field of environmental health. 2. Reasonable knowledge of the County Sanitary Code and state laws relating to environmental health. 3. Reasonable ability to compile statistics, decipher pertinent information, and present oral and written technical reports to officials and other interested groups or individuals. 4. Reasonable ability to establish and maintain effective working relationships with administrators, professional and non-professional Health Division personnel, officials and staff of local governmental and private organizations, and the public. 5. Some ability to cope with difficult and/or emergency situations requiring immediate decisions in accordance with departmental policies and objectives. Section / Title: Narrative / 277_PH Sanitarian .pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN 4 6. Some ability to exercise mature judgment and initiative in analyzing problems and recommending solutions. 7. Familiar with current word processing, spreadsheet, database, e-mail, and Internet software C. SPECIAL REQUIREMENTS 1. Must maintain a valid United States motor vehicle operator’s or chauffeur’s license. 2. Must submit to immunizations as required by the Health Division and to periodic tuberculin skin tests or chest x rays at County expense. APPROVED BY: DATE: 08/31/2023 Section / Title: Narrative / 277_PH Sanitarian .pdf OAKLAND COUNTY MICHIGAN Class Title: PUBLIC HEALTH SANITARIAN SUPERVISOR Department: Health and Human Services / Health Reports To: Chief – Public Health FLSA Status: Exempt Salary Plan: UNI/124 GENERAL SUMMARY Plans, organizes, supervises and evaluates the more complex and specialized Environmental Health Services programs relating to water quality, shelter and land protection as well as the on-going activities of the general Environmental Health Services field staff. Provides advanced technical assistance to lower level assigned staff as necessary to resolve unusual or complex environmental health problems. Assists the Chief in ensuring compliance with state and county codes and regulations relating to environmental health issues. Analyzes current programs and/or need areas and recommends system revisions or other necessary policy or procedural changes. Utilizes current Countywide and/or department specific software to complete assignments. SUPERVISION EXERCISED Functions as a supervisor over a group of lower level Environmental Health employees. Advises, assigns in non-routine instances, reviews, appraises, and assists employees on an occasional basis. Effectively makes recommendations regarding performance disciplines and promotions. ESSENTIAL JOB FUNCTIONS Reviews all daily activity reports, mileage, time sheets, correspondence, inspection reports in an effort to ensure Environmental Health Services' programs are conducted and completed in an efficient and timely manner. Directs the plan review function which involves reviewing plans for food service establishments submitted to Environmental Health Services. Ensures that the plans meet environmental health standards and regulations. Provides technical expertise to lower level professional staff confronted with complex and/or crisis situations regarding such matters as food-borne illnesses outbreaks, air-pollution and/or environmental control system malfunctions affecting public health or welfare. Section / Title: Narrative / 697_PH Sanitarian Supv.pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN SUPERVISOR 2 Compiles and evaluates reports and statistical data pertaining to air quality, shelter and food safety and sanitation which involves activities such as gathering and investigating information regarding problems such as severe rodent and insect infestations in residential units. Reviews and evaluates existing policies, procedures and work methods by means of periodic and special studies, and recommends to the Chief – Public Health the implementation of improved work methods and procedures affecting the Air Quality, Shelter and Food Sanitation programs. Provides final determinations to field staff regarding interpretation of laws and codes in the areas of food safety and sanitation, land development and drainage and/or sewage needs. Non-compliance to regulations may result, for example, in denial of a developer's building request, discontinuing operations of a day care facility or closure of a food service establishment. Answers public questions regarding food safety environmental health such water quality, sewage disposal requirements, soil and water test procedures, and results. Assists field staff in on-site inspections, such as land development and water supplies. Supports field staff in conflict-prone situations and/or to assist in the decision-making process. Provides technical expertise to lower level professional staff confronted with complex and/or crisis situations regarding matters affecting public health or welfare. Compiles and evaluates reports and statistical data pertaining to wastewater disposal and water quality to include but not limited to analyzing complex environmental impact problems relating to the development of a parcel for site condominiums. Oversees the issuance of permits for the Onsite Sewage Program to include offers counseling to other agencies and individuals in matters pertaining to the onsite sewage treatment and disposal; and provides technical expertise and guidance to lower level professional staff confronted with the more complex problems related to advanced treatment and disposal of sewage for residential and non-residential applications. Oversees the issuance of permits for Private and Type III Public Onsite Water Supplies and Type II-A and Type II-B Non-Community Water Supplies to include offers counseling to other agencies and individuals in matters pertaining to ground, surface, and recreational waters; and provides technical expertise and guidance to lower level professional staff confronted with the more complex problems related to bathing beaches, public swimming pools, groundwater contamination, and public and private on-site water supplies. Evaluates and investigates reports and statistical data such as nuisance complaint reports and inspection reports. Reviews and evaluates existing policies, procedures and work methods of assigned Environmental Health staff by periodic and special studies and makes recommendations to the Chief – Public Health to implement changes to remedy problem situations and improve the delivery of Environmental Health Programs. Section / Title: Narrative / 697_PH Sanitarian Supv.pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN SUPERVISOR 3 Utilizes current Countywide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate to accurately convey information. Strong interpersonal skills and demonstrate cultural sensitivity to all clients served. WORKING CONDITIONS Work is performed in a typical office and/or food service establishments, schools, public facilities, recreational areas and group lodgings facilities. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS 1. Must possess licensure by the State of Michigan as a Registered Sanitarian or possess the National Registered Environmental Health Specialist/Registered Sanitarian credentials as issued by the National Environmental Health Association. NOTE: Applicants registered as a sanitarian in another state may apply but must obtain the National Registered Environmental Health Specialist/Registered Sanitarian credentials as issued by the National Environmental Health Association prior to completion of the six (6) month probationary period or the candidate will fail to successfully complete the probationary period. 2. a. Possess a Master's degree from an accredited college or university in Public Health, Environmental Health, or related field of study; AND A Bachelor's Degree from an accredited college or university with a major in Public Health, Environmental Health, physical or biological sciences or related field of study; AND b. Have had at least three (3) years of full-time environmental health experience in an environmental health or public health agency; OR Section / Title: Narrative / 697_PH Sanitarian Supv.pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN SUPERVISOR 4 3. a. Possess a Master's degree from an accredited college or university in Public Administration or Health Administration or a related field of study with at least six (6) credit hours, at the graduate level in the area of Environmental or Public Health, AND a Bachelor's Degree from an accredited college or university with a major in Public Health or Environmental Health; AND b. Have had at least three (3) years of full-time environmental health experience in an environmental health or public health agency. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. 4. Possess a valid United States motor vehicle operator’s or chauffeur’s license. Out of Country driver’s license holders will be required to obtain the appropriate valid State of Michigan driver’s license before the hire date. 5. Pass the complete examination, including the employment medical, established for this classification. 6. Satisfactorily complete the six month probationary period. B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Considerable knowledge of professional practices and procedures in the field of environmental health. 2. Considerable knowledge of the County Sanitary Code and State laws relating to environmental health. 3. Considerable knowledge of the principles and practices of public health administration and of community health programs. 4. Considerable ability to establish and maintain effective working relationships with both professional and non-professional Health Division personnel, representatives of other agencies, and the public. 5. Considerable ability to analyze and resolve problems encountered relative to environmental health. 6. Reasonable ability to make field inspections in all areas of environmental health. 7. Reasonable ability to prepare and present written reports. Section / Title: Narrative / 697_PH Sanitarian Supv.pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN SUPERVISOR 5 8. Reasonable ability to make decisions in accord with departmental policies and procedures. 9. Reasonable knowledge of supervisory practices and principles. 10. Reasonable ability to assign and supervise the work of others. 11. Reasonable ability to utilize current word processing, spreadsheet, database, e-mail and Internet software. 12. Excellent written and oral communication skills. 13. Highly organized with a strong attention to detail. C. SPECIAL REQUIREMENTS 1. Must maintain a valid United States motor vehicle operator's or chauffeur's license. 2. Must submit to immunizations as required by the Health Division and to periodic tuberculin skin tests or chest X-rays at County expense. 3. Must maintain licensure by the State of Michigan as a Registered Sanitarian or by the National Environmental Health Association as a Registered Environmental Health Specialist/Registered Sanitarian. APPROVED BY: 04/27/2021 DATE: Section / Title: Narrative / 697_PH Sanitarian Supv.pdf OAKLAND COUNTY MICHIGAN Class Title: CHIEF – PUBLIC HEALTH Department: Health & Human Services / Health Division Reports To: Administrator – Public Health FLSA Status: Exempt Salary Plan: SAP GENERAL SUMMARY Under direction, is responsible for planning, developing, and implementing evaluative studies to determine the efficiency of current Health Division programs and services. Assists administration in planning and developing programs to meet the perceived needs of the community in assigned program areas. Formulates measurable administrative program objectives, identifies criteria to be utilized to determine program efficiency and makes recommendations regarding changes in program content and design. Provides technical assistance to staff and outside agencies. Assists in the preparation of the Health Division budget and calculates, reviews and monitors the grant funding application and acceptance process. This individual advises, assigns, reviews, appraises, disciplines and assess employees as needed. As required, assists with development and revision of policies and procedures, contractual and partnership agreements and the execution of those agreements and quality assurance as appropriate. Utilizes current Countywide and/or department specific software to complete assignments. SUPERVISION EXERCISED Working through one or more subordinate supervisors, plans, directs, and makes staffing decisions and exercises control over the units designated areas. Exercises authority over professional, paraprofessional, technical and clerical employees. ESSENTIAL JOB FUNCTIONS Prepares and monitor program operating budgets. Prepares grant proposals and program documentation to apply for funding Plans, directs, coordinates and evaluates programs, process, methods and procedures within their assigned unit area. Assists Health Division administrators in identifying and formulating program objectives that are measurable for the purpose of planning and evaluation. Reviews and evaluates existing policies, procedures and work methods of the unit’s staff by performing periodic and special studies to make recommendations to the administrator to implement changes to remedy problem situations. Maintains awareness of current or new information pertaining to the assigned unit’s issues and State and County regulations for incorporation into policies and procedures and dissemination to professional staff. Participates, as requested by the Administrator at meetings with State and local agencies, professional groups and community organizations as related to the assigned program area and unit. Section / Title: Narrative / 750_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 2 WHEN ASSIGNED TO ADMINISTRATIVE SERVICES: Makes fiscal recommendations, resulting from the cost analysis of programs, to the Health Officer – Health Division, and other Health Division administrators. Utilizes narrative reports, graphic displays and other materials to present recommendations used in formulating decisions to maintain, eliminate, develop or reduce Health Division programs. Prepares Health Division grant budgets by calculating salary and fringe benefits for position(s) receiving grant funding. Reviews the narrative section completed by the Health Program Coordinators, utilizing the state guidelines to ensure proper content and format. Responsible for operational oversight of purchasing and financial control policies & procedures. Monitors grant funding usage by reviewing financial status reports. Determines the validity for variance from the amount of money originally allocated. Monitors the grant application and acceptance procedures to ensure timely processing through the various committees of the Board of Commissioners and the full Board of Commissioners. Supervises a staff of clerical employees in the Central Support Unit who are responsible for: maintenance of client records; and providing support services for all areas of the Health Division. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO COMMUNITY NURSING: Plans, directs, coordinates and evaluates Public Health Community Nursing programs and services such as: Early On, parent-child health promotion and illness prevention programs, supportive services for families through home visits and special programs such as Nurse Family Partnership, high risk antepartum/postpartum services and Lead prevention in the community. Ensures that health needs of County citizens in these areas are being met and the programs are effective and appropriate. Meets with Public Health Nursing Supervisors to evaluate staffing needs, allocation of resources to service delivery, types of supervisory tools to be used, methods for record keeping and patient follow up to determine procedures and service priorities and to address management problems. Coordinates Public Health Community Nursing Services with other programs in PHNS and the Health Division services. Makes recommendations to the administrator on divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities and planning needed to meet service levels required. Assists administrative staff in determining needs for in-service training conferences and workshops for PHNS personnel. Makes recommendations on content and materials for training programs and operating manuals. Develops evaluation tools to measure performance standards. Coordinates program services with those of other community agencies and institutions to ensure a comprehensive program of health care to County residents. Participates on committees and task forces to orient and educate the community in prevention and health promotion provided through Public Health Community Nursing Services and to eliminate duplication of services provided. Section / Title: Narrative / 750_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 3 Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO FIELD NURSING: Plans, directs, coordinates and evaluates Public Health Nursing Special Programs such as Immunization Action Program, Nurturing Parent Program, Outreach and Children’s Special Health Care Services and Services. Ensures that health needs of County citizens in these areas are being met and that programs are effective and appropriate. Meets with Public Health Nursing Special Program Supervisors to evaluate staffing needs, allocation of resources to service delivery, types of supervisory tools to be used, methods for record keeping and patient follow up to determine procedures and service priorities and to address management problems. Coordinates Public Health Nursing Special Programs with other programs in PHNS and the Health Division services. Makes recommendations to the administrator on divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities and planning needed to meet service levels required. Uses program summary and service delivery information to evaluate whether present services are meeting the County's health needs. Recommends and implements program changes through reallocation of resources and program directives. Assists administrative staff in determining needs for in-service training conferences and workshops for PHNS personnel. Makes recommendations on content and materials for training programs and operating manuals. Develops evaluation tools to measure performance standards. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO HEALTH PROMOTION SERVICES (HPS): Plans, develops and assists in managing a broad range of community health promotion and disease prevention programs. Monitors and analyzes Health Promotion Services unit program annual and long-range program objectives, priorities and service delivery to identify program needs or effect changes in program procedures or directives to ensure maximum delivery of service. Coordinates assigned programs with other programs in HPS and the Health Division. Makes recommendations to the administrator on divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities and planning needed to meet program requirements. Compiles and utilizes program and service delivery information to evaluate whether present programs and services are meeting the County’s health related needs. Recommends and implements program changes through reallocation of resources and program directives. Assists administrator in guiding prevention and health promotion related issues and supporting use of health promotion related methodologies by HPS supervisors and staff. Section / Title: Narrative / 750_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 4 Maintains an awareness current funding sources such as Substance Abuse Mental Health Services Administration (SAMSHA), Centers for Disease Control and Prevention (CDC), Michigan Department of Health and Human Services (MDHHS) and local opportunities. Leads or provides assistance for grant writing efforts and monitoring of grants from federal, state and local sources. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO ENVIRONMENTAL HEALTH: Under limited direction, is responsible for ensuring the enforcement of Federal, State and County health codes and regulations by Environmental Health field staff involved in special Environmental Health Service programs. Provides technical assistance to Environmental Health staff and outside agencies. Assists in planning and revising special Environmental Health Service programs. Working through one or more subordinate supervisors, plans, directs, makes staffing recommendations to the Administrator and exercises control over the activities of Environmental Health Services personnel engaged in special programs. Exercises authority over professional and para-professional employees. Ensures the quality and uniformity of policies and procedures used in the field activities of Environmental Health Services. Provides technical assistance and advice to environmentalists to ensure compliance with State and County codes and regulations and a high level of professionalism on complex or unusual issues. Maintains awareness of current or new information pertaining to environmental health issues and State and County codes and regulations for incorporation into policies and procedures and dissemination to professional staff. Provides information over the phone and occasionally in person to concerned citizens on a variety of environmental health issues. Meets with appropriate individuals associated with facilities deemed environmentally deficient and involved Environmental Health staff to resolve problems. Oversees the day to day activities of the office(s) assigned. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO MEDICAL SERVICES Plans, directs, coordinates, and evaluates Clinical Services (STD services and Immunization services), Laboratory Services, and Communicable Disease unit. Ensures that health needs of County citizens in these areas are being met and the programs are effective and appropriate, utilizing best practices from national resources. Places an emphasis on Continuous Quality Improvement. Uses program summary and service delivery information to evaluate whether present services are meeting the County's health needs. Recommends and implements program changes through reallocation of resources and program directives. Section / Title: Narrative / 750_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 5 Coordinates training that fosters staff development both clinically and professionally and ensures high quality of service delivery while keeping up to date on evolving practice standards. Meets with Medical Services Supervisors to evaluate staffing needs, allocation of resources to service delivery, types of supervisory tools to be used, methods for record keeping and follow up to determine procedures and service priorities and to address management problems. Coordinates Medical Services with other Health Division services. Makes recommendations to the administrator on divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities and planning needed to meet service levels required. Fosters strategic relationships among community agencies and state/national partners with the aim to improve service delivery to County citizens in an efficient manner. Utilizes current Countywide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate to accurately convey information. Ability to operate basic office equipment. WORKING CONDITIONS Work is performed in a typical office, classroom or field environment. May participate in activities that require driving or being a passenger in an automobile. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS WHEN ASSIGNED TO ADMINISTRATIVE SERVICES: 1 a. Possess a Master’s Degree from an accredited college or university with a major in Public Health Administration, Business Administration, Public Administration, Political Science, Math, Economics, or a closely related field; AND b. Have had at least five (5) years of full-time responsible administrative and/or supervisory experience, which includes three (3) years experience in financial analysis, business administration, general accounting or related activities, in a health, social service or other public agency; OR Section / Title: Narrative / 750_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 6 2. a. Possess a Bachelor’s Degree from an accredited college or university with a major in Public Health Administration, Business Administration, Public Administration, Political Science, Math, Economics, or a closely related field; AND b. Have had at least seven (7) years of full-time responsible administrative and/or supervisory experience, which includes three (3) years experience in financial analysis, business administration, general accounting or related activities, in a health, social service or other public agency. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. WHEN ASSIGNED TO COMMUNITY NURSING OR FIELD NURSING 1. Be licensed by the Michigan Board of Nursing to practice as a registered professional nurse in the State of Michigan. 2. a. Possess an Associate’s or Bachelor's degree in any field from an accredited college or university; AND b. Possess a Master's degree in nursing; OR 3. a. Possess a Bachelor's degree in nursing from an accredited college or university; AND b. Possess a Master's degree in nursing, nutrition, health education, public health, public administration or a closely related field. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. 4. Have had five (5) years of full-time increasingly responsible work experience in a Public Health Nursing agency including one (1) year in a supervisory or administrative capacity. WHEN ASSIGNED TO ENVIRONMENTAL HEALTH: 1. Must possess licensure by the State of Michigan as a Registered Sanitarian OR the National Environmental Health Association as a Registered Sanitarian/Registered Environmental Health Specialist; AND 2. a. Master's degree from an accredited college or university in Public Health, Environmental Health, or closely related area; OR a Master’s degree from an accredited college or university in Public Administration with at least fifteen (15) credit hours in the area of Environmental or Public Health; AND Section / Title: Narrative / 750_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 7 b. Have had at least five (5) years of full-time increasingly responsible work experience in an environmental health agency, including at least one (1) year in a supervisory or administrative capacity; OR 3. a. A Bachelor's Degree from an accredited college or university with a major in Public Health, Environmental Health, physical, biological or sanitary sciences or closely related area; OR a Bachelor’s degree from an accredited college or university in Public Administration with at least fifteen (15) credit hours in the area of Environmental or Public Health; AND b. Have had at least seven (7) years of full-time increasingly responsible experience in an environmental health agency, including at least one (1) year in a supervisory or administrative capacity. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. WHEN ASSIGNED TO MEDICAL SERVICES 1. Be licensed by the Michigan Board of Nursing to practice as a registered professional nurse in the State of Michigan. 2. a. Possess an Associate’s or Bachelor's degree in any field from an accredited college or university; AND b. Possess a Master's degree in nursing; OR 3. a. Possess a Bachelor's degree in nursing from an accredited college or university; AND b. Possess a Master's degree in nursing, nutrition, health education, public health, public administration or a closely related field. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. 4. Have had at least five (5) years of full-time increasingly responsible work experience in Nursing, laboratory, epidemiology, communicable disease, and/or related field, including at least one (1) year in a supervisory or administrative capacity. Section / Title: Narrative / 750_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 8 WHEN ASSIGNED TO HEALTH PROMOTION SERVICES 1. a. Possess a Master's Degree from an accredited college or university with a major in Public Health, Public Administration, Health Education, Behavioral Science, or Nutrition; AND b. Have had at least five (5) years of full-time experience in exercising increasing responsibility in a public health or health agency, including one (1) years in a supervisory or administrative capacity; OR 2. a. Possess a Bachelor's Degree from an accredited college or university with a major in Public Health, Public Administration, Health Education, Behavioral Science, or Nutrition; AND b. Have had at least seven (7) years of full-time experience in exercising increasing responsibility a public health or health agency, including three (3) years in a supervisory or administrative capacity. WITHIN ALL CLASSIFICATIONS: 3./4. Possess a valid United States motor vehicle operator’s or chauffeur’s license. Out of country driver’s license holders will be required to obtain the appropriate valid State of Michigan driver’s license before the hire date. 4./5. Pass the complete examination, including the employment medical, established for the classification. 5./6. Successfully complete the six month probationary period. B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Considerable knowledge of budgetary, accounting, purchasing, personnel, and administrative principles, practices, and procedures. 2. Considerable knowledge of the principles and practices of public health administration, including statistics and statistical analysis, data computerization methodology, and primary and secondary data collection techniques. 3. Considerable knowledge of evaluation procedures, statistics and research methodology. 4. Considerable ability to plan, implement and integrate multifaceted evaluation activities. 5. Considerable ability to compile statistics, decipher pertinent information, and prepare and present oral and written reports to officials and other interested groups or individuals. 6. Considerable ability to effectively communicate technical aspects of mathematical terminology and concepts to other departmental personnel and to County officials. 7. Considerable ability to establish and maintain effective working relationships with administrative, professional, technical and clerical personnel. Section / Title: Narrative / 750_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 9 8. Reasonable ability to exercise mature judgment and initiative in analyzing problems and recommending solutions. 9. Familiar with current word processing, spreadsheet, database, e-mail and Internet software. C. SPECIAL REQUIREMENTS 1. Must maintain a United States valid motor vehicle operator or chauffeur's license. 2. Must submit to immunizations as required by the Department of Health & Human Services and to periodic tuberculin skin tests or chest x-rays at County expense. WHEN ASSIGNED TO COMMUNITY NURSING, FIELD NURSING OR MEDICAL SERVICES: 3. Must Maintain registration with the State of Michigan Board of Nursing. WHEN ASSIGNED TO ENVIRONMENTAL HEALTH: 3. Must maintain licensure by the State of Michigan as a Registered Sanitarian OR the National Environmental Health Association as a Registered Environmental Health Specialist. APPROVED BY: 11/12/2020 DATE: Section / Title: Narrative / 750_Chief - Public Health.pdf OAKLAND COUNTY MICHIGAN Class Title: ADMINISTRATOR PUBLIC HEALTH Department: Health & Human Services / Health Division Reports To: Health Officer FLSA Status: Exempt Salary Plan: 086/128 GENERAL SUMMARY Is responsible for the development and administration of a comprehensive countywide program within public health, administrative planning of policies and procedures, and provides administrative support and technical assistance to staff engaged in providing fiscal, personnel, purchasing, clerical, information technology, planning and evaluation services in support of the Division. Develops the Division's budgets for both county funds and other sources of funding in coordination with other service administrators and monitors expenditures to ensure budget compliance. In the absence of the Health Officer, may represent the Health Division at various Board of Commissioners and committee meetings, conferences, and meetings with other health related agencies. Utilizes current Countywide and/or department specific software to complete assignments. SUPERVISION EXERCISED Working through one or more subordinate supervisors, plans, directs, makes staffing decisions, and exercises control over assigned division. Exercises authority over professional, para-professional, technical, and clerical employees. ESSENTIAL JOB FUNCTIONS Plans, monitors, and authorizes expenditures of the section's annual operating budget to ensure efficient utilization of resources needed for service delivery. Meets with Health Division administrators and management team to provide technical assistance and to coordinate programs from their assigned area to establish agency priorities for allocation of resources and staff. Represents the assigned program area at public speaking engagements such as the Board of Commissioner and committee meetings, conferences, local governmental units, concerned citizens or agencies as required. May respond to questions from the media to convey a true and accurate picture of the situation. In the absence of the Health Officer, manager or Director, may represent the Health Division at the Board of Commissioner meetings. Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 2 Maintains current knowledge regarding local and State codes, laws, and proposed regulations relative to the assigned program area for dissemination to staff to ensure compliance. Plans and executes federal and state grants by working with the finance team on budgets, researching funding opportunities, managing grant deadlines, reporting, data collection, and tracking grantee results. Responsible for the planning and design of policies and procedures in the delivery over assigned program area. Meets with lower-level staff to determine priorities and resolve problem areas. WHEN ASSIGNED TO ADMINISTRATIVE SERVICES: Plans, develops, and administers a broad range of public health administrative and fiscal services including budgeting, purchasing, and accounting. Submits all budget documents to the Health Officer for approval. Monitors and controls adopted budgets to ensure Health Division operations and programs remain within budget guidelines. Performs delegated administrative personnel functions affecting the Health Division such as supervising the completion and review of all personnel transactions including the creation of new positions. Monitors and analyzes Public Health Administrative Service objectives and priorities, identifies needs and makes recommendations affecting procedures or directives. Functions as liaison with the Information Technology Department, reviews and develops related policies and procedures. Responsible for overseeing physical facilities of Health Division sites throughout the County. Performs liaison responsibilities with Facilities Management. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO ENVIRONTMENTAL HEALTH SERVICES: Plans, develops, and administers a variety of Environmental Health Service programs designed to provide health controls for air quality, water quality, food sanitation, shelter and land protection which otherwise can have an adverse effect on human health. Ensures that the County Sanitary Code and State laws relating to environmental health are enforced. Provides technical expertise on complex or unusual environmental health issues to staff. Meets with lower- level professional staff to determine service policies, program priorities and to address and resolve problem areas. Monitors and analyzes Environmental Health Service programs, objectives, priorities, and service delivery using written documentation and computerized program data to identify program needs or effect changes in program procedures or directives. Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 3 Meets with owners, managers or other responsible officials of facilities deemed to be environmentally deficient and with associated Environmental Health Service staff to resolve problems and eliminate the necessity of formal action. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO HEALTH PROMOTION SERVICES: Plans, develops, and administers a broad program of community health education and nutrition services emphasizing health promotion and disease prevention. Reviews health problems with appropriate community and division personnel to determine problems which may be solved or lessened through the application of educational concepts. Coordinates program services with those of other community agencies to ensure a comprehensive program of health care services to County residents and eliminate the duplication of services. Meets with Health Division administrators to provide consultation and technical assistance regarding educational content of programs. Ascertains their needs for health education services and materials. Consults with Health Division administrative personnel in the development and administration of in-service training programs. Supervises the development of health education programs for the general public involving lectures, films, posters, pamphlets, etc. to prevent or control specific health problems. Supervises the selection, preparation and evaluation of health education materials utilized in community and in-service health education programs. Supervises the distribution of health education materials and coordinates the exchange of health education resources with other government and health related agencies. Communicates with various clubs and community groups to inform them of the various services and programs of the Health Division. Monitors and analyzes Health Promotion Services programs, objectives, priorities, and service delivery using written documentation and computerized program data to identify program needs or effect changes in program procedures or directives. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO PUBLIC HEALTH NURSING: Analyzes Public Health Nursing program objectives, priorities and service delivery using written documentation and computerized program data to identify program needs or effect changes in program procedures or directives. Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 4 Acts as a liaison between agencies outside of the County such as Oakland Schools, Project Head Start and Oakland Livingston Human Service Agency to coordinate immunizations and early detection/screening programs as a part of comprehensive Countywide health care objectives. Confers with representatives of local governmental units and of private health agencies to identify the County's needs for public health services and to develop proposals for responding to these needs. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO MEDICAL SERVICES: Plans, develops, and administers a variety of Clinical Programs, and laboratory services Communicable Disease, Harm Reduction, TB and Hepatitis C, to optimize community human health. Meets with program chiefs to evaluate staffing needs and allocation of resources for service delivery and divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities, and planning needed to provide comprehensive, quality public health clinical, and laboratory. Provides technical expertise on complex or unusual clinical issues to staff. Meets with lower-level professional staff to determine service policies, program priorities and to address and resolve problem areas. Oversees the monitoring and analyzing data and trends pertaining to health-related outbreaks. Plans, directs, and coordinates studies to investigate public diseases and reports analysis to the data to Health Division. Oversees Communicable Disease investigation unit and implements control and preventative measures to reduce the impact in the community. Analyzes Medical Services objectives, priorities and service delivery using written documentation and computerized program data to identify program needs or effect changes in program procedures or directives. Responsible for overseeing Clinical, HIV, and laboratory services. Plans, develops, and coordinates health related outreach projects in the community. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO HEALTH & HUMAN SERVICES (Assessment, Data, and Evaluation team) Leads and oversees the development of a comprehensive assessment program to support the Department mission and division strategic objectives. Strengthen current assessment policies, practices, and systems through a centralized process. Plans, develops, and administers department-wide assessments, Data collection/analysis, and program evaluation. Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 5 Provides relevant data to department leadership from federal, state, and local data sources and advises on the use of formative and summative data for the purpose of improving programs. Meets with Health and Neighborhood & Housing Development leadership to support data-based decision making throughout the department. Evaluates the impact of programs, interventions, and services related to department programs. Lead and support the departments ongoing evaluation and data management efforts, contributing to a culture and practice of data-informed continuous improvement across the programs and in support of special projects and strategic initiatives. Through regular collaborative meetings with division and program leaders provides updates on data points of interest, assist with the development of new ways to explore, report and interpret quantitative and qualitative information, and support program directors with tools and information required to successfully lead and enhance their respective programs. Provides resources, assistance, and data products for all department programs. Lead and support the departments ongoing evaluation and data management efforts, contributing to a culture and practice of data-informed continuous improvement across the programs and in support of special projects and strategic initiatives. Through regular collaborative meetings with division and program leaders will provide updates on data points of interest, assist with the development of new ways to explore, report, and interpret quantitative and qualitative information, and support program directors with tools and information required to successfully lead and enhance their respective programs. Assist the Director in developing and executing new initiatives, special projects and innovations as requested. Utilizes current Countywide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate to accurately convey information. Ability to operate basic office equipment. WORKING CONDITIONS Work is performed in a typical office and/or classroom environment. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 6 EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS WHEN ASSIGNED TO ADMINISTRATIVE SERVICES 1. a. Possess a Master's degree from an accredited college or university with a major in Public Health Administration, Business Administration, Public Administration, Nursing, Environmental Health, Behavioral Sciences, Finance, Accounting, Health Education, or a closely related field; AND b. Have had at least seven (7) years of full-time increasingly responsible work experience in a professional capacity such as public health or human services programming, business administration, finance, accounting, or program evaluation at least two (2) years of which must be in a supervisory and/or administrative capacity in a public health agency, human service agency or related area; OR 2. a. Possess a Bachelor's degree from an accredited college or university with a major in Public Health Administration, Business Administration, Public Administration, Nursing, Environmental Health, Behavioral Sciences, Finance, Accounting, Health Education, or a closely related field; AND b. Have had at least nine (9) years of full-time increasingly responsible work experience in a professional capacity such as public health or human services programming, business administration, finance, accounting, or program evaluation at least two (2) years of which must be in a supervisory and/or administrative capacity in a public health agency, human service agency or related area. 3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED ENVIRONMENTAL HEALTH SERVICES: 1. Must possess licensure by the State of Michigan Department of Consumer and Industry Services as a Registered Sanitarian or possess the National Registered Environmental Health Specialist/Registered Sanitarian credentials as issued by the National Environmental Health Association. 2. a. Possess a Master's Degree from an accredited college or university in Public Health, Environmental Health, Sanitary Science, or closely related area; OR b. A Master's degree from accredited college or university in Public Administration; AND c. Have had at least seven (7) years of full-time increasingly responsible experience in an environmental health agency, including three (3) years in a supervisory or administrative capacity; OR Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 7 3. a. Possess a Bachelor's Degree from an accredited college or university in Public Health, Environmental Health, Sanitary Science, Public Administration or closely related area; AND b. Have had at least nine (9) years of full-time increasingly responsible experience in an environmental health agency, including three (3) years in a supervisory or administrative capacity. 4. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED TO HEALTH PROMOTION SERVICES: 1. a. Possess a Master’s of Public Health, Master of Science or other closely related degree from an accredited college or university with a major in Public Health Education, Public Administration, Community Health, Adult and Continuing Education or other closely related areas; OR b. Possess a Master’s of Public Health or other closely related degree from an accredited college or university with a major in food and nutrition, dietetics or other closely related areas; AND be certified as a Registered Dietitian by the Commission on Dietetic Registration; AND c. Have had at least seven (7) years of full-time work experience in a community health education agency at least three (3) years of which must have been in a supervisory and/or administrative capacity; OR 2. a. Possess a Bachelor’s of Public Health, Bachelor’s of Science or other closely related degree from an accredited college or university with a major in Public Health Education, Public Administration, Community Health, Adult and Continuing Education or other closely related areas; OR b. Possess a Bachelor’s of Public Health or other closely related degree from an accredited college or university with a major in food and nutrition, dietetics or other closely related areas; AND be certified as a Registered Dietitian by the Commission on Dietetic Registration; AND c. Have had at least nine (9) years of full-time work experience in a community health education agency at least three (3) years of which must have been in a supervisory and/or administrative capacity. 3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED TO PUBLIC HEALTH NURSING: 1. a. Possess a Master's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration, or a closely related field; AND Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 8 b. Have had at least seven (7) years of full-time increasingly responsible experience in a nursing agency, including three (3) years in a supervisory or administrative capacity; OR c. Possess a Bachelor's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration or a closely related field; AND d. Have had at least nine (9) years of full-time increasingly responsible experience in a nursing agency, including three (3) years in a supervisory or administrative capacity. 2. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED TO MEDICAL SERVICES 1. a. Possess a Master's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Epidemiology, Public Administration or a closely related field; AND b. Have had at least seven (7) years of full-time increasingly responsible experience in a nursing agency, including three (3) years in a supervisory or administrative capacity; OR 2. a. Possess a Bachelor's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration or a closely related field; AND b. Have had at least nine (9) years of full-time increasingly responsible experience in a nursing agency, including three (3) years in a supervisory or administrative capacity. 3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED TO HEALTH & HUMAN SERVICES ADMINISTRATION 1. a. Possess a master’s degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration, Epidemiology, or a closely related field; AND b. Have had at least seven (7) years of full-time increasingly responsible experience in a professional capacity such as public health or human services programming, including three (3) years in a supervisory or administrative capacity; OR 2. a. Possess a Bachelor's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration, Epidemiology or a closely related field; AND Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 9 b. Have had at least nine (9) years of full-time increasingly responsible experience in a professional capacity such as public health or human services programming, including three (3) years in a supervisory or administrative capacity. 3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Considerable knowledge of the administrative principles and practices necessary to support a health/human service agency. 2. Considerable knowledge of budgetary, accounting, purchasing, personnel and administrative principles, practices, and procedures. 3. Considerable knowledge of information systems, statistics, and research methodology. 4. Considerable knowledge of the theory and practice of planning and evaluating public health or other human service program. 5. Considerable ability to compile statistics, decipher pertinent information, and present oral and written financial, operational, and other types of departmental reports to officials and other interested groups or individuals. 6. Considerable ability to apply the principles of personnel administration to the selection, placement, and supervision of employees. 7. Considerable ability to establish and maintain effective working relationships with Health Division personnel, officials and staff of state and local governmental and private organizations, and the public. 8. When assigned to Medical Services, have had previous full-time experience in a clinical setting. 9. When assigned to Medical Services, have had previous full-time experience as an Epidemiologist. 10. Ability to cope with difficult and/or emergency situations requiring immediate decisions in accordance with appropriate departmental policies and procedures. 11. Ability to exercise mature judgement and initiative in analyzing problems and recommending solutions. 12. Familiar with current word processing, spreadsheet, database, e-mail, and Internet software. Section / Title: Narrative / 915_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 10 C. SPECIAL REQUIREMENTS 1. Must maintain a valid United States motor vehicle operator's or chauffeur's license. 2. Must submit to immunizations as required by the Department of Health & Human Services and to periodic tuberculin skin tests or chest x-rays at County expense. APPROVED BY: DATE: 04/05/2023 Section / Title: Narrative / 915_Administrator Public Health.pdf OAKLAND COUNTY MICHIGAN Class Title: ACCOUNTANT III Department: Interdepartmental Reports To: Higher level professional FLSA Status: Non-Exempt Salary Plan: 069/120, HRL/120 GENERAL SUMMARY Maintains and oversees the maintenance and accuracy of a variety of complex accounting functions including the preparation of accounting books and their subsidiary financial records, special departmental or Countywide fiscal accounts, as well as their data processing applications. Provides technical expertise for unusual accounting problems, arranges special auditing programs, and ensures compliance with appropriate federal and state laws. Prepares financial and statistical reports summarizing account transactions and calculating costs for budget statements and cost analysis. Analyzes existing accounting systems and assists in the design and implementation of revised accounting systems to improve efficiency and accuracy. Utilizes current Countywide and/or department specific software to complete assignments. SUPERVISION EXERCISED Functions as a working supervisor over a group of professional and clerical employees. Instructs, assigns, checks, and appraises performance. Participates in decisions regarding hiring, firing, promotions and discipline. May regularly perform same duties as professional employees supervised. When assigned to more complex financial areas such as Proprietary Fund Accounting, Grants Accounting, or Drain Accounting, may not have working supervisor responsibilities. ESSENTIAL JOB FUNCTIONS Maintains or supervises the maintenance of a complete set of accounting books including journals, general ledgers, and subsidiary financial records for the larger operating departments or for the entire County. Classifies records of financial transactions and ensures that posting is made to the appropriate general or subsidiary account. May also ensure entries are input correctly to a computer system when applicable. Analyzes accounting systems and participates in the design and implementation of new revised accounting systems to improve the operational efficiency and accuracy of assigned accounting areas. May design or revise computerized accounting systems when applicable. Section / Title: Narrative / 157_Accountant III.pdf CLASS TITLE: ACCOUNTANT III 2 Prepares various financial, statistical, or special reports on a regular basis or as requested by supervision. May include budget statements and projections, payroll calculating, reports used for cost analysis, bond ratings, retirement fund investments, reports required by federal and state agencies, County liability status reports, etc. Conducts internal audits on departmental records such as receipts and bills and verifies balances and charges to proper funds to ensure conformance with established policies and proper accounting practices. May participate in outside auditing agency selection when applicable. Provides technical expertise to representatives of operating departments in accounting procedures and federal regulations to be employed in the maintenance of records. Supervises the monthly reconciliation of bank accounts ensuring that internal accounting records correspond with bank statements. May reconcile annual project accounts with general ledgers when applicable. Utilizes current Countywide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate to accurately convey information. WORKING CONDITIONS Work is performed in a typical office environment. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. EXPERIENCE, TRAINING, KNOWLEDGE, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS 1. Possess a Bachelor's degree from an accredited college or university with a major in Accounting, Business Administration, Finance, Economics, or a closely related field of study. 2. Have had three (3) years of full-time professional accounting work experience. NOTE: A Master's degree in one of the degree areas listed above may be substituted for one (1) year of the required experience. Section / Title: Narrative / 157_Accountant III.pdf CLASS TITLE: ACCOUNTANT III 3 B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Experience in the areas of governmental accounting, grant administration, and financial analysis. 2. Considerable knowledge of governmental fund and general accounting principles and procedures. 3. Considerable ability in the analysis of accounting systems and in the devising and installing of accounting systems, methods, and techniques. 4. Considerable knowledge of laws and regulations relating to governmental accounting procedures. 5. Considerable ability to establish and maintain effective working relationships with County officials, administrators, employees, and the general public. 6. Considerable knowledge of the organization and administration of County government and the functions of respective County departments. 7. Reasonable ability to plan and direct the work of lower-level accountants and clerical staff and, in conjunction with others, evaluate that staff. 8. Reasonable ability to utilize current word processing, spreadsheet, database, e-mail, and Internet software. 9. Knowledge of microcomputer operations and ability to use database software. 10. Ability to present ideas effectively orally and in writing. APPROVED BY: DATE: 06/22/2023 Section / Title: Narrative / 157_Accountant III.pdf OAKLAND COUNTY MICHIGAN Class Title: PUBLIC HEALTH SANITARIAN Department: Health & Human Services Reports To: Public Health Sanitarian Supervisor FLSA Status: Non-Exempt Salary Plan: 087/119 GENERAL SUMMARY Implements and enforces the County Sanitary Code and State Laws relating to environmental health through the Oakland County Health Division. Makes field inspections to places such as food establishments, group lodging and care facilities, home sites, and recreational areas, and makes recommendations pertaining to public health. Performs soil evaluations for on-site sewage disposal and reviews data for feasibility of on-site water supplies. Represents Environmental Health Service's position on all appeals in regard to on-site sewage disposal systems, onsite water supplies and food service facilities before the Sanitary Code and the Food Service Appeal Boards. Maintains records and reports for documentation of sanitation matters and makes recommendations regarding licensure or code violations. Utilizes current county-wide and/or department specific software to complete assignments. SUPERVISION EXERCISED None. May train and/or assist lower-level sanitarians. ESSENTIAL JOB FUNCTIONS Performs on-site inspections and investigations of food service establishments to observe food handling procedures, cleanliness of premises, sewage and waste disposal practices and other conditions related to local sanitary codes, state and federal laws, or regulations. Inspects public and private water supplies, restaurants, soils, pools, day care centers, schools, collecting samples when necessary for analyses to ensure compliance with applicable Federal, State, and County Public Health Statutes, Codes, Rules, and Regulations. Investigates the difficult complaints regarding possible health hazards, such as poor ventilation, food contamination, insect or rodent infested areas, sewage problems and polluted waters, collecting samples for analysis, documenting steps taken and results. Uses persuasive skills for conflict situations, advises compliance with existing regulations and laws, steps to be taken to eradicate problem areas and recommends legal action if necessary to enforce compliance. Performs routine inspections of State of Michigan licensed campgrounds. Section / Title: Miscellaneous / 744_PH Sanitarian .pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN 2 Performs site evaluations for residential and non-residential on-site sewage disposal systems. Performs final inspections on routine on-site sewage disposal systems. Responds to complaints that are difficult to resolve, complex in nature, and/or referred by lower-level personnel. Represents Environmental Health Service's position on all appeals in regard to on-site sewage disposal systems, on-site water supply systems and food service facilities before the Sanitary Code and the Food Service Appeal Boards. Provides educational instruction and materials to the public and conducts training seminars to personnel involved in various functions and activities regulated by Environmental Health Services. Makes recommendations regarding licensing/permits or rescission of licensing/permits for routine Environmental Health programs based on compliance to the County Sanitary Code and state laws. Counsels and/or assists local government in conducting residential housing inspections relating to elimination of actual and/or potential safety hazards in new or existing homes, industries, and construction sites. Coordinates surveys and/or investigates complex insect and/or rodent problems. Performs routine evaluations of Type II water supplies for the Michigan Department of Environmental Quality. Performs routine inspections of public swimming pools. Maintains records and reports of sanitation matters and makes recommendations regarding licensure or code violations. May conduct any activity typically assigned to lower-level Environmental Health personnel. Utilizes current county-wide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate accurately to convey information using tact and diplomacy. Ability to operate a motor vehicle and/or be a passenger. WORKING CONDITIONS May be required to travel to other locations during the course of work. Work is performed in a typical office environment, licensed building establishments, and outdoors. Section / Title: Miscellaneous / 744_PH Sanitarian .pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN 3 Position may require walking over rough or uneven terrain and exposure to environmental elements including heat, cold, rain and wind. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. EXPERIENCE, TRAINING, KNOWLEDGE, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS 1. a. Possess a Bachelor's degree from an accredited college or university with a major in Environmental Health; OR b. Possess a Bachelor's degree from an accredited college or university with a major in public health, environmental science, or environmental policy, and have earned 30 semester/45 quarter hours of college credit in basic science coursework (per National Environmental Health Association credentialing requirements); OR 2. a. Possess a Bachelor's degree from an accredited college or university with a major in physical or biological sciences, or a closely related field; AND b. Have had at least one (1) year of full time, supervised experience in environmental health. 3. Possess a valid motor vehicle operator's or chauffeur's license. B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Reasonable knowledge of the professional practices and procedures in the field of environmental health. 2. Reasonable knowledge of the County Sanitary Code and state laws relating to environmental health. 3. Reasonable ability to compile statistics, decipher pertinent information, and present oral and written technical reports to officials and other interested groups or individuals. 4. Reasonable ability to establish and maintain effective working relationships with administrators, professional and non-professional Health Division personnel, officials and staff of local governmental and private organizations, and the public. 5. Some ability to cope with difficult and/or emergency situations requiring immediate decisions in accordance with departmental policies and objectives. Section / Title: Miscellaneous / 744_PH Sanitarian .pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN 4 6. Some ability to exercise mature judgment and initiative in analyzing problems and recommending solutions. 7. Familiar with current word processing, spreadsheet, database, e-mail, and Internet software C. SPECIAL REQUIREMENTS 1. Must maintain a valid United States motor vehicle operator’s or chauffeur’s license. 2. Must submit to immunizations as required by the Health Division and to periodic tuberculin skin tests or chest x rays at County expense. APPROVED BY: DATE: 08/31/2023 Section / Title: Miscellaneous / 744_PH Sanitarian .pdf OAKLAND COUNTY MICHIGAN Class Title: CHIEF – PUBLIC HEALTH Department: Health & Human Services / Health Division Reports To: Administrator – Public Health FLSA Status: Exempt Salary Plan: SAP GENERAL SUMMARY Under direction, is responsible for planning, developing, and implementing evaluative studies to determine the efficiency of current Health Division programs and services. Assists administration in planning and developing programs to meet the perceived needs of the community in assigned program areas. Formulates measurable administrative program objectives, identifies criteria to be utilized to determine program efficiency and makes recommendations regarding changes in program content and design. Provides technical assistance to staff and outside agencies. Assists in the preparation of the Health Division budget and calculates, reviews and monitors the grant funding application and acceptance process. This individual advises, assigns, reviews, appraises, disciplines and assess employees as needed. As required, assists with development and revision of policies and procedures, contractual and partnership agreements and the execution of those agreements and quality assurance as appropriate. Utilizes current Countywide and/or department specific software to complete assignments. SUPERVISION EXERCISED Working through one or more subordinate supervisors, plans, directs, and makes staffing decisions and exercises control over the units designated areas. Exercises authority over professional, paraprofessional, technical and clerical employees. ESSENTIAL JOB FUNCTIONS Prepares and monitor program operating budgets. Prepares grant proposals and program documentation to apply for funding Plans, directs, coordinates and evaluates programs, process, methods and procedures within their assigned unit area. Assists Health Division administrators in identifying and formulating program objectives that are measurable for the purpose of planning and evaluation. Reviews and evaluates existing policies, procedures and work methods of the unit’s staff by performing periodic and special studies to make recommendations to the administrator to implement changes to remedy problem situations. Maintains awareness of current or new information pertaining to the assigned unit’s issues and State and County regulations for incorporation into policies and procedures and dissemination to professional staff. Participates, as requested by the Administrator at meetings with State and local agencies, professional groups and community organizations as related to the assigned program area and unit. Section / Title: Miscellaneous / 474_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 2 WHEN ASSIGNED TO ADMINISTRATIVE SERVICES: Makes fiscal recommendations, resulting from the cost analysis of programs, to the Health Officer – Health Division, and other Health Division administrators. Utilizes narrative reports, graphic displays and other materials to present recommendations used in formulating decisions to maintain, eliminate, develop or reduce Health Division programs. Prepares Health Division grant budgets by calculating salary and fringe benefits for position(s) receiving grant funding. Reviews the narrative section completed by the Health Program Coordinators, utilizing the state guidelines to ensure proper content and format. Responsible for operational oversight of purchasing and financial control policies & procedures. Monitors grant funding usage by reviewing financial status reports. Determines the validity for variance from the amount of money originally allocated. Monitors the grant application and acceptance procedures to ensure timely processing through the various committees of the Board of Commissioners and the full Board of Commissioners. Supervises a staff of clerical employees in the Central Support Unit who are responsible for: maintenance of client records; and providing support services for all areas of the Health Division. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO COMMUNITY NURSING: Plans, directs, coordinates and evaluates Public Health Community Nursing programs and services such as: Early On, parent-child health promotion and illness prevention programs, supportive services for families through home visits and special programs such as Nurse Family Partnership, high risk antepartum/postpartum services and Lead prevention in the community. Ensures that health needs of County citizens in these areas are being met and the programs are effective and appropriate. Meets with Public Health Nursing Supervisors to evaluate staffing needs, allocation of resources to service delivery, types of supervisory tools to be used, methods for record keeping and patient follow up to determine procedures and service priorities and to address management problems. Coordinates Public Health Community Nursing Services with other programs in PHNS and the Health Division services. Makes recommendations to the administrator on divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities and planning needed to meet service levels required. Assists administrative staff in determining needs for in-service training conferences and workshops for PHNS personnel. Makes recommendations on content and materials for training programs and operating manuals. Develops evaluation tools to measure performance standards. Coordinates program services with those of other community agencies and institutions to ensure a comprehensive program of health care to County residents. Participates on committees and task forces to orient and educate the community in prevention and health promotion provided through Public Health Community Nursing Services and to eliminate duplication of services provided. Section / Title: Miscellaneous / 474_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 3 Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO FIELD NURSING: Plans, directs, coordinates and evaluates Public Health Nursing Special Programs such as Immunization Action Program, Nurturing Parent Program, Outreach and Children’s Special Health Care Services and Services. Ensures that health needs of County citizens in these areas are being met and that programs are effective and appropriate. Meets with Public Health Nursing Special Program Supervisors to evaluate staffing needs, allocation of resources to service delivery, types of supervisory tools to be used, methods for record keeping and patient follow up to determine procedures and service priorities and to address management problems. Coordinates Public Health Nursing Special Programs with other programs in PHNS and the Health Division services. Makes recommendations to the administrator on divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities and planning needed to meet service levels required. Uses program summary and service delivery information to evaluate whether present services are meeting the County's health needs. Recommends and implements program changes through reallocation of resources and program directives. Assists administrative staff in determining needs for in-service training conferences and workshops for PHNS personnel. Makes recommendations on content and materials for training programs and operating manuals. Develops evaluation tools to measure performance standards. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO HEALTH PROMOTION SERVICES (HPS): Plans, develops and assists in managing a broad range of community health promotion and disease prevention programs. Monitors and analyzes Health Promotion Services unit program annual and long-range program objectives, priorities and service delivery to identify program needs or effect changes in program procedures or directives to ensure maximum delivery of service. Coordinates assigned programs with other programs in HPS and the Health Division. Makes recommendations to the administrator on divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities and planning needed to meet program requirements. Compiles and utilizes program and service delivery information to evaluate whether present programs and services are meeting the County’s health related needs. Recommends and implements program changes through reallocation of resources and program directives. Assists administrator in guiding prevention and health promotion related issues and supporting use of health promotion related methodologies by HPS supervisors and staff. Section / Title: Miscellaneous / 474_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 4 Maintains an awareness current funding sources such as Substance Abuse Mental Health Services Administration (SAMSHA), Centers for Disease Control and Prevention (CDC), Michigan Department of Health and Human Services (MDHHS) and local opportunities. Leads or provides assistance for grant writing efforts and monitoring of grants from federal, state and local sources. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO ENVIRONMENTAL HEALTH: Under limited direction, is responsible for ensuring the enforcement of Federal, State and County health codes and regulations by Environmental Health field staff involved in special Environmental Health Service programs. Provides technical assistance to Environmental Health staff and outside agencies. Assists in planning and revising special Environmental Health Service programs. Working through one or more subordinate supervisors, plans, directs, makes staffing recommendations to the Administrator and exercises control over the activities of Environmental Health Services personnel engaged in special programs. Exercises authority over professional and para-professional employees. Ensures the quality and uniformity of policies and procedures used in the field activities of Environmental Health Services. Provides technical assistance and advice to environmentalists to ensure compliance with State and County codes and regulations and a high level of professionalism on complex or unusual issues. Maintains awareness of current or new information pertaining to environmental health issues and State and County codes and regulations for incorporation into policies and procedures and dissemination to professional staff. Provides information over the phone and occasionally in person to concerned citizens on a variety of environmental health issues. Meets with appropriate individuals associated with facilities deemed environmentally deficient and involved Environmental Health staff to resolve problems. Oversees the day to day activities of the office(s) assigned. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO MEDICAL SERVICES Plans, directs, coordinates, and evaluates Clinical Services (STD services and Immunization services), Laboratory Services, and Communicable Disease unit. Ensures that health needs of County citizens in these areas are being met and the programs are effective and appropriate, utilizing best practices from national resources. Places an emphasis on Continuous Quality Improvement. Uses program summary and service delivery information to evaluate whether present services are meeting the County's health needs. Recommends and implements program changes through reallocation of resources and program directives. Section / Title: Miscellaneous / 474_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 5 Coordinates training that fosters staff development both clinically and professionally and ensures high quality of service delivery while keeping up to date on evolving practice standards. Meets with Medical Services Supervisors to evaluate staffing needs, allocation of resources to service delivery, types of supervisory tools to be used, methods for record keeping and follow up to determine procedures and service priorities and to address management problems. Coordinates Medical Services with other Health Division services. Makes recommendations to the administrator on divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities and planning needed to meet service levels required. Fosters strategic relationships among community agencies and state/national partners with the aim to improve service delivery to County citizens in an efficient manner. Utilizes current Countywide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate to accurately convey information. Ability to operate basic office equipment. WORKING CONDITIONS Work is performed in a typical office, classroom or field environment. May participate in activities that require driving or being a passenger in an automobile. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS WHEN ASSIGNED TO ADMINISTRATIVE SERVICES: 1 a. Possess a Master’s Degree from an accredited college or university with a major in Public Health Administration, Business Administration, Public Administration, Political Science, Math, Economics, or a closely related field; AND b. Have had at least five (5) years of full-time responsible administrative and/or supervisory experience, which includes three (3) years experience in financial analysis, business administration, general accounting or related activities, in a health, social service or other public agency; OR Section / Title: Miscellaneous / 474_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 6 2. a. Possess a Bachelor’s Degree from an accredited college or university with a major in Public Health Administration, Business Administration, Public Administration, Political Science, Math, Economics, or a closely related field; AND b. Have had at least seven (7) years of full-time responsible administrative and/or supervisory experience, which includes three (3) years experience in financial analysis, business administration, general accounting or related activities, in a health, social service or other public agency. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. WHEN ASSIGNED TO COMMUNITY NURSING OR FIELD NURSING 1. Be licensed by the Michigan Board of Nursing to practice as a registered professional nurse in the State of Michigan. 2. a. Possess an Associate’s or Bachelor's degree in any field from an accredited college or university; AND b. Possess a Master's degree in nursing; OR 3. a. Possess a Bachelor's degree in nursing from an accredited college or university; AND b. Possess a Master's degree in nursing, nutrition, health education, public health, public administration or a closely related field. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. 4. Have had five (5) years of full-time increasingly responsible work experience in a Public Health Nursing agency including one (1) year in a supervisory or administrative capacity. WHEN ASSIGNED TO ENVIRONMENTAL HEALTH: 1. Must possess licensure by the State of Michigan as a Registered Sanitarian OR the National Environmental Health Association as a Registered Sanitarian/Registered Environmental Health Specialist; AND 2. a. Master's degree from an accredited college or university in Public Health, Environmental Health, or closely related area; OR a Master’s degree from an accredited college or university in Public Administration with at least fifteen (15) credit hours in the area of Environmental or Public Health; AND Section / Title: Miscellaneous / 474_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 7 b. Have had at least five (5) years of full-time increasingly responsible work experience in an environmental health agency, including at least one (1) year in a supervisory or administrative capacity; OR 3. a. A Bachelor's Degree from an accredited college or university with a major in Public Health, Environmental Health, physical, biological or sanitary sciences or closely related area; OR a Bachelor’s degree from an accredited college or university in Public Administration with at least fifteen (15) credit hours in the area of Environmental or Public Health; AND b. Have had at least seven (7) years of full-time increasingly responsible experience in an environmental health agency, including at least one (1) year in a supervisory or administrative capacity. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. WHEN ASSIGNED TO MEDICAL SERVICES 1. Be licensed by the Michigan Board of Nursing to practice as a registered professional nurse in the State of Michigan. 2. a. Possess an Associate’s or Bachelor's degree in any field from an accredited college or university; AND b. Possess a Master's degree in nursing; OR 3. a. Possess a Bachelor's degree in nursing from an accredited college or university; AND b. Possess a Master's degree in nursing, nutrition, health education, public health, public administration or a closely related field. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. 4. Have had at least five (5) years of full-time increasingly responsible work experience in Nursing, laboratory, epidemiology, communicable disease, and/or related field, including at least one (1) year in a supervisory or administrative capacity. Section / Title: Miscellaneous / 474_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 8 WHEN ASSIGNED TO HEALTH PROMOTION SERVICES 1. a. Possess a Master's Degree from an accredited college or university with a major in Public Health, Public Administration, Health Education, Behavioral Science, or Nutrition; AND b. Have had at least five (5) years of full-time experience in exercising increasing responsibility in a public health or health agency, including one (1) years in a supervisory or administrative capacity; OR 2. a. Possess a Bachelor's Degree from an accredited college or university with a major in Public Health, Public Administration, Health Education, Behavioral Science, or Nutrition; AND b. Have had at least seven (7) years of full-time experience in exercising increasing responsibility a public health or health agency, including three (3) years in a supervisory or administrative capacity. WITHIN ALL CLASSIFICATIONS: 3./4. Possess a valid United States motor vehicle operator’s or chauffeur’s license. Out of country driver’s license holders will be required to obtain the appropriate valid State of Michigan driver’s license before the hire date. 4./5. Pass the complete examination, including the employment medical, established for the classification. 5./6. Successfully complete the six month probationary period. B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Considerable knowledge of budgetary, accounting, purchasing, personnel, and administrative principles, practices, and procedures. 2. Considerable knowledge of the principles and practices of public health administration, including statistics and statistical analysis, data computerization methodology, and primary and secondary data collection techniques. 3. Considerable knowledge of evaluation procedures, statistics and research methodology. 4. Considerable ability to plan, implement and integrate multifaceted evaluation activities. 5. Considerable ability to compile statistics, decipher pertinent information, and prepare and present oral and written reports to officials and other interested groups or individuals. 6. Considerable ability to effectively communicate technical aspects of mathematical terminology and concepts to other departmental personnel and to County officials. 7. Considerable ability to establish and maintain effective working relationships with administrative, professional, technical and clerical personnel. Section / Title: Miscellaneous / 474_Chief - Public Health.pdf CLASS TITLE: CHIEF – PUBLIC HEALTH 9 8. Reasonable ability to exercise mature judgment and initiative in analyzing problems and recommending solutions. 9. Familiar with current word processing, spreadsheet, database, e-mail and Internet software. C. SPECIAL REQUIREMENTS 1. Must maintain a United States valid motor vehicle operator or chauffeur's license. 2. Must submit to immunizations as required by the Department of Health & Human Services and to periodic tuberculin skin tests or chest x-rays at County expense. WHEN ASSIGNED TO COMMUNITY NURSING, FIELD NURSING OR MEDICAL SERVICES: 3. Must Maintain registration with the State of Michigan Board of Nursing. WHEN ASSIGNED TO ENVIRONMENTAL HEALTH: 3. Must maintain licensure by the State of Michigan as a Registered Sanitarian OR the National Environmental Health Association as a Registered Environmental Health Specialist. APPROVED BY: 11/12/2020 DATE: Section / Title: Miscellaneous / 474_Chief - Public Health.pdf OAKLAND COUNTY MICHIGAN Class Title: PUBLIC HEALTH SANITARIAN SUPERVISOR Department: Health and Human Services / Health Reports To: Chief – Public Health FLSA Status: Exempt Salary Plan: UNI/124 GENERAL SUMMARY Plans, organizes, supervises and evaluates the more complex and specialized Environmental Health Services programs relating to water quality, shelter and land protection as well as the on-going activities of the general Environmental Health Services field staff. Provides advanced technical assistance to lower level assigned staff as necessary to resolve unusual or complex environmental health problems. Assists the Chief in ensuring compliance with state and county codes and regulations relating to environmental health issues. Analyzes current programs and/or need areas and recommends system revisions or other necessary policy or procedural changes. Utilizes current Countywide and/or department specific software to complete assignments. SUPERVISION EXERCISED Functions as a supervisor over a group of lower level Environmental Health employees. Advises, assigns in non-routine instances, reviews, appraises, and assists employees on an occasional basis. Effectively makes recommendations regarding performance disciplines and promotions. ESSENTIAL JOB FUNCTIONS Reviews all daily activity reports, mileage, time sheets, correspondence, inspection reports in an effort to ensure Environmental Health Services' programs are conducted and completed in an efficient and timely manner. Directs the plan review function which involves reviewing plans for food service establishments submitted to Environmental Health Services. Ensures that the plans meet environmental health standards and regulations. Provides technical expertise to lower level professional staff confronted with complex and/or crisis situations regarding such matters as food-borne illnesses outbreaks, air-pollution and/or environmental control system malfunctions affecting public health or welfare. Section / Title: Miscellaneous / 800_PH Sanitarian Supv.pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN SUPERVISOR 2 Compiles and evaluates reports and statistical data pertaining to air quality, shelter and food safety and sanitation which involves activities such as gathering and investigating information regarding problems such as severe rodent and insect infestations in residential units. Reviews and evaluates existing policies, procedures and work methods by means of periodic and special studies, and recommends to the Chief – Public Health the implementation of improved work methods and procedures affecting the Air Quality, Shelter and Food Sanitation programs. Provides final determinations to field staff regarding interpretation of laws and codes in the areas of food safety and sanitation, land development and drainage and/or sewage needs. Non-compliance to regulations may result, for example, in denial of a developer's building request, discontinuing operations of a day care facility or closure of a food service establishment. Answers public questions regarding food safety environmental health such water quality, sewage disposal requirements, soil and water test procedures, and results. Assists field staff in on-site inspections, such as land development and water supplies. Supports field staff in conflict-prone situations and/or to assist in the decision-making process. Provides technical expertise to lower level professional staff confronted with complex and/or crisis situations regarding matters affecting public health or welfare. Compiles and evaluates reports and statistical data pertaining to wastewater disposal and water quality to include but not limited to analyzing complex environmental impact problems relating to the development of a parcel for site condominiums. Oversees the issuance of permits for the Onsite Sewage Program to include offers counseling to other agencies and individuals in matters pertaining to the onsite sewage treatment and disposal; and provides technical expertise and guidance to lower level professional staff confronted with the more complex problems related to advanced treatment and disposal of sewage for residential and non-residential applications. Oversees the issuance of permits for Private and Type III Public Onsite Water Supplies and Type II-A and Type II-B Non-Community Water Supplies to include offers counseling to other agencies and individuals in matters pertaining to ground, surface, and recreational waters; and provides technical expertise and guidance to lower level professional staff confronted with the more complex problems related to bathing beaches, public swimming pools, groundwater contamination, and public and private on-site water supplies. Evaluates and investigates reports and statistical data such as nuisance complaint reports and inspection reports. Reviews and evaluates existing policies, procedures and work methods of assigned Environmental Health staff by periodic and special studies and makes recommendations to the Chief – Public Health to implement changes to remedy problem situations and improve the delivery of Environmental Health Programs. Section / Title: Miscellaneous / 800_PH Sanitarian Supv.pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN SUPERVISOR 3 Utilizes current Countywide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate to accurately convey information. Strong interpersonal skills and demonstrate cultural sensitivity to all clients served. WORKING CONDITIONS Work is performed in a typical office and/or food service establishments, schools, public facilities, recreational areas and group lodgings facilities. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS 1. Must possess licensure by the State of Michigan as a Registered Sanitarian or possess the National Registered Environmental Health Specialist/Registered Sanitarian credentials as issued by the National Environmental Health Association. NOTE: Applicants registered as a sanitarian in another state may apply but must obtain the National Registered Environmental Health Specialist/Registered Sanitarian credentials as issued by the National Environmental Health Association prior to completion of the six (6) month probationary period or the candidate will fail to successfully complete the probationary period. 2. a. Possess a Master's degree from an accredited college or university in Public Health, Environmental Health, or related field of study; AND A Bachelor's Degree from an accredited college or university with a major in Public Health, Environmental Health, physical or biological sciences or related field of study; AND b. Have had at least three (3) years of full-time environmental health experience in an environmental health or public health agency; OR Section / Title: Miscellaneous / 800_PH Sanitarian Supv.pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN SUPERVISOR 4 3. a. Possess a Master's degree from an accredited college or university in Public Administration or Health Administration or a related field of study with at least six (6) credit hours, at the graduate level in the area of Environmental or Public Health, AND a Bachelor's Degree from an accredited college or university with a major in Public Health or Environmental Health; AND b. Have had at least three (3) years of full-time environmental health experience in an environmental health or public health agency. NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing. 4. Possess a valid United States motor vehicle operator’s or chauffeur’s license. Out of Country driver’s license holders will be required to obtain the appropriate valid State of Michigan driver’s license before the hire date. 5. Pass the complete examination, including the employment medical, established for this classification. 6. Satisfactorily complete the six month probationary period. B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Considerable knowledge of professional practices and procedures in the field of environmental health. 2. Considerable knowledge of the County Sanitary Code and State laws relating to environmental health. 3. Considerable knowledge of the principles and practices of public health administration and of community health programs. 4. Considerable ability to establish and maintain effective working relationships with both professional and non-professional Health Division personnel, representatives of other agencies, and the public. 5. Considerable ability to analyze and resolve problems encountered relative to environmental health. 6. Reasonable ability to make field inspections in all areas of environmental health. 7. Reasonable ability to prepare and present written reports. Section / Title: Miscellaneous / 800_PH Sanitarian Supv.pdf CLASS TITLE: PUBLIC HEALTH SANITARIAN SUPERVISOR 5 8. Reasonable ability to make decisions in accord with departmental policies and procedures. 9. Reasonable knowledge of supervisory practices and principles. 10. Reasonable ability to assign and supervise the work of others. 11. Reasonable ability to utilize current word processing, spreadsheet, database, e-mail and Internet software. 12. Excellent written and oral communication skills. 13. Highly organized with a strong attention to detail. C. SPECIAL REQUIREMENTS 1. Must maintain a valid United States motor vehicle operator's or chauffeur's license. 2. Must submit to immunizations as required by the Health Division and to periodic tuberculin skin tests or chest X-rays at County expense. 3. Must maintain licensure by the State of Michigan as a Registered Sanitarian or by the National Environmental Health Association as a Registered Environmental Health Specialist/Registered Sanitarian. APPROVED BY: 04/27/2021 DATE: Section / Title: Miscellaneous / 800_PH Sanitarian Supv.pdf OAKLAND COUNTY MICHIGAN Class Title: ADMINISTRATOR PUBLIC HEALTH Department: Health & Human Services / Health Division Reports To: Health Officer FLSA Status: Exempt Salary Plan: 086/128 GENERAL SUMMARY Is responsible for the development and administration of a comprehensive countywide program within public health, administrative planning of policies and procedures, and provides administrative support and technical assistance to staff engaged in providing fiscal, personnel, purchasing, clerical, information technology, planning and evaluation services in support of the Division. Develops the Division's budgets for both county funds and other sources of funding in coordination with other service administrators and monitors expenditures to ensure budget compliance. In the absence of the Health Officer, may represent the Health Division at various Board of Commissioners and committee meetings, conferences, and meetings with other health related agencies. Utilizes current Countywide and/or department specific software to complete assignments. SUPERVISION EXERCISED Working through one or more subordinate supervisors, plans, directs, makes staffing decisions, and exercises control over assigned division. Exercises authority over professional, para-professional, technical, and clerical employees. ESSENTIAL JOB FUNCTIONS Plans, monitors, and authorizes expenditures of the section's annual operating budget to ensure efficient utilization of resources needed for service delivery. Meets with Health Division administrators and management team to provide technical assistance and to coordinate programs from their assigned area to establish agency priorities for allocation of resources and staff. Represents the assigned program area at public speaking engagements such as the Board of Commissioner and committee meetings, conferences, local governmental units, concerned citizens or agencies as required. May respond to questions from the media to convey a true and accurate picture of the situation. In the absence of the Health Officer, manager or Director, may represent the Health Division at the Board of Commissioner meetings. Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 2 Maintains current knowledge regarding local and State codes, laws, and proposed regulations relative to the assigned program area for dissemination to staff to ensure compliance. Plans and executes federal and state grants by working with the finance team on budgets, researching funding opportunities, managing grant deadlines, reporting, data collection, and tracking grantee results. Responsible for the planning and design of policies and procedures in the delivery over assigned program area. Meets with lower-level staff to determine priorities and resolve problem areas. WHEN ASSIGNED TO ADMINISTRATIVE SERVICES: Plans, develops, and administers a broad range of public health administrative and fiscal services including budgeting, purchasing, and accounting. Submits all budget documents to the Health Officer for approval. Monitors and controls adopted budgets to ensure Health Division operations and programs remain within budget guidelines. Performs delegated administrative personnel functions affecting the Health Division such as supervising the completion and review of all personnel transactions including the creation of new positions. Monitors and analyzes Public Health Administrative Service objectives and priorities, identifies needs and makes recommendations affecting procedures or directives. Functions as liaison with the Information Technology Department, reviews and develops related policies and procedures. Responsible for overseeing physical facilities of Health Division sites throughout the County. Performs liaison responsibilities with Facilities Management. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO ENVIRONTMENTAL HEALTH SERVICES: Plans, develops, and administers a variety of Environmental Health Service programs designed to provide health controls for air quality, water quality, food sanitation, shelter and land protection which otherwise can have an adverse effect on human health. Ensures that the County Sanitary Code and State laws relating to environmental health are enforced. Provides technical expertise on complex or unusual environmental health issues to staff. Meets with lower- level professional staff to determine service policies, program priorities and to address and resolve problem areas. Monitors and analyzes Environmental Health Service programs, objectives, priorities, and service delivery using written documentation and computerized program data to identify program needs or effect changes in program procedures or directives. Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 3 Meets with owners, managers or other responsible officials of facilities deemed to be environmentally deficient and with associated Environmental Health Service staff to resolve problems and eliminate the necessity of formal action. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO HEALTH PROMOTION SERVICES: Plans, develops, and administers a broad program of community health education and nutrition services emphasizing health promotion and disease prevention. Reviews health problems with appropriate community and division personnel to determine problems which may be solved or lessened through the application of educational concepts. Coordinates program services with those of other community agencies to ensure a comprehensive program of health care services to County residents and eliminate the duplication of services. Meets with Health Division administrators to provide consultation and technical assistance regarding educational content of programs. Ascertains their needs for health education services and materials. Consults with Health Division administrative personnel in the development and administration of in-service training programs. Supervises the development of health education programs for the general public involving lectures, films, posters, pamphlets, etc. to prevent or control specific health problems. Supervises the selection, preparation and evaluation of health education materials utilized in community and in-service health education programs. Supervises the distribution of health education materials and coordinates the exchange of health education resources with other government and health related agencies. Communicates with various clubs and community groups to inform them of the various services and programs of the Health Division. Monitors and analyzes Health Promotion Services programs, objectives, priorities, and service delivery using written documentation and computerized program data to identify program needs or effect changes in program procedures or directives. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO PUBLIC HEALTH NURSING: Analyzes Public Health Nursing program objectives, priorities and service delivery using written documentation and computerized program data to identify program needs or effect changes in program procedures or directives. Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 4 Acts as a liaison between agencies outside of the County such as Oakland Schools, Project Head Start and Oakland Livingston Human Service Agency to coordinate immunizations and early detection/screening programs as a part of comprehensive Countywide health care objectives. Confers with representatives of local governmental units and of private health agencies to identify the County's needs for public health services and to develop proposals for responding to these needs. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO MEDICAL SERVICES: Plans, develops, and administers a variety of Clinical Programs, and laboratory services Communicable Disease, Harm Reduction, TB and Hepatitis C, to optimize community human health. Meets with program chiefs to evaluate staffing needs and allocation of resources for service delivery and divisional priorities and confers with other Health Division administrative staff to evaluate program directives, priorities, and planning needed to provide comprehensive, quality public health clinical, and laboratory. Provides technical expertise on complex or unusual clinical issues to staff. Meets with lower-level professional staff to determine service policies, program priorities and to address and resolve problem areas. Oversees the monitoring and analyzing data and trends pertaining to health-related outbreaks. Plans, directs, and coordinates studies to investigate public diseases and reports analysis to the data to Health Division. Oversees Communicable Disease investigation unit and implements control and preventative measures to reduce the impact in the community. Analyzes Medical Services objectives, priorities and service delivery using written documentation and computerized program data to identify program needs or effect changes in program procedures or directives. Responsible for overseeing Clinical, HIV, and laboratory services. Plans, develops, and coordinates health related outreach projects in the community. Utilizes current Countywide and/or department specific software to complete assignments. WHEN ASSIGNED TO HEALTH & HUMAN SERVICES (Assessment, Data, and Evaluation team) Leads and oversees the development of a comprehensive assessment program to support the Department mission and division strategic objectives. Strengthen current assessment policies, practices, and systems through a centralized process. Plans, develops, and administers department-wide assessments, Data collection/analysis, and program evaluation. Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 5 Provides relevant data to department leadership from federal, state, and local data sources and advises on the use of formative and summative data for the purpose of improving programs. Meets with Health and Neighborhood & Housing Development leadership to support data-based decision making throughout the department. Evaluates the impact of programs, interventions, and services related to department programs. Lead and support the departments ongoing evaluation and data management efforts, contributing to a culture and practice of data-informed continuous improvement across the programs and in support of special projects and strategic initiatives. Through regular collaborative meetings with division and program leaders provides updates on data points of interest, assist with the development of new ways to explore, report and interpret quantitative and qualitative information, and support program directors with tools and information required to successfully lead and enhance their respective programs. Provides resources, assistance, and data products for all department programs. Lead and support the departments ongoing evaluation and data management efforts, contributing to a culture and practice of data-informed continuous improvement across the programs and in support of special projects and strategic initiatives. Through regular collaborative meetings with division and program leaders will provide updates on data points of interest, assist with the development of new ways to explore, report, and interpret quantitative and qualitative information, and support program directors with tools and information required to successfully lead and enhance their respective programs. Assist the Director in developing and executing new initiatives, special projects and innovations as requested. Utilizes current Countywide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate to accurately convey information. Ability to operate basic office equipment. WORKING CONDITIONS Work is performed in a typical office and/or classroom environment. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 6 EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS WHEN ASSIGNED TO ADMINISTRATIVE SERVICES 1. a. Possess a Master's degree from an accredited college or university with a major in Public Health Administration, Business Administration, Public Administration, Nursing, Environmental Health, Behavioral Sciences, Finance, Accounting, Health Education, or a closely related field; AND b. Have had at least seven (7) years of full-time increasingly responsible work experience in a professional capacity such as public health or human services programming, business administration, finance, accounting, or program evaluation at least two (2) years of which must be in a supervisory and/or administrative capacity in a public health agency, human service agency or related area; OR 2. a. Possess a Bachelor's degree from an accredited college or university with a major in Public Health Administration, Business Administration, Public Administration, Nursing, Environmental Health, Behavioral Sciences, Finance, Accounting, Health Education, or a closely related field; AND b. Have had at least nine (9) years of full-time increasingly responsible work experience in a professional capacity such as public health or human services programming, business administration, finance, accounting, or program evaluation at least two (2) years of which must be in a supervisory and/or administrative capacity in a public health agency, human service agency or related area. 3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED ENVIRONMENTAL HEALTH SERVICES: 1. Must possess licensure by the State of Michigan Department of Consumer and Industry Services as a Registered Sanitarian or possess the National Registered Environmental Health Specialist/Registered Sanitarian credentials as issued by the National Environmental Health Association. 2. a. Possess a Master's Degree from an accredited college or university in Public Health, Environmental Health, Sanitary Science, or closely related area; OR b. A Master's degree from accredited college or university in Public Administration; AND c. Have had at least seven (7) years of full-time increasingly responsible experience in an environmental health agency, including three (3) years in a supervisory or administrative capacity; OR Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 7 3. a. Possess a Bachelor's Degree from an accredited college or university in Public Health, Environmental Health, Sanitary Science, Public Administration or closely related area; AND b. Have had at least nine (9) years of full-time increasingly responsible experience in an environmental health agency, including three (3) years in a supervisory or administrative capacity. 4. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED TO HEALTH PROMOTION SERVICES: 1. a. Possess a Master’s of Public Health, Master of Science or other closely related degree from an accredited college or university with a major in Public Health Education, Public Administration, Community Health, Adult and Continuing Education or other closely related areas; OR b. Possess a Master’s of Public Health or other closely related degree from an accredited college or university with a major in food and nutrition, dietetics or other closely related areas; AND be certified as a Registered Dietitian by the Commission on Dietetic Registration; AND c. Have had at least seven (7) years of full-time work experience in a community health education agency at least three (3) years of which must have been in a supervisory and/or administrative capacity; OR 2. a. Possess a Bachelor’s of Public Health, Bachelor’s of Science or other closely related degree from an accredited college or university with a major in Public Health Education, Public Administration, Community Health, Adult and Continuing Education or other closely related areas; OR b. Possess a Bachelor’s of Public Health or other closely related degree from an accredited college or university with a major in food and nutrition, dietetics or other closely related areas; AND be certified as a Registered Dietitian by the Commission on Dietetic Registration; AND c. Have had at least nine (9) years of full-time work experience in a community health education agency at least three (3) years of which must have been in a supervisory and/or administrative capacity. 3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED TO PUBLIC HEALTH NURSING: 1. a. Possess a Master's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration, or a closely related field; AND Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 8 b. Have had at least seven (7) years of full-time increasingly responsible experience in a nursing agency, including three (3) years in a supervisory or administrative capacity; OR c. Possess a Bachelor's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration or a closely related field; AND d. Have had at least nine (9) years of full-time increasingly responsible experience in a nursing agency, including three (3) years in a supervisory or administrative capacity. 2. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED TO MEDICAL SERVICES 1. a. Possess a Master's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Epidemiology, Public Administration or a closely related field; AND b. Have had at least seven (7) years of full-time increasingly responsible experience in a nursing agency, including three (3) years in a supervisory or administrative capacity; OR 2. a. Possess a Bachelor's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration or a closely related field; AND b. Have had at least nine (9) years of full-time increasingly responsible experience in a nursing agency, including three (3) years in a supervisory or administrative capacity. 3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. WHEN ASSIGNED TO HEALTH & HUMAN SERVICES ADMINISTRATION 1. a. Possess a master’s degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration, Epidemiology, or a closely related field; AND b. Have had at least seven (7) years of full-time increasingly responsible experience in a professional capacity such as public health or human services programming, including three (3) years in a supervisory or administrative capacity; OR 2. a. Possess a Bachelor's Degree from an accredited college or university in Nursing, Nutrition, Health Education, Public Health, Public Administration, Epidemiology or a closely related field; AND Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 9 b. Have had at least nine (9) years of full-time increasingly responsible experience in a professional capacity such as public health or human services programming, including three (3) years in a supervisory or administrative capacity. 3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Considerable knowledge of the administrative principles and practices necessary to support a health/human service agency. 2. Considerable knowledge of budgetary, accounting, purchasing, personnel and administrative principles, practices, and procedures. 3. Considerable knowledge of information systems, statistics, and research methodology. 4. Considerable knowledge of the theory and practice of planning and evaluating public health or other human service program. 5. Considerable ability to compile statistics, decipher pertinent information, and present oral and written financial, operational, and other types of departmental reports to officials and other interested groups or individuals. 6. Considerable ability to apply the principles of personnel administration to the selection, placement, and supervision of employees. 7. Considerable ability to establish and maintain effective working relationships with Health Division personnel, officials and staff of state and local governmental and private organizations, and the public. 8. When assigned to Medical Services, have had previous full-time experience in a clinical setting. 9. When assigned to Medical Services, have had previous full-time experience as an Epidemiologist. 10. Ability to cope with difficult and/or emergency situations requiring immediate decisions in accordance with appropriate departmental policies and procedures. 11. Ability to exercise mature judgement and initiative in analyzing problems and recommending solutions. 12. Familiar with current word processing, spreadsheet, database, e-mail, and Internet software. Section / Title: Miscellaneous / 77_Administrator Public Health.pdf CLASS TITLE: ADMINISTRATOR PUBLIC HEALTH 10 C. SPECIAL REQUIREMENTS 1. Must maintain a valid United States motor vehicle operator's or chauffeur's license. 2. Must submit to immunizations as required by the Department of Health & Human Services and to periodic tuberculin skin tests or chest x-rays at County expense. APPROVED BY: DATE: 04/05/2023 Section / Title: Miscellaneous / 77_Administrator Public Health.pdf OAKLAND COUNTY MICHIGAN Class Title: ACCOUNTANT III Department: Interdepartmental Reports To: Higher level professional FLSA Status: Non-Exempt Salary Plan: 069/120, HRL/120 GENERAL SUMMARY Maintains and oversees the maintenance and accuracy of a variety of complex accounting functions including the preparation of accounting books and their subsidiary financial records, special departmental or Countywide fiscal accounts, as well as their data processing applications. Provides technical expertise for unusual accounting problems, arranges special auditing programs, and ensures compliance with appropriate federal and state laws. Prepares financial and statistical reports summarizing account transactions and calculating costs for budget statements and cost analysis. Analyzes existing accounting systems and assists in the design and implementation of revised accounting systems to improve efficiency and accuracy. Utilizes current Countywide and/or department specific software to complete assignments. SUPERVISION EXERCISED Functions as a working supervisor over a group of professional and clerical employees. Instructs, assigns, checks, and appraises performance. Participates in decisions regarding hiring, firing, promotions and discipline. May regularly perform same duties as professional employees supervised. When assigned to more complex financial areas such as Proprietary Fund Accounting, Grants Accounting, or Drain Accounting, may not have working supervisor responsibilities. ESSENTIAL JOB FUNCTIONS Maintains or supervises the maintenance of a complete set of accounting books including journals, general ledgers, and subsidiary financial records for the larger operating departments or for the entire County. Classifies records of financial transactions and ensures that posting is made to the appropriate general or subsidiary account. May also ensure entries are input correctly to a computer system when applicable. Analyzes accounting systems and participates in the design and implementation of new revised accounting systems to improve the operational efficiency and accuracy of assigned accounting areas. May design or revise computerized accounting systems when applicable. Section / Title: Miscellaneous / 397_Accountant III.pdf CLASS TITLE: ACCOUNTANT III 2 Prepares various financial, statistical, or special reports on a regular basis or as requested by supervision. May include budget statements and projections, payroll calculating, reports used for cost analysis, bond ratings, retirement fund investments, reports required by federal and state agencies, County liability status reports, etc. Conducts internal audits on departmental records such as receipts and bills and verifies balances and charges to proper funds to ensure conformance with established policies and proper accounting practices. May participate in outside auditing agency selection when applicable. Provides technical expertise to representatives of operating departments in accounting procedures and federal regulations to be employed in the maintenance of records. Supervises the monthly reconciliation of bank accounts ensuring that internal accounting records correspond with bank statements. May reconcile annual project accounts with general ledgers when applicable. Utilizes current Countywide and/or department specific software to complete assignments. ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS Ability to communicate to accurately convey information. WORKING CONDITIONS Work is performed in a typical office environment. IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor. EXPERIENCE, TRAINING, KNOWLEDGE, SKILLS & ABILITIES A. REQUIRED MINIMUM QUALIFICATIONS 1. Possess a Bachelor's degree from an accredited college or university with a major in Accounting, Business Administration, Finance, Economics, or a closely related field of study. 2. Have had three (3) years of full-time professional accounting work experience. NOTE: A Master's degree in one of the degree areas listed above may be substituted for one (1) year of the required experience. Section / Title: Miscellaneous / 397_Accountant III.pdf CLASS TITLE: ACCOUNTANT III 3 B. ADDITIONAL DESIRABLE QUALIFICATIONS 1. Experience in the areas of governmental accounting, grant administration, and financial analysis. 2. Considerable knowledge of governmental fund and general accounting principles and procedures. 3. Considerable ability in the analysis of accounting systems and in the devising and installing of accounting systems, methods, and techniques. 4. Considerable knowledge of laws and regulations relating to governmental accounting procedures. 5. Considerable ability to establish and maintain effective working relationships with County officials, administrators, employees, and the general public. 6. Considerable knowledge of the organization and administration of County government and the functions of respective County departments. 7. Reasonable ability to plan and direct the work of lower-level accountants and clerical staff and, in conjunction with others, evaluate that staff. 8. Reasonable ability to utilize current word processing, spreadsheet, database, e-mail, and Internet software. 9. Knowledge of microcomputer operations and ability to use database software. 10. Ability to present ideas effectively orally and in writing. APPROVED BY: DATE: 06/22/2023 Section / Title: Miscellaneous / 397_Accountant III.pdf ATTACHMENT B.3 MICHIGAN DEPARTMENT OF HEALTH & HUMAN SERVICES BUREAU OF GRANTS AND PURCHASING EQUIPMENT INVENTORY SCHEDULE Please list equipment items that were purchased during the grant agreement period as specified in the grant agreement budget’s cost detail schedule - Attachment B.2. Provide as much information about each piece as possible, including quantity, item name, item specifications: make, model, etc. Equipment is defined to be an article of non-expendable tangible personal property having a useful life of more than one (1) year and an acquisition cost of $5,000 or more per unit. Please complete and forward this form to the MDHHS contract manager with the final progress report. Grantee Name: Contract #: Date: Quantity Item Name Item Specification Tag Number Purchased Amount $ $ $ $ $ $ $ $ $ $ Total $ 0 Grantee’s Signature: ______________________________________ Date: ___________ FY 2025 Attachment C 1 | Page PERFORMANCE / PROGRESS REPORT REQUIREMENTS Lead Education and Faucet Replacement Program 2025 A.Grantees must complete monthly Financial Status Reports in EGrAMS by the 30th of each month for the prior month, as specified in the Grant Agreement. •Grantees shall provide their detailed general ledger attached to the monthly Financial Status Report in an Excel or PDF format for review and analysis. B.Grantees must submit quarterly Work Plan reports in EGrAMS by the 15th of the month following the end of each quarter, as specified in the Grant Agreement. C.Grantees must report home visit, plumbing assessment, and outreach information to MDHHS weekly via email or as requested by MDHH S which can include use of a provided data systems and/or forms. MDHHS will complete monthly review of benchmarks and develop a management plan on a quarterly basis for grantees who are not meeting benchmarks. If management plan does not achieve projected results, grantee must revise portions of contract including benchmarks and/or total contract award in the next amendment cycle. D.Reports and information with Protected Health Information (PHI) shall be submitted through the MDHHS File Transfer Protocol shared area and EGrAMS . . Attachment E 1 | Page OTHER PROGRAM-SPECIFIC REQUIREMENTS Lead Education and Faucet Replacement Program 2025 Program Requirements In addition to the boilerplate agreement, Grantees are required to: a.Grantee must adhere to the following program application eligibility criteria: i.The property must be located in the grantee service area. ii.Applicant must have application approved for eligibility by MDHHS-Lead Service Section. b.Training and Data Collection i.Grantees must use data system defined by MDHHS to collect, maintain, and assure data integrity. Grantee must record data nec essary to document, report, and evaluate program outputs and outcomes. In addition to online data system, grantee must save and provide all hard-copy supporting information including photos if requested by MDHHS . ii.Grantees are required to attend the Lead Education and Faucet Program trainings provided by MDHHS throughout the fiscal year. i.Grantee must use home and plumbing assessment template forms as well as educational materials provided by MDHHS. Forms are required to be completed and shared during home v isit with program participant. ii.Grantee must take appropriate plumbing component pictures during plumbing assessment for record and to be shared with MDHHS if requested. iii.Grantees must document how PII or PHI data will be securely shared with partnering entities, including, but not limited to, th e following components: i.Data source, purpose, and use ii .Specific data elements (e.g., age, gender, etc.) iii.Time periods (e.g. October 1, 2023 through September 30, 2024) iv .Identify what data transfer medium will be used (e.g., electronic through secured FTP, hard copy via facsimile, encrypted email, etc.) Attachment E 2 | Page v.Identify who will have access to the data (e.g., project director, intake specialist, etc.), and how access will be controlled. vi.Identify how you will receive authorization from participants t o share data with any subcontractors or partners. Include how you will share the authorized data with subcontractors or partners, and ensure those accessing data agree to the same restrictions and conditions. vii.Identify where data will be stored and how access will be restricted to authorized individuals (e.g. encrypted or password protected) viii.Identify how data will be retained in secured storage once the pr ogram is completed to comply with records retention. Include how the data is destroyed at conclusion of the retention period. ix.Grantees are required to immediately notify MDHHS if a staff member who has access to MDHHS sponsored data system (FTP, Michigan Comprehensive Lead Abatement and Registry (MiCLEAR), Qualtrics, etc.) is no longer employed with the agency and/or permitted to have access to PHI. MDHHS will revoke their access immediately. c.Grantee shall enter and maintain program and project data in Excel spreadsheets, equivalent program, and on any data collection forms provided by MDHHS. d.Grantee must obtain Data Use Agreement with MDHHS if the program is receiving and/or sharing PHI. e.Communication. Grantee must attend MDHHS training on home and plumbing assessment protocol and lead education training prior to implementing program and engaging with program participants. i.Any outreach communication to list of eligible Medicaid enrolled applicants provided by MDHHS in form of emails, letters, etc. is required to be approved by MDHHS in advance of distribution to ensure alignment of messaging. f.Procurement Requirements. Recipients must follow State of Michigan or established grantee policies and procedures. g.Written Policies and Procedures. Grantees will be required to develop written policies and procedures to comply with the requirements of this RFP within the first sixty (60) days of the new award. MDHHS will provide Grantees with a minimum set Attachment E 3 | Page of procedures to be followed. The policies and procedures must describe how your program will handle items such as, but not limited, to: i.Home visits - Staff, scheduling, documentation, and reporting. ii.Pl umbing assessment - Staff, documentation, and reporting. iv.Application outreach - Staff, outreach methods, documentation, and reporting. v.Quality assurance of program data collection and data entry vi.Financial controls h.Grantees must have at least one representative participate in additional monitoring and information conference calls as requested by MDHHS. i.Grantees are required to retain all project records in a secured location for seven (7) years after project closeout. j.Grantee will submit Financial Status Report (FSR) including General Ledger and Work Plan Report as outlined in Attachment C. k.Program administrative costs are recommended to not exceed ten percent (10%) of the award for payments of reasonable administrative costs related to planning and executing the project, preparation/submission of MDHHS reports, etc. Administrative costs are the reasonable, necessary, allocable, and otherwise allowable costs of general management, oversight, and coordination of the proposal (i.e., program administration). Administrative costs must be outlined in the budget narrative. If administrative costs exceed ten percent (10%), justification must be provided. l.The Grantee can choose to use one of the approved methods outlined below in their budget to support their indirect rate. In any method, grantee must provide appropriate documentation of proof. i.Federal approved rate ii.State approved rate iii.Cost allocation plans iv.De minimis rate: If the Grantee does not have an existing approved indirect rate above and grantee elects to charge indirect costs, they must use a 10% de minimis rate in accordance with Title 2 Code of Federal Regulations (CFR) Part 200. De Minimis Rate cannot exceed 10% and de minimis calculation form must be completed and attached. Attachment E 4 | Page m.Equipment purchase is an unallowable expense. Equipment is defined as an article of non expendable tangible personal property having a useful life of more than one (1) year and an acquisition cost of $5,000 or more per unit. ATTACHMENT B.4 Updated October 2022 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES DeMinimis 10% Indirect Rate Calculator Fiscal Year 2024 Grant Agreements NOTE: The Grantee will complete the blue shaded cells. The yellow cells will be automatically calculated. GRANTEE NAME: GRANT PROGRAM NAME: GRANT PROJECT (if applicable): A.TOTAL BUDGETED PROGRAM EXPENSES 1 Salaries and Wages 2 Fringe Benefits 3 Employee Travel and Training/Conferences 4 Supplies and Materials 5 Subawards/Subrecipient Services 6 Contractual - Professional and Personnel Services 7 Communications 8 Rent Expense 9 Space Expenses 10 Capital Expenditures - Equipment and Facilities 11 Client Assistance - Rent 12 Client Assistance - All Other 13 Other Expenses 14 Volunteer Salaries and Wages 15 Volunteer Fringe Benefits 16 Volunteer Travel and Training Total Program Expenses B.EXCLUDED EXPENSES Rent Expense Capital Expenditures - Equipment and Facilities Client Assistance -Rent Tuition Remission Scholarships and Fellowships Participant Support Costs Charges for Patient Care Portion of Subaward in Excess of $25,000 Subrecipient Name Total Budgeted 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) 14) 15) 16) 17) 18) 19) 20) 21) 22) 23) 24) 25) Total Excluded Expenses C.TOTAL BUDGETED MODIFIED DIRECT COSTS D.CALCULATED BUDGETED DeMINIMIS EXPENSES - - EXCLUDED EXPENSES (See Definitions Tab) - Title 2 CFR 200 states the Modified Total Direct Costs (MDTC) excludes: -Rental Costs Capital Expenditures Equipment Tuition Remission Scholarships and Fellowships Participant Support Costs Charges for Patient Care -Portion of Subaward in Excess of $25,000 - - - - ATTACHMENT B.4 Updated October 2022 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES DeMinimis 10% Indirect Rate Calculator Fiscal Year 2024 Grant Agreements - - - - - - - - - - - - - - - - - - - - - - - Title 2 CFR 200 states the Modified Total Direct Costs (MDTC) excludes: Grantee Rent Expense a.This category includes the cost of rent/leases by the Grantee for space related to the operation of the program. b.This category does not include the cost of client rent assistance or equipment rentals/leases. Client Assistance Rent a.This category includes the cost of rental assistance provided for eligible clients in accordance with the program requirements. b.The Grantee must account for rental assistance separate from all other client assistance. Capital Expenditures – Equipment and Other a.Capital Expenditures - Equipment (1) (2) (3) (4) b.Capital Expenditures – Other (1) (2) (3) Tuition Remission a.Refers to ways that a college or university pays tuition costs for students. Includes tuition waivers and tuition payments. b.This category does not include tuition reimbursement for employees when the Grantee offers tuition reimbursement as an employee fringe benefit. Scholarships and Fellowships A scholarship is generally an amount paid or allowed to a student at an educational institution for the purpose of study. A fellowship grant is generally an amount paid or allowed to an individual for the purpose of study or research. [www.irs.gov] Participant Support Costs This category includes direct costs for such items for stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (not employees) in connection with conferences or training projects. [2 CFR 200.1] Charges for Patient Care This category includes medical, social, and educational services to patients relating to prevention, diagnosis, and treatment. Includes medical fees, laboratory, pharmacy, and other health inpatient care, home care services, treatments, professional and consultation fees and related travel costs, transportation of patients including accompanying parents or guardians (or other escort), and for sundry related support such as meals and housing. Subawards - Subrecipient Services This category includes the cost of an agreement (subaward) between the Grantee and another organization for the purpose of carrying out a portion of the Grant program. A subaward is a subrecipient relationship. Equipment is defined as an article of non-expendable property having a useful live of more than one year and acquisition cost of $5,000 or more per unit. Items with an acquisition cost of less than $5,000 classified as supplies and materials.The cost of single a single unit or piece of equipment includes the necessary accessories and installation costs.When the Grantee’s definition and threshold differs from the definition above, the Grantee will budget and report only those equipment purchases of $5,000 or more, on the Capital Expenditures – Equipment and Other line item.Equipment purchases must have prior written approval from MDHHS if the item will be expensed in the year of purchase. The approved Budget does not qualify as prior written approval. When equipment purchases are not expensed in the year of purchase, the Grantee may only expense the deprecation calculated in accordance with its written policy. This category includes capital outlay for capital assets other than equipment. Land, buildings (facilities), and intellectual property (including software) whether acquired by purchase, construction, manufacture, exchange, or through a lease accounted for as financial purchase under GASB or a finance lease under FASB.Additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets that materially increase their value or useful life. Grantee Rent Expense This category includes the cost of rent/leases by the Grantee for space related to the operation of the program. This category does not include the cost of client rent assistance or equipment rentals/leases. Client Assistance Rent This category includes the cost of rental assistance provided for eligible clients in accordance with the program requirements. The Grantee must account for rental assistance separate from all other client assistance. Capital Expenditures – Equipment and Other Capital Expenditures - Equipment Capital Expenditures – Other Tuition Remission Refers to ways that a college or university pays tuition costs for students. Includes tuition waivers and tuition payments. This category does not include tuition reimbursement for employees when the Grantee offers tuition reimbursement as an employee fringe benefit. Scholarships and Fellowships A scholarship is generally an amount paid or allowed to a student at an educational institution for the purpose of study. A fellowship grant is generally an amount paid or allowed to an individual for the purpose of study or research. [www.irs.gov] Participant Support Costs This category includes direct costs for such items for stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (not employees) in connection with conferences or training projects. [2 CFR 200.1] Charges for Patient Care This category includes medical, social, and educational services to patients relating to prevention, diagnosis, and treatment. Includes medical fees, laboratory, pharmacy, and other health inpatient care, home care services, treatments, professional and consultation fees and related travel costs, transportation of patients including accompanying parents or guardians (or other escort), and for sundry related support such as meals and housing. Subawards - Subrecipient Services This category includes the cost of an agreement (subaward) between the Grantee and another organization for the purpose of carrying out a portion of the Grant program. A subaward is a subrecipient relationship. This category includes the cost of rent/leases by the Grantee for space related to the operation of the program. This category includes the cost of rental assistance provided for eligible clients in accordance with the program requirements. Refers to ways that a college or university pays tuition costs for students. Includes tuition waivers and tuition payments. Lead Education and Faucet Replacement Program RFP Q & A Q: Has the RFP been posted or will it be after the pre-application meeting. If posted, can you direct me to the package? A: The RFP has been posted March 1, 2024. Applications are due April 26, 2024. To apply, visit the EGrAMS website and select "About EGrAMS" link in the left panel to access the "Competitive Application Instructions" training manual. The complete RFP can be accessed under the ‘Current Grants’ section under the “Public Health Administration” link and selecting the “LEAP-2025” grant program. Q: How are the target cities being defined? (Mailing address, zip code, census tract, etc.) A: The target areas are being defined based on mailing address within city boundaries. Q: Will the list of Medicaid homes have the age of the child included in the information? A:If selected as a grantee, MDHHS will provide a Medicaid list of Medicaid enrolled individuals with age of children, date of births as well as identify any pregnant person(s). Q: During the webinar, I thought I heard that community health workers are expected to deliver the services outlined in the RFP. Here is the definition I found on the MDHHS website "The American Public Health Association’s widely used definition of a community health worker (CHW) is “a frontline public health worker who is a trusted member of and/or has an unusually close understanding of the community served. This trusting relationship enables the CHW to serve as a liaison/link/intermediary between health/social services and the community to facilitate access to services and improve the quality and cultural competence of service delivery. A CHW also builds individual and community capacity by increasing health knowledge and self -sufficiency through a range of activities such as outreach, community education, informal counseling, social support and advocacy.” The definition is broad, but are you expecting outreach workers to have some form of certification to perform this work? A:There is no expectation that the outreach workers have a form of certification to perform work but there is a preference for staff performing the home visit to have previous outreach experience. Training from MDHHS staff will occur before any field work or home visiting begins for the grant. Q: Regarding the 5,000-character limit for applicant responses… Is this per category? For example, 5,000 characters for Program Implementation, 5,000 characters for Experience and Past Performance, etc. Or is it 5,000 characters for the entire narrative? A: The 5,000-c haracter limit pertains to answers per question. Please note spaces are included in the 5,000-character limit. Q: Can you provide the number of Medicaid enrolled households with a child or pregnant person in the City of Detroit? A: We cannot provide a number for Medicaid enrolled individuals prior to grant award. One example of publicly available information can be found here: Medicaid and Healthy Michigan Plan Health Plan Enrollment Report Q: Are filtered water pitchers given or suggested to be given to the household at time of home visit, until the faucet is replaced? A: This is dependent on the timeline of when the vendor/contractor is scheduled to go to the home to replace the faucet. In most cases, the contractor will distribute the filter and, in some cases, grantees may be asked to distribute filters at the time of home visits. All needed filters will be supplied by MDHHS to the grantee, so it is unnecessary to include as budget line item. Q: To confirm, the grantee is performing a plumbing assessment only and will not complete faucet replacement? A: Correct, the grantee will provide the home visit plumbing assessment and an approved MDHHS vendor/contractor will perform the faucet replacement. Q: Who will replace the faucet and how soon after home visit can a family expect faucet replacement? A: An MDHHS approved contractor firm/vendor will replace the faucets. Depending on how many participants are in the program, we are expecting faucet replacement to occur within two weeks of the home visit plumbing assessment. Q: Can we count this visit as a case management visit by the employee (if they are CHW) for CLPPP reporting, if the child in the home has a confirmed elevated blood lead level? A: No, the child should be enrolled in CLPPP case management . If awarded grant, please direct further questions to CLPPP staff member. Q: Who is responsible for providing home visit training to employee(s) to perform lead education home visit? A: MDHHS staff with subject matter expertise will be providing training to designated grantee staff. Q: Do you know how many homes you are planning on visiting in each community? A: There is no initial base number as it is dependent on community and grantee capacity. We estimate that 3-5 site visits can be conducted per day per employee on average. If awarded, the grantee will set their benchmark of how many home visits per grant year is a sustainable amount based on staff capacity. Q: If I can access the application now, does that mean my agency already has EGrAMS registration and do not need to request Project Director access to the application? A: Correct, if you can access the application then you do not need to request Project Director access. Please ensure you are accessing the correct grant (Lead Education and Faucet Replacement Program - LEAP 2025). The applicant can always verify access by reaching out to the EGrAMS Help Desk at MDHHS- EGrAMS-HELP@michigan.gov or (517) 335-3359. Q: Will you be reviewing the assessment tool during the call? A: No, but a draft version is available on the EGrAMS website. The complete RFP and other documents can be accessed under the ‘Current Grants’ section under the “Public Health Administration” link and selecting the “LEAP -2025” grant program and then click “Document ” tab. A final version will be provided to grantee if awarded the grant and training on questionnaire/assessment will be provided as well. Q: With regard to the project costs, is it correct that having additional outside funding or matching funds is not required? A: Correct, additional outside funding or matching is not required. Q: How do I request the list of Medicaid participants in the target community? A: We cannot provide a number for Medicaid enrolled individuals prior to grant award and executed data use agreement. One example of publicly available information can be found here: Medicaid and Healthy Michigan Plan Health Plan Enrollment Report Q: Is the 5,000 character limit per response or total for the application? A: The 5,000-character limit is per response. Please note spaces are included in the 5,000-character limit. Q: Can any agency apply? A: Yes , as long as the agency can serve one or more target communities defined in RFP. Q: If Medicaid list is not provided in advance of the application, how would someone estimate labor costs- meaning how would we know how many homes could be visited (If Medicaid list is not provided in advance of the application, how would someone estimate labor costs.) A: We estimate that 3-5 site visits can be conducted per day per employee on average. We anticipate each home visit plumbing assessment to be conducted by one or two people. If awarded, the grantee will set their benchmark of how many home visits per grant year is a sustainable amount based on current and/or new staff capacity. Q: What is the system being used for data collection? A: Qualtrics is the data system to be utilized. Q: You mention training for lead education what does that looks like? A: MDHHS staff with subject matter expertise will be providing a virtual training to designated grantee staff prior to any field work beginning. RFP Number: LEAP -2025 Grant RFP (Rev. 3-23) Page 1 of 17 Michigan Department of Health and Human Services Bureau of Grants and Purchasing GRANT REQUEST FOR PROPOSAL (RFP) Total Available $3,000,000 Estimated Number of Awards 10 RFP Number: LEAP-2025 Maximum Award: $700,000 Minimum Award $80,000 Department Bureau: Bureau of Epidemiology & Population Health Application Due Date: April 26, 2024 3:00 pm EDT Funding Source : State General Funds ALN#: N/A Anticipated Begin and End Dates: October 1, 2024 through September 30, 2025 Proposal Submission To gain access to the application and complete entry and submission, a step-by-step instruction manual is available for your use. Visit the EGrAMS website at http://egrams -mi.com/mdhhs, and click the link “About EGrAMS” on the left-side panel to access the manual. Geographic Area: Albion (Calhou n), Benton Harbor (Berrien), Muskegon Heights (Muskegon), Saginaw (Saginaw), Pontiac (Oakland), Flint (Genesee), Highland Park (Wayne), Hamtramck (Wayne), Detroit (Wayne), Inkster (Wayne), Ecorse (Wayne) Title: Lead Education and Faucet Replacement Program - 2025 (LEAP-2025) Program Purpose: The purpose of the Lead Education and Faucet Replacement Program is to prevent lead exposure from drinking water to Medicaid enrolled households with a child or pregnant person. These grants will fund recipients to do the following with training from Michigan Department of Health and H uman Services (MDHHS): 1) perform a lead education home visit, 2) provide a drinking water filter to the home, 3) perform a plumbing assessment to document the material of the interior plumbing, and 4) assess and assist the family in applying for the MDHHS Lead Safe Home Program. These activities will allow MDHHS to install a new primary drinking water faucet for residents residing in 11 identified communities if their faucet is older than 2014. Disqualifying Criteria: The applicant will be disqualified and the application will not be funded if there is failure to: •Submit a complete application, and a completed 12-month budget as required in the RFP, to the EGrAMS website on or before the grant application date and time deadline specified. •Stay at or below the maximum award amount per agreement year, if provided. Applications from applicants who are current state of Michigan employees are also disqualified and will not be funded . RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 2 of 17 Pre-Application Conference: A pre-application conference will be held to discuss this funding opportunity and provide instruction on using the EGrAMS system. The pre-application conference will be held on March 7, 2024, beginning at 10:00 am EST, and will last approximately 90 minutes. The webinar can be accessed at https://bit.ly/41PffjU. At the conclusion of the conference, this link can be used to access the recording of this webinar. Additional Information (e.g., applicant eligibility criteria): Eligible Applicants: Eligible applicants include 501c3 non-profits, private and public entities, local health departments, federally recognized tribes or a group of federally recognized Michigan tribes, or an Urban Indian Health Clinic (ITU) program, and universities. Future Funding: This is a one-year grant, with total available funding of $3,000,000. Applicants will only submit a budget for the first year October 1, 2024 – September 30, 2025, in the budget section of the application. Successful applicants may be renewed funding annually. based upon funding availability and acceptable performance. Per Boilerplate PA 119 of 2023: Section 253. (1) The department shall ensure that federally recognized tribes are able to apply and compete for services, programs, grants, or contracts. (2) For competitive grant programs described in this part, federally recognized tribes are eligible to apply for grant funds made available to organizations exempt from federal income tax under section 501(c)(3) of the internal revenue code of 1986, 26 USC 501, and to local units of government. Application Submission: Applicants are encouraged to complete and submit the grant application in advance of the grant application deadline to allow enough time to complete the application process and to receive technical assistance if necessary. The EGrAMS system will not permit applicants to submit applications that contain validation errors. Applicants must correct all errors before the system will allow submission of the application. Failure to correct all errors is not justification for a deadline extension. Techni cal Assistance Deadline: Technical assistance related to the submittal of the proposal and all attachments will be available until 12:00 pm EST on the day of the proposal deadline. This ensures equal access to technical assistance by preventing a first-come, first-served process for technical assistance. Responsibility for a complete submission lies with the applicant. Authority: Completion: Penalty: P.A. 2080 of 1939. Mandatory. Agreement Invalid The Michigan Department of Health and Human Services (MDHHS) does not discriminate against any individual or group on the basis of race, national origin, color, sex, disability, religion, age, height, weight, familial status, partisan considerations, or genetic information. Sex-based discrimination includes, but is not limited to, discrimination based on sexual orientation, gender identity, gender expression, sex characteristics, and pregnancy. If you need help with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a MDHHS office in your area. RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 3 of 17 Table of Contents This Request for Proposal (RFP) provides interested applicants with enough information to prepare and submit applications for consideration by the Michigan Department of Health and Human Services (MDHHS) and contains the following sections: Section I ............................................................................................. Request for Proposal Policy Section II ......................................................................................... Grant Program Specifications Section III .......................................................................................................... Evaluation Criteria RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 4 of 17 Section I REQUEST FOR PROPOSAL POLICY 1. RFP Timeline and Deadlines Pre-application conference March 7, 2024 10:00 am EST Deadline for submitting questions regarding the grant application March 11, 2024 Q & A Posted on EGrAMS March 15, 2024 Agency EGrAMS registration, agency profile and project director request deadline to gain access to Application April 19, 2024 5:00 pm EDT EGrAMS technical assistance deadline April 26, 2024 12:00 pm EDT Grant application deadline April 26, 2024 3:00 pm EDT Notification of Award/Denial July 12, 2024 Grants Awarded modification deadline July 26, 2024 2. Application and Submission Information a. Application Guide Applicants are responsible for reading and complying with this RFP and Competitive Application Instructions, which can be found by visiting the EGrAMS website at http://egrams-mi.com/mdhhs under ‘About EGrAMS’. b. EGrAMS Registration Applicants are responsible to visit the EGrAMS websites to create a user profile and submit a Project Director Request. 1) Registering an agency and creating a user profile through the EGrAMS Website at https://egrams-mi.com/mdhhs. • Applicants NEW to EGrAMS must register their agency on or before April 19, 2024 5:00 pm EDT by going to the EGrAMS Website. a) Applicants must have a Unique Entity Identifier (UEI) registered at SAM.gov | Home b) Applications must have a Vendor Customer Number registered at SIGMA Vendor Self Service website • Applicants NEW to EGrAMS are required to create a user profile by going to the EGrAMS W ebsite. 2) Submitting a Project Director Request through the EGrAMS website. • ALL applicants are required to submit a Project Director Request on or before April 19, 2024 5:00 pm EDT • Requests will be processed within two business days. RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 5 of 17 c. Application Submission Multiple applications will be accepted from each applicant. The application and any related materials and attachments must be submitted by the applicant’s Authorized Official electronically using the EGrAMS website by the proposal deadline. For technical assistance when entering the application, contact the EGrAMS Helpdesk at 517-335-3359. Technical assistance related to the submittal of the proposal and all attachments will be available until 12:00 pm EST on the day of the proposal deadline. This ensures equal access to technical assistance by preventing a first-come, first-served process for technical assistance. Responsibility for a complete submission lies with the applicant. Applicants are encouraged to complete and submit the grant application in advance of the grant application deadline to allow enough time to complete the application process and to receive technical assistance if necessary. The EGrAMS system will not permit applicants to submit applications that contain validation errors. Applicants must correct all errors before the system will allow submission of the application. Failure to correct all errors is not justification for a deadline extension. To gain access to the application and complete entry and submission, a step-by-step instruction manual is available for your use. Visit the EGrAMS website and click the link “About EGrAMS” on the left-side panel to access Grantee Competitive Application Instructions. d. Pre-Application Conference – Optional A pre-application conference will be held to discuss this funding opportunity and provide instruction on using the EGrAMS system. The pre-application conference will be held on March 7, 2024, beginning at 10:00 am EST, and will last approximately 90 minutes. The webinar can be accessed at https://bit.ly/41PffjU. At the conclusion of the conference, this link can be used to access the recording of this webinar. 3. Questions/Inquiries This solicitation is competitive; therefore, staff cannot have individual conversations with prospective applicants. Any questions concerning the content of this RFP must be sent via email to MDHHS-DEH-RFP@Michigan.gov, on or before March 11, 2024. Questions may be discussed verbally at the pre-application conference. MDHHS will compile all relevant questions and answers and post these as well as any other clarifications or revisions to the initial RFP by March 15, 2024 on the EGrAMS website. 4. Incurring Costs The State of Michigan is not liable for any cost incurred by the applicants prior to issuance of an agreement. 5. News Releases News releases pertaining to this RFP on the service, study, or project to which it relates may not be made without prior MDHHS approval. RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 6 of 17 6. Disclosure of Proposal Contents Proposals are subject to disclosure under the Michigan Freedom of Information Act (PA No. 442 of 1976). 7. Subcontracting Subcontractors shall be subject to all conditions and provisions of any resulting agreement. If subcontracting, the Grantee must obligate the subcontractors to maintain the confidentiality of MDHHS’ client information in conformance with state and federal requirements. If portions of the services are being subcontracted, the applicant must identify the services the subcontractor will perform and provide all information requested, as it applies to both the applicant and the subcontractor(s). A subcontractor budget and statement of work must be provided for subcontractor services for $24,999 or more. If the subcontractor’s price is based on a fee schedule, the fee schedule must be included. MDHHS may, at its discretion, require information on the process of an awarded subcontractor application. A Grantee is responsible for the performance of any subcontractors . Subcontractors shall be held to the same standard of quality and performance as the Grantee. Evaluators of applications will consider the qualifications of both the Applicant and subcontractor when making agreement award recommendations. 8. Evaluation Process Only applications receiving a minimum of 85 points are eligible to receive funding through the grant program. An application will be evaluated based on the evaluation criteria identified in the RFP. • A committee will review, evaluate and score the applications against the RFP requirements. • The applications are ranked by score. • MDHHS reserves the right to establish the criteria by which it will evaluate each applicant’s response, and by which it will determine the most responsive, capable, and qualified applicants. In addition to cost, other principal factors may be considered in evaluating applications relative to: . Reliability . Applicant’s past performance . Applicant’s ability to respond to all requirements outlined in the RFP . Applicant’s ability to maintain a presence in providing services . Financial stability . Continuity and stability in provision of service . Knowledge transfer activities RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 7 of 17 If MDHHS determines in its sole discretion that contracting with or awarding a grant to an applicant presents an unacceptable financial risk to MDHHS, MDHHS reserves the right to not award an agreement to that applicant. Clarifications MDHHS may request clarifications from one or more applicants. MDHHS will document, in writing, clarifications being requested and forward to the applicants affected. This request may include any changes to the original application and will provide an opportunity to clarify the application submitted. After reviewing the clarification responses, MDHHS will re-evaluate the applications using the original evaluation method. 9. Reservations MDHHS reserves the right to: a. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, preparation and submission of a n application , and MDHHS’s subsequent receipt and evaluation of an application does not commit MDHHS to award an agreement, even if all the requirements in the RFP are met. b. Consider late applications if : (i) no other applications are received or (ii) no complete applications are received. c. Consider an otherwise disqualified application if no other qualified applications are received. d. Disqualify an application if it is determined that an applicant purposely or willfully submitted false information in response to the RFP. The applicant will not be considered for award, the State may pursue debarment of the applicant, and any resulting agreement that may have been established may be terminated. e. Consider prior performance with the State in making its award decision. f. Consider overall economic impact to the State when evaluating the application pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments , job creation, tax revenue implications, economically disadvantaged businesses. g. Consider total cost of ownership factors (e.g., transition and training costs) in the final award recommendation. h. Refuse to award an agreement to any applicant that has failed to pay State taxes or has outstanding debt with the State of Michigan. i. Enter into negotiations with one or more applicants on price, terms, technical requirements, or other deliverables. RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 8 of 17 j. Award multiple agreements, or award by agreement activity. k. Evaluate the application outside the scope identified in Section I.8, Evaluation Process, if MDHHS receives only one application. l. Evaluate applications using a method that establishes the relative importance of each deliverable. 10. Award Procedure MDHHS will notify applicants recommended for funding via the EGrAMS system. Applications selected for funding will either be approved as submitted or approved with revisions required. For any applications approved as submitted, the applicant will be notified that the agreement document is available for signature in the EGrAMS system. For any applications approved with revisions required, the applicant will be notified that the application is ready for revisions in the EGrAMS system. After successful completion of required revisions and subsequent review, the applicant will be notified that the agreement document is available for signature in the EGrAMS system. The Authorized Official for the applicant must electronically sign the agreement in EGrAMS. 11. Protests Award decisions are discretionary and are not subject to protest or appeal. 12. Acceptance of Proposal Content The contents of the application of the successful applicant may become contractual obligations if an agreement ensues. Failure of the successful applicant to accept these obligations may result in cancellation of the award. 13. Standard Terms Awards made as a result of this RFP will require execution of an agreement with MDHHS. A copy of the boilerplate agreement language for this program is available on the EGrAMS website for reference. All rights and responsibilities noted in the boilerplate agreement language will become the rights and responsibilities of the indicated parties if the application is approved for funding. Applicants should review this agreement in advance of submitting an application. 14. Options to Renew At the discretion of MDHHS, an awarded agreement may be renewed in writing by an award notification not less than 30 days before its expiration. 15. Registering on the SIGMA Vendor Self Service Website To receive payment from the State of Michigan, a Grantee must be registered on the SIGMA Vendor Self Service website, which links to the Statewide Integrated Governmental Management Application system (SIGMA). RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 9 of 17 16. State of Michigan Employees State of Michigan employees may not act as applicants. Proposals from applicants who are current State of Michigan employees will be disqualified and will not be reviewed. Policy in Civil Service Rule 2-8, Ethical Standards and Conduct, states an employee cannot represent or act as an agent for any private interests, whether for compensation or otherwise, in any transaction in which the State has a direct and substantial interest and which could reasonably be expected to result in a conflict between the employee’s private interests and official State responsibilities. RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 10 of 17 Section II GRANT PROGRAM SPECIFICATIONS Introduction This Request for Proposal (RFP) provides the information necessary to submit an application to the Lead Education and Faucet Replacement program described in this RFP. The specifications described in this RFP and Attachment E- Program Specific Requirements provide helpful information for developing the application. The documents required for the completion of this application are available on the EGrAMS website. 1. Match Requirements There are no match requirements for this grant program. 2. Purpose of the Lead Education and Faucet Replacement Program The purpose of the Lead Education and Faucet Replacement Program is to prevent lead exposure from drinking water to Medicaid enrolled households with a child or pregnant person. These grants will fund recipients to do the following with training from Michigan Department of Health and Human Services (MDHHS): 1) perform a lead education home visit, 2) provide a drinking water filter to the home, 3) perform a plumbing assessment to document the material of the interior plumbing, and 4) assess and assist the family in applying for the MDHHS Lead Safe Home Program. These activities will allow MDHHS to install a new primary drinking water faucet for residents residing in 11 identified communities if their faucet is older than 2014. 3. Definitions Grantee: The applicant who is awarded funding under this RFP. Lead Education Home Visit: Grantee employee will schedule and then go to resident’s home to educate about lead using approved MDHHS education materials. Grantee employee will complete the MDHHS “Home Visiting and Plumbing Assessment Form” Plumbing Assessment: Grantee employee will complete the MDHHS “Home Visiting and Plumbing Assessment Form” to document the material of interior plumbing. The assessment looks for lead components (galvanized piping, lead solder, etc.) 4. Funding Priorities A funding priority of this program is a significant focus on having community health or outreach workers that can engage with a family. An additional priority is that the community health or outreach workers can visit multiple households (3-5) daily. 5. Unallowable expenses Equipment purchase is an unallowable expense. Equipment is defined as an article of non expendable tangible personal property having a useful life of more than one (1) year and an acquisition cost of $5,000 or more per unit. RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 11 of 17 6. Program Requirements In addition to the boilerplate agreement, successful applicants are required to comply with all requirements contained in Attachment E Program Specific Requirements including the following: • The program will need to perform 3-5 home visit and plumbing assessments in an 8-hour day. 7. Credentials The applicant shall assure that appropriately credentialed or trained staff under its control, including applicant employees and/or subcontractors, shall perform functions under this Agreement. 8. Expected Performance Outcomes Performance outcomes should be included in the workplan section of the application. During the Agreement, the successful applicants shall demonstrate measurable progress toward the achievement of the outcomes . Successful applicants’ performance will be monitored based on: o Number of applicants recruited into the program. o Total number of home visits completed. o Average number of home visits completed per 8-hr work day.  The program is expected to perform 3-5 home visit and plumbing assessments in an 8-hour day. o Total Number of plumbing assessments completed. o Average number of plumbing assessments completed per 8-hr work day. o Referrals for blood lead testing (if applicable). o Monthly expenditures . 9. Reporting Requirements In addition to the boilerplate agreement, successful applicants are required to comply with all requirements contained in Attachment C Reporting Requirements. 10. Reference Documents Reference documents for this RFP include: Home Visiting and Plumbing Assessment Form – uploaded in EGrAMS RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 12 of 17 Section III EVALUATION CRITERIA The total maximum number of points that an application can receive equals 100 points. Only those applications receiving a score of 85 points or more will be considered for award. The maximum number of points for each of the categories is as follows: Category Total Points Possible Narrative Program Implementation 40 Experience and Past Performance 25 Staffing and Training 20 Work Plan 5 Budget 10 Total 100 Questions to be answered by the applicant, along with the criteria reviewers will use to evaluate the responses, are below. Unless otherwise specified, applicant responses are limited to 5,000 characters. Program Implementation (Maximum 40 points) A. (2 points) Please choose the communities you plan on serving with this grant program. Pick at least one or more target cities: ☐Albion (Calhoun County) ☐Benton Harbor (Berrien County) ☐Muskegon Heights (Muskegon County) ☐Saginaw (Saginaw County) ☐Pontiac (Oakland County) ☐Flint (Genesee County) ☐Highland Park (Wayne County) ☐Hamtramck (Wayne County) ☐Detroit (Wayne County) ☐Inkster (Wayne County) ☐Ecorse (Wayne County) Review Criteria: a. (2 points) Did the applicant list one or more communities they plan to serve? RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 13 of 17 B. (10 points) Please provide a description of the process and steps your organization believes are required to successfully perform lead education home visits and plumbing assessments. Please be sure to include any process in regard to scheduling as well as transportation needed. Review Criteria: a. (10 points) How well as the applicant demonstrated their ability to fully implement a successful home visit and plumbing assessment program? Did the applicant mention how they would handle the scheduling component of the home visits? Did the applicant mention transportation or any additional variables that will be needed to implement the program? C. (10 points) Please describe how your organization will determine if the program is successfully meeting the expected performance outcomes? Please describe the steps your organization will take if you program is not initially successful? Review Criteria: a. (10 points) Did the applicant describe how they will determine the success of the program based on the expected performance outcomes ? Did the applicant prov ide the steps to be taken if the program is not initially successful ? D. (8 points) MDHHS will provide grantee list of Medicaid enrolled households within assigned grantee jurisdiction. Please describe your organization’s plan to recruit qualified residents to the Lead Education and Faucet Program. Include information such as how you plan to connect with residents and current community partners to coordinate with. Review Criteria: a. (8 points) How well has the applicant: i. Described how they will effectively connect families to identified resources? ii. Described formal and informal working relationships with relevant community agencies and staff? Do they have a presence in their local community? iii. Demonstrated the ability to coordinate services with other agencies for clients served by multiple systems? E. (3 points) Explain how your organization will ensure accurate and thorough data collection and reporting based on the required metrics outlined in the work plan. Review Criteria: a. (3 points) How well did the applicant describe the data variables and the steps required to ensure data integrity? RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 14 of 17 F. (5 points) Please identify any external partners your organization plans to engage and what role they will have in order to fulfill program requirements in your targeted community. If you are not engaging external partners, please explain why they will not be necessary to meet the program requirements. Review Criteria: a. (5 points) Did the applicant explain why the external partners will fulfill program requirements? Did they explain why external partners may not be required? G. (2 points) Describe how your organization will deliver the proposed services to the target population without excluding from participation in, denying benefits of, or discriminating against any individual or group because of race, sex, religion, age, national origin, color, height, weight, marital status, partisan considerations, gender identification or expression, sexual orientation or a disability or genetic information that is unrelated to the person’s circumstances. Sex-based discrimination includes, but is not l imited to, discrimination based on sexual orientation, gender identity, gender expression, sex characteristics, and pregnancy. Review Criteria: a. (2 points) How well has the applicant described how the organization will deliver the proposed services to the target population in a diverse, equitable and inclusive manner without excluding from participation in, denying the benefits of, or discriminating against any individual or group because of race, sex, religion, age, national origin, color, height, weight, marital status, gender identification or expression, sexual orientation, partisan considerations, disability, pregnancy or genetic information? Experience and Past Performance (Maximum 25 points) A. (15 points) Please describe any experience your organization has in providing services similar in size and/or scope to those included in this RFP. Identify the performance outcomes and how they were measured to ensure program was successful. Were the performance outcomes met? Please include the supporting outcome data and if applicable, any current or previous grant awards that provided funding to the program. Review Criteria: a. (15 points) Did the applicant provide a description of services provided similar in size or scope to those in this RFP? Was performance data for the services provided? Were the performance outcomes met? B. (5 points) Please describe your organization or municipality’s experience with assessing residential housing components including but not limited to home repair, weatherization, home assistance, etc. Does your organization or municipality have experience with performing visual plumbing assessments? If yes, please summarize your experience. If you do not have experience in housing components and/or plumbing assessments, please describe how your organization will meet the grant requirements. RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 15 of 17 Review Criteria: a. (5 points) Does the applicant have relevant experience to housing repair and material assessment issues? If not, do they explain how they are qualified to be trained to meet the grant requirements? C. (5 points) Describe any experience your organization or municipality has with performing education and outreach efforts to engage the community. What type of outreach activities were performed? What metrics were used to measure success? Were the activities successful? If yes, please provide the metrics that demonstrate the success of your education and outreach program. If you do not have experience with education and outreach, please explain how your organization will meet this grant requirement. Review Criteria: a. (5 points) Does the applicant have relevant experience to education and outreach efforts? If not d o they explain how they will be able to meet the grant requirements? Staffing and Training (Maximum 20 points) A. (8 points) Please provide a staffing plan that includes in-kind positions and grant funded positions. • Position titles within the plan must match those listed in the budget submission. • Provide a hiring plan for each position that will be funded by the grant. If no new hires are planned, describe how existing staff will be leveraged for each position that will be funded by the grant. Review Criteria: a. (8 points) Did the applicant provide the staffing plan requested? Will the proposed plan be able to achieve the requested benchmarks of the grant? B. (7 points) Please upload a position description for each grant funded positions outlined in Question A (Staffing and Training) above as well as anticipated hours per week for each. Please include staff responsible for financial management as well as programmatic administration. • The position description must contain educational credentials, knowledge, skills, abilities, and other characteristics that demonstrate qualifications to provide the proposed services. • Position titles must match those listed in the budget submission. • No resumes should be attached. Review Criteria: RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 16 of 17 a. (7 points) Did the applicant provide the position descriptions for relevant staff as requested? Did applicant include anticipated number of hours needed to achieve benchmarks? C. (5 points) Please describe your organizations financial reporting processes. What is your staff’s experience with financial reporting including but not limited to general ledgers and financial status reports. Review Criteria: a. (5 points) Does the applicant provide all the requested information? Does the applicant show competency in financial reporting, and will they easily be able to submit financial reporting requirements? Work Plan (Maximum 5 points) A. (5 points) Provide the expected benchmarks for the program’s Work Plan: Objective 1: Recruit applicants and obtain applications for residents to be enrolled into the Lead Education and Faucet Program. Objective 2: Perform home visits and plumbing assessments within grant timeframe (10/01/2024 - 9/30/2025). Objective 3: Educate family about Michigan law on child blood lead testing and why child blood lead testing is important action to protect children from the toxicity of lead . Review Criteria: a. (3 points) Are the benchmarks consistent with the program goal(s)? b. (2 points) Are the responsible staff listed consistent with the project contacts and/or budgeted staff? Budget (Maximum 10 points) A. Budget Entry (7 points) - The budget should be for expenses during period of this grant October 1, 2024 – September 30, 2025. Review Criteria: a. (5 points) Are the resources identified in the narrative consistent with those in the budget? b. (2 points) Are the line items justified by math calculations and are the line items requested reasonable and allowable? B. Budget Narrative (3 points) – For each budget category with planned expenses, provide a budget narrative that describes the uses, need and purpose for the resources and costs included in the project budget. Include the math calculation for the proposed per line item cost. Please explain why each of the requested items is necessary to accomplish the supported project activity(s). Ensure that the resources and costs are allowable, reasonable and necessary to accomplish the work plan and terms of the agreement. Review Criteria: RFP Number: LEAP -2025 Grant RFP (Rev. 5-20) Page 17 of 17 a. (3 points) Are the resources (budgeted details such as occupancy, communication, supplies and equipment, transportation, contracted services and miscellaneous) allowable and reasonable to accomplish applicant’s work plan? Is the applicant’s budget reasonably adequate to provide a consistent level of service throughout the term of the grant? Did they provide a math calculation for each line item cost? DR A F T Agreement #: {ctrt_no} Grant Agreement Between {dept_name}Services hereinafter referred to as the "Department" and {agency_name} {add_line_1} {add_line_2} Federal I.D.#: {fed_id}, Unique Entity Identifier: {uei_no} hereinafter referred to as the "Grantee" for {pgm_desc} Part 1 1.Period of Agreement: This Agreement will commence on the date of the Grantee's signature or {start_dt}, whichever is later, and continue through {end_dt}. No activity will be performed and no costs to the state will be incurred prior to {start_dt} or the effective date of the Agreement, whichever is later. Throughout the Agreement, the date of the Grantee's signature or {start_dt}, whichever is later, will be referred to as the start date. This Agreement is in full force and effect for the period specified. 2.Program Budget and Agreement Amount: A.Agreement Amount The total amount of this Agreement is ${grant_amt}. Under the terms of this Agreement, the Department will provide funding not to exceed ${max_amt}. The source of funding provided by the Department can be obtained in the Schedule of Financial Assistance, available on-demand in the EGrAMS electronic grants management system (http://egrams-mi.com/mdhhs). The Agreement is designated as a: {sub_recp_rel} Subrecipient relationship (federal funding); or {recp_rel} Recipient (non-federal funding). The Agreement is designated as: Research and development project; or X Not a research and development project. Date: 02/23/2024 __________________________________________________________________________ Page: 1 of 29 DR A F T B.Equipment Purchases and Title Any Grantee equipment purchases supported in whole or in part through this Agreement must be listed in the supporting Equipment Inventory Schedule which should be attached to the Final Financial Status Report. Equipment means tangible, non-expendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Title to items having a unit acquisition cost of less than $5,000 will vest with the Grantee upon acquisition. The Department reserves the right to retain or transfer the title to all items of equipment having a unit acquisition cost of $5,000 or more, to the extent that the Department’s proportionate interest in such equipment supports such retention or transfer of title. C.Deviation Allowance A deviation allowance modifying an established budget category by $10,000 or 15%, whichever is greater, is permissible without prior written approval of the Department. Any modification or deviations in excess of this provision, including any adjustment to the total amount of this Agreement, must be made in writing and executed by all parties through an amendment 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: {purpose_stmt} 4.Statement of Work: The Grantee agrees to undertake, perform and complete the activities described in Attachment A, which is part of this Agreement. 5.Financial Requirements: The financial requirements must be followed as described in Part 2 and Attachment B, which are part of this Agreement. 6.Performance/Progress Report Requirements: The progress reporting methods must be followed as described in Part 2 and Attachment C, which are part of this Agreement. 7.General Provisions: The Grantee agrees to comply with the General Provisions as described in Part 2, which is part of this Agreement. Date: 02/23/2024 __________________________________________________________________________ Page: 2 of 29 DR A F T 8.Administration of the Agreement: The person acting for the Department in administering this Agreement (hereinafter referred to as the Contract Manager) is: {first_name} {last_name} {title} {phone_no} {user_email} ___________________________________________________________________ Name Title Telephone No. Email Address 9.Grantee's Financial Contact for the Agreement: The financial contact acting on behalf of the Grantee for this Agreement is: {fin_name} ___________________________________________________________________ Name Title {fin_email} ___________________________________________________________________ E-Mail Address Telephone No. Date: 02/23/2024 __________________________________________________________________________ Page: 3 of 29 DR A F T 10.Special Conditions: A.This Agreement is valid upon approval and execution by the Department which may be contingent upon approval by the State Administrative Board and signature by the Grantee. B.This Agreement is conditionally approved subject to and contingent upon the availability of funds. C.Based on the availability of funding, the Department may specify the amount of funding the Grantee may expend during a specific time period within the Agreement Period. D.The Department will not assume any responsibility or liability for costs incurred by the Grantee prior to the start date of this Agreement. E.The Grantee is required by 2004 PA 533 to receive payments by electronic funds transfer. 11.Special Certification: The individual or officer signing this Agreement certifies by their signature that they are authorized to sign this Agreement on behalf of the responsible governing board, official or Grantee. 12.Signature Section: FOR the GRANTEE {agency_name} {auth_name} ___________________________________________________________________ Name Title Date For the {dept_name} Christine H. Sanches {current_date} ___________________________________________________________________ Christine H. Sanches, Director Date Bureau of Grants and Purchasing Date: 02/23/2024 __________________________________________________________________________ Page: 4 of 29 DR A F T Part 2 General Provisions I.Responsibilities - Grantee The Grantee, in accordance with the general purposes and objectives of this Agreement, must: A.Publication Rights 1.Copyright materials only when the Grantee exclusively develops books, films or other such copyrightable materials through activities supported by this Agreement. The copyrighted materials cannot include recipient information or personal identification data. Grantee provides the Department a royalty-free, non-exclusive and irrevocable license to reproduce, publish and use such materials copyrighted by the Grantee and authorizes others to reproduce and use such materials. 2.Obtain prior written authorization from the Department’s Office of Communications for any materials copyrighted by the Grantee or modifications bearing acknowledgment of the Department's name prior to reproduction and use of such materials. The state of Michigan may modify the material copyrighted by the Grantee and may combine it with other copyrightable intellectual property to form a derivative work. The state of Michigan will own and hold all copyright and other intellectual property rights in any such derivative work, excluding any rights or interest granted in this Agreement to the Grantee. If the Grantee ceases to conduct business for any reason or ceases to support the copyrightable materials developed under this Agreement, the state of Michigan has the right to convert its licenses into transferable licenses to the extent consistent with any applicable obligations the Grantee has. 3.Obtain written authorization, at least 14 days in advance, from the Department’s Office of Communications and give recognition to the Department in any and all publications, papers and presentations arising from the Agreement activities. 4.Notify the Department’s Bureau of Grants and Purchasing 30 days before applying to register a copyright with the U.S. Copyright Office. The Grantee must submit an annual report for all copyrighted materials developed by the Grantee through activities supported by this Agreement and must submit a final invention statement and certification within 60 days of the end of the Agreement period. 5.Not make any media releases related to this Agreement, without prior written authorization from the Department’s Office of Communications. Date: 02/23/2024 __________________________________________________________________________ Page: 5 of 29 DR A F T B.Fees 1.Guarantee that any claims made to the Department under this Agreement will not be financed by any sources other than the Department under the terms of this Agreement. If funding is received through any other source, the Grantee agrees to budget the additional source of funds and reflect the source of funding on the Financial Status Report. 2.Make reasonable efforts to collect 1st and 3rd party fees, where applicable, and report those collections on the Financial Status Report. Any under recoveries of otherwise available fees resulting from failure to bill for eligible activities will be excluded from reimbursable expenditures. C.Grant Program Operation Provide the necessary administrative, professional and technical staff for operation of the grant program. The Grantee must obtain and maintain all necessary licenses, permits or other authorizations necessary for the performance of this Agreement. Use an accounting system that can identify and account for the funds received from each separate grant, regardless of funding source, and assure that grant funds are not commingled. D.Reporting Utilize all report forms and reporting formats required by the Department at the start 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. The Grantee must assure that all terms of the Agreement will be appropriately adhered to and that records and detailed documentation for the grant project or grant program identified in this Agreement will be maintained for a period of not less than seven years from the date of termination, the date of submission of the final expenditure report or until litigation and audit findings have been resolved. This section applies to the Grantee, any parent, affiliate, or subsidiary organization of the Grantee and any subcontractor that performs activities in connection with this Agreement. F.Authorized Access 1.Permit within 10 calendar days of providing notification and at reasonable times, access by authorized representatives of the Department, Federal Grantor Agency, Inspector Generals, Comptroller General of the United States and State Auditor General, or any of their Date: 02/23/2024 __________________________________________________________________________ Page: 6 of 29 DR A F T duly authorized representatives, to records, papers, files, documentation and personnel related to this Agreement, to the extent authorized by applicable state or federal law, rule or regulation. 2.Acknowledge the rights of access in this section are not limited to the required retention period. The rights of access will last as long as the records are retained. 3.Cooperate and provide reasonable assistance to authorized representatives of the Department and others when those individuals have access to the Grantee’s grant records. G.Audits This section only applies to Grantees designated as subrecipients by the Department (see Part 1, Section 2 A.). 1.Required Audit or Audit Exemption Notice Submit to the Department either a Single Audit, Financial Related Audit or Audit Exemption Notice as described below. A Financial Related Audit is applicable to for-profit Grantees that are designated as subrecipients. If submitting a Single Audit or Financial Related Audit, Grantees must also submit a corrective action plan prepared in accordance with 2 CFR 200.511(c) for any audit findings that impact the Department funded programs, and management letter (if issued) with a corrective action plan. a.Single Audit Grantees that are a state, local government or non-profit organization that expend $750,000 or more in federal awards during the Grantee’s fiscal year must submit a Single Audit to the Department, regardless of the amount of funding received from the Department. The Single Audit must comply with the requirements of 2 CFR 200 Subpart F. The Single Audit reporting package must include all components described in 2 CFR 200.512 (c). b.Financial Related Audit Grantees that are for-profit organizations that expend $750,000 or more in federal awards during the Grantee’s fiscal year must submit either a financial related audit prepared in accordance with Government Auditing Standards relating to all federal awards, or an audit that meets the requirements contained in 2 CFR 200 Subpart F, if required by the federal awarding agency. c.Audit Exemption Notice Grantees exempt from the Single Audit and Financial Related Audit requirements (a. and b. above) must submit an Audit Exemption Notice that certifies these exemptions. The Date: 02/23/2024 __________________________________________________________________________ Page: 7 of 29 DR A F T template Audit Exemption Notice and further instructions are available at State of Michigan - MDHHS by selecting Inside MDHHS – MDHHS Audit - Audit Reporting. 2.Financial Statement Audit Grantees exempt from the Single Audit and Financial Related Audit requirements (that are required to submit an Audit Exemption Notice as described above) must submit to the Department a Financial Statement Audit prepared in accordance with generally accepted auditing standards if the audit includes disclosures that may negatively impact the Department funded programs including but not limited to fraud, going concern uncertainties, financial statement misstatements and violations of the Agreement requirements. If submitting a Financial Statement Audit, Grantees must also submit a corrective action plan for any audit findings that impact the Department funded programs. 3.Due Date and Where to Send The required audit and any other required submissions (i.e., corrective action plan, and management letter with a corrective action plan), and/or Audit Exemption Notice must be submitted to the Department within the earlier of 30 calendar days after receipt of the auditor’s report(s) or nine months after the end of the Grantee’s fiscal year by e- mail to MDHHS-AuditReports@michigan.gov. Single Audit reports must be submitted simultaneously to the Department and Federal Audit Clearinghouse, in accordance with 2 CFR 200.512(a). The required submissions must be assembled in PDF files and compatible with Adobe Acrobat (read only). The subject line must state the agency name and fiscal year end. The Department reserves the right to request a hard copy of the audit materials if for any reason the electronic submission process is not successful. 4.Penalty a.Delinquent Single Audit or Financial Related Audit If the Grantee does not submit the required Single Audit or Financial Related Audit, including any management letter and applicable corrective action plan(s) within nine months after the end of the Grantee’s fiscal year, the Department may withhold from any payment from the Department to the Grantee an amount equal to five percent of the audit year’s grant funding (not to exceed $200,000) until the required filing is received by the Department. The Department may retain the amount withheld if the Grantee is more than 120 days delinquent in meeting the filing requirements. The Department may terminate any current grant agreements if the Grantee is more than 180 days delinquent in meeting the filing requirements. Date: 02/23/2024 __________________________________________________________________________ Page: 8 of 29 DR A F T b.Delinquent Audit Exemption Notice Failure to submit the Audit Exemption Notice, when required, may result in withholding from any payment from Department to the Grantee an amount equal to one percent of the audit year’s grant funding until the Audit Exemption Notice is received. 5.Other Audits The Department or federal agencies may also conduct or arrange for agreed upon procedures or additional audits to meet their needs. H.Subrecipient Monitoring 1.When passing federal funds through to a subrecipient (if the Agreement does not prohibit the passing of federal funds through to a subrecipient), the Grantee must: a.Ensure that every subaward is clearly identified to the subrecipient as a subaward and includes the information required by 2 CFR 200.332. b.Ensure the subrecipient complies with all the requirements of this Agreement. c.Evaluate each subrecipient’s risk for noncompliance as required by 2 CFR 200.332(b). d.Monitor the activities of the subrecipient as necessary to ensure that the subaward is used for authorized purposes, in compliance with federal statutes, regulations and the terms and conditions of the subawards; that subaward performance goals are achieved; and that all monitoring requirements of 2 CFR 200.332(d) are met including reviewing financial and programmatic reports, following up on corrective actions and issuing management decisions for audit findings. e.Verify that every subrecipient is audited as required by 2 CFR 200 Subpart F. 2.Develop a subrecipient monitoring plan that addresses the above requirements and provides reasonable assurance that the subrecipient administers federal awards in compliance with laws, regulations and the provisions of this Agreement, and that performance goals are achieved. The subrecipient monitoring plan should include a risk-based assessment to determine the level of oversight and monitoring activities, such as reviewing financial and performance reports, performing site visits and maintaining regular contact with subrecipients. 3.Establish requirements to ensure compliance for for-profit subrecipients as required by 2 CFR 200.501(h), as applicable. 4.Ensure that transactions with subrecipients/contractors comply with laws, regulations and provisions of contracts or grant agreements. Date: 02/23/2024 __________________________________________________________________________ Page: 9 of 29 DR A F T I.Notification of Modifications Provide notification to the Department within 14 days, or sooner if circumstances warrant, in writing, of any action by its governing board or any other funding source that would require or result in significant modification in the provision of activities, funding or compliance with operational procedures. J.Software Compliance Ensure software compliance and compatibility with the Department’s data systems for activities provided under this Agreement, including but not limited to stored data, databases and interfaces for the production of work products and reports. All required data under this Agreement must be provided in an accurate and timely manner without interruption, failure or errors due to the inaccuracy of the Grantee’s business operations for processing data. All information systems, electronic or hard copy, that contain state or federal data must be protected from unauthorized access. K.Human Subjects Comply with Federal Policy for the Protection of Human Subjects, 45 CFR 46. The Grantee agrees that prior to the initiation of the research, the Grantee will submit Institutional Review Board (IRB) application material for all research involving human subjects, which is conducted in programs sponsored by the Department or in programs which receive funding from or through the state of Michigan, to the Department’s IRB for review and approval, or the IRB application and approval materials for acceptance of the review of another IRB. All such research must be approved by a federally assured IRB, but the Department’s IRB can only accept the review and approval of another institution’s IRB under a formally approved interdepartmental agreement. The manner of the review will be agreed upon between the Department’s IRB Chairperson and the Grantee’s authorized official. L.Mandatory Disclosures 1.Disclose to the Department in writing within 14 days, or sooner if circumstances warrant, of receiving notice of any litigation, investigation, arbitration or other proceeding (collectively, “Proceeding”) involving Grantee, a subcontractor or an officer or director of Grantee or subcontractor that arises during the term of this Agreement including: a.All violations of federal and state criminal law involving fraud, bribery, or gratuity violations potentially affecting the Agreement. b.A criminal Proceeding; c.A parole or probation Proceeding; d.A Proceeding under the Sarbanes-Oxley Act; e.A civil Proceeding involving: A claim that might reasonably be expected to1. Date: 02/23/2024 __________________________________________________________________________ Page: 10 of 29 DR A F T adversely affect Grantee’s viability or financial stability; or A governmental or public entity’s claim or written allegation of fraud; or 2. Any complaint filed in a legal or administrative proceeding alleging the Grantee or its subcontractors discriminated against its employees, subcontractors, vendors, or suppliers during the term of this Agreement; or 3. f.A Proceeding involving any license that Grantee is required to possess in order to perform under this Agreement. g.Any criminal activity that occurs by an employee, agent, or subcontractor of Grantee while conducting activities pursuant to this Agreement. 2.Notify the Contract Manager, at least 90 calendar days before the effective date, of a change in Grantee’s ownership or executive management. M.Statement of Work Progress Reports Submit quarterly Statement of Work progress reports to the Department via the http://egrams-mi.com/mdhhs website by the 15th day of the month following the end of the quarter and a final report no later than 15 days following the end of this Agreement. N.Conflict of Interest and Code of Conduct Standards 1.Be subject to the provisions of 1968 PA 317, as amended, 1973 PA 196, as amended, and 2 CFR 200.318 (c)(1) and (2). 2.Uphold high ethical standards and be prohibited from the following: a.Holding or acquiring an interest that would conflict with this Agreement; b.Doing anything that creates an appearance of impropriety with respect to the award or performance of this Agreement; c.Attempting to influence or appearing to influence any state employee by the direct or indirect offer of anything of value; or d.Paying or agreeing to pay any person, other than employees and consultants working for Grantee, any consideration contingent upon the award of this Agreement. 3.Immediately notify the Department of any violation or potential violation of these standards. This Section applies to Grantee, any parent, affiliate, or subsidiary organization of Grantee, and any subcontractor that performs activities in connection with this Agreement. Date: 02/23/2024 __________________________________________________________________________ Page: 11 of 29 DR A F T O.Travel Costs 1.Be reimbursed for travel costs (including mileage, meals, and lodging) budgeted and incurred related to activities provided under this Agreement. a.If the Grantee has a documented policy related to travel reimbursement for employees and if the Grantee follows that documented policy, the Department will reimburse the Grantee for travel costs at the Grantee’s documented reimbursement rate for employees. Otherwise, the state of Michigan travel reimbursement rate applies. b.Federally funded Grantees must comply with Title 2 CRF 200.475. c.State of Michigan travel rates may be found at the following website: http://www.michigan.gov/dtmb/0,5552,7-358- 82548_13132---,00.html. d.International travel must be pre-approved by the Department and itemized in the budget. P.Federal Funding Accountability and Transparency Act (FFATA) 1.Complete and upload the FFATA Executive Compensation report to the EGrAMS agency profile if: a.The Grantee’s federal revenue was 80% or more of the Grantee’s annual gross revenue; AND b.Grantee’s gross revenue from federal awards was $25,000,000 or more; AND c.The public does not have access to the information about executive officers’ compensation through periodic reports filed under Section 13(a) or 15(d) of the Securities Exchange Act of 1934 or Section 6104 of the Internal Revenue Code of 1986. 2.The FFATA Executive Compensation report template can be found in EGrAMS documents. Q.Insurance Requirements 1.Maintain at least a minimum of the insurances or governmental self- insurances listed below and be responsible for all deductibles. All required insurance or self-insurance must: a.Protect the state of Michigan from claims that may arise out of, are alleged to arise out of, or result from Grantee’s or a subcontractor’s performance; b.Be primary and non-contributing to any comparable liability insurance (including self-insurance) carried by the state; and c.Be provided by a company with an A.M. Best rating of “A-” or better and a financial size of VII or self or governmental self- Date: 02/23/2024 __________________________________________________________________________ Page: 12 of 29 DR A F T insurance. 2.Insurance Types a.Commercial General Liability Insurance or Governmental Self- Insurance: Except for Governmental Self-Insurance, policies must be endorsed to add “the state of Michigan, its departments, divisions, agencies, offices, commissions, officers, employees, and agents” as additional insureds using endorsement CG 20 10 11 85, or both CG 20 10 12 19 and CG 20 37 12 19. If the Grantee will interact with children, schools, or the cognitively impaired, the Grantee must maintain appropriate insurance coverage related to sexual abuse and molestation liability. b.Workers’ Compensation Insurance or Governmental Self- Insurance: Coverage according to applicable laws governing work activities. Policies must include waiver of subrogation, except where waiver is prohibited by law. c.Employers Liability Insurance or Governmental Self-Insurance. d.Privacy and Security Liability (Cyber Liability) Insurance: cover information security and privacy liability, privacy notification costs, regulatory defense and penalties, and website media content liability. 3.Require that subcontractors maintain the required insurances contained in this Section. 4.This Section is not intended to and is not to be construed in any manner as waiving, restricting or limiting the liability of the Grantee from any obligations under this Agreement. 5.Each Party must promptly notify the other Party of any knowledge regarding an occurrence which the notifying Party reasonably believes may result in a claim against either Party. The Parties must cooperate with each other regarding such claim. R.Fiscal Questionnaire 1.Complete and upload the yearly fiscal questionnaire to the EGrAMS agency profile within three months of the start of the Agreement. 2.The fiscal questionnaire template can be found in EGrAMS documents. S.Criminal Background Check 1.Conduct or cause to be conducted a search that reveals information similar or substantially similar to information found on an Internet Criminal History Access Tool (ICHAT) check and a national and state sex offender registry check for each new employee, employee, Date: 02/23/2024 __________________________________________________________________________ Page: 13 of 29 DR A F T subcontractor, subcontractor employee, or volunteer who under this Agreement works directly with clients or has access to client information. a.ICHAT: Home Page - ICHAT Menu (michigan.gov) b.Michigan Public Sex Offender Registry: http://www.mipsor.state.mi.us c.National Sex Offender Registry: http://www.nsopw.gov 2 Conduct or cause to be conducted a Central Registry (CR) check for each new employee, employee, subcontractor, subcontractor employee, or volunteer who under this Agreement works directly with children. a.Central Registry: https://www.michigan.gov/mdhhs/0,5885,7- 339-73971_7119_50648_48330-180331--,00.html 3.Require each new employee, employee, subcontractor, subcontractor employee, or volunteer who, under this Agreement, works directly with clients or who has access to client information to notify the Grantee in writing of criminal convictions (felony or misdemeanor), pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring. 4.Determine whether to prohibit any employee, subcontractor, subcontractor employee, or volunteer from performing work directly with clients or accessing client information related to clients under this Agreement, based on the results of a positive ICHAT response or reported criminal felony conviction or perpetrator identification. 5.Determine whether to prohibit any employee, subcontractor, subcontractor employee or volunteer from performing work directly with children under this Agreement, based on the results of a positive CR response or reported perpetrator identification. 6.Require any employee, subcontractor, subcontractor employee or volunteer who may have access to any databases of information maintained by the federal government that contain confidential or personal information, including but not limited to federal tax information, to have a fingerprint background check performed by the Michigan State Police. II.Responsibilities - Department The Department in accordance with the general purposes and objectives of this Agreement will: A.Reimbursement Provide reimbursement in accordance with the terms and conditions of this Agreement based upon appropriate reports, records and documentation maintained by the Grantee. Date: 02/23/2024 __________________________________________________________________________ Page: 14 of 29 DR A F T B.Report Forms Provide any report forms and reporting formats required by the Department at the start date of this Agreement and provide to the Grantee any new report forms and reporting formats proposed for issuance thereafter at least 30 days prior to their required usage in order to afford the Grantee an opportunity to review. III.Assurances The following assurances are hereby given to the Department: A.Compliance with Applicable Laws The Grantee will comply with applicable federal and state laws, guidelines, rules and regulations in carrying out the terms of this Agreement. The Grantee will also comply with all applicable general administrative requirements, such as 2 CFR 200, covering cost principles, grant/agreement principles and audits, in carrying out the terms of this Agreement. The Grantee will comply with all applicable requirements in the original grant awarded to the Department if the Grantee is a subgrantee. The Department may determine that the Grantee has not complied with applicable federal or state laws, guidelines, rules and regulations in carrying out the terms of this Agreement and may then terminate this Agreement under Part 2, Section V. B.Anti-Lobbying Act The Grantee will comply with the Anti-Lobbying Act (31 U.S.C. 1352) as revised by the Lobbying Disclosure Act of 1995 (2 U.S.C. 1601 et seq.), Federal Acquisition Regulations 52.203.11 and 52.203.12, and Section 503 of the Departments of Labor, Health & Human Services, and Education, and Related Agencies section of the current fiscal year Omnibus Consolidated Appropriations Act. Further, the Grantee must 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 must certify and disclose accordingly. C.Non-Discrimination 1.The Grantee must comply with the Department’s non-discrimination statement: ”The Michigan Department of Health and Human Services does not discriminate against any individual or group on the basis of race, national origin, color, sex, disability, religion, age, height, weight, familial status, partisan considerations, or genetic information. Sex- based discrimination includes, but is not limited to, discrimination based on sexual orientation, gender identity, gender expression, sex characteristics, and pregnancy.” 2.The Grantee further agrees that every subcontract entered into for the performance of any contract or purchase order resulting therefrom, will contain a provision requiring non-discrimination in employment, activity Date: 02/23/2024 __________________________________________________________________________ Page: 15 of 29 DR A F T 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 37.2101 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 this Agreement. 3.The Grantee will comply with all federal and state statutes relating to nondiscrimination. These include but are not limited to: a.Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination based on race, color or national origin; b.Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683, 1685-1686), which prohibits discrimination based on sex; c.Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination based on disabilities; d.The Age Discrimination Act of 1975, as amended (42 U.S.C. 6101-6107), which prohibits discrimination based on age; e.The Drug Abuse Office and Treatment Act of 1972 (P.L. 92- 255), as amended, relating to nondiscrimination based on drug abuse; f.The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment, and Rehabilitation Act of 1970 (P.L. 91-616) as amended, relating to nondiscrimination based on alcohol abuse or alcoholism; g.Sections 523 and 527 of the Public Health Service Act of 1944 (42 U.S.C. 290dd-2), as amended, relating to confidentiality of alcohol and drug abuse patient records; h.Any other nondiscrimination provisions in the specific statute(s) under which application for federal assistance is being made; and, i.The requirements of any other nondiscrimination statute(s) which may apply to the application. 4.Additionally, assurance is given to the Department that proactive efforts will be made to identify and encourage the participation of minority- owned and women-owned businesses, and businesses owned by persons with disabilities in contract solicitations. The Grantee must include language in all contracts awarded under this Agreement which (1) prohibits discrimination against minority-owned and women-owned businesses and businesses owned by persons with disabilities in subcontracting; and (2) makes discrimination a material breach of contract. Date: 02/23/2024 __________________________________________________________________________ Page: 16 of 29 DR A F T D.Debarment and Suspension The Grantee will comply with federal regulation 2 CFR 180 and certifies to the best of its knowledge and belief that it, its employees and its subcontractors: 1.Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or contractor; 2.Have not within a five-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) or private 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, tax evasion, receiving stolen property, making false claims, or obstruction of justice; 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; 4.Have not within a five-year period preceding this Agreement had one or more public transactions (federal, state or local) terminated for cause or default; and 5.Have not committed an act of so serious or compelling a nature that it affects the Grantee’s present responsibilities. E.Pro-Children Act 1.The Grantee will comply with the Pro-Children Act of 1994 (P.L. 103- 227; 20 U.S.C. 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 activities, education or library activities to children under the age of 18, if the activities 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 activities that are provided in indoor facilities that are constructed, operated, or maintained with such federal funds. The law does not apply to children’s activities provided in private residences; portions of facilities used for inpatient drug or alcohol treatment; activity providers whose sole source of applicable federal funds is Medicare or Medicaid; or facilities where Women, Infants, and Children (WIC) coupons are redeemed. Failure to comply with the provisions of the law may result in the imposition of a civil monetary penalty of up to $1,000 for each violation and/or the imposition of an administrative compliance order on the responsible entity. The Grantee also assures that this Date: 02/23/2024 __________________________________________________________________________ Page: 17 of 29 DR A F T language will be included in any subawards which contain provisions for children’s activities. 2.The Grantee also assures, in addition to compliance with P.L. 103-227, any activity funded in whole or in part through this Agreement will be delivered in a smoke-free facility or environment. Smoking must not be permitted anywhere in the facility, or those parts of the facility under the control of the Grantee. If activities are delivered in facilities or areas that are not under the control of the Grantee (e.g., a mall, restaurant or private work site), the activities must be smoke-free. F.Hatch Act and Intergovernmental Personnel Act The Grantee will comply with the Hatch Act (5 U.S.C. 1501-1508, 5 U.S.C. 7321-7326), and the Intergovernmental Personnel Act of 1970 (P.L. 91-648) as amended by Title VI of the Civil Service Reform Act of 1978 (P.L. 95-454). 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.Employee Whistleblower Protections The Grantee will comply with 41 U.S.C. 4712 and must insert this clause in all subcontracts. H.Clean Air Act and Federal Water Pollution Control Act The Grantee will comply with the Clean Air Act (42 U.S.C. 7401-7671(q)) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1388), as amended. This Agreement and anyone working on this Agreement will be subject to the Clean Air Act and Federal Water Pollution Control Act and must comply with all applicable standards, orders or regulations issued pursuant to these Acts. Violations must be reported to the Department. I.Victims of Trafficking and Violence Protection Act The Grantee will comply with the Victims of Trafficking and Violence Protection Act of 2000 (P.L. 106-386), as amended. This Agreement and anyone working on this Agreement will be subject to P.L. 106-386 and must comply with all applicable standards, orders or regulations issued pursuant to this Act. Violations must be reported to the Department. J.Procurement of Recovered Materials The Grantee will comply with section 6002 of the Solid Waste Disposal Act of 1965 (P.L. 89-272), as amended. This Agreement and anyone working on this Agreement will be subject to section 6002 of P.L. 89-272, as amended, and must comply with all applicable standards, orders or regulations issued pursuant to this Act. Violations must be reported to the Department. K.Subcontracts For any subcontracted activity or product, the Grantee will ensure: Date: 02/23/2024 __________________________________________________________________________ Page: 18 of 29 DR A F T 1.That a written subcontract is executed by all affected parties prior to the initiation of any new subcontract activity or delivery of any subcontracted product. Exceptions to this policy may be granted by the Department if the Grantee asks the Department in writing within 30 days of execution of the Agreement. 2.That any executed subcontract to this Agreement must 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 will prevail. A conflict between this Agreement and a subcontract, however, will not be deemed to exist where the subcontract: a.Contains additional non-conflicting provisions not set forth in this Agreement; b.Restates provisions of this Agreement to afford the Grantee the same or substantially the same rights and privileges as the Department; or c.Requires the subcontractor to perform duties and/or activities in less time than that afforded the Grantee in this Agreement. 3.That the subcontract does not affect the Grantee’s accountability to the Department for the subcontracted activity. 4.That any billing or request for reimbursement for subcontract costs is supported by a valid subcontract and adequate source documentation on costs and activities. 5.That the Grantee will submit a copy of the executed subcontract if requested by the Department. L.Procurement 1.Grantee will ensure that all purchase transactions, whether negotiated or advertised, are conducted openly and competitively in accordance with the principles and requirements of 2 CFR 200. 2.Funding from this Agreement must not be used for the purchase of foreign goods or services. 3.Preference must be given to goods and services manufactured or provided by Michigan businesses, if they are competitively priced and of comparable quality. 4.Preference must be given to goods and services that are manufactured or provided by Michigan businesses owned and operated by veterans, if they are competitively priced and of comparable quality. 5.Records must be sufficient to document the significant history of all purchases and must be maintained for a minimum of seven years after the end of the Agreement period. Date: 02/23/2024 __________________________________________________________________________ Page: 19 of 29 DR A F T M.Health Insurance Portability and Accountability Act To the extent that the Health Insurance Portability and Accountability Act (HIPAA) is applicable to the Grantee under this Agreement, the Grantee assures that it is in compliance with requirements of HIPAA including the following: 1.The Grantee must not share any protected health information provided by the Department that is covered by HIPAA except as permitted or required by applicable law, or to a subcontractor as appropriate under this Agreement. 2.The Grantee will ensure that any subcontractor will have the same obligations as the Grantee not to share any protected health data and information from the Department that falls under HIPAA requirements in the terms and conditions of the subcontract. 3.The Grantee must only use the protected health data and information for the purposes of this Agreement. 4.The Grantee must have written policies and procedures addressing the use of protected health data and information that falls under the HIPAA requirements. The policies and procedures must meet all applicable federal and state requirements including the HIPAA regulations. These policies and procedures must include restricting access to the protected health data and information by the Grantee’s employees. 5.The Grantee must have a policy and procedure to immediately report to the Department any suspected or confirmed unauthorized use or disclosure of protected health information that falls under the HIPAA requirements of which the Grantee becomes aware. The Grantee will work with the Department to mitigate the breach and will provide assurances to the Department of corrective actions to prevent further unauthorized uses or disclosures. The Department may demand specific corrective actions and assurances and the Grantee must provide the same to the Department. 6.Failure to comply with any of these contractual requirements may result in the termination of this Agreement in accordance with Part 2, Section V. 7.In accordance with HIPAA requirements, the Grantee is liable for any claim, loss or damage relating to unauthorized use or disclosure of protected health data and information, including without limitation the Department’s costs in responding to a breach, received by the Grantee from the Department or any other source. 8.The Grantee will enter into a business associate agreement should the Department determine such an agreement is required under HIPAA. N.Website Incorporation The Department is not bound by any content on Grantee’s website or other Date: 02/23/2024 __________________________________________________________________________ Page: 20 of 29 DR A F T internet communication platforms or technologies, unless expressly incorporated directly into this Agreement. The Department is not bound by any end user license agreement or terms of use unless specifically incorporated in this Agreement or any other agreement signed by the Department. The Grantee must not refer to the Department on the Grantee’s website or other internet communication platforms or technologies without the prior written approval of the Department. O.Survival The provisions of this Agreement that impose continuing obligations will survive the expiration or termination of this Agreement. P.Non-Disclosure of Confidential Information 1.The Grantee agrees that it will use confidential information solely for the purpose of this Agreement. The Grantee agrees to hold all confidential information in strict confidence and not to copy, reproduce, sell, transfer or otherwise dispose of, give or disclose such confidential information to third parties other than employees, agents, or subcontractors of a party who have a need to know in connection with this Agreement or to use such confidential information for any purpose whatsoever other than the performance of this Agreement. The Grantee must take all reasonable precautions to safeguard the confidential information. These precautions must be at least as great as the precautions the Grantee takes to protect its own confidential or proprietary information. 2.Meaning of Confidential Information For the purpose of this Agreement the term “confidential information” means all information and documentation that: a.Has been marked “confidential” or with words of similar meaning, at the time of disclosure by such party; b.If disclosed orally or not marked “confidential” or with words of similar meaning, was subsequently summarized in writing by the disclosing party and marked “confidential” or with words of similar meaning; c.Should reasonably be recognized as confidential information of the disclosing party; d.Is unpublished or not available to the general public; or e.Is designated by law as confidential. 3.The term “confidential information” does not include any information or documentation that was: a.Subject to disclosure under the Michigan Freedom of Information Act (FOIA); b.Already in the possession of the receiving party without an obligation of confidentiality; Date: 02/23/2024 __________________________________________________________________________ Page: 21 of 29 DR A F T c.Developed independently by the receiving party, as demonstrated by the receiving party, without violating the disclosing party’s proprietary rights; d.Obtained from a source other than the disclosing party without an obligation of confidentiality; or e.Publicly available when received or thereafter became publicly available (other than through an unauthorized disclosure by, through or on behalf of, the receiving party). 4.The Grantee must notify the Department within one business day after discovering any unauthorized use or disclosure of confidential information. The Grantee will cooperate with the Department in every way possible to regain possession of the confidential information and prevent further unauthorized use or disclosure. Q.Cap on Salaries None of the funds awarded to the Grantee through this Agreement will be used to pay, either through a grant or other external mechanism, the salary of an individual at a rate in excess of Executive Level II. The current rates of pay for the Executive Schedule are located on the United States Office of Personnel Management web site, http://www.opm.gov, by navigating to Policy — Pay & Leave — Salaries & Wages. The salary rate limitation does not restrict the salary that a Grantee may pay an individual under its employment; rather, it merely limits the portion of that salary that may be paid with funds from this Agreement. IV.Financial Requirements A.Operating Advance An operating advance may be requested by the Grantee to assist with program operations. The request should be addressed to the Contract Manager identified in Part 1, Section VIII. The operating advance will be administered as follows: 1.The operating advance amount requested must be reasonable in relation to factors including but not limited to program requirements, the period of the Agreement, and the financial obligation. The advance must not exceed 16.67 percent of the state agreement amount. Operating advances will be monitored and adjusted by the Department relative to the Agreement amount. 2.The operating advance must be recorded as an account payable liability to the Department in the Grantee’s financial records. The operating advance payable liability must remain in the Grantee’s financial records until fully recovered by the Department. 3.The reimbursement for actual expenditures by the Department should be used by the Grantee to replenish the operating advance used for Date: 02/23/2024 __________________________________________________________________________ Page: 22 of 29 DR A F T program operations. 4.The operating advance must be returned to the Department within 30 days of the end date of this Agreement unless the Grantee has a recurring agreement with the Department for the same services. Subsequent Department agreements may not be executed if an outstanding operational advance has not been repaid. 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.An offer from the Department of a hearing to dispute the debt, identifying the time, place and date of such hearing. b.A hearing by an impartial official. c.An opportunity for the Grantee to examine the Department’s associated records. d.An opportunity for the Grantee to present evidence in person or in writing. e.A hearing official with full authority to correct errors and decide not to forward debt to Treasury. f.Grantee representation by an attorney and presentation of witnesses if necessary. 5.The Department requires an annual confirmation of the outstanding operating advance. At the end of either the Agreement period or Department’s fiscal year, whichever is first, the Grantee must respond to the Department’s request for confirmation of the operating advance. Failure to respond to the confirmation request may result in the Department recovering all or part of an outstanding operating advance. B.Reimbursement Method The Grantee will be paid for allowable expenditures incurred by the Grantee, submitted for reimbursement on the Financial Status Reports (FSRs) and approved by the Department. Reimbursement from the Department is based on the understanding that Department funds will be paid up to the total Department allocation as agreed to in the approved budget. Department funds are the first source after the application of fees and earmarked sources unless a specific local match condition exists. C.Financial Status Report Submission The Grantee must electronically prepare and submit FSRs to the Department via the EGrAMS website http://egrams-mi.com/mdhhs. FSRs must be submitted on a monthly basis, no later than 30 days after the Date: 02/23/2024 __________________________________________________________________________ Page: 23 of 29 DR A F T close of each calendar month. The monthly FSRs must reflect total actual program expenditures, up to the total agreement amount. Adjustments should not be made to reported expenditures to account for any operational advance funding received. Failure to meet financial reporting responsibilities as identified in this Agreement may result in withholding future payments. The Grantee representative who submits the FSR is certifying to the best of their knowledge and belief that the report is true, complete and accurate and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of this Agreement. The individual submitting the FSR should be aware that any false, fictitious or fraudulent information, or the omission of any material facts, may subject them to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. The instructions for completing the FSR form are available on the EGrAMS website http://egrams-mi.com/mdhhs. Send FSR questions to FSRMDHHS@michigan.gov. D.Reimbursement Mechanism All Grantees must register using the on-line vendor self-service site to receive all state of Michigan payments as Electronic Funds Transfers (EFT)/Direct Deposits, as mandated by MCL 18.1283a. Vendor registration information is available through the Department of Technology, Management and Budget’s web site: https://www.michigan.gov/sigmavss. E.Final Obligations and Financial Status Reporting Requirements 1.Obligation Report The Obligation Report, based on annual guidelines, must be submitted by the due date established by and using the format provided by the Department’s Expenditures Operations Division. The Grantee must provide an estimate of unbilled expenditures for the entire Agreement period. The information on the report will be used to record the Department’s year-end accounts payable and receivable for this Agreement. 2.Department-wide Payment Suspension A temporary payment suspension is in effect on agreements during the Department’s year-end closing period. The Department will notify the Grantee of the date by which FSRs should be submitted to ensure payment prior to the payment suspension period. 3.Final FSRs Final FSRs are due 30 days following the end of the Agreement period. The final FSR must be clearly marked “Final." Final FSRs not received by the due date may result in the loss of funding requested on the Date: 02/23/2024 __________________________________________________________________________ Page: 24 of 29 DR A F T Obligation Report and may result in a potential reduction in a subsequent year's Agreement amount. F.Unobligated Funds Any unobligated balance of funds held by the Grantee at the end of the Agreement period will be returned to the Department within 30 days of the end of the Agreement or treated in accordance with instructions provided by the Department. G.Indirect Costs The Grantee may use an approved federal or state indirect rate in their budget calculations and financial status reporting. If the Grantee does not have an existing approved federal or state indirect rate, they may use a 10% de minimis rate in accordance with 2 CFR 200 to recover their indirect costs. Governmental Grantees with an existing cost allocation plan may budget accordingly in lieu of an indirect cost rate. Non-governmental Grantees may use a cost allocation plan only if the plan was in place prior to December 26, 2014. V.Agreement Termination This Agreement may be terminated without further liability or penalty to the Department for any of the following reasons: A.By either party by giving 30 days written notice to the other party stating the reasons for termination and the effective date. B.By either party with 30 days written notice upon the failure of either party to carry out the terms and conditions of this Agreement, provided the alleged defaulting party is given notice of the alleged breach and fails to cure the default within the 30-day period. C.Immediately if the Grantee or an official of the Grantee or an owner is convicted of any activity referenced in Part 2 Section III. D. of this Agreement during the term of this Agreement or any extension thereof. D.Immediately if the Department determines that Grantee fails or has failed to meet its obligations under Part 2 Section III. R. E.Immediately if the Grantee, as determined by the State, (i) endangers the value, integrity, or security of any facility, data, or personnel; or (ii) engages in any conduct that may expose the State to liability. F.Immediately by mutual agreement of both parties VI.Stop Work Order The Department may suspend any or all activities under this Agreement at any time. The Department will provide the Grantee with a written stop work order detailing the suspension. Grantee must comply with the stop work order upon receipt. The Department will not pay for activities, Grantee’s incurred expenses or financial losses, or any additional compensation during a stop work period. Date: 02/23/2024 __________________________________________________________________________ Page: 25 of 29 DR A F T VII.Final Reporting Upon Termination Should this Agreement be terminated by either party, within 30 days after the termination, the Grantee must provide the Department with all financial, performance and other reports required as a condition of this Agreement. The Department will make payments to the Grantee for allowable reimbursable costs not covered by previous payments or other state or federal programs. The Grantee must immediately refund to the Department any funds not authorized for use and any payments or funds advanced to the Grantee in excess of allowable reimbursable expenditures. VIII.Severability If any part of this Agreement is held invalid or unenforceable by any court of competent jurisdiction, that part will be deemed deleted from this Agreement and the severed part will be replaced by agreed upon language that achieves the same or similar objectives. The remaining parts of the Agreement will continue in full force and effect. IX.Waiver Failure by the Department to enforce any provision of this Agreement will not constitute a waiver of the Department’s right to enforce any other provision of this Agreement. X.Amendments Any changes to this Agreement will be valid only if made in writing and executed by all parties through an amendment to this Agreement. Any change proposed by the Grantee which would affect the Department funding of any project must be submitted in writing to the Department immediately upon determining the need for such change. The Department has sole discretion to approve or deny the amendment request. The Grantee must, upon request of the Department and receipt of a proposed amendment, amend this Agreement. XI.Liability The Grantee assumes all liability to third parties, loss, or damage because of claims, demands, costs, or judgments arising out of activities, such as but not limited to direct activity delivery, to be carried out by the Grantee in the performance of this Agreement, under the following conditions: A.The liability, loss, or damage is caused by, or arises out of, the actions of or failure to act on the part of the Grantee, any of its subcontractors, anyone directly or indirectly employed by the Grantee, or anyone performing activities at the direction of the Grantee under this agreement. B.Nothing herein will be construed as a waiver of any governmental immunity that has been provided to the Grantee or its employees by statute or court decisions. The Department is not liable for consequential, incidental, indirect or special damages, regardless of the nature of the action. Date: 02/23/2024 __________________________________________________________________________ Page: 26 of 29 DR A F T XII.State of Michigan Agreement This Agreement is governed, construed, and enforced in accordance with Michigan law, excluding choice-of-law principles, and all claims relating to or arising out of this Agreement are governed by Michigan law, excluding choice-of-law principles. Any dispute arising from this Agreement must be resolved in the Michigan Court of Claims. Complaints against the State must be initiated in Ingham County, Michigan. Grantee waives any objections, such as lack of personal jurisdiction or forum non conveniens. Grantee must appoint an agent in Michigan to receive service of process. Date: 02/23/2024 __________________________________________________________________________ Page: 27 of 29 DR A F T A Attachment A - Statement of Work B1 Attachment B1 - Program Budget Summary B2 Attachment B2 - Program Budget - Cost Detail Schedule Date: 02/23/2024 __________________________________________________________________________ Page: 28 of 29 DR A F T B3 Attachment B3 - Equipment Inventory Schedule C Attachment C - Performance Report Requirements Date: 02/23/2024 __________________________________________________________________________ Page: 29 of 29 Federal Funding Accountability and Transparency Act (FFATA) Reporting Award Recipient’s Name County of Oakland UEI # HZ4EUKDD7AB4 Location Address 1200 N. Telegraph Pontiac MI 48341 9 Digit Zip Code _______48341-1036________ Congressional District ______11_________ Address of Performance (if different from above) ______________________________________________________ 9 Digit Zip Code _______________ Congressional District _______________ Parent Organization DUNS # (if applicable) _______________ In order to determine whether you are required to provide executive compensation data, please answer the following questions: 1. In your organization’s preceding completed fiscal year, did your organization receive: a) 80 percent or more of your annual gross revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements? ☐Yes ☒No b) $25,000,000 or more in annual gross revenues from U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements? ☒Yes ☐No If you selected “Yes” for both a and b, please answer number 2 below. If you selected “No” for either or both options, you are finished completing this form. 2. Does the public have access to information about the compensation of executives in your organization or parent organization through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act pf 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986? ☐Yes ☐No If you selected “Yes” for number 2, you are finished completing this form. If you selected “No,” please provide the Names and Total Compensation for your five highest compensated executives (i.e. officers, managing partners, or any other employees in management positions). Name: ________________________________________________ Total Compensation: $ ____________________ Name: ________________________________________________ Total Compensation: $ ____________________ Name: ________________________________________________ Total Compensation: $ ____________________ Name: ________________________________________________ Total Compensation: $ ____________________ Name: ________________________________________________ Total Compensation: $ ____________________ Last Revised date: 2/27/2024 1 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments A. Activities Allowed, Allowable Costs, Cost Principles, Accounting System and Controls A.1. Are grant funds only used on allowable activities and not on items prohibited by the laws, regulations, and provisions of each MDHHS contract and program? ☒ Yes ☐ No A.2. Are staff aware of the applicable cost principles in Title 2 CFR 200, Subpart E? ☒ Yes ☐ No A.3. Are staff aware of unallowable charges (e.g., alcoholic beverages, bad debts, contingency reserves, contributions and donations, fund raising, use allowances, etc.)? ☒ Yes ☐ No A.4. If costs are allocated to multiple funding sources, are they allocated in accordance with benefits received and comply with the cost principles and documented process? ☒ Yes ☐ No The actual cost of supplies, communications, or other expenses used for the performance of the project are allocated to the applicable funding source. Supported by invoices/receipts or other acceptable method A.5. Does the Agency have written accounting policies and procedures for receipt and disbursement of funds, purchasing, and payment of expenses? ☒ Yes ☐ No A.6. Does the Agency have a financial management system that provides for identification of all Federal awards received and expended, and the Federal programs under which they were received? [Title 2 CFR 200.302(b)(1)] ☒ Yes ☐ No A.7 Does the financial management system provide a clear and accurate record of receipt and disbursement of grant funds with separate revenue and expense accounts for each separate program and agreement? ☒ Yes ☐ No A.8 Is the financial management system capable of tracking revenues and expenses by the MDHHS grant period when it differs from the Agency’s fiscal year? ☒ Yes ☐ No A.9 Does the Agency have written procedures for determining reasonableness, allocability, and allowability of costs in accordance with Title 2 CFR subpart E and the conditions of the Federal award? [Title 2 CFR 200.302(b)(7)] ☒ Yes ☐ No A.10 Does the Agency have an effective internal control system over Federal awards that provides reasonable assurance that the Agency manages Federal awards in compliance with Federal statutes, regulations, and the terms and conditions of the Federal awards; and these internal controls comply with guidance issued by the Comptroller General of the United States and the Committee of Sponsoring Organization of the Treadway Commission (COSO)? [Title 2 CFR 200.303(a)] ☒ Yes ☐ No Last Revised date: 2/27/2024 2 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments A.11 Does the Agency evaluate and monitor its compliance with statutes, regulations, and the terms and conditions of Federal awards? [Title 2 CFR 200.303(c)] ☒ Yes ☐ No A.12 Does the Agency use an automated accounting system with controls in place to limit access to authorized personnel only (e.g., access is limited by secure user ID and password, are roles based on least privilege? ☒ Yes ☐ No A.13 Does the Agency maintain a complete set of books that include a cash receipts journal, a cash disbursements journal or transaction/voucher listing, and general ledger? ☒ Yes ☐ No A.14 Does the general ledger include account titles, posting dates, descriptions of transactions, posting references, debit and credit amounts and balances? ☒ Yes ☐ No A.15 Does the Agency have a chart of accounts that is used by all programs/activities of the Agency? ☒ Yes ☐ No A.16 Does the accounting line detail enable reporting of MDHHS grant expenditures to compare easily with the MDHHS grant budget line items? ☒ Yes ☐ No A.17 Do the general ledger revenue and expense accounts for MDHHS grants agree with the reports (e.g., Financial Status Report or Statement of Expenditures, etc.)? ☒ Yes ☐ No A.18 Does the Agency follow Generally Accepted Accounting Principles (GAAP) to record financial information? ☒ Yes ☐ No A.19 Is the modified accrual (government) or accrual (nonprofit) basis of accounting used to record revenues and expenses? ☒ Yes ☐ No A.20 Are there clearly defined responsibilities for the following duties, including consideration for access and use within the automated accounting system? Indicate all that apply and identify the position title(s) responsible. ☒ Yes ☐ No a. Reconciliation of bank accounts a. Fiscal Services b. Approving invoices for payment b. Grant Manager/Supervisor c. Approving time records c. Grant Manager/Supervisor d. Payroll preparation d. Grant Manager/Supervisor e. Approving payroll for payment e. Business Manager f. Mailing or delivering payroll checks f. Treasurer’s Office g. Opening mail g. Grant Manager/Supervisor h. Preparing bank deposit slips h. Fiscal Services – Grant Accountant i. Making bank deposit i. Treasurer’s Office j. Posting receipts to the accounting system j. Fiscal Services – Grant Accountant k. Posting expenses to the accounting system k. Fiscal Services – Accounts Payable Last Revised date: 2/27/2024 3 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments A.21 Is the person that approves invoices for payment (a) other than someone that requesting payment, and (b) knowledgeable about allowable and unallowable costs? ☒ Yes ☐ No A.22 Does that person authorizing invoices for payment review original invoices and other supporting documentation? ☒ Yes ☐ No A.23 Are all expenditure payments supported by documentation and include (a) type of purpose of expense, (b) amount, (c) date service was provided, (e) date of invoice, and (f) programs to be charged? ☒ Yes ☐ No A.24 Are original invoices marked paid to prevent a duplicate payment? ☒ Yes ☐ No A.25 Do only persons authorized to prepare or supervise the preparation of checks has access to blank checks? ☒ Yes ☐ No A.26 Are all checks pre-numbered? ☒ Yes ☐ No A.27 Are all voided checks retained? ☒ Yes ☐ No A.28 Are all voided checks clearly marked as void? ☒ Yes ☐ No A.29 Do all checks require two signatures? ☒ Yes ☐ No A.30 Are there dollar threshold limitations when checks require only one signature? ☒ Yes ☐ No A.31 Do the Agency’s policies and procedures prohibit signing blank checks? ☒ Yes ☐ No A.32 Do the Agency’s policies and procedures prohibit checks to be made out to Cash? ☒ Yes ☐ No A.33 Are individuals (a) who sign checks, (b) have disbursement responsibilities, or (c) receipting responsibilities, properly bonded? ☒ Yes ☐ No A.34 Do the Agency’s policies and procedures describe when petty cash may be used, the dollar threshold, and documentation required, and a process to account for the petty cash fund? ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. A.35 Are the accounting records current and balanced regularly? ☒ Yes ☐ No A.36 Are the Agency’s bank accounts reconciled monthly by someone who does not authorize transactions and/or are the reconciliations reviewed by management? ☒ Yes ☐ No A.37 Is the Agency current with filing payroll, unemployment, and filings with the Internal Revenue Service? ☒ Yes ☐ No A.38 Are the accounting records and confidential client records adequately protected in accordance with laws ☒ Yes ☐ No Last Revised date: 2/27/2024 4 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments regarding privacy and confidentiality, and protected from fire and damage? [Title 2 CFR 200.303(e)] A.39 Is source documentation (e.g., vouchers and original invoices, etc.) readily available to support amounts entered in IT systems and charged to MDHHS grants? ☒ Yes ☐ No A.40 When the accrual basis of accounting is used, are all costs reported to MDHHS actually incurred during the funding period and paid within the time period specified (i.e., reported in the proper grant year)? ☒ Yes ☐ No A.41 Do the Agency’s record retention policies comply with the contract provisions and Title 2 CFR 200.334? ☒ Yes ☐ No A.42 Does the Agency have back up policies and procedures to ensure that data can be retrieved in the event of system failure? ☒ Yes ☐ No A.43 Does the Agency’s accounting system have budgetary controls, by line item and total, to prevent excess expenses from being charged to funding sources? ☒ Yes ☐ No A.44 Does the Agency have written policies and procedures for management and the governing board to document its review of a functional budget compared to actual expenses by funding source and program? [Title 2 CFR 200.302(b)] ☒ Yes ☐ No A.45 Does the Agency have policies and procedures for management and the governing board to follow-up on budget variances when they occur? ☒ Yes ☐ No A.46 Does the governing board have an Audit and/or Finance Committee that convenes and communicates regularly with the governing board to assist in understanding and responding to adverse financial developments? ☒ Yes ☐ No A.47 Does the Agency have adequate controls over the financial management system to provide complete and accurate data processing (e.g., sequence checks, referential integrity checks, control/hash totals, range checks, run totals, reconciliations, etc.)? ☒ Yes ☐ No A.48 Does the Agency have procedures to identify and correct processing errors? ☒ Yes ☐ No A.49 Does the Agency’s financial management system produce logs or audit trails for all user activity, including system administrators and transaction processing? ☒ Yes ☐ No A.50 Can users modify the financial management system logs or audit trails? ☐ Yes ☒ No A.51 Are third party contractors used to provide accounting systems, processing, or functions? ☒ Yes ☐ No A.52 Are third party contracts or service level agreements in place? ☒ Yes ☐ No ☐ N/A Last Revised date: 2/27/2024 5 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments A.53 Are external audits performed of third-party contractors that provide accounting systems, processing, or functions? ☐ Yes ☒ No ☐ N/A Click or tap here to enter text. A.54 Are SSAE 18 reports of third-party contractors required and reviewed? ☐ Yes ☒ No ☐ N/A Click or tap here to enter text. A.55 Does the Agency have policies and procedures regarding updating or changing the automated financial management system? ☒ Yes ☐ No A.56 Does the Agency have a formal change management process in place to ensure data integrity? ☒ Yes ☐ No B. Personnel Costs B.1 Does the Agency have a documented process for allocating staff time among all programs and activities to accurately reflect personnel costs reported for each benefitting grant? ☒ Yes ☐ No B.2 Are personnel records supported by a system of internal control which provides reasonable assurance that personnel expenses are accurate, allowable, and properly allocated? [Title 2 CFR, 200.430(i)(1)(i)] ☒ Yes ☐ No B.3 Do personnel expense records reasonably reflect the TOTAL activity (i.e., time worked and paid time off) for which the employee is compensated by the Agency, not to exceed 100% of compensated activities? [Title 2 CFR 200.430(i)(1)(iii)] ☒ Yes ☐ No B.4 Do personnel expense records support distribution of an employee’s salary and wages among specific activities or cost objectives if the employee works on more than one Federal award; a Federal award and a non-Federal award; an indirect cost activity and a direct cost activity; two or more indirect cost categories which are allocated using different allocation bases; or an unallowable activity and a direct or indirect cost activity? [Title 2 CFR 200.430(i)(1)(vii)] ☒ Yes ☐ No B.5 If budget estimates (determined before services are performed) are used for interim accounting purposes for allocating and reporting personnel costs, are the following in place: a. The system for establishing the estimates produces reasonable approximations of the activity actually performed? b. Significant changes in the corresponding work activity are identified and entered into the records in a timely manner? c. The system of internal controls includes processes to review after-the-fact activity in comparison to the budget estimates, with adjustments to ensure the ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. Last Revised date: 2/27/2024 6 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments final amount charged to the Federal award is accurate, allowable, and properly allocated? [Title 2 CFR 200.430(i)(1)(viii)] B.6 For local governments and Indian Tribes using substitute processes or systems (other than those described in Title 2 CFR 200.430(i)(1) for allocating salaries and wages to Federal awards, such as but not limited to, random moment sampling, rolling time studies, case counts, or other quantifiable measures of work performed, is the substitute system approved by the cognizant agency for indirect costs? [Title 2 CFR 200.430(i)(5)] ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. B.7 Do personnel positions charged to the grant generally conform to positions in the MDHHS budget? ☒ Yes ☐ No B.8 Are attendance records maintained to monitor leave usage? ☒ Yes ☐ No B.9 Do supervisors approve leave time taken? ☒ Yes ☐ No B.10 Does the Agency have a written Personnel Policy? ☒ Yes ☐ No B.11 Are fringe benefits, in the form of employer expenses for employee health, life, unemployment, and workers compensation insurance, charged based on actual costs incurred, and supported by invoices? ☒ Yes ☐ No B.12 Are fringe benefits, in the form of regular compensation paid to employees during periods of authorized absences from the job, and employer contributions for social security, insurance, and pension costs, allocated equitably to all related activities? ☒ Yes ☐ No B.13 Are fringe benefit costs allocated on a per person basis based on hours worked in the program? ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. B.14 Are total fringe benefit costs allocated based on the percentage of total salaries and wages attributable to the program? ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. B.15 Does the Agency have a documented fringe benefit policy which includes all fringe benefits? [Title 2 CFR 200.431(a)] ☒ Yes ☐ No C. Travel Costs C.1 Does the Agency have written travel policies and procedures defining reasonable limits for hotel and meal reimbursements, mileage rates, unallowable costs, and documentation requirements? [Title 2 CFR 200.475(a)] ☒ Yes ☐ No Last Revised date: 2/27/2024 7 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments C.2 Is travel charged to MDHHS grants supported by employee travel vouchers that include the purpose of travel, period covered, destination, departure and arrival times, with appropriate documentation? [Title 2 CFR 200.475(b)(1) requires documentation that justifies participation of the individual is necessary to the Federal award] ☒ Yes ☐ No D. Space Costs D.1 Agency Owned Buildings – Is space based on depreciation plus actual operating and maintenance costs with NO use allowance? ☒ Yes ☐ No ☐ N/A D.2 Agency Rented Buildings – Is the space cost supported by a current signed lease agreement? ☒ Yes ☐ No ☐ N/A D.3 Is space cost allocated to all benefitting programs by square footage used by each program or another consistently applied allocation base? ☒ Yes ☐ No ☐ N/A D.4 Does the Agency have a documented written space cost policy and procedure? ☒ Yes ☐ No ☐ N/A E. Contractual Costs E.1 Does the Agency have a current executed contract for each contractor? If N/A, proceed to Section F. ☒ Yes ☐ No ☐ N/A E.2 Do the contracts contain the applicable provisions described in Title 2 CFR Appendix II? ☒ Yes ☐ No E.3 Are contractor charges supported by detailed billings that include type and amount of services/goods provided rather than only stating For Services Rendered? ☒ Yes ☐ No E.4 Are contract billings reviewed prior to payment to ensure consistency with the contract terms and objectives? ☒ Yes ☐ No F. Indirect Costs F.1 Are indirect costs charged to MDHHS programs (e.g., agency-wide administration, division level administration, county/city central services, nursing supervision, general nursing, etc.)? ☒ Yes ☐ No F.2 If charging indirect costs to the MDHHS, is the methodology being consistently used for all grant awards (MDHHS and other funding sources) in accordance with Title 2 CFR Part 200? ☒ Yes ☐ No F.3 Select the indirect methodology used: Last Revised date: 2/27/2024 8 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments a. A DeMinimis rate of 10% of modified total direct costs. ☐ b. A Federally approved indirect cost rate negotiated between the Agency and the Federal government. ☐ c. A rate negotiated between MDHHS and the Agency. ☐ d. A rate approved by another Department of the State of Michigan and accepted via contract by MDHHS. ☐ e. Actual indirect costs allocated in accordance with the Agency’s documented cost allocation plan which complies with the provisions of 2 CFR Part 200 (e.g., based on a pro rate share of personnel costs, total direct costs of the benefitting programs, etc.). ☒ f. Indirect costs not consistently applied to all awards and benefitting activities using one methodology. Explain in comments column. ☐ Click or tap here to enter text. F.4 Does the Agency comply with the indirect cost rate/cost allocation plan documentation that provides a fair and equitable distribution of indirect costs to all Agency programs and activities that benefit from the indirect expenses in accordance with 2 CFR Part 200 (e.g., based on a pro rate share of personnel costs, total direct costs of the benefitting programs, etc.)? ☒ Yes ☐ No F.5 Does the Agency comply with the indirect cost rate/cost allocation plan documentation and certification requirements in accordance with the appropriate appendix of 2 CFR Part 200?  Appendix III – Institutions of Higher Education  Appendix IV – Nonprofit Organizations  Appendix V – Local Governments and Indian Tribe- Wide Central Services Cost Allocation Plan  Appendix VI – Local Government and Indian Tribe Indirect Cost Proposals ☒ Yes ☐ No F.6 Which of the costs are included in the Agency-wide administration cost pool and allocated as indirect costs. a. Salaries/Wages/Fringe Benefit of Adm Staff ☒ b. Data Management ☒ c. Space Costs ☒ d. Communication Costs ☒ e. Equipment Depreciation ☐ f. Central Service Cost Allocation Plan (County/City) ☒ g. Other (describe) ☐ Click or tap here to enter text. Last Revised date: 2/27/2024 9 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments F.7 Describe the indirect rate computation and methodology for allocating Agency-wide costs. N/A Outside Company, Maximus, computes for Oakland County F.8 Are any other indirect costs (e.g., nursing supervision, general nursing, other) charged to MDHHS grants. If yes, please describe the cost and how they are allocated to the benefitting MDHHS grants and other benefitting Agency programs and activities. ☒ Yes ☐ No Support staff not included in the Random Moment Time Study (clerical, education, ect) record actual hours worked in a workload management database. Staff included in RMTS report their direct support to MDHHS grants and other programs within that system. G. Cash Management G.1 For programs funded by MDHHS on a reimbursement basis, are costs paid for by the Agency before reimbursements are requested from MDHHS? ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. G.2 For programs funded by MDHHS on a reimbursement basis, does the Agency have provisions in place for timely submission of requests for reimbursement? ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. G.3 If MDHHS advances funds to the Agency for any programs, does the Agency have procedures to ensure that time elapsed between the pre-payment (advance) and disbursements are minimized? [2 CFR 200.305(b)] ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. H. Equipment and Supplies H.1 If MDHHS grant funds were used to purchase equipment, were the items purchased specifically approved in the MDHHS original or amended budget? ☒ Yes ☐ No H.2 Are the equipment purchases supported by approved invoices? ☒ Yes ☐ No H.3 Do the Agency’s procedures designate the person(s) authorized to approve equipment purchases? Identify the position title(s) in the comments column. ☒ Yes ☐ No Purchasing Agent H.4 Does the Agency maintain inventory records (for equipment costing over $5,000), as well as adequate safeguards over government-financed property and equipment including an inventory every two years? [2 CFR 200.313(d)(1),(2),(3)] ☒ Yes ☐ No H.5 Does the Agency maintain equipment inventory records that provide the following detail in accordance with 2 CFR 200.313(d)(1) requirements? Check all that apply to your Agency. ☒ Yes ☐ No a. Item Description ☒ b. Serial Number ☒ c. Cost ☒ d. Acquisition and Disposal Dates ☒ e. Location/Responsible Program ☒ f. Funding Source (including the FAIN) ☒ g. Tag Number ☒ Last Revised date: 2/27/2024 10 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments H.6 Are MDHHS grant-funded supplies maintained in a secure location with access limited to applicable program staff? ☒ Yes ☐ No H.7 Are there controls in place to prevent unauthorized consumption of MDHHS grant-funded supplies? ☒ Yes ☐ No H.8 Does the Agency maintain a perpetual inventory of MDHHS grant-funded supplies, and perform periodic physical inventories of grant supplies? ☒ Yes ☐ No H.9 If yes, how often are the physical inventories performed? Monthly I. Matching, Level of Effort, Earmarking I.1 Does the Agency’s financial report to MDHHS include the required match? ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. Click or tap here to enter text. I.2 Is the reported match from allowable sources and comply with the requirements specified in 2 CFR 200.306(b)? ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. I.3 Does the Agency have procedures in place to ensure required levels of effort are maintained? ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. I.4 Were required levels of effort maintained? If no, explain in comments column. ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. Click or tap here to enter text. I.5 Has the Agency adhered to all earmarks established by MDHHS grants? (e.g. Women’s Specialty Services target; maximum amount or percentage for program development and coordination activities; a minimum amount or percentage for services related to access, in- home services, and legal assistance; etc.) If no, explain in comments column. ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. J. Procurement J.1 Does the Agency comply with the General Procurement Standards contained in 2 CFR 200.318, which include, but are not limited to the following? • The non-Federal entity must have and use documented procurement procedures, consistent with State, local, and tribal laws and regulations and the standards of this section, for the acquisition of property or services required under a Federal award or subaward. The non- Federal entity’s documented procedures must conform to the procurement standards identified in 2 CFR 200.317 through 200.327. ☒ Yes ☐ No • Maintaining oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders? ☒ Yes ☐ No Last Revised date: 2/27/2024 11 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments • Maintaining written standards of conduct covering conflicts of interest and governing the performance of its employees engaged in the selection, award, and administration of contracts? ☒ Yes ☐ No • Awarding contracts only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement? ☒ Yes ☐ No • Maintaining records sufficient to detail the history of procurement including the rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price? ☒ Yes ☐ No J.2 Does the Agency conduct all procurement transactions in a manner providing full and open competition consistent with the standards of 2 CFR 200.319? ☒ Yes ☐ No J.3 Does the Agency have written procedures for procurement transactions ensuring that all solicitations incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured; all requirements which the offerors must fulfill; and all other factors to be used in evaluating bids or proposals? [2 CFR 200.319(d)] ☒ Yes ☐ No J.4 Does the Agency comply with the following allowed methods of procurement and requirements for each (including establishing appropriate thresholds) as specified in 2 CFR 200.320? a. Micro-purchases (generally less than or equal to $10,000 without quotes if price is reasonable) b. Small purchase procedures (generally less than $250,000 with quotes from adequate sources) c. Sealed bids d. Competitive proposals e. Non-competitive procurement ☒ Yes ☐ No K. Suspension and Debarment K.1 Did the Agency verify that subcontractors and subrecipients under covered transactions (procurement contracts for goods and services under a grant or cooperative agreement that are expected to equal or exceed $25,000, and all subawards to subrecipients irrespective of award amount) are not suspended or debarred or otherwise excluded? Note: Verification may be accomplished by checking the System for Award Management for excluded parties maintained by the General Services Administration at www.sam.gov, collecting a certification from the entity, ☒ Yes ☐ No ☐ N/A Click or tap here to enter text. Click or tap here to enter text. Last Revised date: 2/27/2024 12 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments or adding a clause or condition to the covered transaction with that entity per 2 CFR 180.300. L. Program Income L.1 Does the Agency have program income (fees and collections)? ☒ Yes ☐ No If no, proceed to Section M, Reporting. L.2 Is program income (fees and collections) billed on a sliding fee scale? ☒ Yes ☐ No L.3 Does the fee scale conform to applicable poverty guidelines? ☒ Yes ☐ No L.4 Are duplicate receipt slips prepared for every receipt, and a copy given to the client? ☒ Yes ☐ No L.5 Are all receipts recorded promptly and deposited daily or at appropriate intervals? ☒ Yes ☐ No L.6 If receipts must be kept overnight, are they adequately safeguarded? ☒ Yes ☐ No L.7 Is all MDHHS grant program income revenue posted to separate program revenue accounts? ☒ Yes ☐ No L.8 Are duplicate deposit slips prepared? ☐ Yes ☒ No L.9 Are deposit slips stamped by the bank or treasurer’s office and checked against records of receipt? ☒ Yes ☐ No L.10 Does the Agency use program income for current costs, and deduct program income from total allowable costs to determine the net allowable costs [2 CFR 200.307(e)]? ☒ Yes ☐ No M. Reporting M.1 Are financial reports (e.g. Financial Status Reports, Statement of Expenditures) submitted timely to MDHHS? ☒ Yes ☐ No M.2 Do financial reports to MDHHS include actual costs, and not budgeted amounts? ☒ Yes ☐ No M.3 Do financial reports to MDHHS include costs in the appropriate line item categories? ☒ Yes ☐ No N. Subrecipient Monitoring and Management N.1 Does the Agency act as a pass-through entity and enter into subaward agreements related to the subawards passed through from MDHHS to the Agency? ☒ Yes ☐ No If no, proceed to Section O, Policies and Procedures. N.2 Does the Agency identify every subaward to subrecipients as a subaward and include the following required information [2 CFR 200.332(a)(1)]? Check those that the Agency includes in its subaward agreement(s). a. Subrecipient’s unique identifier ☒ b. Federal award identification number ☒ Last Revised date: 2/27/2024 13 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments c. Federal award date ☒ d. Subaward period of performance start and end dates ☒ e. Subaward budget period start and end dates ☒ f. Total amount of Federal award ☒ g. Federal award project description ☒ h. Name of Federal awarding agency, pass- through entity, and contract information for awarding official ☒ i. Assistance Listing number and name ☒ j. Whether the award is research and development ☒ k. Indirect cost rate ☒ N.3 Does the Agency communicate all requirements imposed on the subrecipient, including requirements imposed by MDHHS, so that the Federal award is used in accordance with Federal statutes, regulations and the terms and conditions of the Federal award? [2 CFR 200.332(a)(2)] ☒ Yes ☐ No N.4 Do the Agency subawards with subrecipients include a requirement that the subrecipient permit the pass- through entity and auditors to have access to the subrecipient’s records and financial statements as necessary? [2 CFR 200.332(a)(5)] ☒ Yes ☐ No N.5 Does the Agency evaluate each subrecipient’s risk of noncompliance with Federal statutes, regulations, and the terms and conditions of the subaward for purposes of determining the appropriate subrecipient monitoring? [2 CFR 200.332(b)] ☒ Yes ☐ No N.6 Does the Agency monitor the activities of subrecipients to ensure that the subawards are used for authorized purposes, in compliance with Federal statutes, regulations, and the terms and conditions of the subawards; and that subaward performance goals are achieved? [2 CFR 200.332(d)] ☒ Yes ☐ No N.7 Does the Agency monitor the subrecipients with on-site reviews? ☒ Yes ☐ No N.8 Does the Agency monitor the subrecipients with a financial review checklist? ☒ Yes ☐ No Based on the County’s financial risk assessment N.9 Does the Agency monitor the subrecipients with any other checklists or procedures? ☒ Yes ☐ No N.10 Does the Agency review financial and performance reports of the subrecipients? [2 CFR 200.332(d)(1)] ☒ Yes ☐ No N.11 Are subrecipient’s financial reports or billing reports reviewed by the Agency for budgetary compliance and allowable costs before reimbursing the subrecipients? ☒ Yes ☐ No Fiscal Services Grant accountants review the budget and allocable cost for reimbursement Last Revised date: 2/27/2024 14 MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments N.12 Does the Agency verify that each subrecipient’s financial reports or billings report actual expenses and revenues, and not budgeted amounts? ☒ Yes ☐ No N.13 Does the Agency verify that each subrecipient’s time documentation for volunteer services used to match requirements? ☐ Yes ☐ No ☒ N/A No volunteer time used for match. N.14 Does the Agency test program income reported by subrecipients for accuracy and completeness? ☐ Yes ☒ No N.15 Does the Agency verify that its subrecipients are audited as required by Title 2 CFR 200, Subpart F, when it is expected that the subrecipient’s Federal awards from all funding sources during the subrecipient’s fiscal year exceed the $750,000 threshold that requires a Single Audit? [Title 2 CFR, 200.332(f)] ☒ Yes ☐ No N.16 Does the Agency receive and review its subrecipients’ Single Audit reports, if applicable? ☒ Yes ☐ No ☐ N/A Subrecipients do not meet the threshold for a single audit. Proceed to Section O, Policies and Procedures. N.17 Does the Agency follow-up to ensure its subrecipients take timely and appropriate action on all deficiencies pertaining to the Federal awards provided by the Agency that are detected through audits, on-site reviews, and receive written confirmation from the subrecipient, highlighting the status of corrective actions to address the deficiencies? [2 CFR 200.332(d)(2)] ☐ Yes ☒ No Utilize a single audit report and determine if there is any required action on our part from that. The county is currently reviewing the gaps in our process. and introducing a more efficient and compliant method for subrecipient monitoring N.18 Does the Agency issue management decisions which pertain to deficiencies provided by the Agency to the subrecipient? [2 CFR 200.332(d)(3)] ☐ Yes ☒ No Utilize a single audit report and determine if there is any required action on our part from that. The county is currently reviewing the gaps in our process. and introducing a more efficient and compliant method for subrecipient monitoring N.19 Does the Agency issue its management decisions within six months of receiving the subrecipient’s audit report? ☐ Yes ☒ No Utilize a single audit report and determine if there is any required action on our part from that. The county is currently reviewing the gaps in our process. and introducing a more efficient and compliant method for subrecipient monitoring O. Policies and Procedures O.1 Does the Agency have a documented Confidentiality Policy? [Title 2 CFR 200.303(e)] ☐ Yes ☒ No Utilize a policy case by case Last Revised date: 2/27/2024 15 Name and Title of Authorized Representative Sheryl Johnson Email Address Johnsonsh@oakgov.com Date 04/10/2024 Signature MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES FISCAL QUESTIONNAIRE Agency Name: County of Oakland Fiscal Year: 2024 NOTE: Any question answered N/A must have an explanation in the comment’s column. Answer Comments O.2 Does the Agency maintain written standards of conduct covering conflicts of interest for the action of its employees engaged in the selection, award, and administration of contracts if there is a real or apparent conflict of interest? [Title 2 CFR, 200.318(c)(1) and (2)] ☒ Yes ☐ No Utilize Uniform Guidance O.3 Does the Agency have a written procedure to disclose, in writing, any potential conflict of interest to MDHHS? [Title 2 CFR 200.112] ☒ Yes ☐ No Utilize Uniform Guidance O.4. Does the Agency have written procedures for determining the allowability of costs in accordance with Title 2 CFR Subpart E and the terms and conditions of the Federal award? [Title 2 CFR 200.302(b)(7)] ☒ Yes ☐ No Utilize Uniform Guidance O.5 Does the Agency have written procedures for managing equipment (including replacement), whether acquired in whole or in part under a Federal award, until disposition takes place? [Title 2 CFR 200.313(d)] ☒ Yes ☐ No Utilize Uniform Guidance O.6 Does the Agency have written policies which include fringe benefits offered to employees to ensure expenses are allowed? [Title 2 CFR 200.431(a)] ☒ Yes ☐ No Utilize Uniform Guidance O.7 Does the Agency have a written travel policy that includes all types of expenses (e.g., lodging, meals, mileage, modes of transportation, etc.) that are reimbursable by the Agency when an employee is traveling for the benefit of the Federal program? [Title 2 CFR 200.475(a)] ☒ Yes ☐ No Utilize Uniform Guidance O.8 Does the Agency have a written Whistleblower policy and procedure? [41 U.S.C. 4712] ☒ Yes ☐ No O.9 Does the Agency have a written procedure to notify MDHHS within one business day after discovering any unauthorized use or disclosure of confidential information? ☒ Yes ☐ No O.10 Does the Agency have a written HIPAA policy and procedure? ☒ Yes ☐ No ☐ N/A O.11 Does the Agency have a written policy and procedure to immediately report breaches of protected health data to MDHHS? ☒ Yes ☐ No ☐ N/A Yes, if the facts of the instant breach involved MDHHS Last Revised date: 2/27/2024 16 FOR MDHHS USE ONLY Evaluator Name Click or tap here to enter text. Evaluator Title Click or tap here to enter text. Date Click or tap here to enter text.