HomeMy WebLinkAboutResolutions - 2024.11.21 - 41737
AGENDA ITEM: Grant Acceptance from the Michigan Department of Agriculture and Rural
Development for the Health Services Food Safety Program
DEPARTMENT: Health & Human Services
MEETING: Board of Commissioners
DATE: Thursday, November 21, 2024 1:46 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2024-4656
Motion to approve the grant acceptance from the Michigan Department of Agriculture and Rural
Development for the Food Safety Training and Education Grant in the amount of $13,881.87 for the
period October 1, 2024, through September 30, 2025; further, authorize the Chair of the Board of
Commissioners to execute the grant agreement after the final review from Risk Management and
Corporation Counsel; further, amend the FY 2025 budget as detailed in the attached Schedule A.
ITEM CATEGORY SPONSORED BY
Grant Penny Luebs
INTRODUCTION AND BACKGROUND
The Oakland County Health Division was awarded funding from the Michigan Department of
Agriculture and Rural Development Food Safety Training and Education Grant Fund in the amount
of $13,881.87 for the period October 1, 2024 through September 30, 2025.
The funding supports translating the Oakland County Health Division Environmental Health Food
Safety Program’s New Owner Packet to Spanish, Arabic, Chinese, Korean, Tamil, and Hindi. The
translated New Owner Packet will be available for use by food service and regulatory personnel in
Michigan on the Health Division website and the Michigan Food Safety website for free download.
POLICY ANALYSIS
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: Yes
Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at
248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional
information.
CONTACT
Leigh-Anne Stafford, Director Health & Human Services
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 11/21/2024
AGENDA DEADLINE: 11/21/2024 9:30 AM
ATTACHMENTS
1. PH&S_Health_Food Safety Training & Ed grant_Sch.A
2. FY25 Oakland FSEF Grant (004)
3. Grant Review Sign-Off
COMMITTEE TRACKING
2024-11-12 Public Health & Safety - Recommend to Board
2024-11-21 Full Board - Adopt
Motioned by: None
Seconded by: None
Yes: None (0)
No: None (0)
Abstain: None (0)
Absent: (0)
Oakland County, Michigan
HEALTH AND HUMAN SERVICES DEPARTMENT/HEALTH DIVISION - FY 2025 FOOD SAFETY TRAINING AND EDUCATION GRANT
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)
Cost Center
(CCN) #
Account
# (RC/SC)
Program #
(PRG)Grant ID (GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2025
Amendment
FY 2026
Amendment FY 2027
Amendment
R Human Services Grants Health FND11007 CCN1060220 RC615571 PRG133371 GRN-1004574 615000 State Operating Grants 13,882 --
Total Revenues $13,882 $-$-
E Human Services Grants Health FND11007 CCN1060220 SC730982 PRG133371 GRN-1004574 730000 Interpreter Fees 13,882
Total Expenditures $13,882 $-$-
GG 25*
Grant Agreement
Regarding the
Translation of Oakland County Health Division Environmental Health
Services Food Safety Program’s New Owner Packet
Between the
Michigan Department of Agriculture and Rural Development
and
Oakland County Health Division
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Michigan Department of Agriculture and Rural Development
Translation of Oakland County Health Division Environmental Health Services Food
Safety Program’s New Owner Packet
By authority granted under Act No. 121 of the Public Acts of 2024, the Michigan Department of
Agriculture and Rural Development, (hereinafter the “Grantor”) hereby agrees to provide the
Oakland County Health Division (hereinafter, the "Grantee") with grant assistance subject to the
terms and conditions, and limitations as set forth herein.
The total amount of grant assistance hereby offered is $13,881.87.
The grant shall be effective from October 1, 2024 through September 30, 2025.
If the project is not completed in the initial period, a grant extension may be considered by the
Grantor. Approval of an extension is not guaranteed and is dependent on the Grantee's
compliance with the enclosed Terms and Conditions. If the Grantee requires an extension, the
Grantee should contact the Grant Administrator as soon as it is evident an extension is needed.
Any request for extension must be made to the Grant Administrator in writing before the
expiration of the grant.
Funds will be made available for this program in accordance with the attached Terms and
Conditions.
This grant is valid contingent upon the availability of funds. If the Grantor's funds are reduced
by the Legislature as part of a budget reduction or reduced for any other reason, this grant may
be reduced or canceled.
This grant does not commit the State of Michigan or the Department of Agriculture and Rural
Development to approve requests for additional funds not contained in this grant.
Grantee accepts the grant and agrees that the funds made available through the grant will be used
only as set forth herein.
________________________________________
Dave Woodward, Chair
Oakland County Board of Commissioners
________________________________________
Amber Matulis, Director
Dairy, Feed & Produce Division
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Michigan Department of Agriculture and Rural Development
Grant Agreement
TITLE: Translation of Oakland County Health Division
Environmental Health Services Food Safety
Program’s New Owner Packet
GRANTEE/ADDRESS: Claudia Terrell
Oakland County Health Division
1200 N. Telegraph, Building 34E
Pontiac, Michigan 48341
Phone: 248-830-9422
E-mail: terrellc@oakgov.com
GRANTEE SIGMA ADDRESS: CV0048080/007
County of Oakland
Oakland County Health Dept
1200 N. Telegraph Rd, Dept 432
Pontiac, Michigan 48341
GRANT ADMINISTRATOR/ Lori Yelton
ADDRESS: Michigan Department of Agriculture and Rural
Development
Dairy, Feed & Produce Division
P.O. Box 30017
Lansing, Michigan 48909
Phone: 517-420-3249
E-Mail: yeltonl@michigan.gov
TOTAL AUTHORIZED $13,881.87
BUDGET:
GRANT NUMBER: 25*
ACCOUNTING TEMPLATE: 7915IFSEF
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I. GENERAL TERMS AND CONDITIONS
A. Record Retention
Grantee shall retain all financial reports, supporting documents and statistical records for a
period of seven years after the close of the grant. Grantee shall require all subcontractors
retained for the performance of this grant to retain all financial reports, supporting
documents and statistical records for a period of seven years after close of the grant. The
retention period starts from the date of receipt of the Final Report by the Grant
Administrator. Examples of documents to be retained might include but are not limited to:
original and/or electronic invoices, billings, packing slips, reports, checking account
statements, accounts payable records, contracts and sub-contracts.
B. Procurement
The Grantee agrees that all procurement transactions involving the use of funds from this
grant shall be conducted in a manner that provides maximum open and free competition.
C. Grant Changes
The Grantee must obtain prior written approval for program changes from the Grant
Administrator. Grant changes include:
1. Changes in substance in the program activities.
2. Additions or deletions in the project work plan or location.
3. Any single or cumulative change in the budget of 20% or more of the grant amount.
D. Regulation Compliance
The Grantee and Grantee’s contractors and subcontractors are responsible for compliance
with all federal and state laws and municipal ordinances and regulations that in any manner
affect the work or performance of this grant and shall at all times carefully observe and
comply with all rules, ordinances and regulations.
E. Non-Discrimination Clause
In the performance of this grant, the Grantee agrees not to discriminate against any
employee or applicant for employment, with respect to their hire, tenure, terms, conditions
or privileges of employment, or any matter directly or indirectly related to employment,
because of race, color, religion, national origin, ancestry, age, sex, height, weight, marital
status, physical or mental disability unrelated to the individual’s ability to perform the
duties of the particular job or position. The Grantee further agrees that every subcontract
entered into for the performance of this Grant Agreement will contain a provision requiring
non-discrimination in employment, as herein specified, that is 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. Any breach of this covenant
may be regarded as default under Section P and grounds for cancelling the Grant
Agreement.
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F. Unfair Labor Practices
The Grantee shall abide by Act No. 278 of the Public Acts of 1980, as amended, MCL
423.321 et seq.
G. Liability Insurance
The Grantee shall provide and maintain insurance in an amount sufficient to protect from
claims that may arise out of or result from the Grantee’s operations under this grant, or for
anyone whose acts they are legally liable.
H. Indemnification
Each party to this Grant Agreement must seek its own legal representation and bear its own
costs in any litigation that may arise from performance of this grant. It is specifically
understood and agreed that neither party will indemnify the other party in such litigation
and that each party shall be responsible for any judgments entered against it.
I. Use of Material
Unless otherwise specified in this Agreement, the Grantee may release information or
material developed under this Agreement, provided it is acknowledged that the State
funded all or a portion of its development.
The State, and federal awarding agency, if applicable, retains a royalty-free, nonexclusive
and irrevocable right to reproduce, publish, and use in whole or in part, and authorize others
to do so, any copyrightable material or research data submitted under this grant whether or
not the material is copyrighted by the Grantee or another person. The Grantee will only
submit materials that the State can use in accordance with this paragraph.
J. Assignability
The Grantee shall not assign this Agreement or assign or delegate any of its duties or
obligations under this Agreement to any other party without the prior written consent of the
State. The State does not assume responsibility regarding the contractual relationships
between the Grantee and any subcontractor.
K. Iran Sanctions Act
By signing this Agreement the Grantee is certifying that it is not an Iran linked business,
and that its contractors are not Iran linked businesses, as defined in MCL 129.312.
L. Subcontracts
The State reserves the right to deny the use of any consultant, contractor, associate, or other
personnel to perform any portion of the project. The Grantee is solely responsible for all
contractual activities performed under this Agreement. Further, the State will consider the
Grantee to be the sole point of contact with regard to contractual matters, including
payment of any and all charges resulting from the anticipated Grant. All subcontractors
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used by the Grantee in performing the project shall be subject to the provisions of this
Agreement and shall be qualified to perform the duties required.
M. Anti-Lobbying
If all or a portion of this Agreement is funded with federal funds, then in accordance with 2
CFR 200, as appropriate, the Grantee shall comply with the Anti-Lobbying Act, which
prohibits the use of all project funds regardless of source, to engage in lobbying the state or
federal government or in litigation against the State. Further, the Grantee shall require that
the language of this assurance be included in the award documents of all subawards at all
tiers.
If all or a portion of this Agreement is funded with state funds, then the Grantee shall not
use any of the grant funds awarded in this Agreement for the purpose of lobbying as
defined in the State of Michigan’s lobbying statute, MCL 4.415(2). “‘Lobbying’ means
communicating directly with an official of the executive branch of state government or an
official in the legislative branch of state government for the purpose of influencing
legislative or administrative action.” The Grantee shall not use any of the grant funds
awarded in this Agreement for the purpose of litigation against the State. Further, the
Grantee shall require that language of this assurance be included in the award documents of
all subawards at all tiers.
N. Conflict of Interest
No member of the legislative, judicial, or executive branch of state or federal governments
or any local unit of government official shall personally benefit from this Grant Agreement.
No member of the Grantee’s Board of Directors, its employees, partner agencies or their
families shall have any personal benefit from this Grant Agreement.
O. Cancellation
This Grant Agreement may be canceled by 30 day written notice by either party. If
canceled, Grantee must provide a Final Report and invoice within 30 days of cancellation.
Cancellation or reduction of the grant by the Grantor may be for default by the Grantee,
lack of further need for the service at the location named in the contract, or conviction of
criminal offense(s) as set forth below.
Default is defined as the failure of the Grantee to fulfill the obligations of the Grant
Agreement. In case of default by the Grantee, the Grantor may cancel the Grant
Agreement immediately and all unused grant funds must be returned by the Grantee
immediately. All disallowed costs and overpayments shall also be returned by the Grantee
within 30 days of cancellation.
In the event the Grantor no longer needs the service specified in the grant due to
department changes, changes in laws, rules or regulations, relocation of offices, or no
longer has appropriations to fund the grant, the Grantor may cancel or reduce the grant by
giving the Grantee written notice of such cancellation or reduction 30 days prior to the date
of cancellation or reduction. All costs incurred by the Grantee between the grant
cancellation or reduction notice and the cancellation or reduction date, with the exception
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of previously budgeted personnel costs and non-cancelable obligations, must be approved
by the Grant Administrator prior to their incurrence. No costs shall be allowed after the
grant has been cancelled.
The Grantor may immediately cancel the grant without further liability to the State, its
departments, agencies and employees if the Grantee, an officer of the Grantee, or an owner
of the Grantee is convicted of a criminal offense incident to the application for or
performance of a State, public, or private contract or subcontract; or convicted of a criminal
offense including but not limited to any of the following: embezzlement; theft; forgery;
bribery; falsification or destruction of records; receiving stolen property; attempting to
influence a public employee to breach the ethical conduct standards for State employees;
violation of a state or federal antitrust statute; or any other criminal offense which in the
sole discretion of the Grantor, reflects on the Grantee’s business integrity.
P. Closeout
(A) Upon issuance of final payment from the State, the Grantee releases the State of all
claims against the State arising under this Agreement. Unless otherwise provided in this
Agreement or by State law, final payment under this Agreement shall not constitute a
waiver of the State’s claims against the Grantee.
(B) The Grantee shall immediately refund to the State any payments in excess of the costs
allowed by this Agreement.
Q. Electronic Funds Transfer
Payments under this Agreement are encouraged to be processed by Electronic Funds
Transfer (EFT). The Grantee can register to receive payments by EFT at the SIGMA
Vendor Self Service web site (www.michigan.gov/SIGMAVSS)
R. Freedom of Information
This is a grant from public funds and records associated with it are subject to disclosure
under Michigan’s Freedom of Information Act.
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II. SPECIAL TERMS AND CONDITIONS
A. Statement of Purpose
To translate the Food Safety Program’s New Owner Packet to Spanish, Arabic, Chinese,
Korean, Tamil, and Hindi for use by the food service and regulatory personnel in Michigan.
B. Statement of Work
1. Contract with translation provider to translate documents in the New Owner Packet.
2. Provide a translated New Owners Packet on the Oakland County Health Division’s
website and the Michigan Food Safety website for free download.
a. Provide New Owners Packet for download as a single unit.
b. Provide functionality for documents to be saved or printed individually based
on topic of interest.
c. Provide functionality for other local health departments to download
templates and incorporate local logos and/or letterheads.
C. Budget
This is a cost reimbursement grant funded by state restricted revenue.
Translation to Spanish $1,856.52
Translation to Arabic 2,405.07
Translation to Chinese 2,405.07
Translation to Korean 2,405.07
Translation to Tamil 2,405.07
Translation to Hindi 2,405.07
Total: $13,881.87
D. Payment Schedule
Payments will be made upon receipt of reports as required in Section II-F.
E. Audit
The project will be subject to audit by the State who may review the adequacy of the
financial management/reporting system during or at any time subsequent to the award.
F. Reporting
1. Reports are due to the grant administrator per the following schedule.
a. If there is no program activity to report, an email must be submitted stating
the reason for no activity.
Reporting Period Due Date
October 1, 2024 – December 31, 2024 January 15, 2025
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January 1, 2025 – March 31, 2025 April 15, 2025
April 1, 2025 – June 30, 2025 July 15, 2025
July 1, 2025 – September 30, 2025 October 5, 2025
2. At a minimum, each report shall contain:
a. A summary and status of project deliverables, including new
owners/establishments provided the New Owners Packet, metrics on number of
times the packet is downloaded from Grantee’s website and which languages.
b. An invoice including a summary of expenses compared to the budget.
c. A supporting general ledger report.
GRANT REVIEW SIGN-OFF – Health and Human Services/ Health Division AWD00571
GRANT NAME: FY2025 Food Safety and Education
FUNDING AGENCY: Michigan Department of Agriculture and Rural Development Food and Diary Division
DEPARTMENT CONTACTS: Stacey Sledge 248-452-2151
STATUS: Acceptance (Greater than $10,000)
DATE: 11/12/2024
Please be advised that the captioned grant materials have completed the internal grant review. Below are the returned
comments.
The Board of Commissioners’ liaison committee resolution and grant acceptance package (which should include this sign-off
email and the grant agreement/contract with related documentation) should be downloaded into Civic Clerk to be placed on
the next agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget:
Approved – Shannon Lee (10/31/2024)
Human Resources:
Approved by Human Resources. No position impact. – Hailey Matthews on behalf of Heather Mason (10/30/2024)
Risk Management:
Approved. Section G requires the County to “provide and maintain insurance”, Risk Management recommends that either
this liability insurance requirement be removed or wording added to allow the County to self-insure prior to finalization of
the contract.. – Robert Erlenbeck (10/30/2024)
Corporation Counsel:
Approved. Corporation Counsel conducted a legal review of the provided materials. As B. Erlenbeck stated, the Insurance
Language must be changed. Otherwise, there are no (other) unresolved legal issues. I “approve” conditioned on rectification
of insurance language per Bob’s comment.– Heather Lewis (11/01/2024)
[Revised contract with recommended wording per Risk Management, will be sent directly to Commissioner Woodward for
his signature.]