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HomeMy WebLinkAboutGrant County Agreement ResolutionToday's Date 01.21.201 " Fund/Department 116-Public Health Kittitas County Review Form Grants & Contract Agreement Agenda Date Contract/Grant Information 3/' ) ILP Contract /Grant Agency: Interagency Agreement Amendment 1 Between Grant County and Kittitas County Public Health Period Begin Date: January 1, 2015 I I Period End Date: September 29, 2018 Total Grant/Contract Amount: $ 40,703.00 Grant/Contract Number: Contract/Grant Summary: The Interagency Agreement Amendment 1 is made and entered into to coordinate the Healthy Communities Obesity, Diabetes, Heart Disease and Stroke Prevention Program W~th e Kittitas County Public Health Department. The agreement will provide a mechanism for collaborative work, completion of deliverables, and transfer of funds necessary to carry out the health improvement initiatives associated with the North Central Washington Healthy Communities Obesity, Diabetes, Heart and Stroke Prevention Program. The amendment increases the total grant amount .. Recommendation for Board of Health and Board of Health Review on Department Head Signature Q~-".1-1\4dt>--J.+T---, A-=-d--:-m-in istrator Date:d-/I9-( I (.p Kittitas County Prosecutor, Auditor, and Board of Health Review and Comment: APPROVED AS TO FORM: ,J ~II , , '11{/IA Signature 0 Date Signature of Board of Health member Date Grant/Contract Review Page 1 Financial Information Total Amount $40,703 State Funds $ Federal Funds $40,703 Percentage County Funds Matching Funds $ CFDA#93.757 In-Kind $ Explain Is Equipment being purchased? Who owns equipment? New Personnel being hired? Contact HR hiring -reporting requirements Future impacts or liability to Kittitas County: Budget Information Budget Amendment Needed? Yes 0 attach budget form No []I Why not New Division Created? Included in 2016 budget Revenue Code 116-612.49.03.333.93.757 -$15,500 116-612.49.04.333.93.757 -$14,500 Pass Through Information Agency to Pass Through Amount to Pass Through $ Sub-Contract Approved Date: Prosecutor Review I Has the Prosecutor reviewed this agreement? I Yes 0 No D County Departments Impacted Auditor Facilities Maintenance Information Services Human Resource Prosecutor Treasurer Submitted Signature: I //'~ Date: Department: Assignment of Tracking Infor Auditor's Office Human Resource Prosecutor's Office Who Signed the grant application Grant/Contract Review Page 2 I Reviewer Date Grant/Contract Review Page 3 BOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTOIN NO. 2016-O~5 RESOLUTION TO AUTHORIZE EXECUTION OF AMENDMENT TO INTERAGENCY AGREEMENT BETWEEN THE GRANT COUNTY HEALTH DISTRICT AND THE KITTITAS COUNTY PUBLIC HEALTH DEPARTMENT WHEREAS, RCW 39.34, the Interlocal Cooperation Act, provides the capability for public agencies to cooperate by providing services and facilities for mutual advantage; and WHEREAS, Kittitas County, through the Kittitas County Public Health Department, is charged with the preservation, promotion, and improvement of health in the County; and WHEREAS, the Kittitas County Public Health Department and the Grant County Health District (the Parties) wish to collaborate to carry out the priority health improvement initiatives associated with the North Central Washington Healthy Communities Obesity, Diabetes, Heart Disease and Stroke Prevention Program; and WHEREAS, the Parties entered into an Interlocal Agreement in April of2015, for this purpose; and WHEREAS, the Parties wish to amend said agreement to amend the contract amount as attached hereto and incorporated herein by reference. WHEREAS, the Board of County Commissioners authorized the execution of this Interagency Agreement by action taken at a regular meeting; and NOW THEREFORE, BE IT HEREBY RESOLVED that the Board of County Commissioners of Kittitas County, Washington authorizes the Director of the Kittitas County Public Health Department to execute the amendment to Interagency Agreement with the Grant County Health District that is attached hereto, and incorporated by this reference. DATED this 1<51 dayof ~/ , 2016, at Ellensburg, Washington . BOARD OF COUNTY COMMISSIONERS KITTITAS COUNTY, WASHINGTON .I'- Chair INTERAGENCY AGREEMENT Amendment#l Between GRANT COUNTY HEALTH DISTRICT And Kittitas County Public Health Department January 1, 2015 -September 29,2018 RECEIVED MAR 16 Z! ' BY: ~ THIS INTERAGENCY AGREEMENT is made and entered into pursuant to Chapter 39.34 RCW, the Interlocal Cooperation Act, by and between the Grant County Health District, hereinafter referred to as "GRANT" acting as the Community Lead Organization (CLO) to coordinate the Healthy Communities Obesity, Diabetes, Heart Disease and Stroke Prevention Program and the Kittitas County Public Health Department hereinafter referred to as "PARTICIPANT", as funded by the Washington State Department of Hea l th ~ IT IS THE PURPOSE OF THIS AGREEMENT to provide a mechanism for the collaborative work, completion of deliverables, and transfer of funds necessary to carry out the priority health improvement initiatives associated with the North Central Washington Healthy Communities Obesity, Diabetes, Heart Disease and Stroke Prevention Program. The PARTICIPANT will develop and implement the North Central Washington Healthy Community work plans that include policy, environmental and system (PSE) strategies that work toward r educing death and disability due to diabetes, heart disease, and stroke; and reduce the prevalence of obesity among adult Washington residents with an emphasis on populations that bear a disproportionately high burden and/or risk for high blood pressure, type 2 diabetes, and obesity. IT IS, THEREFORE, MUTUALLY AGREED THAT: Statement of Work PARTICIPANT shall furnish the necessary personnel and services and otherwise do all things necessary for or incidental to the performance of the work set forth in Exhibit "A" attached hereto and incorporated herein. Unless otherwise specified, PARTICIPANT shall be responsible for performing all fiscal and program responsibilities as set forth in Exhibit "A." Terms and Conditions All rights and obligation of the parties to this contract shall be subject to and governed by the special terms and conditions contained in the text of this agreement. Period of Performance Subject to its other provisions, the period of performance of this agreement shall commence on January 1, 2015 and conclude on September 29, 2018 unless continued by written agreement or terminated sooner as provided herein . In consideration whereof: Interagency Agreement -Kittitas Amendment#l 11/2 0/1 5 Page 1 Upon receipt of a properly executed A-19 Invoice Voucher and complete billing documentation, GRANT shall pay to PARTICIPANT the reimbursed sum as agreed upon in Exhibit "A". Parties may mutually agree to additional sums and deliverables as additional funding is available. Services and Reporting Requirements PARTICIPANT will report to GRANT on any services and/or reporting requirements that may be required under this agreement. Approved Expenses Allowable expenses are for reasonable program purposes, including personnel, travel, supplies and services such as contractual (refer to Omni circular). The primary recipient must perform a substantial role in carrying out project objectives and not merely serve as a conduit for an award to another party or provider who may be ineligible. No expenses will be reimbursed for any lobbying efforts of any kind or for any clinical care. Any type of equipment purchase must be pre-approved by GRANT. Indirect Costs and Line Item Budget Requirements Indirect costs are limited to 22 percent of salaries and benefits. PARTICIPANT need not amend the budget if they anticipate going over in any line item within component 1 or component 2 by less than 10 percent of total direct charges. However, if they anticipate going over by more than 10 percent of total direct charges for any line item they will be required to amend their budget before being refunded for costs that exceed 10 percent in respective line items. Component 1 and component 2 budgets must be tracked separately and funding cannot be moved from one component to the other component. Monitoring of fund allocation spending There will be two check-in points (1) mid-year and (2) two months before contract end date: (1) At mid-year, GRANT will evaluate how much of the PARTICIPANT funds have been spent. If less than 30% of the funds have been billed, GRANT reserves the right to amend the contract and reduce the funding allocation. (2) Two months before the end of the contract, GRANT will evaluate how much PARTICIPANT funds have been spent. If less than 80% of the funds have been billed and if the PARTICIPANT doesn't have a reasonable explanation for how they will use the remainder of the funds, GRANT reserves the right to amend the contract and reduce the funding allocation. Non-Discrimination In the performance of this agreement, PARTICIPANT shall not discriminate on the grounds of race, color, national origin, sex, religion, marital status, age, creed, Vietnam era and disabled veterans status, or the presence of any sensory, mental, or physical handicap in: a. Any terms or conditions of employment to include taking affirmative action necessary to accomplish the objectives of this part; and Interagency Agreement -Kittitas Amendment#l 11/20/15 Page 2 b. Denying an individual the opportunity to participate in any program provided by this agreement through the provision of services, or otherwise afforded others. Records Maintenance PARTICIPANT and GRANT shall each maintain sufficient records to demonstrate that funds allocated under this contract have been expended in accordance with the terms and conditions of the Federal Healthy Communities Obesity, Diabetes, Heart Disease and Stroke Prevention 1422 Program Statement of Work guidelines and any federal terms and conditions that may apply. Audit Requirements: An organization that expends $750,000 or more in a year in Federal awards shall have a single or program-specific audit conducted for that year in accordance with the provisions of Omni Circular. The audit must be completed along with a data collection form, and the report i ng package shall be submitted within the earlier of 30 days after receipt of the auditor's report(s), or nine months after the end of the audit period . The audit report must be sent to Federal Audit Clearing House; Bureau of the Census; 1201 East 10th st; Jeffersonville, IN 47132 . All duly authorized auditors or their representatives of the State of Washington and of the CLO, GRANT, shall have full access and the r ights to examine any of these materials during this pe r iod, subject to confidentiality laws and regulations . These records shall be retained for five (5) years . PARTICIPANT shall adhere to all other Federal Grant requirements. Restrictions on Funds (what funds can be used for which activities, not direct payments, etc): 1. Recipients may not use funds for research . 2. Rec i pients may not use funds for clinical care . 3. Recipients may only expend funds for reasonable program purposes , includ i ng personnel, travel, supplies, and services, such as contractual. 4. Recipients may not generally use HHS/CDC/ATSDR funding for the purchase of furniture or equipment. However, if equipment purchase is integral to a selected strategy, it will be considered. Any such proposed spending must be identified in the budget. 5. Recipients may not use funding for construction . 6. The direct and primary recipient in a cooperative agreement program must perform a substantial role in carrying out project objectives and not merely serve as a conduit for an awa rd to another party or provider who is ineligible. 7. Reimbursement of pre-award costs is not allowed. 8. Recipients may not use funds for abortions in accordance with Executive Order 13535. If requesting indirect costs in the budget a copy of the indirect cost rate agreement is required. If the i ndirect cost rate is a provisional rate, the agreement should be less than 12 months of age. As per Omni Circu lar if participant has never had a negotiated indirect rate they can request 10% de minimis rate . Agreement Alterations and Amendments GRANT and PARTICIPANT may mutually amend this agreement. Such amendments shall not by binding unless they are in writi ng and signed by personnel authorized to bind PARTICIPANT and GRANT . Interagency Agreement -Kittitas Amendment#l 11/20/15 Page 3 Indemnification Each party shall defend, protect and hold harmless the other party from and against all claims, suits and/or actions arising from any negligent or intentional act or omission of that party's employees, agency and/or authorized subcontractor (s) while performing this contract . Termination Except as otherwise provided in this agreement, either party may terminate this agreement upon 90 days written notification. If this agreement is so terminated, the termination party shall be liable only for performance in accordance with the terms of this agreement for performance rendered prior to the effective date of termination. Administrator Pursuant to RCW 39 .34.030(4)(a), the administrator for this agreement shall be Theresa Adkinson of the Grant County Health District. Nothing in this agreement shall be deemed to establish a separate legal entity to conduct the cooperative undertaking described herein. Property Unless otherwise specifically agreed by the parties in writing, all property, personal and real, utilized by the parties hereto in the execution of this Agreement shall remain the property of that party initially owning it. All notices, reports, and correspondence to the respective parties of this Agreement shall be sent to the following: To GRANT: Primary Contact: To PARTICIPANT: Primary Contact: Savings Grant County Health District 1038 W. Ivy 5t. Moses Lake, WA 98837 Theresa Adkinson, Administrator Kittitas County Public Health Department 507 N Nanum St. # 102 Ellensburg, WA 98926 Robin Read, Administrator Interagency Agreement -Kittitas Amendment#l 11/20/15 Page 4 In the event that funding from state or federal funds is withdrawn, reduced, or limited in any way after the effective date of this contract and prior to normal completion, GRANT may terminate the contract under the "termination" clause, or reduce to the new funding limitations and conditions. Disputes In the event that a dispute arises under this agreement, it shall be determined in the following manner: GRANT shall appoint a member to the Dispute board. PARTICIPANT shall appoint a member to the Dispute board. GRANT and PARTICIPANT shall jointly appoint a member to the Dispute Board. The Dispute Board shall evaluate the dispute and make a determination of the dispute. The determination of the Dispute Board shall be final and binding on the part ies hereto. Pursuant to RCW 39.34.040, this Agreement shall be shall be filed with the county auditor of the parties hereto or, alternatively, listed by subject on a public agency's web site or other electronically retrievable public source of the parties hereto. §200.331 requirements for pass-through entities: Refer to Exhibit "B". All Writings contained herein This agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this agreement shall be deemed to exist or to bind any of the parties hereto. IN WITNESS WHEREOF, the parties have executed this agreement. Signature Robin Read. Administrator Interagency Agreement -Kittitas Amendment#l 11/20/15 Grant County Health District Theresa Adkinson. Administrator (Print) Date Page 5 EXHIBIT "A" Funding Information: Chart of Accounts Program CFDA # BARS Funding Period Current Change Total Name or Title Revenue (LHJ Use Only) Consideration Increase Consideration Tas k# 1 2 Code Start End Date (+) Date State and Local Public 93.757 333 .93 .75 01/01/15 09/29/16 18,500 Health Actions to Prevent *(7,797) Obesity, Diabetes, Heart 9,500 Disease and Stroke financed solely by 2014 Prevention and Public Health Funds State and Local Public 93 .757 333 .93.75 09/30/15 09129116 0 20,500 Health Actions to Prevent Obesity, Diabetes, Heart Disease and Stroke financed sol e ly by 2014 Prevention and Public Health Funds TOTALS 18,500 22,203 * Only $10,703 of the $18,500 origi n a l co n side r atio n was bi ll ed (thU S $7,797 exp ired ). How eve r, we have budgeted an add itional $9,500 from carryove r req u es t w h ic h nets to an in crease of $1,703 to year 1 funds. Billing Information: All A-19 Invoice billings with original signatures and detailed documentation attached are to be sent to Grant County Health District 1038 W Ivy Ave Suite 1, Moses Lake WA 98837 attn: Ryan Brimacombe. Please indicate the costs for each separate component on your A-19. Billings should be submitted monthly within 30 days after the close of a month. Exception: For the month after a funding source's exp iration date please have the billing submitted within 25 days after the close of the month. Statement of Work Information: Due 20,203 20,500 40,703 Task/ Activity/Description Deliverab les / Date/ Payment Information Work with a retail or community venue t o strengthen healthier food access by increasing availability, improved pricing, placement, and promotion. (Component #1-PS2) Work with up to two worksites to promote physical activity through sign age, worksite po licies, and shared use/joint use agreements . (Component #1) Interagency Agreement -Kittitas Amendment#l 11/20/15 Outcomes Monthly progress report by 8th of the following month Monthly progress report by 8 th of the following month Time and/or Amount Frame ~ Reimbursement for ~ actual expenditures, Sep 29, not to exceed total 2016 fund i ng considerat ion ~ Reimbursement for ~ actual expenditures, Sep 29, not to exceed total 2016 funding consideration Page 6 Due Tas Task/Activity/Description De li verables/ Date/ Payment Information k # Outcomes Time and/or Amount Fram e Ass ist Com mun it y Choice, Grant Cou nty Hea lt h Dist r ict , and Mo nthly ~ Re imburse me nt fo r Was hi ngto n Sta t e Dept o f Hea lth t o p rovid e linkages f or Comp #2 p rogress r ep o rt ~ act ual ex pendit ures , 3 strateg ies 9-15 by engag ing m ulti-se ctor com m u nity stakeho ld ers, by 8th of the Se p 29 , no t to exc ee d tota l h ealth syst e ms, ex is ti ng co ali t io ns and community b ased r es ou r ce s f oll owing 201 6 funding con sider at i on to p r eve nt o b es it y, di a be t es, hea rt di sease , and stroke . (Co mp #2 ) mo nth line Item Budget: Kittitas Budget Description Comp#1 Comp#2 Co m p#1 Comp#2 Comp#l (yr 2 Comp#2 (yr 2 Total (yr 1 funds) (yr 1 funds) (y r 1 funds (yr 1 funds no cost no cost extension ) extension ) DIRECT: Salaries 6,041 296 1,365 4,040 Benefits 2,328 108 520 1,534 Goods & Services (includes 200 200 travel & Kittitas Hospital) Total Direct Costs: 8,369 404 2,085 5,774 INDIRECT: Overhead (22% of Salaries & 1,841 89 4 15 1,226 Ben efits) Total Funding 10,210 493 2,500 7,000 Fun ding Source (e x~iration 93.757 (Sep 29, 2015) 93 .757 (Sep 29, 2016) dat e } Interagency Agreement -Kittitas Am end m e n t#l 11 /2 0/15 funds ) funds ) 6,415 4,3 35 22,492 2,4 38 1,649 8,577 2,2 00 200 2,800 11,053 6,184 33 ,869 1,947 1,3 16 6,834 13,000 7,500 40,703 93.757 (Sep 29, 2016) Page 7 Agency Use Only Form State of Washington A19-INVOICE VOUCHER Agency No. Loc:atIen Code 1A e ; ~ ,} (Rev. '.t'0 5/91) AGENCY NAME INSTRUCTIONS TO VENDOR OR CLAIMANT: Grant County Health District Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item . 1038 W Ivy Ave Moses Lake, WA 98837 Vendor's Certificate: I hereby certify under penalty of perjury that the items and totals listed herei n are proper charges for materials, merchandise or services furnished to the State of Washington, and that all goods furnished and/or services rendered have been provided without discrimination because of age, sex, marital status, race, creed, color, national origin, handicap, religion, or Vietnam era or disabled veterans status. VENDOR OR CLAIMANT (Warrant is to be payable to) -(Signature) By -- (Name, Title) (Date) Month 1422 Year 1 Carry Over Funds 1422 Year 2 Funds Camp #2 Camp #1 (YR1) (YR1) Camp #1 (YR2) Camp #2 (YR2) Total Salaries $ - Benefits $ - Goods & Services $ - Indirect Costs $ - Total $ -$ -$ -$ -$ - Prepared by Phone# Date Agency Approval Date Interagency Agreement -Kittitas Amendment#l 11/20/15 Page 8 I Exhibit liB": §200.331 requirements for pass-through entities -Is this a subaward? Yes i Federal Award Identification 1U58DP005531-01 ii Subrecipient Name Kitt itas Co unty Public Hea lt h De part me nt iii Subrecipient DUNS # 0 1-020-2547 Iv Federal Award Identification # 1U58DP005531-01 V Federal Award Date 9/30/2014 Subaward Period of January 1, 2015 -September 29,2016 (includes year 1 Vi (yrl) Performance Start and End Date carryover funds) Amount of Federal Funds Vii (yrl) Obligated by this action $182,643 (includes year 1 carryover funds) Total Amount of Federal Funds Viii (yrl) Obligated to the subrecipient $2 0,20 3 (Includes Year 1 Carry over Funds) Subaward Period of Vi (yr2) Performance Start and End Date September 30, 2015 -September 29,2016 (year 2 Funds) Amount of Federal Funds Vii (yr2) Obligated by this action $182,643 (Year 2 Funds) Total Amount of Federal Funds Viii (yr2) Obligated to the subrecipient $2 0,500 (Year 2 Funds) Federal award project State and Local Public Health Actions to Prevent Obesity, Ix description Diabetes, Heart Disease and Stroke financed soley by 2014 Prevention and Public Health Funds x (a) Name of Federal awarding agency Department of Health and Human Services, CDC x (b) Pass-through entity Department of Health Contact information for x (c) awarding official Grant County Health District CFDA # (note dollar amount awarded for this CFDA# in "vii" xi above 93.757 Is the award for R&D (research xii and development)? No xiii Indirect Cost Rate for Subrecipient Award 22% of sa lar ies & benefits Interagency Agreement -Kittitas Amendment#l 11/20/15 Page 9