HomeMy WebLinkAboutRes 2016-170BOARD OF COUNTY COMMISSIONERS
COUNTY OF KIT TIT AS
STATE OF WASHINGTON
RESOLUTIO~
NO. 2016-'1:()
RESOLUTION TO AUTHORIZE EXECUTION OF AN AMENDMENT TO AN
INTERAGENCY AGREEMENT BETWEEN THE KITTITAS COUNTY PUBLIC
HEALTH DEPARTMENT AND GRANT COUNTY
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 Grant County entered into an
Interagency Agreement dated January 1, 2015, for the purpose of providing 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; and
WHEREAS, the Agreement allows for amendments that are in writing and agreed to by both
parties; and
WHEREAS, the parties desire to amend the Agreement by increasing the contract amount by
$15,000 as detailed in the amendment attached hereto 'and incorporated herein by
reference.
NOW THEREFORE, BE IT RESOLVED, that the Board of County Commissioners of
Kittitas County, Washington, hereby authorizes the Kittitas County Public Health Department to
execute the amendment to an Interagency Agreement with Grant County that is attached hereto,
and incorporated herein by reference.
DATED this 2Dft, , 2016, at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITAS ... COUNTY, WASfHNP TON ~~~-
INTERAGENCY AGREEMENT AM8RElM8Rt#1 Amendment #2
Between
GRANT COUNTY HEALTH DISTRICT
And
Kittitas County Public Health Department
January 1, 2015 -September 29, 2018
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 Health.
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 reducing 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 Amendment #2
11/20/15 11/23/2016
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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 AtTteR4ment#l Amendment #2
11/20/15 11/23/2016
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 reporting 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 rights to examine any of these materials during this period, 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. Recipients may not use funds for clinical care.
3. Recipients may only expend funds for reasonable program purposes, including personnel, travel,
supplies, and services, such as contractual.
4. Recipients may not generally use HHSjCDCjATSDR 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 award
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
indirect cost rate is a provisional rate, the agreement should be less than 12 months of age. As per Omni
Circular 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 writing and signed by personnel authorized to bind PARTICIPANT and GRANT.
Interagency Agreement -Kittitas Amendment#l Amendment #2
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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 St.
Moses Lake, WA 98837
Theresa Adkinson, Administrator
Kittitas County Public Health Department
507 N Nanum St. # 102
Ellensburg, WA 98926
Robin Read, Administrator
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.
Interagency Agreement -Kittitas Amendment#l Amendment #2
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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 parties 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 Exh ibit liB".
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.
Signa ure
Robin Read. Administrator
(Print)
1J-(d-1 ( I re
Date
Grant County Health District
'-S(gnature
Theresa Adkinson. Admjoist@tor
(Print)
I
Date
Interagency Agreement -Kittitas AffieflGment1t1 Amendment #2
11/20/15 11/23/2016
Page 5
Task
#
1
EXHIBIT itA"
Funding Information:
Chart of Accounts Program CFDA # BARS Funding Period Current Change Total
Name or Title Revenue (LHJ Use Only) Considerati Increase Consideration
Code Start End Date on (+)
Date
State and Local Public 93.757 333.93.75 09f30116 09/29117 0 15,000 15,000
HealthActions to Prevent
Obesity, Diabetes, Heart
Disease and Stroke financed
solely by 2014 Prevention
and Public Health Funds
State and Local Public 93.757 333.93.75 01/01/15 09/29/16 20,203 (8,697.87) *11,505.13
Health Actions to Prevent ~ * (7, 797)
Obesity, Diabetes, Heart ~
Disease and Stroke financed
solely by 2014 Prevention
and Public Health Funds
State and Local Public 93.757 333.93.75 09/30/15 09/29/16 20,500 3,752.10
Health Actions to Prevent .g. ~
Obesity, Diabetes, Heart
Disease and Stroke financed
solely by 2014 Prevention
and Public Health Funds
TOTALS 40,703 10,054.23
~ ~
~ On ly $10 ,70J of the $lS,50Q..G.,:.igifl-a-1 cOAsideFatien 'JA:lS billed (tAus $7 ,797 expifea). l4owever,
we have budgeted an additional S9 ,50Q from Earry O'ler rCEI':lcst 'oVh i ch Rets to an iA:crease of
$1,lQ3 to 'Icar 1 funds.
* $802.18 is related to what was billed in year 2 (yr 1 carry over funds) and $10,702.95 is what was billed
in year 1.
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 expiration date please have the billing submitted within 25 days after the
close of the month.
Statement of Work Information Septembe r 29 , 2017 :
~
24,252.10
~
50,757.23
~
Due Payment Deliverables/ Date/ Task/ Activity/Description Outcomes
Work with a retail or community venue to strengthen healthier Monthly progress
food access by increasing availability, improved pricing, placement, report by 8 th of
and promotion. (Component #1 -PS2) the following
Interagency Agreement -Kittitas Affi.e.fH:1.mBn-t#-t-Amendment #2
11/20/15 11/23/2016
Time Information and/or
Frame Amount
Sep 29, Reimbursement for
2017 actual expenditures,
not to exceed total
Page 6
Task
#
2
3
4
5
Task
#
1
2
3
Due
Deliverables/ Date/ Payment
Task/ Activity/Description Outcomes Time Information and/or
Frame Amount
month funding
consideration
Monthly Sep 29, Reimbursement for
Strengthen community promotion of physical activity though 2017 actual expenditures,
signage, worksite policies, social support, and joint-use agreements. progress report not to exceed total by 8th of the (Component #1-PS3) following month funding
consideration
Monthly Sep 29, Reimbursement for
2017 actual expenditures, Develop and/or implement transportation and community plans progress report not to exceed total that promote walking. (Component 1-PS4) by 8th of the funding following month consideration
Increase engagement of CHWs to promote linkages between health Monthly Sep 29, Reimbursement for
2017 actual expenditures, systems and community resources for adults with high blood progress report
pressure and adults with prediabetes or at high risk for type 2 by 8th of the not to exceed total
funding diabetes. (Component 2-PS6) following month consideration
Assist Community Choice, Grant County Health District, and Se pt 29, Reimbursement for
Washington State Dept of Health to provide linkages for Comp #2 Monthly 2017 actual expenditures,
strategies 9-15 by engaging multi-sector community stakeholders, progress report not to exceed total
health systems, existing coalitions and community based resources by 8th of the funding
to prevent obesity, diabetes, heart disease, and stroke. (Component following month consideration
#2)
Statement of Work Information that waS started by andl or completed by September 29,2016:
Task/Activity/Description Deliverables/
Outcomes
Work with a retail or community venue to strengthen healthier Monthly
progress report food access by increasing availability, improved pricing, placement, by 8th of the and promotion. (Component #1-PS2) following month
Monthly
Work with up to two worksites to promote physical activity through progress report
sign age, worksite policies, and shared use/joint use agreements. by 8th ofthe
(Component #1) following
month
Assist Community Choice, Grant County Health District, and Monthly
Washington State Dept of Health to provide linkages for Comp #2 progress report
strategies 9-15 by engaging multi-sector community stakeholders, by 8th of the
health systems, existing coalitions and community based resources following
to prevent obesity, diabetes, heart disease, and stroke. (Comp #2) month
Interagency Agreement -Kittitas l'.mendment#1 Amendment #2
11/20/15 11/23/2016
Due
Date/ Payment Information
Time and/or Amount
Frame
~ Reimbursement for
~ actual expenditures,
Sep 29, not to exceed total
2016 funding consideration
~ Reimbursement for
~ actual expenditures,
Sep 29, not to exceed total
2016 funding consideration
~ Reimbursement for
~ actual expenditures,
Sep 29, not to exceed total
2016 funding consideration
Page 7
Line Item Budget:
Year 3:
Component #1 = $11,000
Component #2 = $4,000
Ki"it:aslhlliget:
ges6Fipt:ieR 'eFRp#;I, GeFRp#~ GeFRp#;I, 'eFRp#~ GeFRp#;I, ('IF ~ 'eFRp#~ (yF ~
('IF ;I, tYR~S) ('IF ;I, tYR~S) ('IF ;I, tYR~S ('/F;I, tYR~S
~ ~
eHt:eRSieR} eHt:eRSieR)
gIRI!G:j:; -
SataFies 6,Q4± ~ ~ 4,G4Q
8"'A di~ ~ .wg ~ -l-;£4
~d5 & SeF¥i 6esIiR~I"9es ~ ~
t:Fa'Jel it Ki"it:as loIespit:al)
:j:et:al giFe6t: Gest:s; ~ 404 ~ i,774
INOIR(jC;;i
QwFl:H;!aQ (aa~ gt 'a~ 1,84± 89 41§ ~
geRetit:~
:j:et:al j;YR~iRH ~ ~ ~ 7,000
FUR9 iAg S9"'~Ge l e!j2 ir-atiaR-9~.7!ii7 (Sep ~g, ~g;l,!ii) ga.7!ii7 (Sep ~g, ~g;l,(;)
~
Interagency Agreement -Kittitas A:me-R4fH eJt~A mendment #2
11/20/15 11/23/2016
~ ~
,
6;41S ~
~ ±;e49
~ ~
~ i-,U4
~ ~
~ +,500
9~,7!ii7 (Sep ~g, ~g;l,(;)
Page 8
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~
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a.,8OO
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AgElncy ,U&G Only
Form State of Washington
A19-INVOICE VOUCHER Agency No. Location Code
1A 8 (Rev.
5/91)
'AGENC¥ NAME INSTRUCll0NS 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 herein 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
Comp#2
Comp #1 (YR1) (YR1) Comp #1 lYR2) Comp #2 (YR2) Total
Salaries $ -
Benefits $ -
Goods & Services $ -
Indirect Costs $ -
Total $ -$ -$ -$ -$ -
Prepared by Phone # Date Agency Approval Date
Interagency Agreement -Kittitas Amendment#1 Amendment #2
11/20/15 11/23/2016
Page 9
-
I
Exhibit "B": §200.331 requirements for pass-thro ugh entiti es
-Is this a subaward? Yes
i Federal Award Identification 1U58DP005531-01
ii Subrecipient Name Kittitas County Public Health Department
iii Subrecipient DUNS # 01-020-2547
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 (yr1) Performance Start and End Date carryover funds)
Amount of Federal Funds
Vii (yr1) Obligated by this action $182,643 (includes year 1 carryover funds)
Total Amount of Federal Funds
Viii (yr1) Obligated to the subrecipient $11,505.13 $2:Q,~OO (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 $24,252.10 ~g (Year 2 Funds)
Subaward Period of
Vi (yr3) Performance Start and End Date September 30,2016 -September 29,2017 (year 3 Funds)
Amount of Federal Funds
Vii (yr3) Obligated by this action $182,643 (Year 3 Funds)
Total Amount of Federal Funds
Viii (yr3) Obligated to the subrecipient $15,000 (Year 3 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 salaries & benefits
Interagency Agreement -Kittitas AmeREIffie,fl-I;#.i-Amendment #2
11/20/15 11/23/2016
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