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HomeMy WebLinkAboutKittitas County LHJ Tobacco contract 19-20Today's Date 08/16/2019 Fund/Department 116 -Public Health Kittitas County Review Form Grants & Contract Agreement Agenda Date Contract/Grant Information Contract /Grant Agency: Benton Franklin Health District and Kittitas Cou Period Begin Date: 07/01/2019 Total Grant/Contract Amount: $4060.00 Grant/Contract Number: 19-20 Contract/Grant Summary: Vj I 11TAN V W! I Public Health- Tobacco Period End Date: June 30, 2020 The purpose of this agreement is to prevent initiation and reduce use of nicotine products among youth and young adults in the Greater Columbia Accountable Community of Health Region (GCACH), eliminate exposure to secondhand smoke and vape emissions, and educate communities about Tobacco and Vape21. Recommendation for Board of Health and Board of Health Review on Department Head Signature: Administrator Date: Kittitas County Prosecutor, Auditor, and Board of Health Review and Comment: APPROVED AS TO FORM: Signature of Prosecutor's Office Date Signature of Auditor's Office Signature of Board of Health member Financial Information Date Date Total Amount $ 4,060.00 State Funds $ 4,060.00 Federal Funds $ 0 Percentage County Funds Matching Funds $ CFDA# N/A Grant/Contract Review Page 1 In -Kind $ Explain Is Equipment being purchased? NO Who owns equipment? New Personnel being hired? NO Contact HR hiring — reporting requirements Future impacts or liability to Kittitas County: Budget Information Budget Amendment Needed? Yes ❑ attach budget form New Division Created? Revenue Code 116.612.44.334.04.93 $4,060.00 Pass Through Information No ® Why not projected Agency to Pass Through Auditor Amount to Pass Through $ Sub -Contract Approved Date: Prosecutor Review Has the Prosecutor reviewed this agreement? Yes El No ❑ Countv Departments Impacted Submitted Signature: Date: Department: Assignment of Tracking Information Auditor's Office Auditor Facilities Maintenance Information Services Human Resource Who Signed the grant application Prosecutor Treasurer Submitted Signature: Date: Department: Assignment of Tracking Information Auditor's Office Human Resource Prosecutor's Office Who Signed the grant application Reviewer Date Grant/Contract Review Page 2 PUBLIC .�� CONTRACT FOR SERVICES Between Benton -Franklin Health District And Kittitas County Public Health This agreement is made and entered into between the Benton -Franklin Health District hereinafter referred to as the "District" and the Kittitas County Public Health hereinafter referred to as "Contractor". Effective Dates: 7/1/19 - 6/30/20 Organizational Contact Information Benton -Franklin Health District Phone: (509) 460-4200 Ellensburg, WA 98926 Fax: 509-962-7518 Responsibility 7102 W. Okanogan Place Phone Fax: (509) 460-4590 Administrator/Signature Tristen Lamb Kennewick, WA 99336 Tristen.Lamb ccbco.kiititas.wa.us Authority Responsibility Contact Name Phone Fax Email Nea Alfaro Administrator/Sig nature Nea.alfaroCa7co.kittitas.wa.us Authority Jason Zaccaria 509-460-4567 509-460-4590 Jasonz bfhd.wa. ov Contracts Manager Bonnie Hall 509-460-4553 509-460-4590 Bonnieh@bfhd.wa.gov Sr. Manager, Healthy People & Communities Carla Prock 509-460-4225 509-460-4515 Carla p@ bfhd.wa. 9 ov Program Support Vanessa Specialist McCollum 509-460-4258 509-460-4590 Vanessam bfhd.wa. ov Accounts Payable Jared Strait 509-460-4556 509-460-4590 Jareds bfhd.wa. ov Kiftitas County Public Health 507 N. Nanum, Suite 102 Phone: 509-962-7575 Ellensburg, WA 98926 Fax: 509-962-7518 Responsibility Contact Name Phone Email Administrator/Signature Tristen Lamb 509-962-7003 Tristen.Lamb ccbco.kiititas.wa.us Authority Billing/Finance Tina Rowan (509) 962-7583 Tina. rowan. ph Ago- kittitas.wa.us Program Contact Nea Alfaro (509) 933-8399 Nea.alfaroCa7co.kittitas.wa.us Kittitas County LHJ Tobacco contract 19-20 Page 1 PURPOSE The purpose of this agreement is to prevent initiation and reduce use of nicotine products among youth and young adults in the Greater Columbia Accountable Community of Health Region (GCACH), eliminate exposure to secondhand smoke and vape emissions, and educate communities about Tobacco and Vape21. PERIOD OF PERFORMANCE The period of performance of this Agreement shall commence July 1, 2019 and be completed by June 30, 2020 unless terminated or suspended sooner as provided for herein. STATEMENT OF WORK Contractor agrees to perform the following activities throughout the duration of this agreement. • Update LHJ website with contact information for Smoking In Public Places (SIPP) and Vaping In Public Places (VIPP) violations and establish a set protocol. • Provide education and technical assistance to county schools and retailers regarding Tobacco and Vape 21. ■ Share updates regarding cessation resources with healthcare providers and community partners. • Incorporate TIPS Campaign into social medial postings and outreach events. • Submit monthly reports using the Monthly Reporting Workbook provided by the District to the District's Program Contact (page 1) by the 10th of each month. • Be subject to periodic audits by BFHD administrative staff when requested. District agrees to provide the following support and activities throughout the duration of this agreement: • Provide all reporting templates and links • Provide technical assistance as needed • Provide payment of properly submitted invoices REIMBURSEMENT The District will reimburse Contractor for allowable expenses based on monthly invoices submitted by Contractor to the District. Invoices must itemize specific hours and charges based on the budget previously submitted, not to exceed $4,060 for goods and services provided during the period of performance. Any charges based on an allocation method need to have an explanation for the basis of the cost approved by the District in advance. Submit invoices be the 20th of the following month by email, fax or mail to the District's contact listed on page 1 of this agreement. In-kind services are not reimbursable expenses under this agreement. FUNDING SOURCE The funding for this contract comes from WA State Department of Health Youth Tobacco Vapor Products. (Bars Revenue Code 334.04.93). Funding for this contract must adhere to the following restrictions: • Funds may only be used for evidence -based tobacco control interventions, strategies, and activities. • Funds are generally not allowed to purchase furniture or equipment. Kittitas County LHJ Tobacco contract 19-20 Page 2 Funds may not be used to provide direct cessation services or other direct services other than those through the evidence -based quite line services. Funds may not be used to purchase nicotine replacement therapy or other products used for cessation. • Funds may not be used to purchase K-12 school curricula. BILLING INSTRUCTIONS The Benton -Franklin Health District receives it's funding for this contract through a Department of Health (DOH) grant. Because the District must adhere to specific requirements in order to access these funds, the following billing and invoice requirements must be met by the Contractor in order to be reimbursed for services performed under this contract: Payment must be based on reimbursement for allowable costs only. Itemized invoices must be received within 20 days of the close of the month in which services were provided. • Invoices must include expenditure object/category information for each program (i.e. salaries, benefits, travel, equipment, goods and services, etc.). A summary sheet of expenditures by category must be included along with a copy of a system -generated report (e.g. trial balance, expenditure report, general ledger report) from your accounting system supporting the summary. Expenditure categories to be included are: o Salaries o Benefits o Equipment o Supplies o Travel o Administrative/Indirect/Overhead o Other Supporting documentation to be made available to the District upon request. Invoices can be sent electronically as a PDF attachment to an email (preferred method) to the Accounts Payable contact listed on page one, or the original invoice with appropriate supporting documentation can be mailed. If you choose to provide electronic copies of invoices, please retain the original signed invoice in your files. CONTRACTOR NOT AN EMPLOYEE OF THE DISTRICT Contractor and its employees or agents performing under this contract are not employees or agents of the District. INDEMNIFICATION / HOLD HARMLESS Contractor shall indemnify and hold the District, its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses, or suits including attorney fees, arising from the acts, errors or omissions of the Contractor in the performance of this Agreement, except for injuries and damages caused by the sole negligence of the District. Kittitas County LHJ Tobacco contract 19-20 Page 3 INSURANCE Contractor shall procure and maintain for the duration of this contract insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, or employees. Workers' Compensation Coverage — Contractor shall procure and maintain coverage as required by the Industrial Insurance laws of the State of Washington. RIGHTS IN DATA Data, which is delivered under this contract, are the District's property and shall be transferred fully to the District with all rights to the license to publish, translate, reproduce, modify, deliver, dispose of, and to authorize others to do so. STATUTORY AND REGULATORY COMPLIANCE Contractor shall comply with all applicable federal, state, and local laws, ordinances, rules, regulations, guidelines and standards applicable to any service provided pursuant to this Agreement. Contractor agrees to comply with the provisions of the Americans with Disabilities Act (ADA). NONDISCRIMINATION Contractor shall not discriminate against anyone in providing services under this Agreement on the grounds of race, color, sex, religion, national origin, creed, marital status, age, Vietnam era or disabled veterans' status, or the present of any sensory, mental or physical disability. CULTURALLY AND LINGUISTICALLY APPROPRIATE All project materials must be culturally and linguistically appropriate. For questions or assistance related to culturally and linguistically appropriate material, contact the District's Program Supervisor listed on the first page of this agreement. CHANGES OR MODIFICATIONS The District may, at any time, by written notification to Contractor, make changes within the general scope of the services to be performed under this Agreement. Both parties shall execute a contract amendment reflecting such change and an equitable adjustment of cost, period of performance or both will be made if required by the changes. ONTRACT SUSPENSION • For Investigation: In the event Contractor or any of its partners, employees, officers is investigated by a local, county, state or federal agency for a matter which the District feels may adversely affect the delivery of services under this contract, the District may, without advance notice, suspend the delivery of services or disallow the person(s) involved in the allegation from providing services pending final resolution of the investigation. • For Suspension of Funding and work: Because the District receives both state and federal funds occasionally the District's funding source may enact a contract suspension due to sequestration, loss of budget appropriation, or other causes. When this occurs, the District may exercise its right to suspend this contract until the District's funding has resumed and approval to continue work has been received. At that time, the District will notify the Contractor that they may resume work. All notice to suspend or reinstate work will be in writing. Any expenses incurred during the suspension of this contract may not be reimbursed later unless it is specifically approved at the time the contract is reinstated. Kittitas County LHJ Tobacco contract 19-20 '� f Page 4 TERMINATION OF AGREEMENT • For Convenience: This contract may be terminated by either party for convenience with two weeks written notice. If this contract is so terminated, the parties are only liable for performance rendered or costs incurred in accordance with this contract prior to the effective date of termination. • By Mutual Agreement: This contract may be terminated at any time by mutual agreement of both parties. ■ For Non -Allocation of Funds: The District's ability to make payments is contingent on the availability of its various funding sources. In the event funding from state, federal, or other funding sources is withdrawn, reduced, limited or suspended during the course of this contract, the District at its sole discretion may elect to terminate this agreement in whole or in part or to renegotiate this contract subject to new funding limitations or conditions. RECOVERY OF FUNDS The right of the contractor to retain funds received from the District is contingent upon satisfactory performance of this contract and completion of work, and subject to an on-site audit of books and records if requested. If the District is required to repay funds to the Department of Health for disallowed or unsupported expenses performed by the contractor, the contractor will promptly repay the District the full amount. ALL WRITING CONTAINED HEREIN This contract contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this contract shall be deemed to exist or to bind either of the parties. BENTON-FRANKLIN HEALTH DISTRICT KITTITAS COUNTY PUBLIC HEALTH Jason Zaccaria - Administrator 7102 W. Okanogan Place Kennewick, WA 99336 Date: Tristen Lamb —Administrator 507 N. Nanum, Suite 102 Ellensburg, WA 98926 Tax ID # Statewide Payee # Date: Kittitas County LH] Tobacco contract 19-20 Page 5