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Consent Agenda
JEFFERSON COUNTY PUBLIC HEALTH
615 Sheridan Street. Port Townsend. Washington. 98368
www.Jeffersoncountypubnchealth.org
September 22, 2011
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Jean Baldwin, Director
DATE: 0e--rober- 10, dJ> \ l
SUBJECT: Agenda Item - Interlocal Agreement between Jefferson County
Community Network and Jefferson County Public Health; July 1, 2011 -
December 15, 2011; $6,000
STATEMENT OF ISSUE:
Jefferson County Public Health requests Board approval of the Interlocal Agreement between Jefferson
County Community Network and Jefferson County Public Health; July 1, 2011 - December 15, 2011; $6,000
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
The Jefferson County Community Network (JCCN) would like to contract with Jefferson County Public
Health's Developmental Disabilities Coordinator to oversee the administration, Implementation and
evaluation, of the following activities:
. Project Mentor: Recruit up to 8 mentor matches for youth with disabilities; the goal will be to
assIst youth with disabilities In building vocational skills and experience In employment sites in the
community. The mentors will be recruited from the Retired Senior Volunteer Program. Provide
trainings for mentors and mentees.
. Jefferson County Work Care: Host one community cafe to begin a dialogue In the community
regarding the topics determined by the planning workgroup. Possible focus areas Indude: Ways to
support DVR dlents In Jefferson County; Enhanced partnerships with the business community;
Increasing community resources for DVR dlents and employers; expansIon of employer-base for
people with disabilities.
. College/Technical School FIeld Trips for Jefferson County Youth with Disabilities:
Transition Specialists from Port Townsend & Chlmacum School DIstricts will each take a group of
,students with learnIng disabilities on two field trips, to visit Community Colleges & Technical Trade
Schools. This will provide an opportunity for youth with disabilities to learn more about educational
opportunities through community colleges and trade schools and create awareness about
possibilities that exist after high school.
COMMUNITY HEALTH
DEVELOPMENTAL DISABILITIES
MAIN: (360) 385-9400
FAX: (360) 385-9401
PUBLIC HEALTH
!lI.WAYS WORKING FOR A WER _
HEALTHIER COMMUNITY
E~RONMENTALHEALTH
WATER QUALITY
MAIN: (360) 385-9444
FAX: (360) 379-4487
Consent Agenda
FISCAL IMPACT ICOST BENEm ANALYSIS:
This contract Is funded by the Jefferson County Community Network, on behalf of the Washington State
Family Policy Council, with funding received from a partnership with the Division of Vocational Rehabilitation
(DVR). Funding to DVR Is from the American Recovery and Reinvestment Act (ARRA).
RECOMMENDATION:
JCPH management request approval of the Interlocal Agreement between Jefferson County Community
Network and Jefferson County Public Health; July 1, 2011- December 15, 2011; $6,000
7~;/(
Date
(Routed to all Public Health Managers)
JCPH-FPC DVR 712011-12/2011
INTERLOCAL AGREEMENT
Between the
JEFFERSON COUNTY COMMUNITY NETWORK
And
JEFFERSON COUNTY PUBLIC HEALTH
This AGREEMENT is made and entered.into between the Jefferson County Community Network
(NETWORK) and Jefferson County Public Healtb (SUBCONTRACTOR) for the provision of
administrative support for the Family Policy Council/Division of V ocationaI Rehabilitation
Grant. This agreement is effective as of July 1,2011 and will terminate on December 15,2011,
unless terminated sooner as provided herein. This Agreement IIllIY be terminated by either party
upon 30 days written notice.
It is Agreed Between Both Parties as Named Herein as FoUows:
A. SCOPE OF SERVICES
1. SUBCONTRACTOR sbal1 provide services per Exhibit A Statement of Work.
B. OBLIGATIONS
SUBCONTRACTOR sbal1 fu1fi1I the following obligations:
I. For five years following the end date of this agreement, SUBCONTRACTOR will m.inlRin records
and books, documents, reports and other evidence of accounting procedures and practices which
sufficiently and properly reflect all direct and indirect expenditures offunds provided under this
agreement
2. Make available for inspection, review or audit by NETWORK or the Family Policy Council at all
reasonable times all records, documents, reports and other data applicable to this agreement
3. SUBCONTRACTOR is responsible for any audit exceptions incmred by its own organization.
NETWORK reserves the right to recover from the SUBCONTRACTOR disallowed costs resulting
from a final audit
4. Cooperate with requests for infonnation by making formal presentations to the NETWORK and
allowing the NETWORK to review activities on-site as needed.
5. If SUBCONTRACTOR is a non-profit organization, provide a copy of 50 I (c)(3) documentation
within 30 days of signing this agreement
6. If SUBCONTRACTOR is a non profit organization, provide a copy of the most recent annual
financial statement within 30 days of the agreement
C. CONSIDERATION and BUDGET
I. Upon execution of this agreement by both parties, NETWORK shall provide funding to
SUBCONTRACTOR in the amount ofS6000.00 for the services to be provided under this
agreement
2. Expenditure of funds provided under this agreement sbal1 be made in accordance with the approved
budgets per ExhIbits A - L Statement of Work. Any changes to the project budgets must be
approved in advance by NETWORK.
D. AUDIT REQUlREMENTS
SUBCONTRACTORS shall:
1. Adhere to the General Office of Management and Budget (OMB), Generally Accepted Auditing
Standards (GAAS), Government Accounting Standards (the Revised Yellow Book), OMB
Circular A-133, and other applicable federal and state regulations.
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JCPH-FPC DVR 7/2011-12/2011
2. Funding Thresholds for Audits:
a. Organizations expending less tblIn $75,000 per year in federal funds are not required to
have any specific audit.
b. Organizations expending more tblIn $75,000 and less tblIn $300,000 in federal funds sbaIl
have a financial audit in accordance with GAA&-Financial Audits.
c. Organizations expending more tblIn $300,000 in federa1 funds shall have a single-agency
audit
3. Maintain accounting records that will enable separate identification of all funds received and
expended, and assure that SUBCON1RACTORS also maintain records that are auditable. The
SUBCON1RACTOR sbaIl be responsible for any audit exceptions incurred by its own
organization or that ofits SUBCON1RACTORS. The DEPARTMENT reserves the right to
recover disallowed expenditures.
4. The Office of the State Auditor sbaIl conduct the audit of the SUBCON1RACTOR'S program if
the SUBCON1RACTOR is a state or local government entity; or an independent Certified Public
Accountant firm selected by the SUBCON1RACTOR If the SUBCON1RACTOR is not a state or
1QCll\ government entity, in accordance with OMB Circular A-I22.
5. The SUBCON1RACTOR must prepere a Schedule of Financial Assistance for federal and state
funds that includes: grantor agency name, federa1 agency, program name, other identifying
contract numbers, catalog offedera1 domestic assistance (CFDA) number, grantor contract
number, tota1 award amount including amendments, beginning balance, current year revenues,
current year expenditures, ending balance, and program tota1.
6. The SUBCON1RACTOR sbaIl maintain its records and accounts in such a way as to fucllitate the
DEPARTMENT'S audit requirements, and ensure that SUBCON1RACTORS also maintain
records that are anditable. The SUBCON1RACTOR is responsible for any audit exceptions
incurred by its own oTgllnl7lltion or that of its SUBCON1RACTORS. The DEPARTMENT
reserves the right to recover from the SUBCON1RACTOR disallowed costs resulting from the
final audit.
7. The SUBCON1RACTOR will respond to DEPARTMENT requests for information or corrective
action concerning audit issues within 30 days of the date of request.
As applicable, costs of the audit are an allowable expenditure.
E. ACKNOWLEDGEMENT OF FEDERAL FUNDS
The SUBCON1RACTOR shall comply with the specia1 conditions listed below:
I. The SUBCON1RACTOR agrees that, when issuing statements, press releases, requests for
proposals, bid solicitations, and other documents descnbing projects or programs funded in whole
or in part with federal funds, the SUBCON1RACTOR and all SUBCON1RACTORS receiving
federal funds under this CON1RACT, including bnt not 1imited to state and local governments
and school districts, shall clearly state:
a. The percentsge of the tota1 cost of the program or project which will be financed with
federa1 funds and with state funds.
b. The dollar amount offederal funds and state funds for the project.
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JCPH-FPC DVR 712011-12/2011
2. The SUBCONTRACTOR agrees that any publication written, visual, or sound, but excluding
press releases, newsletters, and issue analyses issued by the SUBCONTRACTOR or by any
SUBCONTRACTOR descnoing programs or projects funded in whole, or in part, with federal or
state funds under this CONTRACT, shall contain the following statement
"This project was supported by a grant from the Jefferson County Community Network, funded by
Washington States's Family Policy Council, through a partnership with the Department of
Vocational Rehabilitation."
3. The SUBCONTRACTOR agrees that one copy of any such publication will be submitted to the
DEPARTMENT to be placed on file and dlstn"buted as ""jJI0pliate to other potential contractors
or interested parties. The DEPARTMENT may waive the requirement for submission of any
specific publication upon submission ofa request providing justification from the
SUBCONTRACTOR.
F. MISCELLANEOUS
1. SUBCONTRACTOR sbaII not use or disclose any information which it knows to be confidential, or
any information classified as confidential by statute or regulation, or any information considered to
be confidential by custom or usage in the cootext in which it is originally provided, concerning any
clients served by the SUBCONTRAC'I'OR except bypriorwritten consent of the client(s) affected
thereby. .
2. During the t=fouwuule of this agreenient, SUBCONTRACTOR shall not deny an opportunity to
participate in any progmm or service provided by this agreement, or provide an opportunity which is
different from that provided others under this agreement, on the grounds of race, color, sex, sexual
orientation, religion, national origin, marital status, or the presence of any mental or physical
disability. :
3. SUBCONTRACTOR shall provide the maximum opportunity to Minority and Women-Qwned
Business Enterprises to participate in the performance of this subcontract.
4. SUBCONTRACTOR shall carry workers' compensation insurance throughout the pel fuuwmce of
work under the performance of this subcontract. NETWORK will not be responsible for payment of
premiums, claims or benefits which might arise under the workers compensation laws during
performance of duties and services undrr this subcontract. SUBCONTRACTOR will at all times
comply with all epplicable workers compensation, occupational disease, and occupational health and
safety laws and regulations to the full extent epplicable. Any penalties incurred by
SUBCONTRACTOR will not be the obligation of the NETWORK.
5. NETWORK assumes no liability with respect to bodily injury, illness, accident, theft, or any other
damages or losses concerning persons or property involving or arising from the
SUBCONTRACTOR'S equipment or vehicles.
6. The SUBCONTRACTOR is respons1ole fur providing adequate insurance coverage to protect
against legal liability arising out of its ""lfoullance of this Agreement This shall include
Professional Liability Insurance fur any health care professional licensed by the State of Washington.
7. Each party to this agreement shall be solely responsible for any claims or damages resulting from
its own negligence or the negligence of its employees, officers, directors, agents or other
representatives. In the event that the parties are found to be jointly negligent for any acts or
omissions arising under this agreement, then each party shall be responsible fur its sole
proportionate share.
8. The SUBCONTRACTOR certifies that work to be performed under this subcontract does not
duplicate any work to be charged against any other funding.
9.. Specific procurement protocols are required of the SUBCONTRACTOR for all purchases funded
by this subcontract. Protocols include explicit codesIstandards of conduct governing the awarding
of bids using state funds; the provisio~ of open and :free competition; and NETWORK epproval
when a sole source award exceeds $5,!lOO.
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JCPH-FPC DVR 7/2011-12/2011
10. No funds will be paid to any person for influencing or attempting to influence an officer or
employee of any agency, a member/officer/employee of Congress in connection with the making
of this subcontract, which is funded in whole or in part with Federal funds. If any funds other than
Federal funds are paid in this manner, the SUBCONTRACfOR shall complete and submit
Standard Form III-"Disclosure Form to Report Lobbying," in accordance with its instructions.
1 1. NETWORK has relied upon funding provided by the Family Policy Council to establish this
Subcontract. If the funding or any other terms or conditions upon which the NETWORK relied
upon to establish this Subcontract are withdrawn, reduced or limited in any way, or if edditionaI or
modified conditions are placed on such funding, the NETWORK may immediately terminate this
Agreement and/or offer SUBCONTRACfOR an amended Agreement, at NETWORK's option, to
reflect such change in funding or conditions.
The parties may amend this agreement at any time upon mutoaI agreement.
ADOPTED THIS_day of
.2011.
By:
Cynthia Koan, Chair
Jefferson County Community Network
By:
Jefferson County Board of Commissioners
Date:
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JCPH-FPC DVR 7/2011-12/2011
EXHIBIT A
STATEMENT OF WORK
Jefferson County Public Health
Administrative Support for the Family Policy CounciV
Division of V ocational Rehabilitation Grant.
Contact person:
Anna McEnery, Jefferson County Public Health
615 Sheridan, Port Townsend, W A 98368
(360) 385-9410 amcenerv@Co.iefferson.wa.us
Intended Outcome of Prevention Strategy:
Improving employment-related skills, knowledge, ability, attitude and competencies of
youth with dfsabllJt1es
Activities and responsibilities of SUBCONTRACTOR are:
1. Overseeing the administration, implementation and evaluation, in coordination with
the Jefferson County Community Network's Program Manager, of the following
activities:
A: Project Mentor:
. Contract with the Olympic Community Action/Retired Senior Volunteer Program, (or RSVP)
to work on this project with the Network. RSVP is a nationwide volunteer program that
invites adults 55 and over to use their experiences and skills to continue to contnbute to their
community. RSVP connects those volunteers with service opportunities in their communities
that match their skills and availability. In Jefferson County the RSVP program supports over
80 active volunteers. The volunteers tutor and mentor cbildren in schools, work at food
banks, senior nutrition sites and Meals on Wheels, at museums, the Courthouse, Chamber of
Commerce, Libraries, Thrift Shops, Visitor Centers, Animal Rescue and a wide variety of
other social service and non-profit agencies; giving anywhere from 4 to 40 hours per week of
their time. .
. Recruit up to 8 mentor matches for youth with disabilities; the goal will be to assist youth
with disabilities in building vocational skills and experience in employment sites in the
community. The mentors wiil be recruited from the Retired Senior Volunteer Program, (or
RSVP) that is run out of the Olympic CommunJJy Action Program
. Assure that RSVP Volunteers who apply to be a Mentor pass a Washington State Patrol
Criminal (W.S.P.) Background Check.
. Recruit up to 8 youth with disabilities (19-24 years of age & who are VR eligtble); the goal
will be, to build vocational skills in order to increase job placement and retention through
participation in short term volunteer work experience of between 25 & 40 hours.
. Locate volunteer sites for the Youth Mentoring Project. For example:
o Food Banks, Senior Nutrition sites, Meals on Wheels, Museums, Courthouse, Chambers of
Commerce! Visitor Centers, Libraries, Thrift Shops, Animal Rescue, Other Social Service and
Non-Profit Agencies
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JCPH-FPC DVR 712011-1212011
· Assure that Mentors will receive the following training:
o General Orientation to the VR system in W A
o Job Skills Checklist
o Understanding Disability
o How to Mentortrhe Benefits of Mento ring
o How to Help their Mentee Network with the Business Community
· Assure that Youth wilJ receive the folJowing training on the folJowing topics in order to
increase their ability to successfu1Jy enter the workforce:
o General Orientation to the VR system in W A.
o Job Skills Checklist
o Work-Readiness Activities (hygiene, wardrobe selection)
o InterpersonaYSocial skills in the Workplace
o Attitudes & Habits of a Quality Worker (the right job, being on time, understanding
directions)
· Each youth will be eligIble to receive a $220.00 stipend upon completion of their volunteer
work & for attendance in the youth training.
B. Jefferson County Work Cafl!:
· Create a planning workgroup that will be combined of members of the Developmental
Disability Board and the Jefferson County Community Network to determine the community
needs, topics for world cafi! and goals of the meeting--what do we want to learn? Possible
focus areas include: Ways to support DVR clients in Jefferson County; Enhanced
partoerships with the business community; Increasing community resources for DVR clients
and employers; Expansion of employer-base for people with disabi1ities.
. Work with Steve Byers on planning, hosting and evaluating the community work cafi!.
. Host one community cafi! to begin a dialogue in the community regarding the topics
determined by the planning workgroup.
· Create an action plan for steps to take after beginoing the dialogue.
· Funding (up to $580) will be spent for a meeting space & food, in order to host a Work Cafe
in Jefferson County.
C. Co/legeITecJmlcal School FleJd Trlpsfor Jefferson County YoUlh with DisablJJt/es:
Transition Specialists from Port Townsend & Chimacum School Districts wilJ each !eke a
group of stodents with learning disabilities on two field trips, to visit Community Colleges &
Techoical Trade Schools.
· Provide an opportunity for youth with disabilities to learn more about educational
opportonities through community colJeges and trade schools.
. Create awareness about possibilities that exist after high school
. Funding (up to $1000) will be spent for travel/transportation costs and substitute teachers
2. Submit invoice to Community Network Staff for program costs following
completion of services (may bill monthly, quarterly, or annually).
Budget:
Program Administration
$6000.00
Payment Schedule:
All billing(s) are to be submitted no later than 12130/11; and must indicate the activities and
services provided. Billings are to be submitted to the Community Network, and are to be
for activities that have already occurred.
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JCPH-FPC DVR 7/2011-1212011
Reporting:
Final reporting will be done in coordination with the Jefferson County Community
Network's Program Manager.
Outcomes Exnected:
Strengthen the synergistic connections between and among Vocational
Rehabilitation customer(s), persons qualified to become Vocational
Rehabilitation customers, community, and employers.
Outouts:
Programs/Services, as defined above, will be delivered within contract timeframe.
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