The URL can be used to link to this page

Home My WebLink AboutDoc 553 - Amend ELD - Saving Grace AgrmtI Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of September 30 2013 Please see directions for completing this document on the next page. DATE: September 252013 FROM: Sarah Peterson Health Services Early Leaming Division (541) 233 7461 TITLE OF AGENDA ITEM: Consideration of Board Signature on Document # 2013-553 Amendment No.1 to, Contract for Subgrant between Deschutes County Early Leaming Division (ELD) and Saving Grace -Imagine Life Without Violence. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: here are four funding streams that provide revenue for Mary's Place: Department ofJustice, Office on Violence Against Women, Safe Havens Supervised Visitation and Safe Exchange grant, court conciliation fees, a BOCC Service Partner grant and a State of Oregon Children Youth and Families (CYF) grant. The CYF funds are awarded to the County via an IGA with the state (previously the Oregon Commission on Children and Families (OCCF) During the 2013-15 biennium there will be a transition period between when the OCCF structure no longer exists and when the new Early Leaming Hubs are ready to provide services. The County received notification of an estimated amount of state funds that will be award via an IGA with the Early Leaming Council (ELC) to fund existing programs/projects and ensure that there is not a disruption of services. The process of establishing ELC Administrative Rules governing the allocation of state funds previously administered by OCCF is lengthy The ELC has not released the IGA to the County however they anticipate that it will be forthcoming in the next month. In order to ensure that there is a not a disruption in services, the ELD is funding existing FY2012-13 state funded programs/projects. The ELD has $387,000 in carry forward funds available to fund the ELC portion of Mary's Place activities. This amendment extends the contract period to September 30, 2013 and adds $49,408 (one quarter of estimated funding for the period July 1,2013 -June 30, 2014). The funding is composed of: $27,554 Safe Havens federal grant, $2,500 (1/4 of) BOCC Service Partner grant, $18,759 (114 of) estimated court filing fees, $595 (114 of) Children, Youth and Families funding. It increases the consideration/funding to $279,203. Upon receipt of the ELC lOA and the acceptance of the FFY2013-2016 Safe Havens grant award, the ELD will generate a services contract for the period October 1,2013 to June 30,2014. Mary's Place is a supervised visitation and safe exchange program in the Mike Maier County Services Building. Mary's Place provides a safe, secure site for visitation and exchanges of children between custodial and non-custodial parents with a history of domestic violence, sexual assault, child abuse or stalking. Planning for Mary's Place began in 2003 and Mary's Place opened its doors in January 2006. The primary goal of this program is to keep victims of domestic and dating violence, sexual assault and stalking and their children safe and to hold batterers accountable. FISCAL IMPLICATIONS: The 2013-]4 Deschutes County Health Services, Early Learning Division proposed budget includes this funding. RECOMMENDATION & ACTION REQUESTED: Approval and signature on Document No 2013-553 ATTENDANCE: Sarah Peterson, Beth Raguine DISTRIBUTION OF DOCUMENTS: Return the original documents to Sarah Peterson, Deschutes County Health Services Early Learning Division, 1130 NW Harriman, Suite A, Bend, OR 97701 DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form electronically to the Board Secretary.) Please complete all sections above the Official Review line. Department: IHealth Services Earl~ ine Life Without Violenc Contractor Type of Document: Services Contract No. 2012-429 Amendment No.1 Goods and/or Services: This is Amendment No.1 to the FY12-13 services contract with Saving Grace -Imagine Life Without Violence to fund Mary's Place Supervised Visitation and Safe Exchange Program. This amendment extends the contract to September 30,2013. Mary's Place will provide a minimum of 450 supervised vistis and safe exchanges for families that have experienced domestic violence, child abuse, stalking or sexual assault and will also provide community outreach. Background & History: There are four funding streams that provide revenue for Mary's Place: Department of Justice, Office on Violence Against Women, Safe Havens Supervised Visitation and Safe Exchange grant, court conciliation fees, a SOCC Service Partner grant and a State of Oregon Children Youth and Families (CYF) grant. The CYF funds are awarded to the County via an IGA with the state (previously the Oregon Commission on Children and Families (OCCF) During the 2013-15 biennium there will be a transition period between when the OCCF structure no longer exists and when the new Early Learning Hubs are ready to provide services. The County received notification of an estimated amount of state funds that will be award via an IGA with the Early Learning Council (ELC) to fund existing programs/projects and ensure that there is not a disruption of services. The process of establishing ELC Administrative Rules governing the allocation of state funds previously administered by OCCF is lengthy The ELC has not released the IGA to the County however they anticipate that it will be forthcoming in the next month. In order to ensure that there is a not a disruption in services, the ELD is funding existing FY2012-13 state funded programs/projects. The ELD has $387,000 in carry forward funds available to fund the ELC portion of the Mary's Place activities. This amendment extends the contract period to September 30, 2013 and adds $49,408 (one quarter of estimated funding for the period July 1, 2013 -June 30, 2014). The funding is composed of: $27,554 Safe Havens federal grant, $2,500 (1/4 of) SOCC Service Partner grant, $18,759 (1/4 of) estimated court filing fees, $595 (1/4 of) Children, Youth and Families funding. It increases the consideration/funding to $279,203. 9/26/2013 Children, Youth and Families funding. It increases the consideration/funding to $279,203. Upon receipt of the ELC IGA and the acceptance of the FFY2013-2016 Safe Havens grant award, the ELD will generate a services contract for the period October 1, 2013 to June 30, 2014. Agreement Starting Date: 1 July 1,20121 Ending Date: ISeptembe~ 130, 201~ Annual Value or Total Payment: 1$279,02~ Check all that apply: D RFP, Solicitation or Bid Process D Informal quotes «$150K) [8J Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? [8J Yes D No If No, has budget amendment been submitted? DYes D No Is this a Grant Agreement providing revenue to the County? DYes [8J No Special conditions attached to this grant: Yes. Attached to contract No. 2012-429 Deadlines for reporting to the grantor: Quarterly 15 days following the end of the quarter. If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a grant-funded position so that this will be noted in the offer letter: DYes D No ///// ~ '~E~ Departmental Contact and Title: Scott Johnson Phone #: (541) ~~~~ / De partme nt Di rector Ap p rova I: -I-~IL!:::~=-;:.t-.<~~:..=!:::Sc..£..L.L- Distribution of Document: Please return all originals to Sarah Peterson at ELD, 1130 NW Harriman, Ste. A, Bend OR 97701. 912612013 Official Review: County Signature Required (check one): [!J eocc D Department Director (if <$25K) D Administrator (if >$25K but <$150K; if >$150K, eocc Order No. ____-I) Legal Review Date~~4 (~ Document Number 2013-553 9/26/2013 \ ~VI(EldJ LEGAL COUNSEL DESCHUTES COUNTY SERVICES CONTRACT AMENDMENT #1 DOCUMENT NO. 2013-553 AMENDING DESCHUTES COUNTY CONTRACT NO. 2012-429 THAT CERTAIN AGREEMENT, Deschutes County Contract No. 2012-429 dated October 3,2012, by and between DESCHUTES COUNTY, a political subdivision of the State of Oregon ("County") and Saving Grace Imagine Life Without Violence("Contractor"), is amended, effective upon signing of all parties, as set forth below . Except as provided herein, all other provisions of the contract remain the same and in full force . County's performance hereunder is conditioned upon Contractor's compliance with provisions of ORS 279B.220, 279B.225, 2798.230, and 279B.235, which are hereby incorporated by reference. In addition Standard Contract Provisions contained in Deschutes County Code Section 2 .37.150 are hereby incorporated by reference. Contractor certifies that the representations, warranties and certifications contained in the original Contract are true and correct as of the effective date of this Amendment and with the same effect as though made at the time of this Amendment. The above listed contract is amended as follows (new language is indicated by bold font and deleted language is indicated by strikeout font): 1. Duration . This Contract expires at 11:59 p.m. on, June 30, 2013 September 30, 2013. 2. Contractor's Services. Contractor agrees to provide the services set forth in the Work Plan, marked Exhibit A-A-l, and in accordance with the Budget, marked Exhibit B 8-1, both of which are attached hereto and by this reference incorporated herein. Exhibit-A-A-l may be modified during the term of this Contract only upon the written consent of Contractor and the Director, provided that a) the modifications are consistent with the Work Plan goals in Exhibit A-A-l , and, if approved, b) the value of services to be furnished equals or exceeds the value of services set forth in Exhibit A-A-l and Exhibit B 8-1, as determined by the CFC Director. 3. Consideration. The maximum consideration authorized under this Contract is $229,615 $279,023. Said consideration is the complete compensation to Contractor for services performed. This Contract between the County and the Contractor is subject to the appropriation, continuation and sufficiency of local, state and federal funds. CONTRACTOR: [NAME] Dated this ;;LiJ of ¥ 20J. =:'.> Auth~nature sC 20 3 533 PAGE 1 OF 2 -DOCUMENT NO . 2013-553 AMENDING DESCHUTES COUNTY CONTRACT NO. ~ COUNTY: Dated this ___of ____, 20_ BOARD OF COUNTY COMMISSIONERS ANTHONY DeBONE, CHAIR ATTEST: ALAN UNGER, VICE CHAIR Recording Secretary TAMMY BANEY, COMMISSIONER PAGE 2 OF 2 -DOCUMENT NO. 2013-553 AMENDING DESCHUTES COUNTY CONTRACT NO. 2012-429 Commission on Children & Families EXHIBIT A-1 Program/Project Work Plan/Quarterly Report Revised 6.30 .13 Saving Grace -Imagine Life Provider: Wilhout Violence Focus area : Contact(s): Janet Huerta Family Functioning Project/Activity: Mary's Place Outcome (HLO): Contract Period : 711/2012 to 9/30/2013 Reduce Domestic Violence Provide supervised visits and safe exchanges for famities who have Increase training among collaborative partners surveyed Comprehensive Shelter Services including crisis !counseling and safety planning. advocacy and referrals . assistance in obtaining restraining ordelS. hotline. mental health will report they will gain knowledge I I .-I. Baee funding is 4.3% of program labout how to stay safe respite child care budget. Baee funding will provide 1.03 .08 Target: 63 services for a minimum of 8 victims . a combined total of 450 supervised visits and exchanges per quarter. Baee funding is aprox. 6% of total funding. Baee support 6% of vists and exchanges (26) and 6% of families each month (3). 0% Doc No . 2013-553 I ! 1 BUDGET EXHIBIT B-1 Revised 6.30.13 REVENUE -Source Amount Amount 7/1-9/30 % Amount Re~uested from CFC in this ~roposal : $219,615 $49,408 Safe Havens 110,220.00 27.554 33% FY 2011-2012 Filing Fees Carry Forward 7.171.00 2% Filing Fees 75,034.00 18,759 23% CYF Flex -Bi-lingual 2,190.00 595 1% BOCC Grant -Restricted for Marketing 5,000.00 2% BOCC Matching Grant 20,000.00 6%1 BOCC 2,500 I User Fees/Program Fees $ 8,000.00 2,000 2%1 Other: Federal Funds Other: Public Funds Other: Private Grants Match to BOCC $ 20,000.00 6% Other: Private Grants $ 30,000.00 9% In Kind $ 8,000.00 2,580 2% Donations -General Fundraising $ 43,000.00 25,791 13% Interest Volunteer Hours 100 @ 21.79fhr $ 2,179.00 554 1% Total Revenue $ 330,794.00 80,332 100% The budget must contain at least 25% or $20.000 (whichever is less) of project funds in the form of cash. The match must come from sources other than the Commission. Cash match is defined as funds derived by fundraising activities. grants or any source other than state general fund or Federal Medicaid resources. Program Name: Mary's Place Payment Schedule: Quarterly Contract Period: 7/112012 to 9/30/2013 I 1 Doc No. 2013-553 I BUDGET -Expenses EXHIBIT B-1 Cant. Revised 6/30/13 Program Name: Mary's Place Contract Period' 7/112012 to 913012013 Proposed Expenditures From CFC Funding Requested in This Proposal to 6130 Proposed Expenditures From CFC Funding Requested in This Proposal 7/1-9/30/13 Proposed Expenditures From Other Sources to 6130 Proposed Expenditures From Other Sources 7/1-9/30113 Total Administration Cost- Indirect Charges for Program Administration Admm % cannot exceed 8% $ 26463.52 $ 3953.00 $ 30416.52 • Direct Service Personnel Saving Grace fundraising Safe Havens Filing Fees BOCC Grant CFC Grant $ 104.562.00 $ 62,205.00 $ 20,000.00 $ 2,190.00 $ 26,638.00 $ 18.759.00 $ 2.500.00 $ 595,00 $ 34.700.58 I $ 14,130.00 $ . $ 48.830.58 $ 131.200.00 $ 80.984.00 $ 22.500.00 $ 2.785,00 ' TOTAL PERSONNEL $ 188,957,00 $ 48,492,00 $ 34,700.58 $ 14,130,00 $ 286,279,58 . Subcontractors/Consultants $ 8,185.00 $ 2,046,00 $ 10,231.00 Materials & Services $ 28,564.90 $ 7.142,00 $ 35,706,90 Office Supplies/Expenses/Janik $ 1,500,00 $ 375,00 $ 7,215,00 $ 2.129.00 $ 11,219.00 Capital Equipment $ . other TRAVEL &TRAINING $ 4,158,00 $ 541,00 $ 3,914,00 $ 979,00 $ 9,592,00 Volunteer Resources $ 2.136,00 $ 545,00 $ 2.681.00 BOCC Grant -Marketing $ 5,000,00 $ 6.910,00 $ 11,910,00 Carry Forward Filing Fees $ 20.000,00 $ 20.000.00 ,TOTAL: $ 219.615.00 $ 49,408.00 $ 111.179.00 $ 30.924.00 $ 411.126,00 Doc No, 2013·553