HomeMy WebLinkAboutIGA - 3 Counties - MARS ProgramDeschutes County Board of Commissioner
1300 NW Wall St., Suite 200, Bend, OR 97701-196(1
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.om
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of March 5, 2008
Please see directions for completing this document on the next page.
DATE: February 25, 2008
FROM: Kathleen Christensen Clinical Supervisor. Health 541-322-7407
TITLE OF AGENDA ITEM:
Consideration of Board signature of Document Number: DC -2008-110 for the Intergovernmental
Agreement (IGA) between Benton, Jackson and Deschutes Counties for the Male Advocates for
Responsible Sexuality (MARS) Expansion.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The MARS program began at Benton County 7 years ago and expanded to include Jackson and
Deschutes Counties 3 years ago which includes males ages 13 to 25 years of age. Benton County
received a 5 year, $1.5 million dollar grant for the MARS project that will end fall 2008. Deschutes
and Benton Counties have received small grants through the State Family Planning Program Male
Involvement funds for the past three years.
The limit on applying for these funds is three years and our funding will end June 30th, 2008. The IGA
is needed when applying for continuation funds. We are currently looking to apply for funds through
Pacific Source Foundation, Meyer Memorial Trust, M J Murdock Trust, Robert Wood Johnson and
others. Benton County will act as "Lead Agency" in this process.
FISCAL IMPLICATIONS:
No revenue or expenditures need to be budgeted because we have not applied for funding yet.
RECOMMENDATION & ACTION REQUESTED:
Approval and signnature of document #: DC -2008-110 Intergovernmental Agreement between
Benton, Jackson and Deschutes Counties for the Male Advocates for Responsible Sexuality (MARS)
Expansion.
ATTENDANCE: Dan Peddycord, Director
DISTRIBUTION OF DOCUMENTS:
Two original signature pages should be mailed back to Benton County: Benton County Health
Department, Attn: Judy Blackburn, 530 NW 27th St., PO Box 579, Corvallis, OR 97339-0579; and one
original to Jill Fox, Deschutes County Health Department, 2577 NE Courtney Dr., Bend, OR 9770 .
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.)
Date:
Please complete all sections above the Official Review line.
February 25, 2008
Contact Person: DAN PEDDYCORD
Department: HEALTH DEPARTMEN11
Contractor/Supplier/Consultant Name:
541-766-6037.
Phone #:
322-7426
Judy Blackburn, Benton County Health Department,
Goods and/or Services:
Document Number: DC -2008-110 for the Intergovernmental Agreement (IGA) between Benton,
Jackson and Deschutes Counties for the Male Advocates for Responsible Sexuality (MARS)
Expansion.
Background & History:
The MARS program began at Benton County 7 years ago and expanded to include Jackson and
Deschutes Counties 3 years ago which includes males ages 13 to 25 years of age. Benton County
received a 5 year, $1.5 million dollar grant for the MARS project that will end fall 2008. Deschutes
and Benton Counties have received small grants through the State Family Planning Program Male
Involvement funds for the past three years.
The limit on applying for these funds is three years and our funding will end June 30th, 2008. The
IGA is needed when applying for continuation funds. We are currently looking to apply for funds
through Pacific Source Foundation, Meyer Memorial Trust, M J Murdock Trust, Robert Wood
Johnson and others. Benton County will act as "Lead Agency" in this process.
Starting Date: July 1, 2008 Ending Date: June 30, 2009
Total Value: None.
Fiscal Implications:
No revenue or expenditures need to be budgeted because we have not applied for funding yet.
n Insurance Certificate Received (check box) N/A
Insurance Expiration Date:
Check all that apply:
Li RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
2/25/2( 08
Funding Source: (Included in current budget?) Yes X No
If No, has budget amendment been submitted? ❑ Yes ❑ No X N/A
Departmental Contact: DAN PEDDYCORD Phone #: 322-7426
Title: DIRECTOR
Department Director Approval:
Siure
2/2 4./r
Date
Distribution of Document:
Two original signature pages should be mailed back to Benton County: Benton County Health
Department, Attn: Judy Blackburn, 530 NW 27th St., PO Box 579, Corvallis, OR 97339-0579; and
one original to Jill Fox, Deschutes County Health Department, 2577 NE Courtney Dr., Bend, OR
97701.
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number
DC--- 2 (i - 1 11)
2/25/2008
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Benton CoLinttj:
At Yosar Service
Every Day
Benton County Health Department
530 NW 27th Street • P.O. Box 579
Corvallis, OR 97339-0579
www.co.benton.or.us/health
February 1, 2008
Deschutes County
Attn: Kathy Christensen
2577 NE Courtney
Bend, OR 97701
Dear Ms. Christensen:
Enclosed you will find an original of the proposed Contract between Benton
County, Jackson County and Deschutes County for the provision of the MARS
Expansion project. Each participating County is being asked to sign the signature
page of the agreement in triplicate. In so doing, the counties will all receive a fully
executed original, rather than a copy.
If this Agreement meets with your approval, please have the appropriate parties
sign the signature pages for Deschutes County. Again, I have enclosed three
signature pages which your County should sign.
If ample signature lines are not present, please feel free to add lines as needed.
Once all signatures have been secured for Deschutes County, return the entire
original agreement, and all signature pages, to me. Once I receive the signed
agreements from the other Counties, I will insert the appropriate signature pages
and return a fully executed original to you.
Should you require further information, I may be reached at 541-766-6037.
Sincerely,
Judy Blackburn, Contract Aide
Benton County Health Department
Ll (475) 0709-087 PH MARS Expansion Project IGA-Deschutes County
Enclosure: One original (with 3 signature pages) of the proposed Contract
between Benton, Jackson and Deschutes Counties for MARS
Expansion Project
REViEVv ED
COUNSEL
INTERGOVERNMENTAL AGREEMENT
Between
BENTON, DESCHUTES AND JACKSON COUNTIES
for
the Expansion of the Male Advocates for Responsible Sexuality Program
This Agreement is made and entered into upon execution between BENTON COUNTY, DESCHUTES
COUNTY AND JACKSON COUNTY, by and through each County's Health Department, each being a political
subdivision of the State of Oregon.
Recitals
A. ORS 190.010 permits units of local government agencies to enter into agreements for the performance of
required duties or the exercise of permitted powers.
B. The Counties have the need to coordinate their Male Advocates for Responsible Sexuality (MARS)
Programs and further expand services provided under these programs. This Intergovernmental
Agreement establishes a Collaborative MARS Program, hereinafter called "CMP" and defines the roles
and responsibilities of the parties.
C. The Counties have the staff with the proper credentials, licensing and experience to provide such service.
THEREFORE, the parties to this intergovernmental agreement agree to the following terms and conditions:
Agreement
SECTION 1. SCOPE OF SERVICES
The MARS Program was established in Benton County in 2000 with funding from the Oregon Department of
Human Service (DHS). As the MARS Program capacity increased in Benton County, interest grew in replicating
the program in other county health departments. The successful replication of the MARS Program in Jackson and
Deschutes Counties has spawned additional interest from other organizations throughout the state. The purpose
of this IGA is to identify the roles and responsibilities of each County to meet the growing demand for the MARS
Program throughout Oregon, while adhering to the identified priorities of the program.
SECTION 2. PENDING FUNDING ALLOCATIONS, THE COUNTIES MUTUALLY AGREE TO:
A. Collaborate in funding initiatives to maintain MARS Program funding and staff in Benton, Deschutes and
Jackson Counties.
a. Collaborate with the Lead Agency, Benton County, to identify and apply for funding and
implement services based on available funding and local program needs.
B. Collaborate in research efforts designed to establish MARS as an evidence -based program.
a. MARS Program staff shall support and assist with the evaluation per identified roles.
b. MARS Program staff shall provide qualitative and quantitative data necessary for reporting
requirements.
C. According to local circumstances, work towards integration of the MARS Program with clinic services to
address the goal of increasing male utilization of family planning/reproductive health services.
D. Establish and participate in a MARS Program Steering Committee which shall convene at least quarterly
per year. The parties to this agreement shall develop bylaws by which all parties will mutually agree to
abide. The bylaws shall be incorporated into this agreement by amendment signed by all parties. The
Steering Committee shall coordinate the needs of the parties and provide oversight for major
administrative functions of the CMP as defined under the LEAD AGENCY Specific Provisions below.
Additionally, the MARS Program Steering Committee shall contribute to program monitoring,
evaluation, long-range planning and problem resolution for the CMP. The Steering Committee shall hav
no legal authority to conduct business, enter into agreements or receive or expend funds on behalf of the
(475) 0709-087 PH MARS Expansion Project IGA Page 1 of 6
D 2i),,26r - 1 1
CMP.
E. Notify and receive approval from the MARS Program Steering Committee (per Steering Committee
bylaws) prior to applying for funding for individual replication sites to be used within individual
Counties.
SECTION 3. LEAD AGENCY SPECIFIC PROVISIONS:
LEAD AGENCY, BENTON COUNTY, SHALL:
A. Act as the "Lead Agency" for this agreement.
B. Act as the fiduciary agent for the receipt of all funding designated for CMP established through this
intergovernmental agreement.
C. Coordinate the major administrative functions of the CMP, including, but not limited to identification
and application for funds, staff training, annual MARS outreach worker training(s), updates of MARS
Program curriculum and copyright, development of social marketing materials, and program evaluation.
D. Convene the quarterly MARS Program Steering Committee meetings.
E. Maintain signatory authority for all related contracts and amendments for the CMP.Meet CMP funding
reporting requirements.
F. Provide technical assistance for local grant writing efforts initiated by individual Counties.
G. Special Provision: The Lead Agency duties, as stated above, may only be transferred to another party of
this agreement by written amendment signed by all parties.
SECTION 4. MARS PROGRAM STEERING COMMITTEE SPECIFIC PROVISIONS:
MARS PROGRAM STEERING COMMITTEE SHALL:
A. Create and operate within governing bylaws.
B. Convene at least quarterly per year.
C. Work collaboratively with the LEAD AGENCY to provide oversight for the major administrative
functions of the Collaborative MARS Program as defined under the LEAD AGENCY Specific
Provisions above.
D. Contribute to program monitoring, evaluation, long-range planning and problem resolution for the CMP.
E. Approve application for funds by individual replication sites to be used within individual Counties so as
to prevent duplication of applications and coordinate funding efforts.
F. Develop funding formulas and payment schedules for funds received by the Collaborative MARS
Program per related work plan SMART objectives for the MARS Program in individual Counties.
SECTION 5. BENTON, DESCHUTES AND JACKSON COUNTIES GENERAL PROVISIONS:
EACH COUNTY SHALL:
A. Implement the MARS Program effectively and with fidelity by maintaining adequate MARS Program
staffing, within budget allowances.
B. Identify a local MARS Program Coordinator to participate in the MARS Program Steering Committee
and attend Steering Committee meetings.
C. Assist with CMP evaluation efforts.
D. Assign MARS Program Outreach Workers to participate in MARS annual training.
E. Notify and receive approval from the MARS Program Steering Committee prior to applying for
individual replication site funding.
(475) 0709-087 PH MARS Expansion Project IGA
Page 2 of 6 December 28, 2007
F. Implement the MARS Program at the local level according to annual work plan SMART objectives.
G. Submit required program reports to the Lead Agency.
SECTION 6. FUNDING ALLOCATION
A. Funding received by the Lead Agency on the behalf of the Collaborative MARS Program shall be
distributed by the Lead Agency based upon the recommendations of the MARS Program Steering
Committee's funding formula and payment schedule.
B. Benton County shall retain 10% of the total of each MARS Collaborative grant award to cover Lead
Agency's administrative cost(s) associated with each awarded grant.
SECTION 7. PROVISIONS
A. Contract Period: This agreement becomes effective as to the first and second parties on the date the
second party executes this agreement. All other parties shall be bound from the date each party executes
it. This agreement shall terminate on June 30, 2008, unless hereafter modified in writing.
Additional units of local government can become parties to this intergovernmental agreement by an
amendment executed by all the parties.
B. Termination: This agreement may be terminated by any party. Suspension in whole or in part of this
agreement by any party will require fifteen (15) days written notice to the Lead Agency. In the event of
termination, the Lead Agency shall determine the amount of compensation due to the terminating party
and/or the amount to be reimbursed by the terminating party to the Lead Agency. In the event an agency
withdraws from this agreement, the agreement shall remain in full force and effect as to the remaining parties.
C. Assignability: This contract is for the exclusive benefits of the parties hereto. It shall not be assigned,
transferred, or pledged by any party without the prior written consent of all the remaining parties.
D. Discrimination: The parties agree to comply with all applicable federal, state, and local laws, rules, and
regulations on nondiscrimination in employment and provision of services because of race, color,
ancestry, national origin, religion, sex, marital status, age, medical condition, disability, sexual
orientation, gender identity or source of income.
E. Indemnification: To the extent possible under the limits of the Oregon Tort Claims Act, all parties shall
hold each other harmless, indemnify and defend each other's officers, agents and employees from any and
all liability, actions, claims, losses, damages or other costs that may be asserted by any person or entity
arising from, during, or in connection with the performance of the worked described in this agreement,
except liability arising out of the sole negligence of either party or its employees. Such indemnification
shall also cover claims brought against any party under state or federal workers compensation laws. If
any aspect of this indemnity shall be found to be illegal or invalid for any reason whatsoever, such
illegality or invalidity shall not affect the validity of the remainder of this indemnification.
F. Public Contracts: All parties shall comply with all federal, state and local laws, ordinances and
regulations applicable to the work under this agreement, including, without limitation, the applicable
provisions of ORS chapters 279A, B and C, particularly 279C.500, 279C.510, 279C.515, 279C.520 and
279C.530, as amended.
G. Waiver: Waiver of any breach of any provision of this agreement by any party shall not operate as a
waiver of any subsequent breach of this same or any other provision of this agreement.
H. The Parties are subject employers under the Oregon Workers' Compensation Law and shall comply with
ORS 656.017 which requires each party to provide workers compensation coverage for all of its subject
workers.
I. Any amendment to this agreement shall be in writing and signed by authorized representatives of each
party.
(475) 0709-087 PH MARS Expansion Project IGA
Page 3 of 6 December 28, 2007
IN WITNESS WHEREOF, the parties hereto each herewith subscribe the same in duplicate.
SIGNATURES:
BENTON COUNTY
530 NW 27`h Street, PO Box 579
Corvallis, OR 97339
Signature:
Printed Name:
Title:
Date
Signature:
Printed Name:
Title:
Date
Signature: Date
Printed Name:
Title:
Signature: Date
Printed Name: Tom Eversole
Title: Health Administrator
Approved as to Form
Name Date
Title: Benton County Counsel
(475) 0709-087 PH MARS Expansion Project IGA
Page 4 of 6 December 28, 2007
IN WITNESS WHEREOF, the parties hereto each herewith subscribe the same in duplicate.
SIGNATURES:
DESCHUTES COUNTY
2577 NE Courtney
Bend, Oregon 97701
Signature: - Date
Printed Name: !/C' P2-) <'-i ektyyrc>r���i�
I.
Title: 4, lc; (ic (4db1%L, 44/1,4(-
Signature:
4dt ,.
Signature: Date
Printed Name:
Title:
Signature: Date
Printed Name:
Title:
Signature: Date
Printed Name:
Title:
Approved as to Form
Name Date
Title: Deschutes County Counsel
(475) 0709-087 PH MARS Expansion Project IGA
Page 5 of 6 December 28, 2007