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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 March 26, 2008
Please see directions for completing this document on the next page.
DATE: March 10, 2008.
FROM: Dan Peddycord Health Department 322-7426
TITLE OF AGENDA ITEM:
Consideration and signature of Document # DC -2008-135 — the Intergovernmental Agreement #
121008 Revision 7 between the State Dept. of Human Services (DHS) and the Deschutes County
Health Department.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The Oregon Department of Human Services administrates Federal Public Health Grant Funds, pooh
these funds with some State Funds and then allocates these to local Health Department s. This is the
primary means State and Federal Public Health Funds are delivered to the local Health authority.
Document # DC -2008-135 Agreement # 121008 Revision 7 references the following revenue from the
State Dept. of Human Services:
1) $ 846. — for Women, Infants and Children (WIC)
a) $ 341. for travel to the Oregon WIC Coordinator's Association (OWCA) meeting. This is
to reimburse Deschutes County for Travel costs incurred by the Women, Infants and
Children (WIC) Coordinator while traveling to a quarterly meeting of the Oregon Women,
Infants and Children Coordinator's Association on January 18, 2008.
b) $ 505. for travel to the United States Breastfeeding Coalition (USBC) 2nd Conference on
Breastfeeding January 24 — 28, 2008 in Arlington, Virginia. This is to reimburse Deschutes
County for approximately half of the travel costs incurred by the International Board
Certified Lactation Consultant who attended.
2) Additional funds for MCH Programs:
a) $ 170. for Perinatal Health.
b) $ 319. for Child and Adolescent Health.
c) $ 533. for Babies First.
These represent additional funds from the State that were distributed to the Counties per curs ent
CLHO (Coalition of Local Health Officials) formula due to the State having more funds than
expected to distribute. The funds will be used for current program client services.
FISCAL IMPLICATIONS:
As this is a reimbursement grant, at the time the County provides documentation to the grantor, that
it has expended resources up to the grant amount of $ 1,868.00, the County will receive the grant
resources.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Document # DC -2008-135, Intergovernmental Agreement # 121008 Rev. 7
between the Local Public Health Dept. and the Oregon State Department of Human Services is
requested.
ATTENDANCE: Dan Peddycord, Health Department
DISTRIBUTION OF DOCUMENTS:
Connie Thies, Dept. of Human Services (DHS), Office of Contracts & Procurement, 500 Summer St ,
E-03, Salem, OR 97301-1080, ph: 503-945-6372, FAX: 503-378-4324; and to Jill Fox Health Dept.,
2577 NE Courtney Dr., Bend, OR 97701, 322-7478.
HEALTH DEPARTMENTI
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.
Date: March 14 2008 Department:
Contact Person: DAN PEDDYCORD
Contractor/Supplier/Consultant Name:
Phone #:
322-7426
Oregon Department of Human Services (DHS)/ Connie
Thies, Contracts & Procurement, (503) 945-6372.
Goods and/or Services: Consideration and signature of Document # DC -2008-135 — the
Intergovernmental Agreement # 121008 Revision 7 between the State Dept. of Human Services (DHS)
and the Deschutes County Health Department for access to Health care services.
Background & History:
The Oregon Department of Human Services administrates Federal Public Health Grant Funds, pools
these funds with some State Funds and then allocates these to local Health Departments. This is thy:
primary means State and Federal Public Health Funds are delivered to the local Health authority.
Document # DC -2008-135 - Agreement # 121008 revision 7 references the following revenue from
the State Dept. of Human Services:
1) $ 846. — for Women, Infants and Children (WIC)
a) $ 341. for travel to the Oregon WIC Coordinator's Association (OWCA) meeting. This is
to reimburse Deschutes County for Travel costs incurred by the Women, Infants and
Children (WIC) Coordinator while traveling to a quarterly meeting of the Oregon Women,
Infants and Children Coordinator's Association on January 18, 2008.
b) $ 505. for travel to the United States Breastfeeding Coalition (USBC) 211d Conference on
Breastfeeding January 24 — 28, 2008 in Arlington, Virginia. This is to reimburse Deschutes
County for approximately half of the travel costs incurred by the International Board
Certified Lactation Consultant who attended.
2) Additional funds for MCH Programs:
a) $ 170. for Perinatal Health.
b) $ 319. for Child and Adolescent Health.
c) $ 533. for Babies First.
These represent additional funds from the State that were distributed to the Counties per current
CLHO (Coalition of Local Health Officials) formula due to the State having more funds than
expected to distribute. The funds will be used for current program client services.
Starting Date: July 1, 2007 Ending Date: June 30, 2008
Total: $ 1,868
3/19/21 08
Fiscal Implications:
As this is a reimbursement grant, at the time the County provides documentation to the grantor, that
it has expended resources up to the grant amount of $ 1,868.00, the County will receive the grant
resources.
n Insurance Certificate Received check box) N/A
Insurance Expiration Date:
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
X Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget?) x Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
Departmental Contact: DAN PEDDYCORD Phone #: 322-7426
Title: DIRECTOR
Department Director Approval:
Date
Distribution of Document:
Connie Thies, Dept. of Human Services (DHS), Office of Contracts & Procurement, 500 Summer
St., E-03, Salem, OR 97301-1080, ph: 503-945-6372, FAX: 503-378-4324; and a copy to Jill Fox
Health Dept., 2577 NE Courtney Dr., Bend, OR 97701, 322-7478.
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
3/19/2008
In compliance with the Americans with Disabilities Act, this document is available in
alternate formats such as Braille, large print, audiotape, oral presentation, and electronic
format. To request an alternate format, call the State of Oregon, Department of Human
Services, Office of Forms and Document Management at (503) 945-7021, Fax (503)
373-7690, or TTY (503) 947-5330.
Agreement #121008
SEVENTH AMENDMENT TO DEPARTMENT OF HUMAN SERVICES
2007-2008 INTERGOVERNMENTAL AGREEMENT FOR THE
FINANCING OF PUBLIC HEALTH SERVICES
This Seventh Amendment to Department of Human Services 2007-2008 Intergovernmenta
Agreement for the Financing of Public Health Services, effective July 1, 2007 (as amended tht.
"Agreement"), is between the State of Oregon acting by and through its Department of Human Service,
("Department") and Deschutes County, acting by and through its Deschutes County Human Services
("LPHA"), the entity designated, pursuant to ORS 431.375(2), as the Local Public Health Authority fo•
Deschutes County.
RECITALS
WHEREAS, the Department and LPHA wish to modify the Financial Assistance Award set
forth in Exhibit C of the Agreement.
NOW, THEREFORE, in consideration of the premises, covenants and agreements contained
herein and other good and valuable consideration, the receipt and sufficiency of which is hereby
acknowledged, the parties hereto agree as follows
AGREEMENT
1. Section 1 of Exhibit C entitled "Financial Assistance Award" of the Agreement is hereby
superseded and replaced in its entirety by Exhibit 1 attached hereto and incorporated therein the
Agreement by this reference. Exhibit 1 must be read in conjunction with Section 4 of Exhibit
C, entitled "Explanation of Financial Assistance Award" of the Agreement.
2. LPHA represents and warrants to Department that the representations and warranties of LPHA
set forth in Section 2 of Exhibit E of the Agreement are true and correct on the date hereof with
the same effect as if made on the date hereof.
3. Capitalized words and phrases used but not defined herein shall have the meanings ascribed
thereto in the Agreement.
4. Except as amended hereby, all terms and conditions of the Agreement remain in full force and
effect.
5. This Amendment may be executed in any number of counterparts, all of which when taken
together shall constitute one agreement binding on all parties, notwithstanding that all parties
2007-2008 Intergovernmental Agreement for the Financing of Public Health Services Page 1 of 5 pages
121008-7 pgm.DOC - Deschutes County
are not signatories to the same counterpart. Each copy of this Amendment so executed shall
constitute an original.
6. This Amendment becomes effective on the date of the last signature below.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment as of the dates set
forth below their respective signatures.
APPROVED:
STATE OF OREGON ACTING BY AND THROUGH ITS DEPARTMENT OF HUMAN SERVICES
(DEPARTMENT)
By:
Name: William J. Coulombe
Title: Deputy Public Health Director
Date:
DESCHUTES COUNTY ACTING BY AND THROUGH ITS DESCHUTES COUNTY HUMAN SERVICES
(LPHA)
By: G��u�` , cA2_6(C4(7,14
Name: i\N Ve 4k\ u vd `J
Title: �kY'eC_i(.'
Date:
DEPARTMENT OF JUSTICE — APPROVED FOR LEGAL SUFFICIENCY
Exempt from legal sufficiency review and approval per DOJ Class Exemption letter from Stephanie
Smythe, Senior Assistant Attorney General, re: 2007-2008 Intergovernmental Agreement for the Financing of
Public Health Services; DOJ File No. 100007-GTO3 16-0 (May 18, 2007)
REVIEWED:
DEPARTMENT OF HUMAN SERVICES, PUBLIC HEALTH DIVISION
By:
Name: Matthew C. Groves
Title: Program Support Manager
Date:
DEPARTMENT OF HUMAN SERVICES, OFFICE OF CONTRACTS & PROCUREMENT
By:
Name: Phillip G. McCoy, OPBC
Title: Contract Specialist
Date:
2007-2008 Intergovernmental Agreement for the Financing of Public Health Services Page 2 of 5 pages
121008-7 pgm.DOC - Deschutes County
EXHIBIT 1
FINANCIAL ASSISTANCE AWARD
State of Oregon Page 1 of 3
Department of Human Services
Public Health Services
1) Grantee
2) Issue Date
This Action
Name: Deschutes County Health Dept.
February 20, 2008
AMENDMENT
FY2008
Street: 2577 N. E. Courtney
3) Award Period
City: Bend
From July 1, 2007 Through June 30, 2008
State: OR Zip Code: 97701
4) DHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
PE 01 State Support for Public Health
177,886
0
177,886
PE 03 TB Case Management
875
0
875
PE 07 HIV Prevention Services
25,403
0
25,403
HIV Prevention Block Grant Services
Ryan White Title II HIV / AIDS Services
PE 08 Ryan White --Case Management
71,915
0
71,915
PE 08 Ryan White --Support Services
22,981
0
22,981
PE 11 STARS
16,146
0
16,146
PE 12 Bioterrorism - Preparedness / (July & August)
28,270
0
28,270
(b)
PE 12 Bioterrorism - Preparedness / (Sept. - June)
106,308
0
106,308
(cwxy)
PE 12 Bioterrorism - Pan FIu / (July & August)
8,281
0
8,281
(d)
PE 12 Bioterrorism - Pan Flu / (Sept. -June)
28,609
0
28,609
( ewxy )
PE 13 Tobacco Prevention & Education
86,575
0
86,575
(A)
5) FOOTNOTES:
a) MCH funds will not be shifted between categories or fund types. The same program may be funded
by more than one fund type, however, federal funds may not be used as match for other federal
funds ( such as Medicaid ).
b) Funds must be spent by 8/30/07 and an expenditure report submitted for July -August period.
c) These Preparedness funds are for September through June 2008.
d) Pan FIu funds are for July -August and must be spent by 8/30/07 and an exp. report submitted.
e) These Pan FIu funds are for September through June 2008.
f) Title X funding is $131,965 ; Title V funding is $67,308.
g) July -Sept grant is $138,763 ; must be spent be 9/30/07 and includes $27,753 minimum
Nutrition Education and $6,397 for Breastfeeding Promotion.
h) Oct. - June 08 grant is $368,660 and includes $73,732 minimum Nutrition Education and
$19,191 for Breastfeeding Promotion.
i) July -Sept grant is $9,817 and must be spent by 9/30/07.
6) Capital Outlay Requested in This Action:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip-
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
PROG.
PROGRAM ITEM DESCRIPTION COST APPROV
2007-2008 Intergovernmental Agreement for the Financing of Public Health Services
121008-7 pgm.DOC - Deschutes County
Page 3 of 5 pages
State of Oregon Page 2 of 3
Department of Human Services
Public Health Services
1) Grantee
Name: Deschutes County Health Dept.
Street: 2577 N. E. Courtney
City: Bend
State: OR Zip Code: 97701
2) Issue Date
February 20, 2008
This Action
AMENDMENT
FY2008
3) Award Period
From July 1, 2007 Through June 30, 2008
4) DHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
PE 28 Chronic Care Model Implementation
59,927
0
59,927
(m)
PE 40 Women, Infants and Children
FAMILY HEALTH SERVICES
506,577
846
507,423
ghoprsvBC
PE 40 WIC -- PEER Counseling
20,417
0
20,417
FAMILY HEALTH SERVICES
(ijquz )
PE 40 WIC -- Fruit & Veggies
8,256
0
8,256
FAMILY HEALTH SERVICES
(kJ)
PE 41 Family Planning Agency Grant
199,273
0
199,273
FAMILY HEALTH SERVICES
(f,n )
PE 42 MCH-TitleV -- Flexible Funds
41,653
0
41,653
FAMILY HEALTH SERVICES
(a,t )
PE 42 MCH-TitleV -- Child & Adolescent Health
16,550
0
16,550
FAMILY HEALTH SERVICES
(a )
PE 42 MCH/Perinatal Health -- General Fund
5,482
170
5,652
FAMILY HEALTH SERVICES
(a )
PE 42 MCH/Child & Adolescent Health -- General Fund
10,285
319
10,604
FAMILY HEALTH SERVICES
(a )
PE 42 Babies First
17,202
533
17,735
FAMILY HEALTH SERVICES
PE 42 School Based Health Centers
122,861
0
122,861
FAMILY HEALTH SERVICES
PE 42 Oregon MothersCare
15,883
0
15,883
FAMILY HEALTH SERVICES
5) FOOTNOTES:
j) Because of uncertainity in the Federal grant, this award ony covers the july through sept. period.
A grant adjustment will be made to the contract in about three months for this grant.
k) July -Sept. 07 grant is $2,064 ; It must be spent by 9/30/07.
I) Oct. 07 - June 08 grant is $6,192 .
m) $59,927 is federal funds, with a 60/40 matching funds requirement met by a budgeted
match of $71,372 , for a total budget of $131,299 .
n) $5,202 is for Chlamydia ; $3,901 is for RX Contraceptives ; $27,000 is for MARS project.
o) $5,581 is one-time funds to local agencies that choose to receive it in July and spend by 9/30/07.
p) $7,442 represents one-time funds to be spent by September 30, 2007.
q) $871 is for IBCLE exam fee and related travel expenses.
r) $500 is one-time funds for autodialer maintenance and purchase costs by 9/30/07.
s) $342 is for travel to OWCA meeting held on August 3, 2007 in Lincoln City, OR.
t) $3,036 is one-time supplemental funds for Maternal & Child Data Entry under ORCHIDS program.
6) Capital Outlay Requested in This Action:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip-
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
PROG.
PROGRAM ITEM DESCRIPTION COST APPROV
2007-2008 Intergovernmental Agreement for the Financing of Public Health Services
121008-7 pgm.DOC - Deschutes County
Page 4 of 5 pages
State of Oregon Page 3 of 3
Department of Human Services
Public Health Services
1) Grantee
Name: Deschutes County Health Dept.
Street: 2577 N. E. Courtney
City: Bend
State: OR Zip Code: 97701
2) Issue Date
February 20, 2008
This Action
AMENDMENT
FY2008
3) Award Period
From July 1, 2007 Through June 30, 2008
4) DHS Public Health Funds Approved
Previous Increase/ Grant
Program Award (Decrease) Award
PE 43 Immunization Special Payments
FAMILY HEALTH SERVICES
39,776
0
39,776
TOTAL
5) FOOTNOTES:
u) $2,660 represents the new quarterly (Oct. -Dec. 2007) funding
v) $2,294 is for travel to Advanced Breastfeeding Training held
w) Previous award for July -August must have been spent by August
x) Base, PanFlu and CRI funding streams must be tracked and
y) Funding should be expended by the end of the Financial Assistance
z) $3,535 Represents the new quarterly funding(Jan.-March) for
A) Revised awards are based on 1/2 the original award plus the
for Jan. -June 08. Both the original one-year budget and the new
B) $341 is for travel to the OWCA meeting held in Portland on
C) $506 is for travel to USBC 2nd Conference on Breastfeeding
1,637,391
1,868
1,639,259
for FFY 2008.
on Sept. 10-14, 2007 in Portland.
30, 2007 and reported.
reported separately.
Agreement (June 30, 2008).
FY2008.
amount indicated on the new budget
six month budget are attached.
January 18, 2008.
Coalition 1/24-28/08 in Arlington VA.
6) Capital Outlay Requested in This Action:
Prior approval is required for Capital Outlay. Capital Outlay is defined as an expenditure for equip-
ment with a purchase price in excess of $5,000 and a life expectancy greater than one year.
P ROG.
PROGRAM ITEM DESCRIPTION COST APPROV
2007-2008 Intergovernmental Agreement for the Financing of Public Health Services
121008-7 pgm.DOC - Deschutes County
Page 5 of 5 pages
