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HomeMy WebLinkAboutSaving Grace Subgrant AmendmentDeschutes 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 October 29, 2008 DATE: October 20, 2008 FROM: Sarah Johnson Commission on Children & Families TITLE OF AGENDA ITEM: Consideration of Signature of Document No. 2008-572, Amendment # 1 to Contract for Subgrant N,N ith Saving Grace - Imagine Life Without Violence. PUBLIC HEARING ON THIS DATE? NO BACKGROUND AND POLICY IMPLICATIONS: This contract amendment is the result of a continuation of the Department of Justice, Office of Violence Against Women (DOJ OVW), Safe Havens: Supervised Visitation and Exchange Program Grant to September 30, 2010. The current contract to Saving Grace is used to operate Mary's Place, a supervised visitation 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. Mary's Place was created through partnership and collaboration with the Commission on Children & Families, Saving Grace, Circuit Court, District Attorney's, Victims' Assistance, KIDS Center, Child Support Enforcement, Adult Parole and Probation, Legal Aid, Family Resource Center, Deschutes County Health and Mental Health, local law enforcement, local batterer's intervention treatment providers, BestCare Treatment Services, Department of Human Services, and local attorneys. The original contract amount only included one quarter of the previous DOJ OVW grant, plus one quarter of Deschutes County Circuit Court filing fees. The amendment increases Saving Grace's contract from the original amount of $59,960 to $203,930 an increase of $143,970. The amendment also binds Saving Grace to the special conditions of the grant award. FISCAL IMPLICATIONS: The additional grant amount was included in the 2008/2009 adopted budget. The grant to Mary's Place is comprised of two revenue sources: the Federal grant, and the State of Oregon Circuit Court Conciliation fees. A portion of the conciliation fees is disbursed to Mary's Place as part of the grait contract amount. This amount was originally budgeted at $24,000 per year, but the actual amount expected for the 2008/2009 year is $75,000. This increase has been documented in the Year End Projection on the monthly Commissioner's report. RECOMMENDATION & ACTION REQUESTED: Approval and signature of Document No. 2008-572 ATTENDANCE: Sarah Johnson DISTRIBUTION OF DOCUMENTS: Two originals to Debi Harr, Financial Analyst, Deschutes County Commission on Children & Families, 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 retumed 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. October 20, 2008 Families Contractor/Supplier/Consultant Name: Contractor Contact: Janet Huerta Department: Commission on Children 8 Saving Grace - Imagine Life Without Violence Contractor Phone #: 382-9227 Type of Document: Amendment to Contract for Subgrant to Saving Grace - Imagine Life Without Violence for the o eration of Mary's Place. Goods and/or Services: This amendment is the result of a $250,000 continuation of the Department of Justice, Office of Violence Against Women (DOJ OVW), Safe Havens: Supervised Visitation and Exchange Program Grant for the period October 1, 2008 to September 30, 2010. The amendment funds Mary's Place to June 30, 2009, providing three quarters of funding from the DOJ OVW and three quarters of funding (estimated) from Deschutes County Circuit Court filing fees. The funds will provide at least 294 supervised visits and exchanges, six outreach contacts to teen parents and rural communities and 18 consultations with the bi-lingual court advocate. Background & History: Since September 2005, the County has applied for and received $774,880 from the Department of Justice, Office of Violence Against Women, Safe Havens: Supervised Visitation and Exchange Program Grant. The Countreserves as the contractee and fiscal agent for the grant and subcontracts With Saving Grace - Imagine Life Without Violence, to operate Mary's Place, a supervised visitation and exchange service for families who have a history of domestic violence, sexual assault, child abuse and/or stalking. Mary's Place was created through partnership and collaboration with the Commission on Children & Families, Saving Grace, Circuit Court, District Attorney's, Victims' Assistance, KIDS Center, Child Support Enforcement, Adult Parole and Probation, Legal Aid, Family Resource Center, Deschutes County Health and Mental Health, local law enforcement, local batterer's intervention treatment providers, BestCare Treatment Services, Department of Human Services, and local attorneys. Agreement Starting Date: July 1, 2008 Annual Value or Total Payment: $203,930 Ending Date: Insurance Certificate Received (check box) Insurance Expiration Date: July 1, 2009 June 30, 2009 10/21/2008 Check all that apply: ® RFP, Solicitation or Bid Process ❑ Informal quotes (<$150K) ❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37) Funding Source: (Included in current budget? ® Yes ❑ No If No, has budget amendment been submitted? ❑ Yes ❑ No Is this a Grant Agreement providing revenue to the County? ® Yes ❑ No Special conditions attached to this grant: Deadlines for reporting to the grantor: See attached Exhibit "D" January 15, 2009; April 15, 2009; July 15, 2009 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: ❑ Yes ® No Contact information for the person responsible for grant compliance: Name: Johnson Phone #: 322-7461 Departmental Contact and Title: Sarah Sarah Johnson, Community Project Coordinator Phone #: 322-7461 Department Director Approval: Signature Date Distribution of Document: Who gets the original document and/or copies after it has been signed? Include complete information if the document is to be mailed. Two originals to Debi Harr, Financial Analyst, Deschutes County Commission on Children & Families, 1130 NW Harriman, Suite A, 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 2008-572 10/21/2008 REVIEWED LEGAL COUNSEL For Recordin• Stam• OnI AMENDMENT #1 TO CONTRACT FOR SUB GRANT DOCUMENT NO. 2008-572 THAT CERTAIN AGREEMENT, between the Deschutes County by and through the Commission on Children and Families, document number 2008-317 and SAVING GRACE — IMAGINE LIFE WITHOUT VIOLENCE, hereinafter "Contractor", and dated, June 25, 2008, is amended effective upon signing by all of the parties as set forth below. The above referenced contract is amended as follows: Section 1. Paragraph 4. Is amended to read: 4. Consideration. The maximum consideration authorized under this Contract is $203,930. Said consideration is the complete compensation to Contractor for services performed. The services and expenditures for this contract are outlined in Exhibit A, and Exhibit B. This Contract between the County and the Contractor is subject to the availability of local, state and federal funds. Section 2. Paragraph 9 Additional State and Federal Requirements Applicable to Contract is amended by adding a new subparagraph X to read: X. By signing this contract, Contractor agrees to the terms and conditions of that certain grant agreement by and between the County and the United States Department of Justice, Office of Violence Against Women, a copy of which is marked Exhibit D, attached hereto and incorporated by reference. Section 3. Except as provided herein, the remaining terms of the contract remain in full force and effect. Dated this _ day of @C4D , 2008. CONTRACTOR: Dated this of , 2008 ATTEST: Recording Secretary PAGE 1 OF 1 — CONTRACT NO. 2008-572 By: Janet Huerta Saving Grace — Imagine Life without Violence DESCHUTES COUNTY Dennis R. Luke, Chair Deschutes County Board of Commissioners S:\CCFamilies\Grants\2007-2009\Provider Workbooks\2008-09 Original Provider Workbooks\Sarah Marys Place Revision #1 08-09 10.21.08.xls § t i « -Jc £k© a k cort )§2e -(9Etn 0 )\ )ayq )/ku-3a 22 sti e) 0 00 £� 7 .. of 0 E co 2 111 r, E2 2o2o 0a aua.o ƒ \ � 1111 \ 7 k k I In S:\CCFamilies\Grants\2007-2009\Provider Workbooks12008-09 Original Provider Workbooks \Sarah \Mary's Place Revision #1 08-09 10.21.08.xls BUDGET EXHIBIT B Revised 10.21.08 Program Name: Saving Grace - Imagine Life without Violence Contract Period: 7/1/08 to 6/30/09 REVENUE - Source Amount Safe Havens $128,930 Filing Fees $75,000 Amount Requested from CCF in this proposal $ 203,930.00 91 % User Fees/Program Fees $ 5,000.00 2% Other: County General Funds (do not include this proposed grant) $ - Filin• fees from Mental Health from • revious ear $ 5,458.00 2% Other: Federal Funds Other: Public Funds Other: Private Grants In Kind Deschutes United Way $9,542 Donations $ 9,542.00 4% Vounteer Hours of hours @ 18.77/hr) Total Revenue $ 223,930.00 100% S:\CCFamilies\Grants\2007-2009\Provider Workbooks\2008-09 Original Provider Workbooks\Sarah\Mary's Place Revision #1 08-0910.21.08.xls BUDGET - Expenses EXHIBIT "B" Cont. Revised 10.21.08 Program Name: Saving Grace - Imagine Life without Violence Contract Period: 7/1/08 to 9/30/08 Title PROJECT DIRECTOR PROGRAM MGR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR Name Janet Huerta Gail Bartley Sally Roseman Robert Currie Amy Davidson Jodie Gilbert Kellie Prinz George Tressa Sandra Ashton Katherine Schneberk-King tbd FTE 0.15 1 0.6 0.3 1 0.15 0.37 0.15 0.15 0.15 0.15 S:\CCFamilies\Grants\2007-2009\Provider Workbooks\2008-09 Original Provider Workbooks\Sarah\Mary's Place Revision #1 08-09 10.21.08.x1s Proposed Expendi- tures from CCF funding requested in this proposal Proposed Expenditures from other sources Total Program Cost Administration Cost - Indirect Charges for Program Administration $ 6,914 $ 9,542.00 $ 16,456.00 Direct Service Personnel List # of people and FTE for each person see below Subcontrators/Consultants $ 179,496 $ 10,458.00 $ 189,954.00 $ 150.00 $ 150.00 Materials & Services Office Supplies/Expenses $ 9,870.00 $ 9,870.00 Capital Equipment Other TRAVEL & TRAINING $ 7,500.00 $ 7,500.00 Volunteer Resources $ - TOTAL: $ 203,930.00 $ 20,000.00 $ 223,930.00 Title PROJECT DIRECTOR PROGRAM MGR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR FACILITATOR Name Janet Huerta Gail Bartley Sally Roseman Robert Currie Amy Davidson Jodie Gilbert Kellie Prinz George Tressa Sandra Ashton Katherine Schneberk-King tbd FTE 0.15 1 0.6 0.3 1 0.15 0.37 0.15 0.15 0.15 0.15 S:\CCFamilies\Grants\2007-2009\Provider Workbooks\2008-09 Original Provider Workbooks\Sarah\Mary's Place Revision #1 08-09 10.21.08.x1s Office on Violence Against Women EXHIBIT "D" AWARD CONTINUATION SHEET Grant PAGE 2 OF 5 CT NUMBER 2005 -CW -AX -0036 AWARD DATE 09/22/2008 SPECIAL CONDITIONS 1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the Office of Justice Programs (OJP) Financial Guide. 2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a violation of its Certified Assurances and may result in suspension or termination of funding, until such time as the recipient is in compliance. 3. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audits of States, Local Governments, and Non -Profit Organizations, as further described in the current edition of the OJP Financial Guide, Chapter 19. 4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government without the express prior written approval of OVW, in order to avoid violation of 18 USC § 1913. The recipient may, however, use federal funds to collaborate with and provide information to Federal, State, local, tribal and territorial public officials and agencies to develop and implement policies to reduce or eliminate domestic violence, dating violence, sexual assault, and stalking (as those terms are defined in 42 USC 13925(a)) when such collaboration and provision of information is consistent with the activities otherwise authorized under this grant program. 5. The grantee agrees to comply with all relevant statutory and regulatory requirements which may include, among other relevant authorities, the Violence Against Women Act of 1994, P.L. 103-322, the Violence Against Women Act of 2000, P.L. 106-386, the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.0 3711 et seq., the Violence Against Women and Department of Justice Reauthorization Act of 2005, P.L. 109-162, and OV W's implementing regulations at 28 CFR Part 90. 6. Approval of this award does not indicate approval of any consultant rate in excess of $450 per day. A detailed justification must be submitted to and approved by the Office on Violence Against Women prior to obligation or expenditure of such funds. 7. The Director of OVW, upon a finding that there has been substantial failure by the grantee to comply with applicable laws, regulations, and/or the terms and conditions of the grant or cooperative agreement, will terminate or suspend until the Director is satisfied that there is no longer such failure, all or part of the grant or cooperative agreement, in accordance with the provisions of 28 CFR Part 18, as applicable mutatis mutandis. 8. The grantee agrees to submit one copy of all reports and proposed publications funded under this project not less than twenty (20) days prior to public release for OVW review. Prior review and approval of a report or publication is required if project funds are to be used to publish or distribute reports and publications developed under this grant. 9. The grantee agrees to submit semiannual progress reports that describe project activities during the reporting period. Progress reports must be submitted within 30 days after the end of the reporting periods, which are January 1 -June 30 and July 1 - December 31 for the duration of the award. Future awards may be withheld if progress reports are delinquent. Grantees are required to submit this information online, through the Grants Management System (GMS), on the semi-annual progress report for the relevant OVW grant programs. tM 4000/2 (REV. 4-88) Office on Violence Against Women AWARD CONTINUATION SHEET Grant PAGE 3 OF 5 CT NUMBER 2005 -CW -AX -0036 AWARD DATE 09/22/2008 SPECIAL CONDITIONS 10. The grantee agrees to comply with the applicable requirements of 28 C.F.R. Part 38, the Department of Justice regulation goveming "Equal Treatment for Faith Based Organizations" (the "Equal Treatment Regulation"). The Equal Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to fund any inherently religious activities, such as worship, religious instruction, or proselytization. Recipients of direct grants may still engage in inherently religious activities, but such activities must be separate in time or place from the Department of Justice funded program, and participation in such activities by individuals receiving services from the grantee or a sub -grantee must be voluntary. The Equal Treatment Regulation also makes clear that organizations participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision of services on the basis of a beneficiary's religion. 11. Pursuant to 28 CFR §66.34, the Office on Violence Against Women reserves a royalty -free, nonexclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, in whole or in part (including in the creation of derivative works), for Federal Government purposes: (a) any work that is subject to copyright and was developed under this award, subaward, contract or subcontract pursuant to this award; and (b) any work that is subject to copyright for which ownership was purchased by a recipient, subrecipient or a contractor with support under this award. In addition, the recipient (or subrecipient, contractor or subcontractor) must obtain advance written approval from the Office on Violence Against Women program manager assigned to this award, and must comply with all conditions specified by the program manager in connection with that approval before: 1) using award funds to purchase ownership of, or a license to use, a copyrighted work; or 2) incorporating any copyrighted work, or portion thereof, into a new work developed under this award. It is the responsibility of the recipient (and of each subrecipient, contractor or subcontractor as applicable) to ensure that this condition is included in any subaward, contract or subcontract under this award. 12. A final report, which provides a summary of progress toward achieving the goals and objectives of the award, significant results, and any products developed under the award, is due 90 days after the end of the award. The Final Progress Report should be submitted to the Office on Violence Against Women through the Grants Management System with the Report Type indicated as "Final". 13. The grantee agrees that grant funds will not support activities that may compromise victim safety, such as: pre-trial diversion programs or the placement of offenders in such programs; mediation, couples counseling, family counseling or any other manner of joint victim -offender counseling; mandatory counseling for victims, forcing victims to testify against their abusers; or the placement of perpetrators in anger management programs. 14. All materials and publications (written, visual, or sound) resulting from award activities shall contain the following statements: "This project was supported by Grant No. awarded by the Office on Violence Against Women, U.S. Department of Justice. The opinions, findings, conclusions, and recommendations expressed in this publication/program/exhibition are those of the author(s) and do not necessarily reflect the views of the Department of Justice, Office on Violence Against Women. :M 4000/2 (REV. 4-88) Office on Violence Against Women AWARD CONTINUATION SHEET Grant PAGE 4 OF 5 CT NUMBER 2005 -CW -AX -0036 AWARD DATE 09/22/2008 SPECIAL CONDITIONS 15. Under the Government Performance and Results Act (GPRA) and VAWA 2000, grantees are required to collect and maintain data that measure the effectiveness of their grant -funded activities. Accordingly, the grantee agrees to submit semi-annual electronic progress reports on program activities and program effectiveness measures. Information that grantees must collect under GPRA and VAWA 2000 includes, but is not limited to: 1) number of persons served; 2) number of persons seeking services who could not be served; 3) number of supervised visitation and exchange centers supported by the program; 4) number of supervised visits between parents and children; and 5) number of supervised exchanges between parents and children. 16. The grantee agrees to submit for OVW review and approval any anticipated addition of, removal of, or change in collaborating partner agencies or individuals who are signatories of the Memorandum of Understanding, and if applicable, the Internal Memorandum of Agreement. 17. The grantee agrees to allocate project funds as designated by the Office on Violence Against Women for allowable costs to participate in OVW-sponsored technical assistance. Funds designated for OVW-sponsored technical assistance may not be used for any other purpose without prior approval of OVW and the issuance of a Grant Adjustment Notice (GAN) permitting such use. Technical assistance includes, but is not limited to, peer-to-peer consultations, focus groups, mentoring site visits, conferences and workshops conducted by OVW-designated technical assistance providers or OVW-designated consultants and contractors. 18. The grantee will provide the Office on Violence Against Women (OVW) with the agenda for any training seminars, workshops, or conferences not sponsored by OVW that project staff propose to attend using grant funds. The grantee must receive prior approval from OVW before using OVW grant funds to attend any training, workshops, or conferences not sponsored by OVW. To request approval, grantees must submit a Grant Adjustment Notice (GAN) request through the grants management system to OVW with a copy of the event's brochure, curriculum and/or agenda, a description of the hosts or trainers, and an estimated breakdown of costs. The GAN request should be submitted to OVW at least 20 days before registration for the event is due. Approval to attend non-OVW sponsored programs will be given on a case-by-case basis. 19. Supervised Visitation Grant Program grantees are required to develop formal affiliations with organizations that will be able to provide services and consultation to the programs in their work with children and parents. Accordingly, grantees must establish a consulting committee that includes experts in the following fields: child abuse and neglect, mental health, batterer's intervention, law enforcement, child protection services, and advocacy for victims of domestic violence, dating violence, stalking and sexual assault. 20. The grantee agrees that funds will not be used to provide offsite or overnight visitation services. Offsite visitation includes, but is not limited to, any monitored visit between a child and a non-custodial parent that occurs outside the premises of the visitation center. Overnight visitation includes, but is not limited to, any monitored visit between a child and a non-custodial parent that occurs outside of the normal operating hours of the visitation center. 21. The grantee agrees to develop adequate security measures, including but not limited to, adequate facilities, procedures, and personnel capable of preventing violence, for the operation of supervised visitation programs or safe visitation exchange. 22. The grantee agrees that if fees are charged for use of programs or services, any fees charged must be based on the income of the individuals using the programs or services, unless otherwise provided by court order. 23. Grant funds shall be used to support supervised visitation and safe visitation exchange of children by and between parents in situations involving domestic violence, child abuse, sexual assault, or stalking. The grantee may not use grant funds to support individual counseling, family counseling, parent education, support groups or therapeutic supervision. The grantee may not mandate that victims attend parent education or other program services. :M 4000/2 (REV. 4-88) Office on Violence Against Women AWARD CONTINUATION SHEET Grant PAGE 5 OF 5 CT NUMBER 2005 -CW -AX -0036 AWARD DATE 09122/2008 SPECIAL CONDITIONS 24. The grantee agrees to identify a representative of the grantee agency to serve as project coordinator. This representative will substantially participate in all aspects of the grant project; coordinate development and implementation activities; and attend meetings and institutes, as designated by OVW. 25. The Grantee agrees to ensure that the grant project is developed and implemented in a manner that is consistent with the Guiding Principles of the Supervised Visitation Program. The Guiding Principals embody the statutory requirements and objectives of the Supervised Visitation Program. They are intended to guide practice for OVW grantees. The standards and practices included within the Guiding Principles are considered to be good practice when addressing the needs of victims and their children. Centers funded under the Supervised Visitation Program can and are encouraged to go beyond the practices outline within the Guiding Principles. 26. The recipient may not obligate, expend, or draw down funds until the audit report for its fiscal years 2006 and 2007 have been submitted to the Federal Audit Clearinghouse, the Office of the Chief Financial Officer has been notified at ask.ocfo@usdoj.gov and a Grant Adjustment Notice has been issued removing this special condition. :M 4000/2 (REV. 4-88)