HomeMy WebLinkAboutAgenda - 06-26-1995 - VIII-BB i
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ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. VIIL-B3
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 26, 1995
SUBJECT: Agreement Between Orange County Partnership For Young
Children and Orange County
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DEPARTMENT: County Manager PUBLIC BEARING YES: NO: X
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ATTACHMENT(S) : INFORMATION CONTACT: Albert Kittrell
Agreement
TELEPHONE NUMBER-
Hillsborough -732-8181
Chapel Hill -968-4501
Mebane -227-2031
Durham -688-7331
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PURPOSE: To enter into an agreement between the Orange County
Partnership for Young Children (Smart Start) and Orange
County for establishing a comprehensive automated
information and referral system for human services.
BACKGROUND: On May 16, 1995 the Board endorsed the concept and
implementation of the automated information and referral
system as presented by the Manager' s Office
Administrative Intern, Loretta Harper. The report
indicated that the Partnership For Young Children would
contribute $50,000 toward the initial start-up expenses
(FY 1995-96) and annual funding amount to be determined
each year.
The attached agreement outlines the responsibilities of
both parties in developing the automated information and
referral system for human services agencies. The
agreement will become effective immediately and remain
in place through June 30, 1996.
On June 16, 1995 the Greater Orange County United Way,
agreed to provide the ongoing administration for the
automated information and referral system contingent
upon review by all members of the Board of Directors.
RECOMMENDATION(S) : The Manager recommends that the Board enter into
an agreement with the Orange County Partnership
for Young Children for establishing the
automated information and referral system.
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DRAFT AGREEMENT BETWEEN
ORANGE COUNTY PARTNERSHIP FOR YOUNG CHILDREN
AND
ORANGE COUNTY
Introduction
This agreement is entered into between the Orange County Partnership for Young Children and
Orange County for the purposes of establishing comprehensive information and referral services
available to public and private, non-profit agencies and families within Orange County. Both the
Partnership and the County have been interested in the development of an automated I&R system,
and have worked collaboratively during 1994/95 to reach agreement on the development of a
system. The County has conducted a feasibility study which is presented in its report, Orange
County: Information and Referral System, completed by the County in May 1995. The
County also prepares the annual Orange Book which is a directory of services available in the
county. The Partnership has designated certain funds for the development of a system in its 1994
annual Smart Start Plan, and developed a directory of resources of parents with young children
called The Parent's Pages.
Contract Purpose
This contract is entered into by The Partnership and The County for the purposes of developing
the first phase of the I&R system to include the purchasing of the necessary, computer equipment.
The County will assume responsibility for this activity because it is able to purchase computer
equipment more efficiently and at a better cost than the Partnership.
Cost
The Partnership agrees to provide the county with up to $50,000 in funding to purchase the
necessary equipment and assist with other costs related to start-up efforts.
Responsibilities
The Partnership will:
1) work with the County in identifying appropriate sites for locating the computers that will
maximize access throughout the County.
2) issue payment for capital expenditures based upon a bid and invoice from the County,
within 30 days of receipt of the invoice. The County's invoice must describe in detail the
type of equipment purchased and complete costs.
3) issue payment for other costs associated with start-up efforts based upon a detailed
invoice from the County. Payment will be provided within 30 days of receipt of the
invoice.
4) provide the County with a list of all community agencies that provide services to young
children and families who could be potential consumers of the I&R system.
5) continue to work collaboratively with the County on implementing the I&R system.
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The County will:
1) submit a detailed invoice for payment to the Partnership that is based on standard bidding
procedures used by the County in the purchase of computer equipment.
2) use this equipment for the sole purpose of implementing a comprehensive information and
referral system.
3) submit a detailed invoice for other costs associated with start-up efforts.
4) convene a project team that includes two representatives from the Partnership and at least
three nonprofit agencies serving young children and families to ensure that this system is
user-friendly and accessible to families.
5) involve the Partnership in choosing the software for the I&R system.
6) develop joint training with the Partnership for community agencies on how to access and
use the system once it is on line.
7) provide the Partnership with all required financial and narrative reports and any other data
required by the Department of Human Resources/Division of Child Development for the
accounting of Smart Start funds.
8) provide matching funds to help implement the I&R system Countywide.
Timeline
This agreement becomes valid upon signature by both parties. The financial agreement of this
agreement continues through July 31, 1995 when it is expected that all purchases will be
complete. All other agreements will remain in place through June 30, 1996.
Authorizing Signatures
Orange County Partnership for Young Children Date
Orange County Date