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HomeMy WebLinkAboutAgenda - 09-05-1995 - VIII-E 1 ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. jr-F ACTION AGENDA ITEM ABSTRACT Meeting Date: September 5, 1995 SUBJECT: Sub-Contracts between the Orange County Health Department (OCHD) and Piedmont Health Services (PHS) and the Joint Orange Chatham Community Action Agency (JOCCA) . DEPARTMENT: HEALTH PUBLIC HEARING: Yes X No ATTACHMENT(S) : INFORMATION CONTACT: HEALTH DIRECTOR'S OFFICE X2411 1. Agreement between OCHD and PHS. TELEPHONE NUMBER: Hillsborough - 732-8181 2 . Agreement between OCHD and JOCCA. Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 I PURPOSE: The purpose of these contracts is for PHS and JOCCA to provide services specified in the contracts to improve the health of minority populations in Orange County communities selected by the Orange County Coalition which involves the Health Department, Cooperative Extension Service, UNC- CH, the School of Public Health, PHS, JOCCA, and several community-based organizations. BACKGROUND: The Orange County Health Department serves as fiscal agent for the Orange County Coalition of the Community-Based Public Health Initiative. This coalition is fully funded through a contract with the University of North Carolina which has received a grant from the W.K. Kellogg Foundation. The coalition agreed that the Health Department enter into sub-contracts with PHS and JOCCA to provide some of the services required for the project. The Board of Commissioners have previously approved sub-contracts with both PHS and JOCCA for the period ending 9/30/93 and 9/30/94. This agreement is for the period ending 9/30/95. The attached contracts were recently approved by the coalition following a revision of the statements of work in the contracts. The cost of these sub-contracts is covered fully by the W.R. Kellogg funds in the project grant ordinance budget. No county dollars are involved in these contracts. RECOMMENDATIONS) The Manager recommends that the contracts be approved and that the Chair be authorized to sign the contracts. BUCC95J895PHS.doc } 2 i STATE OF NORTH CAROLINA ORANGE COUNTY AGREEMENT BETWEEN ORANGE COUNTY HEALTH DEPARTMENT (hereinafter referred to as OCHD) and JOINT ORANGE CHATHAM COMMUNITY ACTION AGENCY (hereinafter referred to as JOCCA) WHEREAS, OCHD has been entered a contract with UNC-CH to serve as lead agency in implementing the goals of the W. K. Kellogg Foundation Community Based Public Health Project in Orange County,North Carolina; and WHEREAS, the services of JOCCA are needed to achieve these goals NOW THEREFORE; the parties mutually agree to enter a contract on the following terms: Article 1. Statement of Work A. JOCCA has perform the following services under this agreement: 1. Serve as a member of the Orange County Coalition and as a member of the North Carolina Community Based Public Health Initiative Steering Committee. Attend all coalition, steering committee and community based meetings. 2. Serve as advocate for neighborhoods and communities to facilitate communication, cooperation and problem solving related to the project's goals and objective and overall health care issues. 3. Facilitate the involvement of existing local community-based organizations, stimulate the formation of new ones for initialing grassroots solutions to community problems. 4. Help organize the annual assessment forum and communicate the results to all coalition partners. 5. Serve as a member of team responsible for training Community Health Advocates on issues related to JOCCA and its programs and services. 6. Provide technical services to coalition and community groups in the areas of community organization needs assessment, planning, grants writing, and so forth. f 3 AGREEMENT Between Orange County Health Department and Joint Orange Chatham Community Action Agency Page 2 of 4 Article 2. Period of Performance The work under this agreement shall be performed during the period of October 1, 1994 through September 30, 1995. No costs shall be incurred under this agreement prior to the start date nor subsequent to the termination date. The period of performance may only be extended by mutual written agreement of the parties. Article 3. Comaensation A. In consideration of the JOCCA's performance, OCHD shall compensate JOCCA in an amount not to exceed $ 24,741.00. It is agreed between the parties that the above referenced sum shall represent the total amount of this agreement, except that such amount may be amended in writing by mutual written agreement of the parties. The amount set forth above will cover direct and indirect costs of the work, as detailed in the attached budget which become a part of this agreement as Attachment A. JOCCA must notify OCHD of all transfers between and/or among line items within 30 days of occurrence. B. Any unexpended cash funds remaining from the OCHD payment at the close of each project year will be deducted from the payment for each successive year, unless written request for carry forward of such funds is submitted with the annual financial report and approved by OCHD. If approved, JOCCA will submit a revised successive year budget including the carry- forward funds within 10 days of notification of approval. Approval of such request by JOCCA is contingent upon approval by L NC-CH and the Kellogg Foundation. The continuation of this agreement is contingent upon funds available from LTNC-CH for its support. 4 AGREEMENT Between Orange County Health Department and Joint Orange Chatham Community Action Agency Page 3 of 4 Article 4. Payment JOCCA shall be awarded a payment of$24,741.00 within 30 days of receipt of the quarterly progress report for the period October 1, 1994 to December 31, 1995. Article 5. Audit and Records Financial records, suppporting documents and other records pertinent to this agreement shall be retained by JOCCA for a period of three years from the date of submission of the final expenditure report Article 6. Reports JOCCA shall render all reasonable technical reports as requird by OCHD. Failure to submit reports described in this agreement in a timely manner constitutes non-compliance and shall be grounds for termination to this agreement. Article 7. Liabilitv JOCCA or its staff shall at all times be considered to be an idependent contractor and shall not hold himself/herself out as an employee of OCHD. Each party shall be solely liable for any claims, actons, demands or damages arising out of its performance of this Agreement. Article 8. Severabilitv if any provision of this Agreement or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not effect the other provisions of this Agreement which can be gicen effect without the invalid provision, and to this end the provisions of this Agreement are declared to be severable. Article 9. ' Termination This Agreement may be terminated by either party, with or without cause, by giving thirty (30) day termination period shall commence on the date of receipt of the notice by the affected party. JOCCA shall immediately stop all work under this Agreement on the date and to the extent specified in the notice of termination. { 5 IN WITNESS WHEREOF, the parties have caused this Agrement to be executed as of the date first written by their duly authorized representatives. ORANGE COUNTY JOINT ORANGE CHATHAM comyiUNITY HEALTH DEPARTMENT ACTION AGENCY Daniel B. Reimer, Health Director Glona M. Williams, Executuive Director Date Date 6 ORANGE COUNTY FINANCE DIRECTOR "This instrument has been pre-audited in the manner required buy the Local Government budget and Fiscal Control Act." Orange County Finance Director Date Chair Orange County Board of Commissioners Date 7 AGREEMENT Between Orange County Health department and Joint Orange Chatham Community Action Agency Attachment A Budget October 1, 1994 through September 30, 1995 Personnel $21,841 Travel 900 Operational Expense 2,000 Equipment 0 Total $24,741 8 STATE OF NORTH CAROLINA ORANGE COUNTY AGREEMENT BETWEEN ORANGE COUNTY HEALTH DEPARTMENT (hereinafter referred to as OCHD) and PIEDMONT HEALTH SERVICES, INC. (hereinafter referred to as PHS) WHEREAS, OCHD, has been entered a contract with UNC-CH to serve as lead agency in implementing the goals of the W.K. Kellogg Foundation Community Based Public Health Project in Orange County, North Carolina; and WHEREAS, the services of PHS are needed to achieve these goals NOW THEREFORE; the parties mutually agree to enter a contract on the following terms: Article 1. Statement of Work A. PHS shall perform the following services under this agreement: 1. Serve as a member of the Orange County Coalition and the Community Based Public Health Project Steering Committee. 2. Provide staff liaison between the communities served and the health center operated by PHS and between the communities served and other institutional health care providers as necessary. 3. Propose to PHS management and board program development initiatives which responds to needs identified by targeted community. 4. Serve as a member of team responsible for training community advocates on issues and resources related to primary care. 5. Provide technical assistance to coalition and community groups in the following areas, as needed: needs assessment, planning, grant writing, and information concerning primary health care issues. i t 9 AGREEMENT Between Orange County Health Department and Piedmont Health Services, Inc. Page 2 of 4 Article 2. Period of Performance The work under this agreement shall be performed during the period of October 12, 1994, through September 30, 1995. No costs shall be incurred under this agreement prior to the start date nor subsequent to the termination date. The period of performance may only be extended by mutual written agreement of the parties. Article 3. Compensation A. In consideration of PHS' performance, OCHD shall compensate PHS in an amount not to exceed $12,500.00. It is agreed between the parties that the above reference sum shall represent the total amount of this agreement, except that such amount may be amended in writing by mutual written agreement of the parties. The amount set forth above will cover direct and indirect costs of the work, as detailed in the attached budget which becomes a part of this agreement as Attachment A. PHS must notify OCHD of all transfers between and/or among line items within 30 days of occurrence. B. Any unexpended cash funds remaining from the OCHD payment at the close of each project year will be deducted from the payment for each successive year, unless written request for carry forward of such funds is submitted with the annual financial report and approved by OCHD. If approved, PHS will submit a revised successive year budget including the carry-forward funds within 10 days of notification of approval. Approval of such requests by PHS is contingent upon approval by UNC-CH and the Kellogg Foundation. The continuation of this agreement is contingent upon funds available from UNC-CH for its support. Article 4. Payment PHS shall be awarded a payment of $12,500.00 provided all requested reports are properly submitted. Article 5. Audit and Records Financial records, supporting documents and other records pertinent to this agreement shall be retained by PHS for a period of three years from the date of submission of the final expenditure report. 10 AGREEMENT Between Orange County Health Department and Piedmont Health Services, Inc. Page 3 of 4 Article 6. Reports PHS shall render all reasonable technical reports as described in Attachment B and required by PHS. Failure to submit reports described in this agreement in a timely manner constitutes non-compliance and shall be grounds for termination of this agreement. Article 7. Liability PHS or its staff shall at all times be considered to be an independent contractor and shall not hold himself/herself out as an employee of OCHD. Each party shall be solely liable for any claims, actions, demands or damages arising out of its performance of this Agreement. Article 8. Severability If any provision of this Agreement or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not effect the other provisions of this Agreement which can be given effect without the invalid provision, and to this end the provisions of this Agreement are declared to be severable. Article 9. Termination This Agreement may be terminated by either party, with or without cause, by giving thirty (30) days prior written notice. The thirty (30) day termination period shall commence on the date of receipt of the notice by the affected party. PHS shall immediately stop all work under this Agreement on the date and to the extent specified in the notice of termination. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed as of the date first written by their duly authorized representatives. ORANGE COUNTY PIEDMONT HEALTH SERVICES, INC. HEALTH DEPARTMENT Daniel B. Reimer, Health Director Lydia t. Mason, Finance Director Date Date 11 r ORANGE COUNTY FINANCE DIRECTOR "This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. Orange County Finance Director Date Chair Orange County Board of Commissioners Date 1 IZ AGREEMENT Between Orange County Health Department and Piedmont Health Services, Inc. Page 4 of 4 Attachment A Budget October 1, 1994 through September 30, 1995 Personnel $10,500.00 Travel $ 1,000.00 Operational Expense $ 1,000.00 TOTAL $12,500.00