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HomeMy WebLinkAboutAgenda - 10-18-94 - VIII-A ORANGE COUNTY 1 BOARD OF COMMISSIONERS Action Agenda Item No. `/irt-A ACTION AGENDA ITEM ABSTRACT Meeting Date: October 18, 1994 SUBJECT: Sub-contract between the Orange County Health Department and the Orange Chatham Comprehensive Health Services, Inc. (OCCHS) DEPARTMENT: HEALTH PUBLIC HEARING: Yes X No ATTACHMENT(S) : INFORMATION CONTACT: HEALTH DIRECTOR'S OFFICE X2411 1 . A six page contract TELEPHONE NUMBER: Hillsborough - 732-8181 Chapel Hill - 968-4501 Mebane - 227-2031 Durham - 688-7331 PURPOSE: The purpose of this contract is for OCCHS to provide services specified in the contract to improve the health of minority populations in selected Orange County communities. BACKGROUND: The Orange County Health Department serves as fiscal agent for the Orange County Coalition of the Community-Based Public Health Initiative. This Coalition if 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 should enter into a sub-contract with OCCHS to provide some of the services required for the project. The initial contract with OCCHS for the period ending September 30, 1993, was approved by the Board of Commissioners on it's meeting of May 18, 1993. The subsequent contract for the period ending September 30, 1994, has been delayed by the Coalition to renegotiate the statement of work. The final version was signed by the OCCHS representative in April, but only approved by the Coalition at it's meeting on September 19, 1994. In good faith, OCCHS rendered the services required by the Coalition in an acceptable manner. The contract, although late, is required in order to authorize the county to reimburse OCCHS for services rendered. RECOMMENDATION(S) : The Manager recommends that the contract be approved and the Chair authorized to sign. 2 STATE OF NORTH CAROLINA ORANGE COUNTY AGREEMENT BETWEEN ORANGE COUNTY HEALTH DEPARTMENT (hereinafter referred to as OCHD) and ORANGE CHATHAM COMPREHENSIVE HEALTH SERVICES, INC. (hereinafter referred to as OCCHS) 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 OCCHS 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. OCCHS shall perform the following services under this agreement: 1. Serve as a member of the Orange County Community Based Public Health Project Steering Committee. 2 . Provide staff liaison between the communities served and the health center operated by OCCHS and between the communities served and other institutional health care providers as necessary. • 3 . Propose to OCCHS management and board program develop- ment initiatives which responds to needs identified by targeted community. 4. Serve as a member of team responsible for training community voices participants on issues and resources related to primary care. 5. Provide technical services to coalition and community groups in the following areas: community organization, needs assessment, planning, grant writing, and information concerning primary health care issues. 3 AGREEMENT Between Orange County Health Department and Orange Chatham Comprehensive 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 1, 1993 through September 30, 1994 . 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 the OCCHS's performance, OCHD shall compensate OCCHS in an amount not to exceed $12 ,500. 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 becomes a part of this agreement as Attachment A. OCCHS 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, OCCHS will submit a revised successive year budget including the carry-forward funds within 10 days of notification of appi'oval. Approval of such requests by OCCHS 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 OCCHS 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 OCCHS for a period of three years from the date of submission of the final expenditure report. 4 AGREEMENT Between Orange County Health Department and Orange Chatham Comprehensive Health Services, Inc. Page 3 of 4 Article 6. Reports OCCHS shall render all reasonable technical reports as described in Attachment B and required by OCCHS. 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 OCCHS 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. OCCHS 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 ORANGE-CHATHAM COMPREHENSIVE HEALTH DEPARTMENT HEALTH SERVICES, INC. Daniel B. Reimer, Health Director ichael Holton, Director of Administr tion Date Date 5 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 • 6 AGREEMENT Between Orange County Health Department and Orange Chatham Comprehensive Health Services, Inc. Attachment A Budget October 1, 1993 through September 30, 1994 Personnel $10,500. 00 Travel 1, 000. 00 Operational Expense 1, 000. 00 Total $12 , 500. 00 7 AGREEMENT Between Orange County Health Department and Orange Chatham Comprehensive Health Services, Inc. October 1, 1992 through September 30, 1993 . Attachment B Report Format KELLOGG COMMUNITY BASED PUBLIC HEALTH FOR THE QUARTER INCLUDING MONTHS OF PART I: General Information Coalition Name: Coordinating and Fiscal Agency: Coalition Membership: (First Report only; Report Changes Thereafter) Coalition Activities: Include: 1) Meetings, 2) Synopsis of agenda, interactions with other agencies in county, officials, etc. 3) student activity in coalition and regardless of student origin, 4) talks given by coalition members on behalf of project, etc. PART II: Coalition Goal Status Include a listing of coalition/project goals and comments on progress toward each goal achievement and assistance, if any, needed to eliminate barrier. PART III: Progress Toward of Activity Which Contributes to Kellogg Foundation Goals A. Assessment of public's state of health and health needs. B. Assurance that these needs are met. C. Leadership and policy development to improve community health. D. Team building among academic, public health, local health and human service agencies, and users of services. E. Model development for public health practice. F. Narrowing gaps in health status among ethnic, age and gender based groups. PART IV: Expense Report Total Line Item Budget Quarter Total Year to Date /gee- / ) A STATE OF NORTH CAROLINA ORANGE COUNTY AGREEMENT BETWEEN ORANGE COUNTY HEALTH DEPARTMENT (hereinafter referred to as OCHD) and ORANGE CHATHAM COMPREHENSIVE HEALTH SERVICES, INC. (hereinafter referred to as OCCHS) 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 OCCHS 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. OCCHS shall perform the following services under this agreement: 1. Serve as a member of the Orange County Community Based Public Health Project Steering Committee. 2 . Provide staff liaison between the communities served and the health center operated by OCCHS and between the communities served and other institutional health care providers as necessary. 3 . Propose to OCCHS management and board program develop- ment initiatives which responds to needs identified by targeted community. 4. Serve as a member of team responsible for training community voices participants on issues and resources related to primary care. 5. Provide technical services to coalition and community groups in the following areas: community organization, needs assessment, planning, grant writing, and information concerning primary health care issues. 1 AGREEMENT Between Orange County Health Department and Orange Chatham Comprehensive 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 1, 1993 through September 30, 1994 . 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 the OCCHV.s performance, OCHD shall compensate OCCHS in an amount not to exceed $12, 500.00. 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 becomes a part of this agreement as Attachment A. OCCHS 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, OCCHS will submit a revised successive year budget including the carry-forward funds within 10 days of notification of approval. Approval of such requests by OCCHS 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 OCCHS 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 OCCHS for a period of three years from the date of submission of the final expenditure report. AGREEMENT Between Orange County Health Department and Orange Chatham Comprehensive Health Services, Inc. Page 3 of 4 Article 6. Reports OCCHS shall render all reasonable technical reports as described in Attachment B and required by OCCHS. 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 OCCHS 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. 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 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. OCCHS 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 ORANGE-CHATHAM COMPREHENSIVE HEALTH DEPARTMENT HEALTH SERVICES, INC. ir Daniel B. Reimer, Health Director ichael Holton, Director of Administr tion Date Date 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 Oa — itr— qc..1 Date • air Orange County Board of Commissioners Date AGREEMENT Between Orange County Health Department and Orange Chatham Comprehensive Health Services, Inc. Attachment A Budget October 1, 1993 through September 30, 1994 Personnel $10,500. 00 Travel 1, 000. 00 Operational Expense 1, 000.00 Total $12, 500. 00 1 AGREEMENT Between Orange County Health Department and Orange Chatham Comprehensive Health Services, Inc. October 1, 1992 through September 30, 1993 . Attachment B Report Format KELLOGG COMMUNITY BASED PUBLIC HEALTH FOR THE QUARTER INCLUDING MONTHS OF PART I: General Information Coalition Name: Coordinating and Fiscal Agency: Coalition Membership: (First Report only; Report Changes Thereafter) Coalition Activities: Include: 1) Meetings, 2) Synopsis of agenda, interactions with other agencies in county, officials, etc. 3) student activity in coalition and regardless of student origin, 4) talks given by coalition members on behalf of project, etc. PART II: Coalition Goal Status Include a listing of coalition/project goals and comments on progress toward each goal achievement and assistance, if any, needed to eliminate barrier. PART III: Progress Toward of Activity Which Contributes to Kellogg Foundation Goals A. Assessment of public's state of health and health needs. B. Assurance that these needs are met. C. Leadership and policy development to improve community health. D. Team building among academic, public health, local health and human service agencies, and users of services. E. Model development for public health practice. F. Narrowing gaps in health status among ethnic, age and gender based groups. PART IV: Expense Report Total Line Item Budget Ouarter Total Year to Date