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HomeMy WebLinkAboutAgenda - 11-18-2008 - 4eORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 18, 2008 Action Agenda Item No. ~~ - e SUBJECT: Agreement Renewal for Adopt a Child Care Dental Screening Project Coordinator DEPARTMENT: Health PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Agreement Rosemary Summers, 245-2411 PURPOSE: To renew the agreement for a Project Coordinator for the Adopt a Child Care Dental Screening Project. BACKGROUND: The Health Department has traditionally received funds from the Orange County Partnership for Young Children (OCPYC) for a preschool dental screening program for day care and family child care homes in the County. For FY 2008-2009, the Health Department is receiving $33,600 from the OCPYC for this project. In 2003 the program was combined with the national "Give Kids a Smile" effort that encouraged local dentists to provide a day of "free care" to needy children. Since 2003, the program has usually begun in February and run through June. In FY 2007-08, 1,224 preschoolers were screened. Several private dentists and the UNC School of Dentistry partner with the Health Department in delivering this important program. It was anticipated and authorized by the BOCC to hire afull-time dental hygienist to manage this program and provide prenatal dental hygiene. After recruiting twice, the department has been unable to secure afull-time hygienist, and it is crucial to begin work on this grant project in order to deliver the services to the preschool children. Ms. Ginger Mann, a dental hygienist who has worked with the Health Department and the Dental School through a contract arrangement since 2000 to coordinate this project, has agreed to assist the County again this year. In addition, the department will supplement this contract with funds in non-permanent personnel to enable follow-up for children with identified dental health needs. The cost of the agreement with Ms. Mann is $14,500. The agreement calls for the Coordinator to: • assist in setting up the schedules for private providers and child cane homes and centers, • coordinate the staffing of the screenings, • coordinate all logistical support with the health department, • provide any education and calibration services for the screenings, • coordinate the collection and analysis of the data gathered during the screening events, and • coordinate the follow up efforts for children with identified dental needs will be handled by the non-permanent employee. The entire cost of this agreement is paid by the grant from OCPYC. The remaining grant funds pay for the supplies and other operating costs of the program. The goal of the Preschool Dental Screening Project is to promote preventive dental health education and identify needs and barriers concerning access to dental care for children age 0-5 in day care centers, family day care homes and other settings. This highly successful project won several awards in the early years of the project and has become a "best practice" that other counties have emulated. The Department will continue to recruit for the hygienist, and should the Department be successful, will develop a transition plan between Ms. Mann and the new hire to ensure that the services required by this grant continue to be provided. FINANCIAL IMPACT: The agreement for $14,500 is paid in full by the grant award from the Orange County Partnership for Young Children and has received approval from the grant agency. This agreement will require a line item transfer from personnel services to the professional contract line of the Health Department's FY 2008-2009 budget. RECOMMENDATION(S): The Manager recommends the Board approve the agreement as written. STATE OF NORTH CAROLINA COUNTY OF ORANGE AGREEMENT BETWEEN ORANGE COUNTY HEALTH DEPARTMENT AND Ginger Mann (Name of Provider) This Agreement is made effective as of the lstday of July, 2008 by and between Orange County, North Carolina for and on behalf of the Orange County Health Department, hereinafter collectively referred to as "OCHD" and the above named service provider, hereinafter referred to as the "Provider". W I T N E S S E T H• WHEREAS, OCHD desires to contract with the Provider for professional services; in its Dental Preschool Screening Program, and WHEREAS, The Provider desires to provide those services; NOW, THEREFORE, in consideration of the premises and of the following mutual promises, covenants and conditions, OCHD and the Provider agree as follows: 1. The Provider will act as the "Give Kids A Smile/Adopt A Child Care Campaign" (hereafter "Campaign") Coordinator, which includes the following: - Act as a point of contact for Orange County dentists interested in participating in the Campaign. - Agrees to meet regularly with OCPYC staff and Orange County Health Department Dental Services Director regarding the development of the Campaign effort. - Coordinate site screenings between child care providers and private dentists. - Provide any training/consultation requested by private dentists prior to Campaign dental screenings scheduled for January 2009 through February 2009. - Coordinate with Orange County Health Department Dental Services Director regarding acquisition of dental screening materials. - Coordinate distribution of dental screening materials with Orange County Health Department Dental Services Director. - Coordinate and implement referral follow-up on children identified for dental treatment with Orange County Health Department Dental Services Director by June 30, 2009. - Coordinate with OCPYC staff and Orange County Health Department Dental Services Director a follow-up with participating dentists to evaluate the Campaign. - Submit a report of Campaign activities to Orange County Health Department Dental Services Director for inclusion in the year-end project evaluation report by June 30, 2009. -Invoice the OCHD for Campaign services on a regular basis. C:\Documents and Settings\mallison\Local Settings\Temporary Internet Files\OLK108\Ginger Mann contract 08-09 v 3.doc11/3/200812:13 PM Page 1 of 4 2. The Provider will act as the "Smart Start Dental Screening, Education and Referral Project" (hereafter "Project") coordinator which includes the following: - Coordinate site screenings between child care providers and dental student teams. - Contacts directors of child care facilities to schedule dental screening. - Mail out to the directors project information and confirmation of the Project. - Conducts calibration to dental student teams. - Evaluates and makes changes to all dental forms used in the Project. - Coordinate and implement referral follow-up on children identified for dental treatment to include (mailing letters to parents and telephone calls) . - Data entries all dental screening forms and information. - Submit a report of Project activities to Orange County Health Department Dental Services Director for inclusion in the year-end project evaluation report by June 30, 2009. - Assist Orange County Health Department Dental Health Service Director in writing of Orange County Partnership for Young Children grant proposal. - Conducts the report out session of the dental student teams. 3. The Provider will act as the Information Technology Consultant for the Campaign and the Project providing the following: - Selection of appropriate computer equipment and software to accommodate the Campaign and Project data. - Design the software program for the Campaign and Project. - Analyze the data. - Provide computer-programming support for the dental teams during the Campaign and Projects. - Produce the necessary reports from the data to create reports and year-end evaluation reports. - Develop a tracking system to track the children annually. 4. OCHD shall remunerate the Provider in the amount of $14,500.00 for the Smart Start Dental grant period from the 1St day of July 2008, to the 30 day of June 2009. The Provider will submit to OCHD a bill for services rendered by the 1St day of February 2009 for $7,000 and the 1St day of June 2009 for $7,500. OCHD will thereafter submit a request for payment to the Orange County Finance Department. OCHD shall prepare and remit by mail payment to Provider based on the Finance Department's schedule. 5. The Provider hereby agrees to furnish services without regard to race, color, creed, sex or national origin. The Provider hereby agrees to abide by pertinent Rules and Regulations of OCHD, Orange County, and the North Carolina Division of Health Services in the conduct of services. Act as a point of contact for Orange County dentists interested in participating in this Campaign and Project. 6. This Agreement covers childcare centers and homes in Orange County. C:\Documents and Settings\mallison\Local Settings\Temporary Internet Files\OLK108\Ginger Mazur contract 08-09 v 3.doc11/3/200812:13 PM Page 2 of 4 0 7. This Agreement shall run for a period of one year from the 1st day of July 2008 to the 30th day of June 2009 and shall be renewable upon written notice executed by both parties. Exact days to work shall be prearranged by OCHD and Provider. 8. In connection with Provider's activities as Coordinator of the Campaign and Project, Provider agrees to abide by all applicable federal, state and local confidentiality and privacy laws, policies and procedures. Provider will not divulge confidential information to unauthorized persons. Provider understands that if Provider wrongfully discloses such information, Provider may be subject to disciplinary action. Provider further understands that Provider may be liable and subject to litigation for money awards for damages. Provider understands that if Provider should have any questions regarding OCHD's confidentiality policies and procedures, Provider will seek clarification from OHCD Health Director. Provider agrees to abide by and hereby enters into the OCHD's standard Health Insurance Portability and Accountability Act of 1996 (HIPAA) Business Associate Agreement, which is attached hereto and incorporated herein by reference. 9. Independent Contractor. The Provider shall perform all work and services described herein as an independent contractor and not as an officer, agent, servant or employee of Orange County or the OCHD. Provider shall have exclusive control of and the exclusive right to control the details of the services and work performed herewith and all persons performing the same and working herein shall be construed as creating a partnership or joint venture between Orange County or the OCHD and Provider. Provider shall not be considered an officer, agent, servant or employee of Orange County or OCHD, nor shall Provider be entitled to any benefits available or granted to employees of Orange County or OCHD. 10. This Agreement or its renewals may be terminated at any time without Penalty by either party provided that notice of such termination is furnished to the other party in time to properly arrange for professional coverage. 11. This Agreement contains the entire understanding of the parties and shall not be altered, amended or modified, except by an agreement in writing executed by the duly authorized officials of both parties. 12. The laws of North Carolina shall govern the validity and interpretations of the provisions, terms and conditions of the Agreement. 13. Provider shall obtain, at her sole expense, worker's compensation insurance (to the extent the same is required by North Carolina law) and auto liability insurance in the amounts required by the County's Risk Manager. Such insurance shall name the County as Additional Insured under the Auto Liability policy. Certificates of insurance shall be provided to the County's Risk Manager prior to Provider performing services under this Agreement. 14. Provider agrees to defend, indemnify, and hold harmless the County, for all loss, liability, claims or expense (including reasonable attorney's fees) arising from bodily injury, including death or property damage, to any person or persons caused in whole or in part by the negligence or misconduct of the Provider, except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this section to C:\Documents and Settings\mallison\Local Settings\Temporary Internet Files\OLK108\Ginger Mann contract 08-09 v 3.doc11/3/200812:13 PM Page 3 of 4 0 require Provider to indemnify the County to the extent permitted under North Carolina law. In WITNESS WHEREOF, the parties have hereunto signed this Agreement in their official capacities on the day and year listed below. Signature Page: Agreement with Ginger Mann 2008-2009 FOR AND ON BEHALF OF ORANGE COUNTY HEALTH DEPARTMENT Rosemary L. Summers, Health Director DATE: FOR AND ON BEHALF OF ORANGE COUNTY Barry Jacobs, Chair Orange County Commissioners Date: ORANGE COUNTY FINANCE DIRECTOR "This instrument has been preaudited in the manner required by the Local Government Budget and fiscal Control Act." Finance Director DATE: FOR AND ON BEHALF OF PROVIDER Ginger Mann Date: C:\Documents and Settings\mallison\I,ocal Settings\Temporary Internet Files\OLK108\Ginger Mann contract 08-09 v 3.doc11/3/200812:13 PM Page 4 of 4