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File #: 11-0944    Version: 1
Type: Agenda Item Status: Approved
File created: 8/9/2011 In control: Board of Supervisors
On agenda: 9/13/2011 Final action: 9/13/2011
Title: Department of Human Services (DHS) recommending the Board authorize the Chair to sign retroactive Amendment III to Agreement for Services 484-S0911 with the El Dorado County Office of Education (EDCOE) for the continued provision of Child Abuse Prevention Council (CAPC) coordinator services, incorporating various internal auditing requirements that are required to be included in contracts with subcontractors and/or sub-recipients that receive federal funds, extending the term for one year through June 30, 2012 and increasing the maximum compensation by $38,150 for FY 2011-12 services for a not-to-exceed amount of $405,475 for the total contract term that commenced on January 1, 2009. FUNDING: Agreement is 100% funded by the El Dorado County Children’s Trust Fund and a portion of the annual State CAPIT Allocation. There is no County share of cost.
Attachments: 1. A-Blue Route 484-S0911 A3, 2. B-484-S0911 A3, 3. B1-484-S0911 A2, 4. B2-484-S0911 A1, 5. B3-484-S0911
Related files: 20-0348, 22-1159
Title
Department of Human Services (DHS) recommending the Board authorize the Chair to sign retroactive Amendment III to Agreement for Services 484-S0911 with the El Dorado County Office of Education (EDCOE) for the continued provision of Child Abuse Prevention Council (CAPC) coordinator services, incorporating various internal auditing requirements that are required to be included in contracts with subcontractors and/or sub-recipients that receive federal funds, extending the term for one year through June 30, 2012 and increasing the maximum compensation by $38,150 for FY 2011-12 services for a  not-to-exceed amount of $405,475 for the total contract term that commenced on January 1, 2009.
 
FUNDING:  Agreement is 100% funded by the El Dorado County Children's Trust Fund and a portion of the annual State CAPIT Allocation.  There is no County share of cost.
 
Body
BUDGET SUMMARY:
 
 
Total Contract
 
$405,475.00
 
 
 
Funding
 
 
Original Agreement
  $63,925.00
 
Amendment I FY 2009-10
$113,850.00
 
Amendment II FY 2010-11
$113,650.00
 
Amendment III FY 2011-12
$113,650.00
 
     Total Funding Available
$405,475.00
 
Change To Net County Cost
 
$0.00
      
FISCAL IMPACT/CHANGE TO NET COUNTY COST:  None.  Funding sources are primarily the El Dorado County Children's Trust Fund (CTF) and an annual allotment of up to $25,000 in El Dorado County Child Abuse Prevention, Intervention and Treatment (CAPIT) funds from the County's State allocation.  The California Department of Social Services has confirmed that it is appropriate to use a portion of the DHS annual CAPIT allocation to contract for CAPC coordination staff support.  The current CTF balance is sufficient to cover all potential costs associated with this Agreement, with the exception of up to $40,000 allowed for grant activities that would be fully funded by future grants that CAPC may receive.  Incoming revenue sources are expected to continue to replenish CTF balances.  Funds are included in the Department's FY 2011-12 Budget.   
 
COMPENSATION FOR SERVICES:  Payments to Contractor are made within 45 days following the County's receipt and approval of itemized monthly invoices for actual CAPC-authorized services performed and documented per Agreement's requirements.  
 
TERMINATION:  Agreement includes the County's standard Fiscal Considerations termination language, as well as a provision for the County to terminate Agreement without cause in seven (7) calendar days upon written notice.
 
RETROACTIVE TERM:  Amendment III to this Agreement was signed by the Contractor June 29, 2011 and received by the Department July 19, 2011, at which time the Department immediately began scheduling this item for the next available Board date.
 
BACKGROUND:  Agreement 484-S0911 with the EDCOE for the provision of Child Abuse Prevention Council Coordinator services during the term January 1, 2009 through June 30, 2010 was approved and executed by the Board on February 3, 2009.  Amendment I to increase the compensation and add fingerprinting language was approved by the Board on June 29, 2010, and Amendment II to extend the term of the contract to June 30, 2011 was approved by the Board September 21, 2010.
 
REASON FOR RECOMMENDATION:  DHS, CAPC, and EDCOE continue to share the mutual goal of preventing child abuse in the County of El Dorado through community-based educational efforts.  EDCOE provides staff to support CAPC and coordinate or conduct the various community awareness, educational and training activities, and events approved by CAPC to further child abuse prevention efforts throughout the County.  
 
DHS is submitting this Amendment III to Agreement 484-S0911 on behalf of CAPC to allow for the continued provision of CAPC Coordinator services during FY 2011-12 in an amount not-to-exceed $113,850 for the fiscal year.  Amendment III to Agreement 484-S0911 continues to allow reimbursement to EDCOE for up to $38,150 for CAPC Coordinator staff salary and benefits during FY 2011-12 and specifies annual not-to-exceed amounts for each category in which activities may be coordinated and/or conducted, including activities for potential future grants that CAPC may receive.
 
PURCHASING AGENT REVIEW:  The County Purchasing Agent has reviewed the Department's request to amend this Agreement and concurs that it is in compliance with Board of Supervisors Policy C-17.
 
ACTION TO BE TAKEN FOLLOWING BOARD APPROVAL:  
1)  Chair to sign two (2) originals of Amendment III to Agreement 484-S0911.
2)  Board Clerk's Office to return one (1) original Agreement to Human Services at Briw Road
3)  Department to distribute as appropriate.
 
CONTACT:  Daniel Nielson, Director X7275
 
CONCURRENCES:  County Counsel, Risk Management and Human Resources have approved Amendment III to Agreement for Services 484-S0911.