Exhibit B - Additional Provisions.docx
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- Attached to
- Reflective Consultation for EI Care Navigators
- Solicitation number
- DQ1 QAAA 2027000018 2
- Issued by
- Arapahoe County, Colorado
About this file
This is an Exhibit B Additional Provisions document from the Colorado Department of Early Childhood (CDEC) outlining contractual terms and conditions for a Purchase Order related to family support programs and early intervention services. The document establishes the framework for service delivery under a Statement of Work (Exhibit A), requiring the Grantee to adhere to specified goals, objectives, tasks, and timetables. The Grantee must participate in CDEC-sponsored meetings, report critical incidents involving children, families, or staff within 48 hours, and ensure all staff comply with mandatory child abuse and neglect reporting requirements. The contract prohibits the use of CDEC grant funds for purchasing gift cards and mandates compliance with accessibility standards established under Colorado Revised Statutes and the Web Content Accessibility Guidelines (WCAG) Level AA.
Payment is rendered on a fixed-price basis subject to verification of full and satisfactory compliance with contract terms, with the amount not to exceed the budget specified in Exhibit A. Invoices must be submitted monthly through the OnBase Invoice Submission Process no later than 30 days following month-end, with compressed timelines for fiscal year-end invoicing. The Grantee is responsible for maintaining source documentation to support all payment requests and must submit requests for additional funds at least 60 days prior to projected budget depletion, requiring official modification to the Purchase Order for approval. Any costs exceeding the Purchase Order amount will not be paid by CDEC, and the State reserves the right to offset funds based on discovery of overpayment or improper use of funds, including violations of Generally Accepted Accounting Principles or applicable sections of Colorado Revised Statutes.
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Text version
Exhibit C Additional Provisions
ABBREVIATIONS
· C.R.S. – Colorado Revised Statutes
· CDEC – Colorado Department of Early Childhood
· CDHS – Colorado Department of Human Services
· CFR – Code of Federal Regulations
· FAR - Federal Acquisition Regulation
· GAAP - Generally Accepted Accounting Principles
· GAE – General Accounting Encumbrance
· GSA – Federal General Services Administration
· OIT – Governor’s Office of Information Technology
· SAM.gov – System for Award Management
· SOW – Statement of Work
· U.S.C. – United States Code
· WCAG – Web Content Accessibility Guidelines
1. SERVICE PROVISIONS
The Grantee shall provide the services according to the plans submitted in the “Statement of Work”, attached and incorporated herein by this reference as EXHIBIT A. In all cases, the descriptions, plans, timetables, tasks, duties, and responsibilities of the Grantee as described in the SOW, shall be adhered to in the performance of the requirements of this Purchase Order. In the event of a conflict, the terms and conditions of this Purchase Order shall control over the SOW. Any significant changes to the SOW require a Modification to the Purchase Order.
2. GOALS AND OBJECTIVES
The Grantee shall be responsible for the achievement of any goals and objectives as specified within the SOW (EXHIBIT A) of this Purchase Order unless written notice of any modifications are furnished by the State to the Grantee allowing adequate time for compliance during the term of this Purchase Order.
3. COPY OF SUBCONTRACT
The Grantee shall provide to the State a copy of any executed subcontract between the Grantee and any provider of services to fulfill any requirements of this Purchase Order. Subcontracts shall be emailed to the CDEC Representative upon execution.
4. PAYMENT
| In consideration of the provision of services and reporting and subject to all payment and price provisions and further subject to verification by the State of full and satisfactory compliance with the terms of this Purchase Order, the State shall pay to the Grantee an amount not to exceed the amount specified in the Budget (EXHIBIT A), of this Purchase Order. |
| The Grantee shall submit requests for payment to the OnBase Invoice Submission Process no less than monthly on forms prescribed and provided by the State. |
Link to Frequently Asked Questions about the OnBase Invoice Submission Process.
Link to Vendor Invoice Guidance
a) Under this Purchase Order, the Vendor shall submit their invoices by selecting EIE - Early Intervention Evaluations.
For technical issues please contact the OnBase Administrator at CDEC_OnBase_Admin@state.co.us.
For invoice issues, including but not limited to questions about which program to select or program manager emails to enter, please contact CDEC_Invoicing@state.co.us.
| Payment shall be made on a fixed price basis for services rendered. |
| IT IS UNDERSTOOD ANY COSTS THAT EXCEED THE PURCHASE ORDER AMOUNT SHALL NOT BE PAID BY CDEC. If Grantee has a legitimate need for additional funds, the Grantee shall request additional funds from the CDEC 60 days prior to projected depletion of maximum Purchase Order amount. CDEC shall review each request and notify Grantee in writing of approval or denial. Approval of additional funds shall require an official modification to the Purchase Order by Modification. |
| Timely Invoicing - Invoices shall be submitted no later than 30 days following the last day of the month. End of State Fiscal Year invoices are on a compressed timeframe. Invoices for all services provided prior to June 30th shall be invoiced by July 7th. Grantees who are unable to provide the invoice by July 7th shall notify the state of the amount to be booked as accounts payable by July 13th by sending an email to OnBase Invoice Submission Process. Final invoices for services prior to June 30th shall be submitted by September 14th. Invoices received after September 14th may not be paid. |
| The Grantee shall maintain source documentation to support all payment requested pursuant to this Purchase Order. All source documentation shall be provided to the State by the Grantee upon request. |
| It is understood that the State reserves the right to offset funds pursuant to this Purchase Order based on the discovery of overpayment or improper use of funds by the Grantee. Overpayment or improper use of funds is interpreted to apply to specific terms of prior year Purchase Orders and includes without limitation requirements of the GAAP issued by the American Institute of Certified Public Accountants, and applicable sections of the C.R.S. |
5. PARTICIPATION
The Grantee representative(s) is required to participate in any CDEC sponsored meetings related to this Purchase Order.
6. CRITICAL INCIDENT REPORTING
Within 48 hours of the occurrence of a critical incident involving any child or family and/or an on duty agency staff member of any family support program staff funded through the CDEC, the agency must report in writing the details of the critical incident to the CDEC Program Manager for the involved family support program. Critical incidents may include, but are not limited to, awareness of an egregious incident of abuse and/or neglect, near fatality, or fatality of any child currently enrolled in a family support program; involuntary termination of a program staff’s employment; criminal allegations involving program staff and related to his/her employment; negative media attention about the family support program; any major injury or threat to the security of an agency staff member while on duty and visiting an enrolled child or family.
7. MANDATED REPORTING
| All program staff are required by law to report suspected child abuse and neglect. Mandatory reporters must report suspected child abuse and neglect to the local county child welfare agency, the local law enforcement agency, or by calling the child abuse reporting hotline system at 1-844-CO-4KIDS (1-844-264-5437). |
| All program staff are required to take the online mandatory reporter training on the CDHS Child Welfare Training System: https://www.coloradocwts.com/mandated-reporter-training. |
8. GIFT CARDS
To comply with CDEC policy and federal guidelines, purchasing gift cards with funds from CDEC grant funds is not allowed. Please see 45 CFR 75.406 and 45 CFR 75.302.A for more information.
9. ACCESSIBILITY REQUIREMENTS.
| All work performed must comply with all applicable provisions of §24-85-101 C.R.S., et seq., and the Accessibility Standards for Individuals with a Disability, as established by the OIT pursuant to §24-85-103 (2.5), C.R.S. and all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the WCAG, incorporated in the State of Colorado technology standards. https://oit.colorado.gov/standards-policies-guides/technical-standards-policies. | |
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