Exhibit C - Additional Provisions.docx
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- Solicitation number
- DQ1 QAAA 2027000019 4
- Issued by
- Arapahoe County, Colorado
About this file
This is an Exhibit C Additional Provisions document for a contract with the Colorado Department of Early Childhood (CDEC). The contractor must provide services according to the Statement of Work (Exhibit A), adhere to all goals and objectives specified therein, and maintain compliance with contract terms and conditions. The contractor is responsible for submitting copies of any executed subcontracts to the State and must participate in CDEC-sponsored meetings related to the contract. Critical incident reporting must occur within 48 hours of any incident involving children, families, or on-duty staff funded through CDEC. All program staff are required by law to report suspected child abuse and neglect to local county child welfare agencies, law enforcement, or the child abuse reporting hotline at 1-844-CO-4KIDS, and must complete online mandatory reporter training through the Colorado Department of Human Services Child Welfare Training System.
Payment shall be made on a fixed price basis not to exceed the amount specified in the Budget (Exhibit A), with invoices submitted monthly through the OnBase Invoice Submission Process to the Professional Learning & Design Unit (PLDU). Invoices must be submitted no later than 30 days following the last day of the month, with compressed timeframes for end-of-fiscal-year invoicing; invoices for services prior to June 30th must be submitted by July 7th, with final invoices due by September 14th or risk non-payment. The contractor must maintain source documentation to support all payment requests and is prohibited from purchasing gift cards with CDEC grant funds per federal regulations. Additionally, all staff must undergo annual SAM.gov checks to ensure exclusion from federal health care programs, the contractor must comply with employment eligibility verification requirements under the Federal Acquisition Regulation, and all work must comply with Colorado accessibility standards and WCAG Level AA guidelines. The State reserves the right to offset funds based on discovery of overpayment or improper use of funds, and any costs exceeding the contracted amount will not be paid by CDEC without prior written approval and official contract amendment.
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Exhibit C Additional Provisions
1. SERVICE PROVISIONS
The Contractor 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 Contractor as described in the Statement of Work, shall be adhered to in the performance of the requirements of this Contract. In the event of a conflict, the terms and conditions of this Contract shall control over the Statement of Work. Any significant changes to the Statement of Work (SOW) require an amendment to the Contract.
2. GOALS AND OBJECTIVES
The Contractor shall be responsible for the achievement of any goals and objectives as specified within the Statement of Work (EXHIBIT A) of this Contract unless written notice of any modifications are furnished by the State to the Contractor allowing adequate time for compliance during the term of this Contract.
3. COPY OF SUBCONTRACT
The Contractor shall provide to the State a copy of any executed subcontract between the Contractor and any provider of services to fulfill any requirements of this Contract. Subcontracts shall be emailed to the Contract 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 Contract, the State shall pay to the Contractor an amount not to exceed the amount specified in the Budget (EXHIBIT A), of this Contract. |
| The Contractor 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 Contract, the Vendor shall submit their invoices by selecting PLDU - Professional Learning & Design Unit.
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 CONTRACTED AMOUNT SHALL NOT BE PAID BY COLORADO DEPARTMENT OF EARLY CHILDHOOD (CDEC). If Contractor has a legitimate need for additional funds, the Contractor shall request additional funds from the CDEC 60 days prior to projected depletion of contracted funds. CDEC shall review each request and notify Contractor in writing of approval or denial. Approval of additional funds shall require an official modification to the Contract by Amendment or Option Letter. |
| 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. Contractors 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 Contractor shall maintain source documentation to support all payment requested pursuant to this Contract. All source documentation shall be provided to the State by the Contractor upon request. |
| It is understood that the State reserves the right to offset funds pursuant to this Contract based on the discovery of overpayment or improper use of funds by the Contractor. Overpayment or improper use of funds is interpreted to apply to specific terms of prior year Contracts and includes without limitation requirements of the Generally Accepted Accounting Principles (GAAP) issued by the American Institute of Certified Public Accountants, and applicable sections of the Colorado Revised Statutes. |
5. PARTICIPATION
The Contractor representative(s) is required to participate in any Department of Early Childhood sponsored meetings related to this Contract.
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 Department of Early Childhood (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 Colorado Department of Human Services (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 Code of Federal Regulations (CFR) citations 45CFR75.406 and 45CFR75.302.A for more information.
9. SAM.GOV REQUIREMENT
| Individuals who are excluded from participation in federal health care programs are also prohibited from participating in federal government procurement and non-procurement programs according to title 2 of the Code of Federal Regulations (CFR) § 376.147 and 42 CFR part 1001, which clarifies that this applies to individuals and entities. |
| Any individual or entity excluded from participation in Medicare, Medicaid, and other Federal health care programs under Title XI of the Social Security Act, 42 U.S.C. 1320a-7, 1320a-7a, 1320c-5, or 1395ccc, and implementing regulation at 42 CFR part 1001, will be subject to the prohibitions against participating in covered transactions, as set forth in this part and part 180, and is prohibited from participating in all Federal Government procurement programs and non-procurement programs. |
| Contractor shall have a formal written policy regarding SAM.gov checks for all staff upon hiring and not less than annually including procedures for maintaining records of the evidence of this check. |
10. ACCESSIBILITY REQUIREMENTS.
All work performed must comply with all applicable provisions of §24-85-101, of the Colorado Revised Statutes (C.R.S.), et seq., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology (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 Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards. https://oit.colorado.gov/standards-policies-guides/technical-standards-policies.
11. EMPLOYMENT ELIGIBILITY VERIFICATION
Contractor/Grantee shall comply with the Federal Acquisition Regulation (FAR) regarding Employment Eligibility Verification located at https://www.acquisition.gov/far/subpart-22.18 for all contracts/agreements funded using federal funds.
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