HomeMy WebLinkAboutPR 20277: CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND HEALTH AND HUMAN SERVICES FOR THE WIC PROGRAM City of Cu
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DATE: August 15, 2018
To: Harvey Robinson, Interim City Manager
From: Judith A. Smith, RN,BSN
RE: Approval of the FY 2018-2019 Contract between the City of Port Arthur and Health and
Human Services for the WIC Program increasing the funds for 2019 and extending the contract
to September 30,2019. No City Match is required.
Nature of the Request: The WIC program provides supplemental food vouchers and nutrition
education to enhance good health care at no cost to low-income pregnant and postpartum
women, infants, and children identified to be at nutritional risk. The initial FY 2017 contract
was approved on November 29, 2016 per Resolution No. 16-317 for the period October 1, 2016
to September 30, 2017, and was amended for FY 2018 per Resolution No. 17-033 for
$642,521.00 and now Health and Human Services Commission wishes to add $642,521.00 for
FY 2019 and extending the contract for an additional year ending 09/30/2019 for a total of
$1,913,046.00.
Staff Analysis,Considerations: This grant covers(9)nine full time employees and(1) one
contract(Registered Dietitian)
Recommendations: It is recommended that the City Council approve P.R. No.20277, which is
the FY 2018-2019 contract between the City of Port Arthur and Health and Human Services
Commission increasing the funding for FY 2019 and extending the contract to 09/30/2019.
Budget Considerations: This will cover the costs of personnel, fringe,travel, equipment, and
supplies to operate the program for another 12 month.
"REMEMBER WE ARE HERE TO SERVE THE CITIZENS OFPORTARTHURP.O.BOX I089•PORT ARTHUR,TX 77641-1089•
409/983-8101-FAX 409/982-6743
P.R.NO. 20277
08/15/2018 js
RESOLUTION NO.
A RESOLUTION TO AMEND THE FY 2017-2018 CONTRACT
BETWEEN THE CITY OF PORT ARTHUR AND HEALTH AND HUMAN
SERVICES, WIC DIVISION, INCREASING THE FUNDS FOR FY 2019
AND EXTENDING THE CONTRACT TO SEPTEMBER 30, 2019 FOR A
TOTAL NOT TO EXCEED $1,913,046.00. NO CITY MATCH REQUIRED.
WHEREAS, the contract between the City of Port Arthur and the Department of State
Health Services, will provide financial assistance to the Port Arthur City Health Department to
supplement the delivery of public health services; and,
WHEREAS, WIC Participation provides for supplemental food instruments, nutrition
education and counseling to enhance good health care at no cost to low-income pregnant and
postpartum women, infants and children identified to be at nutritional risk. The grant award is
based on monthly client participation.
WHEREAS, the initial FY 2017 contract was approved on November 29, 2016 per
Resolution No. 16-317 for the period October 1, 2016 to September 30, 2017, and was amended
on February 14, 2017 per Resolution No. 17-033 for the period October 1, 2017 to September 30,
2018, and Health and Human Services now wishes to add funding of$642,521.00 for FY 2019
and extend the contract for an additional year to September 30, 2019 for a total of$1,913,046.00.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1. That, the facts and opinions in the preamble are true and correct.
Section 2. That, the City Council of the City of Port Arthur hereby approves the
contract amendment between the City of Port Arthur and Health and Human Services increasing
P.R.NO. 20277
Page 2
the funding for FY 2018 by adding $642,521.00 and extending the contract to September 30,
2019 increasing the total funds to $1,913,046.00.
Section 3. That, the City Council deems it is in the best interest of the City to approve
and authorize the City Manager to execute the contract amendment between the Department of
State Health Services and the City of Port Arthur, Texas, to continue the Women, Infants and
Children(WIC) program as delineated in Exhibit"A".
Section 4. That, a copy of the caption of this Resolution be spread upon the Minutes of
the City Council.
READ,ADOPTED, AND APPROVED, this day of
2018 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following
Vote: AYES:
Mayor:
Councilmembers:
NOES:
Mayor
ATTEST:
Sherri Bellard, City Secretary
P.R.NO. 20277
Page 3
APPROVED AS TO FORM:
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Valecia Tize City Attorney
APPROVED FOR ADMINISTRATION:
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Harvey Robinson, Interim City Managerudith Smith, R.N. BSN, Director of Health
EXHIBIT "A"
DocuSign Envelope ID:8BEA1900-FDAD-4BB9-A679-44FDFC07394C
HEALTH AND HUMAN SERVICES COMMISSION
CONTRACT No.2017-049740-001
AMENDMENT NO. 2
The HEALTH AND HUMAN SERVICES COMMISSION("HHSC"or"System Agency")and CITY OF
PORT ARTHUR("Grantee"),who are collectively referred to herein as the"Parties"to that certain
Women, Infant and Children's Nutrition Local Agency grant contract effective October 1, 2016
and denominated HHSC Contract No.2017-049740-001 ("Contract"),as amended,now desire to
further amend the Contract.
WHEREAS, the Department of State Health Services ("DSHS") was an original party to the
Contract;
WHEREAS, all functions associated with the Contract were transferred from DSHS to HHSC by
operation of law in accordance with Senate Bill 200, 84th Legislature (requiring consolidation of
the Health and Human Services System) and Texas Government Code Chapter 531;
WHEREAS,the Contract provides that DSHS may assign,pledge or transfer the Contract to another
State agency(see Attachment B,Uniform Terms and Conditions, Section 9.06,Assignments);
WHEREAS, System Agency has elected to extend the Contract through Fiscal Year ("FY") 2019
(October 1, 2018 through September 30,2019) in accordance with Section III of the Contract.
WHEREAS, the Parties desire to revise the Budget to add funds for FY 2018 (October 1, 2017
through September 30,2018) and FY 2019;
WHEREAS;the Parties desire to revise the Statement of Work; and
WHEREAS, these revisions will result in an addition of SIX HUNDRED SIXTY-EIGHT THOUSAND
TWO HUNDRED SEVENTY-EIGHT DOLLARS ($668,278.00)in federal grant funds.
Now,THEREFORE,the Parties hereby amend and modify the Contract as follows:
1. References in the Contract to"DSHS"are hereby changed to"HHSC".
2. SECTION III of the Contract, DURATION, is hereby amended to reflect a new termination
date of September 30,2019.
3. SECTION IV of the Contract, BUDGET, is deleted and replaced in its entirety with the
following:
IV. BUDGET
The total amount of this Contract will not exceed ONE MILLION NINE HUNDRED
THIRTEEN THOUSAND FORTY-SIX DOLLARS ($1,913,046.00), of which $622,384.00 is
allocated to FY 2017 (October 1, 2016 through September 30, 2017), $648,141.00 is
allocated to FY 2018 (October 1, 2017 through September 30, 2018) and $642,521.00 is
System Agency Contract No.2017-049740-001 Page I of 5
DocuSign Envelope ID:8BEA1900-FDAD-4B39-A679-44FDFC07394C
allocated to FY 2019 (October 1, 2018 through September 30, 2019). All expenditures
under the Contract will be in accordance with Attachment A,Statement of Work.
4. SECTION I(H) of ATTACHMENT A,STATEMENT OF WORK, is deleted and replaced in its
entirety with the following:
H. Conduct outreach to potential participants and implement strategies to retain existing
participants.
5. SECTION I(M) Of ATTACHMENT A,STATEMENT OF WORK, is deleted and replaced in its
entirety with the following:
M. Allow System Agency or its agent to configure all desktop, laptops, and tablets purchase
with WIC funds for access to the Texas Integrated Network ("TXIN") Management
Information System ("MIS") at all Grantee WIC clinics and administrative offices.
Grantee will notify System Agency in writing not less than forty-five(45) days prior to
the relocation of a site, and the deployment of a new site. Grantee is responsible for all
desktop, laptops, and tablet maintenance and hardware support.
6. SECTION I(N) of ATTACHMENT A,STATEMENT OF WORK, is deleted and replaced in its
entirety with the following:
N. Grantee is required to immediately address,or facilitate internal access to all its clinics
to the System Agency or its agent to facilitate the resolution of any issues restricting
valid food benefit issuance to eligible WIC participants. Grantee is required to notify
the System Agency of any issues resulting in the interruption of services for a period
of four(4)hours or more.
7. SECTION I(R) of ATTACHMENT A,STATEMENT OF WORK, is amended by deleting it in
its entirety and replacing it with the following:
R. Omitted.
8. SECTION I(S) Of ATTACHMENT A,STATEMENT OF WORK, is deleted and replaced in its
entirety with the following:
S. Implement special projects according to System Agency-approved plan related to
nutrition education, outreach or breastfeeding and submit any required deliverables in
a format approved by System Agency. Funding for special projects is contingent upon
availability and approval in writing by System Agency of the Grantee's plan for the
special project.
9. SECTION I(BB)of ATTACHMENT A,STATEMENT OF WORK,is deleted and replaced in its
entirety with the following:
BB. Submit to System Agency or maintain the following deliverables in a format
designated by System Agency:
1. Monthly WIC Local Agency Performance Measure Report submitted by the 15th
calendar day of the following month; and
System Agency Contract No.2017-049740-001 Page 2 of 5
DocuSign Envelope ID:8BEA1900-FDAD-4BB9-A679-44FDFC07394C
2. Monthly Extended Hours Summary Report submitted by the 15th calendar day
of the following month.
10. SECTION II(A) of ATTACHMENT A,STATEMENT OF WORK, is deleted and replaced in its
entirety with the following:
A. Grantee shall ensure:
1. An average of 95% of families each quarter who participate in the WIC Program
by receiving food benefits also receive nutrition education classes or individual
counseling;
2. Each quarter an average of 20% or greater of all pregnant women who enter the
WIC Program are certified as eligible;
3. Each quarter an average of 80% of clients who are enrolled in the WIC Program,
excluding dual participants and transfer locked and/or migrant clients, participate
as food benefit recipients each month (breast-feeding infants are also included in
the client count); and
4. 100% of participants who indicate during the enrollment process for the WIC
Program that they have no source of health care are referred to at least one (1)
source of health care at certification of eligibility.
11.SECTION III(A)of ATTACHMENT A,STATEMENT OF WORK, is deleted and replaced in its
entirety with the following:
A. Grantee will request monthly payments using the State of Texas Purchase Voucher
(Form 4116) at https://hhs.texas.gov/laws-regulations/forms/4000-4999/form-4116-
state-texas-purchase-voucher and submit with any supporting documentation by
electronic mail to System Agency at WicVouchers@hhsc.state.tx.us. Grantee shall
indicate separately on the face of the State of Texas Purchase Voucher, the costs
associated with nutrition education,breast-feeding,and other administrative costs.
12. SECTION III(B) of ATTACHMENT A, STATEMENT OF WORK, is amended by modifying
and replacing it with the following:
B. Grantee will submit Financial Status Reports("FSR")by electronic mail to the System
Agency at WicVouchers@hhsc.state.tx.us by the last business day of the month
following the end of each quarter of the Contract term for review and financial
assessment.
13. SECTION III(D)(3)of ATTACHMENT A,STATEMENT OF WORK, is deleted and replaced in
its entirety with the following:
3. Administrative costs will be reimbursed based on actual costs,but not to exceed the
"maximum reimbursement" based upon the sum of the participants who were
issued WIC EBT cards each month plus infants who do not receive any WIC EBT
cards whose breastfeeding mothers were participants to the extent that the total so
derived does not exceed Grantee's total assigned caseload within any given month.
Surplus funds (the amount by which maximum reimbursements exceed actual
System Agency Contract No.2017-049740-001 Page 3 of 5
DocuSign Envelope ID: 8BEA1900-FDAD-4BB9-A679-44FDFC07394C
costs) can be accumulated and carried forward within the same fiscal year.
14. The Parties agree to revise the supplemental condition for Section 2.03,Financial Status
Reports (FSRs) in ATTACHMENT D, SUPPLEMENTAL AND SPECIAL CONDITIONS to
provide as follows:
Except as otherwise provided in these Uniform Terms and Conditions or in the terms of
any Attachment(s) that is incorporated into the Contract, Grantee shall submit quarterly
FSRs to System Agency by the last business day of the month following the end of each
quarter of the Program Attachment term for System Agency review and financial
assessment. Grantee shall submit the final FSR no later than forty-five (45)calendar days
following the end of the applicable Fiscal Year.
15. The Parties agree to add the following supplemental condition to ATTACHMENT D,
SUPPLEMENTAL AND SPECIAL CONDITIONS:
Section 4.03, Submission of Audit, of the Health and Human Services Commission
Uniform Terms and Conditions—Grant,Version 2.13 is deleted and replaced in its entirety
with the following:
4.03 Submission of Audit
Due the earlier of 30 days after receipt of the independent certified public
accountant's report or nine months after the end of the fiscal year, Grantee shall
submit electronically, one copy of the Single Audit or Program-Specific Audit to
the System Agency as directed in this Contract and another copy to:
single_audit_report@hhsc.state.tx.us.
16. SECTION 1.16, Child Abuse Reporting Requirement of ATTACHMENT D,
SUPPLEMENTAL AND SPECIAL CONDITIONS,is deleted and replaced in its entirety with the
following:
Section 1.16 Child Abuse Reporting Requirement
a. Grantees shall comply with child abuse and neglect reporting requirements in Texas
Family Code Chapter 261. This section is in addition to and does not supersede any
other legal obligation of the Grantee to report child abuse.
b. Grantee shall comply with System Agency WIC Program Child Abuse policy.
17. This Amendment No.2 shall be effective as of May 1, 2018 or upon the date this
Amendment is signed by both Parties,whichever occurs later.
18. Except as amended and modified by this Amendment No.2 all terms and conditions of the
Contract, as amended, shall remain in full force and effect.
19. Any further revisions to the Contract shall be by written agreement of the Parties.
SIGNATURE PAGE FOLLOWS
System Agency Contract No.2017-049740-001 Page 4 of 5
DocuSign Envelope ID:8BEA1900-FDAD-4BB9-A679-44FDFC07394C
SIGNATURE PAGE FOR AMENDMENT No.2
HHSC CONTRACT No.2017-049740-001
HEALTH AND HUMAN SERVICES CITY OF PORT ARTHUR
COMMISSION
By:
Name: Harvey Robinson
Title: Interim City Manager
Date of Execution: Date of Execution:
THE FOLLOWING ATTACHMENTS ARE ATTACHED AND INCORPORATED AS PART OF THE
CONTRACT:
ATTACHMENT A-1 FFATA
System Agency Contract No.2017-049740-001 Page 5 of 5
DocuSign Envelope ID:8BEA1900-FDAD-4BB9-A679-44FDFC07394C
Fiscal Federal Funding Accountability and Transparency Act
(FFATA) CERTIFICATION
The certifications enumerated below represent material facts upon which DSHS relies when reporting
information to the federal government required under federal law. If the Department later determines
that the Contractor knowingly rendered an erroneous certification, DSHS may pursue all available
remedies in accordance with Texas and U.S. law. Signor further agrees that it will provide immediate
written notice to DSHS if at any time Signor learns that any of the certifications provided for below were
erroneous when submitted or have since become erroneous by reason of changed circumstances. If the
Signor cannot certify all of the statements contained in this section, Signor must provide written
notice to DSHS detailing which of the below statements it cannot certify and why.
Legal Name of Contractor: FFATA Contact#1 Name,Email and Phone Number:
Primary Address of Contractor: FFATA Contact#2 Name, Email and Phone Number:
ZIP Code:9-digits Required www,usps.com DUNS Number:9-digits Required www.sam.gov
State of Texas Comptroller Vendor Identification Number (VIN) 14 Digits
Printed Name of Authorized Representative Signature of Authorized Representative
Harvey Robinson
Title of Authorized Representative Date
Interim City Manager
- 1 -
Department of State Health Services Form 4734—June 2013
DocuSign Envelope ID:8BEA1900-FDAD-4BB9-A679-44FDFC07394C
Fiscal Federal Funding Accountability and Transparency Act
(FFATA) CERTIFICATION
As the duly authorized representative (Signor) of the Contractor, I hereby certify that
the statements made by me in this certification form are true, complete and correct to
the best of my knowledge.
Did your organization have a gross income, from all sources, of less than $300,000 in
your previous tax year? Yes I I No
If your answer is "Yes", skip questions "A", "B", and "C" and finish the certification.
If your answer is "No", answer questions "A" and "B".
A. Certification Regarding% of Annual Gross from Federal Awards.
Did your organization receive 80% or more of its annual gross revenue from federal
awards during the preceding fiscal year? I Yes No
B. Certification Regarding Amount of Annual Gross from Federal Awards.
Did your organization receive $25 million or more in annual gross revenues from federal
awards in the preceding fiscal year? 1 Yes No
If your answer is "Yes" to both question "A" and "B", you must answer question "C".
If your answer is "No" to either question "A" or "B", skip question "C" and finish the
certification.
C. Certification Regarding Public Access to Compensation Information.
Does the public have access to information about the compensation of the senior
executives in your business or organization (including parent organization, all branches,
and all affiliates worldwide) through periodic reports filed under section 13(a) or 15(d)
of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the
Internal Revenue Code of 1986? I J Yes No
If your answer is "Yes"to this question,where can this information be accessed?
If your answer is "No" to this question, you must provide the names and total
compensation of the top five highly compensated officers below.
For example:
John BIum:500000;Mary Redd:50000;Eric Gant:400000;Todd Platt:300000;
Sally Tom:300000
Provide compensation information here:
-2-
Department of State Health Services Form 4734—June 2013
Docu5tipw.
SICU!!D
Certificate Of Completion
Envelope Id:8BEA1900FDAD4BB9A67944FDFC07394C Status:Sent
Subject:Amending$1,913,046;2017-049740-001;City of Port Arthur A-2;HHSCIWIC
Source Envelope:
Document Pages:12 Signatures:0 Envelope Originator:
Certificate Pages:2 Initials:0 Texas Health and Human Services Commission
AutoNav: Enabled 1100 W.49th St.
Envelopeld Stamping:Enabled Austin,TX 78756
Time Zone:(UTC-06:00)Central Time(US&Canada) PCS_DocuSign@hhsc.state.tx.us
IP Address: 167.137.1.16
Record Tracking
Status:Original Holder:Texas Health and Human Services Location:DocuSign
August 8,2018 Commission
PCS_DocuSign@hhsc.statelx.us
Signer Events Signature Timestamp
Greta Rymal Completed Sent:August 8,2018
Greta.Rymal@hhsc.state.tx.us Viewed:August 8,2018
Texas Health and Human Services Commission Signed:August 8,2018
Security Level:Email,Account Authentication Using IP Address: 167.137.1.15
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Harvey Robinson Sent:August 8,2018
Harvey.robinson@portarthurtx.gov Viewed:August 15,2018
Interim City Manager
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Andy Marker
Edward.Marker@hhsc.state.tx.us
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Karen Ray
Karen.Ray@hhsc.state.lx.us
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Cecile Young
cecile.young@hhsc.state.bc.us
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Amy Fitzgerald COPIED Sent:August 8,2018
amy.fitzgerald@hhsc.state.tx.us
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Cynthia Wright COPIED Sent:August 8,2018
cynthia.wright@hhsc.state.tx.us Viewed:August 8,2018
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Christina Patteson COPIED Sent:August 8,2018
Christina.patteson@portarthurtx.gov Viewed:August 8,2018
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Pam Wells
pam.wells@hhsc.state.tx.us
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted August 8,2018
Payment Events Status Timestamps
