HomeMy WebLinkAboutContract 30802 CITY SEC1=ETAF?Y
CONTRACT NO. C�
STATE OF TEXAS §
KNOW ALL BY THESE PRESENTS:
COUNTIES OF TARRANT §
AND DENTON
CONTRACT FOR PROFESSIONAL SERVICES
This Contract is made by the City of Fort Worth, Texas, a municipal corporation situated in
Tarrant and Denton Counties, Texas, acting as administrator for the Child Mental Health Initiative
Co-operative (CMHI) Agreement for the Mental Health Connection of Tarrant County (MHC)
hereinafter called "City", by and through its duly authorized Assistant City Manager, Joe Paniagua,
and the Santa Fe Adolescent Services as an agency doing busin in Texas, hereinafter called
"Contractor" actin herein b and through �/ its duly
authorized y� I
1. Scope of Services.
In accordance with the highest professional standards, Contractor agrees to provide the services
of two Wraparound Facilitators as specified in Attachment 1 —"Scope of Work",attached hereafter
and incorporated into this agreement hereby. Contractor shall follow any and all standards as deemed
necessary by the U.S. Department of Health and Human Services for the CMHI Agreement and as
described in the Grant (the Grant) to fund the CMHI Agreement.
2. Compensation:
a. The amount to be paid to Contractor for all services performed hereunder shall be
$124,289.
b. It is understood that this Contract contemplates the provision of full and complete
contractual services for this project, including any and all necessary changes or contingencies
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to complete the work as outlined in Section 1, "Scope of Services", for the fee described in
Section 2.a.
3. Term..
The term of this Contract shall commence upon date of full execution by City and Contractor
and shall terminate September 29,2005,unless terminated earlier as provided herein. City shall have
the right to extend this Contract for up to three (3) consecutive one-year renewal terms, provided
City and Contractor agree to extend this Contract in writing at least thirty(30)Days prior to the end
of the initial term or the then current renewal term. All renewals shall have the same terms and
conditions as set forth herein,unless agreed to otherwise in writing byboth parties in an amendment
to this Contract.
4. Termination
a. City may terminate this Contract at anytime for any cause by 30-day notice in ur-iting to
Contractor. Upon the receipt of such notice,Contractor will have 30 days to discontinue all services
and work and the placing of all orders or the entering into contracts for all supplies, assistance,
facilities and materials in connection with the performance of this Contract and shall proceed to
cancel promptly all existing contracts insofar as they are chargeable to this Contract. If the City
terminates this Contract under this Section 4.a., the City shall pay Contractor for services actually
performed in accordance herewith prior to such termination, less such payments as have been
previously made, in accordance with a final statement submitted by Contractor documenting the
performance of such work.
b. In the event no funds or insufficient funds are appropriated by City or by the U.S.
Department of Health and Human Services in any fiscal period for any payments due hereunder,City
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will notify Contractor of such occurrence and this Contract shall terminate on the last day of the
fiscal period for which appropriations were received without penalty or expense to City of any kind
whatsoever, except as to the portions of the payments herein agreed upon for which funds shall have
been appropriated. City has informed Contractor that,concurrently with approval of this Contract,
City intends to appropriate 100% of the funds specified in this Contract, so that all funds will be
budgeted and appropriated prior to the commencement date of this Contract.
C. Upon termination of this Contract for any reason, Contractor shall provide the City with
copies of all completed or partially completed documents prepared under this Contract.
5. Indemnification.
CONTRACTOR SHALL INDEMNIFY AND HOLD THE CITY AND ITS OFFICERS,
AGENTS AND EMPLOYEES HARMLESS FROM ANY LOSS,DAMAGE,LIABILITY OR
EXPENSE FOR DAMAGE TO PROPERTY AND INJURIES, INCLUDING DEATH, TO
ANY PERSON, INCLUDING BUT NOT LIMITED TO OFFICERS, AGENTS OR
EMPLOYEES OF CONTRACTOR OR SUBCONTRACTORS,WHICH MAY ARISE OUT
OF ANY ACT, ERROR OR OMISSION IN THE PERFORMANCE OF CONTRACTOR'S
PROFESSIONAL SERVICES. CONTRACTOR SHALL DEFEND AT ITS OWN EXPENSE
ANY SUITS OR OTHER PROCEEDINGS BROUGHT AGAINST THE CITY, ITS
OFFICERS, AGENTS AND EMPLOYEES, OR ANY OF THEM, RESULTING FROM
SUCH ACT,ERROR OR OMISSION;AND SHALL PAY ALL EXPENSES AND SATISFY
ALL JUDGMENTS WHICH MAY BE INCURRED BY OR RENDERED AGAINST THEM
OR ANY OF THEM IN CONNECTION THEREWITH RESULTING FROM SUCH ACT,
ERROR OR OMISSION.
6. Insurance.
a. Consultants shall not commence work under this Contract until it has obtained all
insurance required under this section and until such insurance has been approved by the City,nor
shall Consultant allow any subcontractor to commence work on its subcontract until all similar
insurance of the subcontractor has been so obtained and approval given by the City.
b. Professional Liability limits should be consistent with other requirements. The
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recommended minimum should be no less than:
$1,000,000 per occurrence
$2,000,000 aggregate
The minimum insurance requirement for this line of coverage should be sufficient enough to
coverage the completed operations of the construction project. Policies are to be written on an
occurrence basis or if coverage is written on a claims-made basis, the retroactive date shall be
coincident with or prior to the date of the contractual agreement. The certificate of insurance shall
state that the coverage is claims-made and include the retroactive date. The insurance shall be
maintained for the duration of the contractual agreement and for five(5)years following completion
of the service provided under the contractual agreement or for the warranty period, whichever is
longer. An annual certificate of insurance submitted to the City shall evidence coverage.
c. General Requirements
Wavier of rights of recovery(subrogation) in favor of the City of Fort Worth.
The deductible or self-insured retention (SIR) affecting required insurance coverage shall be
acceptable to and approved in writing by the Risk Manager of the City of Fort Worth in regards to
asset value and stockholders'equity. In lieu of traditional insurance,alternative coverage maintained
through insurance pools or risk retention groups, must also approved by the City's Risk Manager.
The City, at its sole discretion, reserves the right to review the insurance requirements and to make
reasonable adjustments to insurance coverage's and their limits when deemed necessary and prudent
by the City based upon changes in statutory law,court decision or the claims history of the industry
as well as of the contracting party to the City of Fort Worth. The City shall be required to provide
prior notice of ninety(days). n;-
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The City shall be entitled, upon request and without expense, to receive copies of policies and
endorsements thereto and may make any reasonable requests for deletion or revision or modifications
of particular policy terms, conditions, limitations, or exclusions except where policy provisions are
established by law or regulations binding upon either of party or the underwriter on any such
policies.
d. Proof of Insurance Coverage. Contractor shall furnish the City with a certificate of insurance as
proof that it has obtained for the duration of this Contract the insurance amounts required herein.
Consultant's insurance policy shall provide that the insurer shall give the City thirty(30)-days'prior
written notice before altering, modifying or terminating the insurance coverage.
7. Independent Contractor.
Contractor shall perform all work and services hereunder as an independent contractor and not as an
officer, agent or employee of the City. Contractor shall have exclusive control of, and the exclusive
right to control, the details of the work performed hereunder and all persons performing same and
shall be solely responsible for the acts and omissions of its officers, agents, employees and
subcontractors. Nothing herein shall be construed as creating a partnership or joint venture between
the City and the Contractor, its officers, agents, employees and subcontractors; and the doctrine of
respondeat superior shall have no application as between the City and the Contractor.
8. Disclosure of Conflicts.
Contractor warrants to the City of Fort Worth that it has made full disclosure in writing of any
existing or potential conflicts of interest related to the services to be performed hereunder.
Contractor further warrants that it will make prompt disclosure in writing of any conflicts of interest,
which develop subsequent to the signing of this Contract.
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CRP09.21.04v1 $
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9. Right to Audit.
Contractor agrees that the City shall,until the expiration of three(3)years after final payment under
this Contract, have access to and the right to examine any directly pertinent books, documents,
papers and records of the Contractor involving transactions relating to this Contract. Contractor
agrees that the City shall have access during normal working hours to all necessary Contractor
facilities and shall be provided adequate and appropriate workspace in order to conduct audits in
compliance with the provisions of this section. The City shall give Contractor reasonable advance
notice of intended audits.
Contractor further agrees to include in all its subcontractor agreements hereunder a provision to
the effect that the subcontractor agrees that the City shall,until the expiration of three(3)years after
final payment under the subcontract, have access to and the right to examine any directly pertinent
books, documents, papers and records of such subcontractor involving transactions to the
subcontract,and further that City shall have access during normal working hours to all subcontractor
facilities and shall be provided adequate and appropriate work space in order to conduct audits in
compliance with the provisions of this paragraph. City shall give subcontractor reasonable advance
notice of intended audits.
10. Prohibition of Assignment.
Neither party hereto shall assign, sublet or transfer its interest herein without the prior written
consent of the other party, and any attempted assignment, sublease or transfer of all or any part
hereof without such prior written consent shall be void.
. . . -
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11. M/WBE Goals; Nondiscrimination.
a. Contractor acknowledges its commitment to meet or make"good faith"effort to meet the
City of Fort Worth's goals for Minority/Women-owned Business Enterprises(NVWBE)participation
in City contracts. M/WBE participation was one of the evaluation criteria used in the award of this
Contract;therefore,failure to comply may result in the Contractor being classified as nonresponsive
and being barred from City work for a period of not less than six months. Contractor agrees to
furnish documentation of M/WBE participation such as canceled checks, etc., or such evidence as
maybe deemed proper by the City of Fort Worth. At the present time this paragraph does not apply
since Contractor has not retained nor has any plans to retain the services of any subcontractors in
connection with the performance of this Contract.
b. As a condition of this Contract, Contractor covenants that it will take all necessary
actions to insure that,in connection with any work under this Contract,Contractor,its associates and
subcontractors, will not discriminate in the treatment or employment of any individual or groups of
individuals on the grounds of race, color, religion, national origin, age, sex, sexual orientation or
disability unrelated to job performance, either directly, indirectly or through contractual or other
arrangements.
12. Choice of Law; Venue.
a. This Contract shall be construed in accordance with the internal law of the State of Texas.
b. Should any action, whether real or asserted, at law or in equity, arise out of the terms of
this contract, venue for said action shall be in Tarrant County, Texas.
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EXECUTED on this, the�� day of , 20 U
SANTA FE ADOLESCENT SERVICES CITY OF FORT WORTH
BY ) "ki-c- �k�-
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rrJoe n- a
Title: n2 Assi tan City Manager
Attest: Approved as form and legality
Marty Hendrix 6 AssistA City Attorney
City Secretary
Author iz iox
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FT. WORTH, TEX,,
ATTACHMENT 1 —"SCOPE OF WORK"
Operational
a. Participate in a mandatory training and technical assistance on the
implementation of the Wraparound Philosophy, excluding those who are
already trained.
b. Work cooperatively with the FWISD Family Resource Centers, Community
Resource Collaboration Group (CRCG) and Tarrant County Juvenile Services
which will identify and refer eligible students and their families for services.
C. Ensure agency support of the "no wrong door"philosophy to serving others.
d. Adhere to the values and principle for the wraparound philosophy as described in
the curriculum by Mary Grealish, M. Ed, attached as Exhibit A.
Service Related
a. Facilitate child and family team meetings.
b. Assist in the development of an individualized Wraparound Plan for each child
that includes clear needs statements, strength-based strategies, and outcomes that
are measurable and specific.
C. Maintain accurate and concise documentation of contacts with family, team
members and providers, including follow-up on referrals made.
d. Provide periodic reassessment and modify the plan as indicated by reassessment
results.
e. Keep the family and team members informed on the progress toward achieving
the goals of the plan.
f. Facilitate child and family efforts to obtain any financial assistance or services for
which they may be eligible for under federal, state, and local regulations.
g. Motivate and support family involvement and the identification and
inclusion of informal supports.
h. Motivate and support family involvement in all phases of the process.
i. Comply with the collection and sharing of data necessary for both the local and
national evaluation for Community Solutions.
Monitoring
To ensure that the integrity of the Wraparound Philosophy is adequately employed and
maintained by contracted agencies/organizations, Community Solutions will implement
three (3) separate review processes. Each of these are outlined below.
Utilization Review
Monthly group meetings (approximately 2 hrs. in length) to include:
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CRP09.21.04v1 9
• Clinical Director
• Wraparound Facilitators
• Supervisors
• Evaluators
Facilitators will provide a brief verbal summary of activity with one to two families each
month with feedback being provided by meeting participants. Client confidentiality will
be maintained by de-identifying each case (no client name will be used during the verbal
reports) and having meeting participants sign confidentiality agreements to be maintained
by Community Solutions.
The purpose of the meeting will be to track progress of clients, share ideas
and resources, to identify strengths and accomplishments and to address any concerns of
the Wraparound Facilitators
Case Review (approximately 1 hr. in length)
Monthly meetings will include:
• Clinical Director
• Wraparound Facilitators
• Supervisors
The Clinical Director will meet with the Wraparound Facilitators individually each month
to review and discuss each case in detail. The purpose of the meeting will be for the
opportunity to ensure wraparound services are being delivered in a timely manner,
consistent with the principles and values of the Wraparound Program. Attention will be
given to documentation of services, appropriate use of flexible funds, and work toward
sustainability of the child and family team.
Case Audits
Annual site visits scheduled per the Clinical Director
A random sampling of case files will be reviewed by the Clinical Director for detailed
analysis of service delivery, documentation procedures and appropriate use of the
principles and values of the wraparound philosophy.
A plan of correction will be drafted should concerns be noted during an audit with
follow-up the next month.
Areas to be monitored will include:
1. Project accomplishments
a. Activities that have been undertaken previous to the case review.
b. Outcomes that have been achieved previous to the case review
1.
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c. Lessons learned, including any initiatives that have been attempted and did not
succeed.
2. Stewardship of financial resources
3. Innovation
4. Sustainability
5. Efforts to infuse the wraparound philosophy throughout the contracted agency
6. Efforts to create sustainability in the projects' initiatives
All contracted agencies/organizations will work cooperatively with the MHMR (Mental
Health Mental Retardation)Research Division on local and national evaluation efforts.
All contracted agencies/organization will submit monthly reports for all children and
families served by the 5th of each month. Reports can be submitted via email, fax or hard
delivery to the Clinical Director.
Confidentiality and HIPAA
Community Solutions will require the contracting agency/organization and all personnel
involved in the project to execute Confidentiality Agreements prior to any performance of
services to comply with the provisions of HIPAA as it relates to the privacy of health
information.
Privacy Officers or the designated person of all contracting agencies/organizations will be
required to attend a mandated meeting regarding compliance with HIPAA regulations
and how such relate to this work and the sharing of information. This meeting will be
scheduled per the Program Director pre-implementation of services.
Management Information System (MIS)
All contracted agencies/organizations will participate in the use of a web-based MIS that
will allow collection and sharing of common data elements. Use of this system will keep
families from having to provide their information multiple times. It will also allow
participating agencies easy and timely access to client's information.
Families will complete only one (1) centralized intake form at their initial point of entry
into service. From there, agencies providing services to families will be able to access the
information necessary to serve. The system will also allow for collection and tracking of
data including service contacts, involvement in services and tracking of outcomes.
The MIS system will be available in phases, with new components being made available
at various intervals throughout the creation phase. Until the system is available, tracking
of client involvement in service will be done by hand.
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Documentation of Service
All contracted agencies/organizations will be required to submit a monthly activity report
to the Clinical Director outlining each family's involvement in services. Contractors will
be required to provide this information for the purposes of accountability and collection
of data for evaluation of services. A report form will be provided to contracted
agencies/organizations. Completed forms can be submitted via fax at 817.871.7372 or by
email at victoria.warrent?fortworthgov.or;.
All contracted agencies/organizations will be required to maintain case files for each
child and family served. Required forms and case filing procedures will be provided for
each contractor.
Staffing Requirements/Turnover Procedures
All contracted agencies/organizations will be required to allow Community Solutions to
assist in the selection of staff for the contracted positions. Qualified staff/applicants
should possess a minimum of a Bachelor's degree or equivalent work experience. They
should also display a commitment to the wraparound process and have displayed success
in engaging clients in services.
All contracted agencies/organizations will be required to inform the Clinical Director of
any changes in staff or transferring of families to a new Wraparound Facilitator to assist
in the transition of families.
Mandated Training
Identified Wraparound Facilitators will be required to attend a variety of trainings during
the month of October 2004 as scheduled by Community Solutions. Training topics
include the Wraparound philosophy, documentation procedures, cultural competency,
ethics, critical incident reporting and evaluation. Additional training sessions will be
offered throughout the year as necessary.
Supervisors will be required to attend training on the Wraparound philosophy with the
goal of providing supportive feedback to contracted staff.
All facilitators and supervisors will attend training on the use of a Management
Information System (MIS) once it is complete and ready for use.
Referrals for Service
Referrals for service will be accepted by the Site Coordinators with the ISD 1`amifiy
Resource Centers, Tarrant County Community Resource Collaboration roup (CRCG),
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CRP09.21.04v l 12
and by the Tarrant County Juvenile Services, Children and families referred by FWISD
will have been identified through the completion of an intake process. Referrals for
service will be forwarded to the Clinical Director who will then contact the appropriate
contracted agency or organization to initiate services. Children and families referred by
CRCG will have been presented at a CRCG staffing and their contact information will be
retained by the Clinical Director who will then contact the family to complete an intake.
The family will then be assigned to a contractor who will begin work towards a
comprehensive wraparound plan. Agencies will establish contact with referred families
within 24 hours of receipt of referral.
Children and families referred by Tarrant County Juvenile Services will follow a similar
procedure as outlined above.
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((]III77 nI (�{Iyi
Wraparound Facilitators scope of work will include the following:
1. Receive referrals (completed intakes) for service as assigned by the Community
Solutions Clinical Director
2. Establish contact with referred families within 24 hours of receipt of referral
3. Facilitate child and family team meetings
4. Assist in the development of individualized wraparound plans that includes clear
needs statements, strength-based strategies and outcomes that are measurable and
specific
S. Maintain accurate and concise documentation of contacts with family, team members
and providers, including follow-up on referrals made.
6. Provide periodic reassessment and modify the plan as indicated by reassessment
results.
7. Monitor child and family team progress
8. Motivate and support family involvement in all phases of the process
9. Assist in the identification and inclusion of informal resource supports
10. Ensure compliance with all HIPAA regulations, especially those regarding client
confidentiality
11. Adhere to the values and principles of the wraparound philosophy as described in the
curriculum by Mary Grealish, M.Ed.
12. Ensure compliance with the review processes as set forth by Community Solutions to
ensure integrity of the wraparound philosophy
13. Ensure participation in the use of a web-based MIS that will allow collection and
sharing of common data elements
14. Allow Community Solutions to assist in the selection of staff for contract positions
15. Participate in mandated trainings beginning October 2004 as scheduled by
Community Solutions regarding the wraparound philosophy, documentation
procedures, cultural competency, ethics, critical incident reporting and evaluation
16. Ensure compliance with the collection and sharing of data necessary for both the local
and national evaluation for Community Solutions
17. Ensure agency support of the"no wrong door"philosophy to serving others
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CRP09.21.04vi 14
CERTFICATE OF THE SECRETARY
The undersigned, Secretary of Santa Fe Adolescent Services, a Texas non-
profit corporation (the "Corporation"), hereby certifies that attached hereto as
Exhibit "A" is a true and correct copy of the resolutions duly adopted by
unanimous consent dated j- 14 - /qo 7 of all directors of the Board of
Directors of the Corporation and that the same have not been amended, altered
or rescinded and are now in full force and effect; that the Corporation is duly
authorized and existing under the laws of the State of Texas; that the Corporation
is duly qualified to do business in the State of Texas and is in good standing in
such state; that true and correct copies of the Corporation's Articles of
Incorporation and Bylaws are attached hereto as Exhibit "B" and "C",
respectively, and there is no provision of the Articles of Incorporation or Bylaws
of the Corporation limiting the powers of the Board of Directors to pass or
consent to the resolutions set out in the instrument attached hereto and that said
resolutions are in conformity with the provisions of said Articles of Incorporation
and Bylaws; and that the Secretary is the keeper of the records and minutes of
the proceedings of the Board of Directors of the Corporation.
This is to further certify that the persons named below are the duly elected
and qualified officers of the Corporation, holding the respective offices set forth
opposite their names, that they continue to hold these offices at the present time,
and that the respective signatures set opposite their names are the genuine,
original signatures of each respectively:
Name Title Signature
66Qc: s President
Secretary
IN WITNESS WEREOF I have hereunto affi my name as Secretary,
this 27 day of AUGt9SE , 2004.
p, , Secretary
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 9/21/2004
DATE: Tuesday, September 21 , 2004
LOG NAME: 50WRAPAROUND REFERENCE NO.: **C-20286
SUBJECT:
Execute Annual Professional Services Contracts for Wraparound Facilitators Funded by a Grant
from the U.S. Department of Health and Human Services for a Child Mental Health Initiative (CIVIHI)
Co-operative Agreement
RECOMMENDATION:
It is recommended that the City Council authorize contracts for sixteen Wraparound facilitators with seven
agencies for emotionally disturbed children residing in the City of Fort Worth to begin September 30, 2004,
and expire September 29, 2005, with options to renew for three one-year periods contingent upon receipt of
third year funding for this grant.
DISCUSSION:
The goal for the Child Mental Health Initiative, "Children's Voices, Family Choices, Community
Solutions: Building Blocks for Healthy Families, " is to create a new way of providing mental health
services for children with severe emotional disturbances. The key component for making this happen is a
process called Wraparound. The goal of Wraparound is to create a collaborative system infrastructure that
will provide individualized, child-centered, family-driven services and support for children with serious
emotional disturbance and their families.
To increase the current capacity of eight Wraparound facilitators, Community Solutions is requesting an
additional eight Full Time Equivalents (FTEs). Community Solutions intends to contract with the following
qualified agencies to serve as Wraparound Facilitators for local families. They aim to serve 160 children
and their families.
A Request For Proposal (RFP) process resulted in evaluation and interview of the eight agencies who
responded. Based on proposals received four agencies who were already providing services, will receive
funds for one additional Wraparound facilitator and two new agencies will receive funds for two
Wraparound facilitators each. A complete proposal matrix is attached. All funds for these contracts are
provided by the grant from the U.S. Department of Health and Human Services, which was first approved
by the City Council on April 23, 2002 (M&C C-19063).
Current Agency Current FTEs. Additional FTEs. Budgeted Amount
All Church Home 2 1 $177,916.00
Catholic Charities 2 1 $156,927.00
Lena Pope Home 2 1 $203,828.00
M HIVI R 1 1 $98,481.77
The Parenting Center 1 0 $64,523.00
L.ogname: 50WRAPAROUND Page 1 of 2
New Agency Current FTEs Additional FTEs Budgeted Amount
Santa Fe Adolescent Services 0 2 $124,289.00
The Bridge Youth and Family Services 0 2 $119,658.00
GRAND TOTAL $945,622.77
RENEWAL OPTIONS - These contracts may be renewed by the City Manager for up to three successive
one-year terms at the City's option provided that the City Council has appropriated sufficient funds to
satisfy the City's obligations during the renewal term.
PROPOSAL ADVERTISEMENT - This bid was advertised in the Commercial Recorder on June 9 and
June 16, 2004. Twenty-four agencies were contacted and eight responses were received.
PROPOSAL MATRIX - see attached.
M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing
Division and approved by the M/WBE Office because services are from sources where subcontracting
opportunities are negligible.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that upon approval of the above recommendations and receipt of the
SAMHSA grant contract, funds will be available in the Fiscal Year 2004-2005 operating budget of the
Grants Fund.
TO Fund/Account/Centers FROM Fund/Account/Centers
GR76 539120 050416783010 0.00 GR76 539120 050416783010 $945.622.77
Submitted for City Manager's Office by� Joe Paniagua (6191)
Originating Department Head: Daniel Reimer (7201)
Additional Information Contact: Sherwin Daryani (8568)
Logname: 50WRAPAROUND Page 2 of 2
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N C3 '6 = = O N OC C L = O
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0- U m L O L d TS
o y 7 0- y y CL V y N G
L s L.L.
s H V o t 0
u —
V
+
m