C-86-14-023-3-02 IGA AMD 1 BNPA WIC BFPC FMNP FE.PDF

Agenda Item Id:
Item Title
AMENDMENT TO IGA WITH ADHS FOR WOMEN, INFANTS AND CHILDREN, BREASTFEEDING PER
COUNSELING, AND FARMERS MARKET NUTRITION PROGRAM SERVICES
C Number: C-86-14-023-3-02
Action Requested:
Approve retro-active Amendment No 1 for Intergovernmental Agreement (IGA) Combined Cost
Reimbursement Contract No. ADHS14-053007, BNPA— WIC, BFPC and FM NP, between Arizona
Department of Health Services (ADHS) and Maricopa County by and through its Department of Public
Health (MCDPH) to provide funding for the Women, Infant and Children (WIC) Services, Breastfeeding
Peer Counseling Program (BFPC), and Farmers Market Nutrition Program (FM NP). The WIC Services and
BFPC Price Sheets are replaced with the revised Price Sheets of Amendment No. 1. The Price Sheets
including WIC Services and BFPC are for a combined not-to-exceed amount of $10,849,785, for the
budget period of October 1, 2014 through September 30, 2015. The term of the Agreement is October 1,
2013 through September 30, 2018. Also, replace in its entirety, Special Terms and Conditions, Provision
Seventeen (17), Health Insurance Portability and Accountability Act of 1996. All other provisions of this
agreement remain unchanged. Additionally, this is retro-active due to additional administrative
processing by ADHS. The Price Sheet breakdown is:
WIC Services: $10,374,785.00
BFPC Program: $475,000.00
FM NP: As funding become available
Maricopa County Department of Public Health's Indirect Rate for FY2014-15 is 14.8%. The indirect costs
are estimated at $1,337,516 for WIC Services and $61,237 for BFPC Program, which are fully
recoverable.
Board Required Information:
Grant revenues are not local revenues for the purpose of the constitutional expenditure limitation, and
therefore expenditure of the revenues is not prohibited by the budget law. This Agreement does not
alter the budget constraining expenditures of local revenues duly adopted by the Board pursuant to
A.R.S. §42-17105. The overall grant budget will be adjusted as necessary to accommodate this grant
through a future reconciliation. Funding for this Agreement is provided by a Grant from ADHS and will
not affect the County's general fund.
Additional Information:
The Women, Infants, and Children Supplemental Food Nutrition Education Program (WIC) is funded by
the U.S. Department of Agricultural and administered through ADHS. The program provides vouchers

for approved foods (milk, cheese, cereals, peanut butter, eggs, infant formula, and juice etc.) for low-
income pregnant, post-partum, breast-feeding women, infants, and children up to five (5) years of age,
Clients also receive nutrition and breast-feeding education and referrals to applicable social services.
IGA Approval History:
Purchase Order for FMNP was approved on 6/11/2013 under file number C-86-14-023-3-01.
Base IGA approved on 09/11/2013 under file number C-86-14-023-3-00.
Expenditure Impact By FY:
FY2014-15 = $8,137,339 revenue arid expenditures
FY2015-16 =$ 2,712,446 revenue and expenditures
Item Notes:
(10/30/2014 9:42:59 AM) - Step: CIrkOfBrd
User: JoAnn Rangel
Response: APPROVE
(10/30/2014 9:29:45 AM) - Step: OMB
User: Cindy Goelz
Response: APPROVE
Comments:
Recommend approval.
(10/28/2014 3:09:19 PM) - Step: OMB_C2
User: Lauren Cochran
Response: APPROVE
Comments:
Recommend approval.
(10/28/2014 3:08:24 PM) - Step: MtIsMgt
User: James Foley
Response: MOVE FORWARD
Corn ments:
not an UPS item
(10/28/2014 1:13:53 PM) - Step: Finance
User: Claudia Ramirez
Response: APPROVE

(10/28/2014 1:12:07 PM) - Step: CountyAtty
User: Anne Longo
Response: APPROVE
(10/28/2014 1:05:42 PM) - Step: OMB_Cl.
User: Dreamlyn Johnson
Response: APPROVE
Comments:
Recommend Approval
(10/28/2014 11:03:34 AM) - Step: DepartmentChief
User: Brian Hushek
Response: APPROVE
Comments:
Recommend approval for Sandi
(10/28/2014 10:39:05 AM) - Step: DeptHead
User: Max Porter
Response: APPROVE
(10/28/2014 10:25:55 AM) - Step: DeptCoor
User: Frances Delgado
Response: APPROVE
Comments:
All edits are complete and item is ready for approval.
(10/24/2014 12:39:45 PM) - Step: OMB
User: Brian Hushek
Response: APPROVE
Comments:
Recommend approval for Cindy in her absence.
(10/21/2014 1:17:51 PM) - Step: OMB_C2
User: Lauren Cochran
Response: APPROVE
Comments:
Reommend approval.
(10/21/2014 7:58:04 AM) - Step: MtIsMgt

User: James Foley
Response: MOVE FORWARD
Comments:
Not an OPS item
(10/20/2014 3:42:08 PM) - Step: OMB_Cl
User: Dreamlyn Johnson
Response: APPROVE
Comments:
Recommend Approval
(10/17/2014 1:34:13 PM) - Step: Finance
User: Claudia Ramirez
Response: APPROVE
(10/16/2014 9:51:03 AM) - Step: CountyAtty
User: Anne Longo
Response: APPROVE
(10/16/2014 8:54:14 AM) - Step: DepartmentChief
User: Brian Hushek
Response: APPROVE
Comments:
Recommend approval for Sandi in her absence.
(10/8/2014 10:12:15 AM) - Step: DeptHead
User: Max Porter
Response: APPROVE
(10/8/2014 8:17:59 AM) - Step: DeptCoor
User: Frances Delgado
Response: APPROVE
Comments:
approve
(10/6/2014 3:26:57 PM) - Step: Originator
User: Matt Juan
Response: APPROVE

Is there a Financial Impact?
yes
Is there related Managing for Results information?
yes
General Item Information
Department: Department of Public Health
Constellation:
Contact Name: Donna Beedle
Phone Number: 602-506-9339
Return To: Matt Juan
Phone Number: 602-372-0675
Location: Supervisors' Auditorium
Board:
Meeting Date: 11/5/2014
Item Tracking
Board of Supervisors / Directors Approved on 11/5/2014.

ARIZONA DEPARTMENT OF
HEALTH SERVICES
4041---- ( 4011"). , INTERGOVERNMENTAL AGREEMENT (IGA) 1740 W. Adams, Room 303
AMENDMENT Phoenix, Arizona 85007
(602) 542-1040
% rg , t7er'44 ,-.Var LAN ; (602) 542-1741 . Fax . .
Procurement Specialist
-------- Ili Contract No: ADHS14-053007 Amendment No. 1 Sr. Mr. Tracey Thomas
BNPA — WIC, BFPC and ,FMNP
. . . . , _ •
Effective October 1, 2014 It is mutually agreed that the Intergovernmental Agreement referenced is amended as
follows:
1. The WIC Price Sheet from the original Agreement is hereby replaced with the revised WIC Price Sheet of this
Amendment number One (1). The total of the Revised WIC Price Sheet is decreased from $10,828,155.00 to
$10,374,785.00 due to the following line item changes:
1.1 Personnel Costs / Salary decreased by $162,715.00 for a total of $5,093,411.00 due to decreased caseload
assigned and reducing staff.
1.2 ERE decreased by $100,025.00 for a total of $2,247,905.00 due to decrease in personnel.
1.3 Professional and outside services decreased by $25,000.00 for a total of $32,000.00 due to adjusted expenses
to stay within the decreased budget.
1.4 Travel decreased by $9,400.00 for a total of $35,900.00 due to adjusted expenses to stay within the decreased
budget.
. . • ' Continued on next page
0 CTOR SIGNATURE
Maricopa County Department of Public Health Contractor Authorized Signature
Contractor Name
DENNY BARNEY
4041 North Central Avenue, Suite 1400 I '
Address , Printed Name ..
ATTES .. -, , /
Phoenix Arizona 85012 L. 04 1, . != it 05 i m
City State Zip Title \----CHAIRMAN BOAR D OF SUPERVISORS '
.. ATTORNEY SIGNATURE . . This Intergovernmental Agreement Amendment shall be effective the
Pursuant to A.R.S. CONTRACTOR § 11-952, the undersigned public agency attorney date indicated. The Public Agency is hereby cautioned not to commence under
has determined that this Intergovernmental Agreement is in proper any billable work or provide any material, service or construction ADHS
form and is within the powers and authority granted under the laws of this IGA until the IGA has been executed by an authorized
the State of Arizona. signatory,
, / /1 i ., State of Arizona
. /1/ / V Signed this ,Z1 day of TI 2014
Signature Da
,
/1( Procurement Officer
Pnnted Name
RESERVED POR USE BY THE SECRETARY OF STATE
Attorney General Contract No. P0012014000078, which is an
Agreement between public agencies, has been reviewed pursuant to Under House Bill 2011, A.R.S. § 11-952
A.R.S. § 11-952 by the undersigned Assistant Attorney General, who was amended to remove the requirement
has determined that it is in proper form and is within the powers and be filed
author' anted under the laws of the te of Ariz9na. that Intergovernmental Agreements
/ *th the Secretary of State.
//-02-o ;It/
Signal Date
Assist ttorney General
......‹ A lave; Y
Printed Name: 1/V "AFAifeil
Page 1 of 5

. _ . • , . Errori Main Document
Only.ARIZONA DEPARTMENT OF
490.1111116 .t. INTERGOVERNMENTAL AGREEMENT (IGA) HEALTH SERVICES
t fl...4z._. - ,F4a?j irk AMENDMENT 1740 W. Adams, Room 303
Imp:4 4 Phoenix, Arizona 85007
._ (602) 542-1040
.. _. . (602) 542-1741 Fax
Contract No: ADHS14-053007 Amendment No. 1 Procurement Mr. Tracey Specialist Thomas
1.5 Occupancy Expense decreased by $33,207.00 for a total of $674,593.00 due to closing and moving two (2)
clinics.
1.6 Other Operating Expense decreased by $80,895.00 for a total of $141,035.00 due to adjusted operating
expenses to stay within the budget.
1.7 Indirect decreased by $62,635.00 for a total of $1,232,778.00 due to decrease in overall funding.
1.8 Registered Dietitian increased by $20,607.00 for a total of $917,162.00 due to increase of merit and living cost.
2. The BFPC Price Sheet from the original Agreement is hereby replaced with the revised BFPC Price Sheet of this
Amendment number One (1). The total of the Revised BFPC Price Sheet remains the same, $475,000.00, however
there are changes in the individual line items as following:
2.1 Personnel decreased by $2,194.00 for a total of $264,860.00.
2.2 ERE decreased by $289.00 for a 'total of $131,281.00.
2.3 Professional and outside services decreased by $6,722,00 for a total of $1.00 due to removal of language line
as Peer Counselors are all bilingual.
2.4 Travel Expense increased by $9,820.00 for a total of $11,820.00 due to space restrictions at clinics, staff are not
in dedicated space at each clinic and must travel around the county in order to provide services.
2.5 Other Operating Expenses increased by $104.00 for a total of $5,800.00,
2.6 Capital Outlay Expense increased by $1.00 for a total of $1.00 to allow move between fine items.
2.7 Indirect Cost decreased by $720.00 for a total of $61,237.00.
3. Replace in its entirety, Special Terms and Conditions, Provision Seventeen (17), Health Insurance Portability and
Accountability Act of 1996 with the following:
17. Health Insurance Portability and Accountability Act of 1996
17.1 The Contractor warrants that it is familiar with the requirements. of HIPAA, as amended by the Health
Information Technology for Economic and Clinical Health Act (HITECH Act) of 2009, and accompanying
regulations and will comply with all applicable HIPAA requirements in the course of this Contract.
Contractor warrants that it will cooperate with the Arizona .Department of Health Services (ADHS) in the
course of performance of the Contract so that both ADHS and Contractor will be in compliance with
HIPAA, including cooperation and coordination with the Arizona Department of Administration-Arizona
Strategic Enterprise Technology (ADOA-ASET) Office, the ADOA-ASET Arizona State Chief Information
Security Officer and HIPAA Coordinator and other compliance officials required by HIPAA and its
regulations. Contractor will sign any documents that are reasonably necessary to keep ADHS and
Contractor in compliance with HIPAA, including, but not limited to, business associate agreements.
17.2 If requested by the ADHS Procurement Office, Contractor agrees to sign a "Pledge To Protect
Confidential Information' and to abide by the statements addressing the creation, use and disclosure of
confidential information, including information designated as protected health information and all other
confidential or sensitive information as defined in policy. In addition, if requested, Contractor agrees to
attend or participate in HIPAA training offered by ADHS or to provide written verification that the
Contractor has attended or participated in job related HIPAA training that is: (1) intended to make the
Page 2 of

. . Errori Main Document
. Only.ARIZONA DEPARTMENT OF
40 411111h6 * INTERGOVERNMENTAL AGREEMENT (IGA) HEALTH SERVICES
t Ir.,,ii.ij lik AMENDMENT 1740 W. Adams, Room 303
tft. - )1 —404 '11 Phoenix, Arizona 85007
(602) 542-1040
(602) 542-1741 Fax
Contract No: ADHS14-053007 Amendment No. 1 ' Procurement Mr, Tracey Thomas Specialist
Contractor proficient in HIPAA for purposes of performing the services required and (2) presented by a
HIPAA Privacy Officer or other person or program knowledgeable and experienced in HIPAA and who
has been approved by the ADOA-ASET Arizona State Chief Information Security Officer and HIPAA
Coordinator.
All other provisions of this agreement remain unchanged.
Page 3 of 5

- . • • . . ARIZONA DEPARTgENT OF -
_____. • 'Ir.,p -4. INTERGOVERNMENTAL AGREEMENT (IGA) 1740 HEALTH W. Adams, SERVICES Room 303
AMENDMENT Phoenix, Arizona 85007
4 (602) 542-1040
(602) 542-1741 Fax
_ Sr. Procurement Specialist
Contract No: ADH S14-053007 Amendment No. 1 Mr. Tracey Thomas
PRICE SHEET
October 1, 2014 to September 30, 2015
WIC Services
WIC'Services Amount
Account Classification
Personnel $5,093,411.00
ErnjoiCyee Related Expenses . $2,247905.60
Professional & Outside Services • . $32;000.00
Travel Expense $35,900.00
Occupancy Expenses . $674,593.00
Other Operating Expenses . $141,035.00
Capital Expenditures . . $1.06
Indirect COst $1,232,778.00
RD SupPlennent ' $917,162.00
Total $10,374,785.00
Breastfeeding Peer Counseling Services
,
Account Classification• • Amount
Personnel , $264,860.00
Em loyee Related Expenses $131;281.00
Professional & Outside Services $1.00
Travel Expense $11,820.00
Occupancy Expenses $0.66
Other Operating Expenses $5,860.00
Capital Expenditures $1.06
Indirect Costs $61,237.00
Total $475,000.00
Farmer's Market Nutrition Program Services
March 1, 2015 to September 30, 2015
._
Estimated Number
Type of Service Unit Rate Unit of Measure of Participants
WIC FMNP Check $1.25 WIC Participant AS NEEDED
• Issuance
Page 4 of 5

ARIZONA DEPARTMENT OF
0.139t.i HEALTH SERVICES
*.iii. 0:, . INTERGOVERNMENTAL AGREEMENT (IGA) 1740 W. Adams, Room 303
.:-=';7111\ ?OIL AMENDMENT Phoenix, Arizona 85007
NR7''44 R (602) 542-1040
• '74 ( N.41.7: f.,.. ,(602) 542-1741 Fax
• Sr. Procurement Specialist
rt*17-10* Contract No: ADHS14-053007 Amendment No. 1 Mr. Tracey Thomas
Additional Terms and Conditions:
With prior written approval from the Program Manager, the Contractor is authorized to transfer up to a maximum
of ten percent (10%) of the total budget amount between funded line items except for Registered Dietitian
Expenses. Transfers of funds are only allowed between funded line items. Transfers exceeding ten percent
(10%) or to a non-funded line item shall require an amendment. The Registered Dietitian line item is meant to
fund additional Registered Dietitian position(s) to meet high risk counseling requirements.
Authorization for purchase of services under this Contract shall be made only upon ADHS issuance of a Purchase
Order that is signed by an authorized agent. The Purchase Order will indicate the Contract number and the dollar
amount of funds authorized. The Contractor shall only be authorized to perform services up to the amount on the
Purchase Order. ADHS shall not have any legal obligation to pay for services in excess of the amount indicated
on the Purchase Order. No further obligation for payment shall exist on behalf of ADHS unless a.) the Purchase
Order is modified with an official ADHS Procurement Change Order, and/or b.) an additional Purchase Order is
issued for purchase of services under this Contract. '
ADHS reserves the right to adjust awards given to local agencies depending on federal dollars received.
Adjustments will be at the discretion of ADHS.
Additional WIC Program:
Should additional administrative monies become available through state or federal grants, ADHS may increase
the purchase order to increase the number of participants served and increase the total of this contract.
The assigned caseload for FFY 2015 is: 68,500
Additional Breastfeeding Peer Counseling Program:
Allowable costs for the Peer Counseling Program include compensation for peer counselors and designated peer
counselor managers/coordinators, and related costs such as training and training materials; telephone expenses
for participant contacts (including pager, cell phones and answering machines); travel for training and home and
hospital visits; recruitment of peer counseling staff; and the purchase of demonstration materials (e.g., breast
pumps for demonstration purposes, videos). Out of state tray& must be pre-approved by ADHS. Items and
materials for distribution to WIC participants (e.g. breast pumps, breastfeeding aids, written materials) are not
allowable costs.
Farmer's Market Nutrition Program:
If funding for additional FMNP checks becomes available and the contract budget (as shown on the Contract Price
Sheet) has been fully expended, Contractor may choose whether or not to distribute the additional checks with no
increase in the contract budget.
Page 5 of 5