Explanation
BACKGROUND: This ordinance authorizes the Board of Health to modify an existing grant agreement with the State of Ohio Department of Children and Youth for the Help Me Grow Home Visiting Program.
Help Me Grow is Ohio’s evidence-based parent support system designed to partner with pregnant women and new parents to promote healthy growth and development for babies and young children. Through home visiting models such as Healthy Families America, Nurse-Family Partnership, and Parents as Teachers, Columbus Public Health provides specialized support, early literacy guidance, and health screenings directly to vulnerable families.
This modification (Amendment 1) updates the program's documentation and fee reimbursement schedules, adjusts record retention policies from three years to six years to comply with updated state guidelines, and formally incorporates a Business Associate Agreement (BAA) to ensure strict adherence to HIPAA and Protected Health Information (PHI) safeguards.
1. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded: The State of Ohio Department of Children and Youth issued administrative updates (Amendment 1) requiring revised fee schedules, enhanced record retention compliance, and updated HIPAA/BAA execution across all local health department providers.
2. Why it would not be in the city's best interests to have the additional contract requirements awarded through other procurement processes specified in this chapter: N/A - This action modifies an ongoing state grant agreement where Columbus Public Health serves as the designated local implementation agency for Help Me Grow.
3. How the price for the additional goods or services which are the subject of the modification was determined: Rates, model fees, and professional development reimbursements are established according to standardized state reimbursement schedules set by the Ohio Department of Children and Youth.
FISCAL IMPACT: No fiscal impact only modifying contract term.
Title
To authorize the Board of Health to modify an existing agreement with the State of Ohio Department of Children and Youth for the Help Me Grow Home Visiting Program. ($0.00)
Body
WHEREAS, the Board of Health operates the Help Me Grow Home Visiting Program to provide evidence-based support, education, and health services to pregnant women, infants, and young children in the community; and
WHEREAS, the State of Ohio Department of Children and Youth (DCY) and Columbus Public Health entered into Agreement DCY-G-2627-0382 to deliver Help Me Grow services; and
WHEREAS, it has become necessary in the usual daily operation of Columbus Public Health to modify this agreement (Amendment 1) to incorporate updated model fee reimbursement schedules, extend audit record retention requirements, and execute a Business Associate Agreement (BAA) for HIPAA compliance, all for the preservation of the public health, peace, property, safety, and welfare; and NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Board of Health is hereby authorized to modify the existing grant agreement (DCY-G-2627-0382) with the State of Ohio Department of Children and Youth for the Help Me Grow Home Visiting Program.
SECTION 2. That this modification incorporates the updated Documentation and Reimbursement Schedules (Exhibit 1b), extends audit record retention to six years, and executes the Business Associate Agreement (Exhibit 5) as required by the State.
SECTION 3. That the City Auditor is authorized to make any accounting changes to revise funding sources or accounting codes necessary to ensure this contract modification is properly recorded on the City's financial records.
SECTION 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.