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HomeMy WebLinkAboutIGA Colorado Department of Human ServicesLOW-INCOMEENERGYASSISTANCEPROGRAM(LEAP)METEREDFUELVENDORAGREEMENTAgreementmadebyandbetweentheStateofColorado,DepartmentofHumanServices(hereinafterreferredtoastheStateDepartment)andTownofEstesPark(hereinafterreferredtoastheVendor).PersonssigningfortheVendorherebyswearandaffirmthattheyareauthorizedtoactontheVendor’sbehalfandacknowledgethattheStateisrelyingontheirrepresentationstothateffect.Bythesignaturebelow,theVendoracknowledgesthatithasread,understands,andagreestothisAgreement.WendyKoenig,Mayor(zzzVendorRepresentativeNameVendorSig,ttur(DateWHEREAS,theLow-IncomeHomeEnergyAssistanceActof1981(P.L.97-35)providesforhomeenergyassistancetoeligiblehouseholds;andWHEREAS,thepurposeofColorado’sLow-IncomeEnergyAssistanceProgram(LEAP)istohelplow-incomeColoradansmeettheirwinterhomeheatingcosts;andWHEREAS,thepartiesheretodesiretoestablishanarrangementtocarryouttheprovisionsofthisActandtoassurethatfundsavailableunderthisActareusedinaccordancetherewith,NOW,thereforeitisherebymutuallyagreed:A.Offer/Acceptance.ThisLEAPMeteredFuelVendorAgreement(“Agreement”)isbetweentheStateDepartmentandtheVendor.ThisAgreementiseffectiveupontheVendor’ssignatureandperformanceshallstartonorafterOctober1,2020.B.ThefollowingdefinitionsshallapplyintheinterpretationofthisAgreement:1.“CountyDepartment”meanstheCountyDepartmentofHuman/SocialServicesofaparticularcountyasdesignatedbytheStateDepartment.Forthepurposeshereof,whentheCountyDepartmentissodesignatedbytheStateDepartment,theVendormayconsider,interact,anddealwithsuchCountyDepartmentastheauthorizedagentoftheStateDepartment.2.“Designee”meansanyCountyDepartmentorcontractordeterminingeligibilityfortheprogram.3.“ElectronicFundsTransfer”(EFT)isthemethodusedtopayLEAPassistancebenefits.4.“EligibilityPeriod”meansthereshallbeoneeligibilityperiodfortheBasicLow-IncomeEnergyAssistanceProgramsfromNovember1stthroughApril30th.IfApril30thforaparticularcalendaryearfallsonaholidayorweekend,thentheeligibilityperiodshallbePage1of7 extendeduntilmidnightthenextbusinessday.Thisprogramiscontingentuponthecontinuedavailabilityoffundsinaccordancewith9CCR2503-7.5.“EligibleHousehold”isaHouseholdthathasappliedforandbeenapprovedforLEAPassistancebenefitsandforwhomtheVendorhasbeennotifiedbytheCountyDepartment,theStateDepartment,oritsdesigneethatpaymentwillbemadetotheVendoronbehalfoftheHousehold.6.“EstimatedHomeHeatingCosts(EHHC)”aretheamountoftheheatingcostsincurredduringthepreviousheatingseasonfortheprogramapplicant’saddressatthetimeofapplicationtobeusedasanestimate,orprojection,oftheanticipatedheatingcostsforthecurrentheatingseason(November1stthroughApril30th).Suchestimatedheatingcostsshallnotincludepaymentarrearages,investigativecharges,reconnectionfees,orothersuchchargesnotrelatedtoresidentialfuelpricesandconsumptionlevels.EHHCmaybeprovidediftheVendorhasservicedtheserviceaddress;itisnotrequiredthattheHouseholdapplyingforLEAPassistancebenefitslivedattheserviceaddressduringthepreviousheatingseason.7.“GoodFaithEffort”isadocumentedattempttoreachEligibleHouseholdsthroughphonecontacts,writtencorrespondenceand/orpersonalvisits.8.“HeatRelatedArrearage”meansanypastdueamountsfortheprimaryheatingfueland/orsupportivefuel.9.“HomeHeatingCosts”arechargesdirectlyrelatedtotheprimaryheatingsourceusedinaresidentialdwelling.10.“Household”meansanyindividualorgroupofindividualswhoarelivingtogetherasoneeconomicunitforwhomprimaryheatingfueliscustomarilypurchasedincommonorwhomakeundesignatedpaymentsforheatintheformofrent.11.“Non-BulkFuel”or“MeteredFuel”isanenergysourceforhomeheatingwhichisprovidedbyautilitycompanyandisregulatedandmeteredbytheutilitycompany.Normally,non-bulkfuelincludesnaturalgasandelectricity.12.“Overpayment”meansaHouseholdreceivedbenefitsinexcessoftheamountduetothatHouseholdbasedoneligibilityandpaymentdeterminationinaccordancewithLEAPrules.13.“PrimaryHeatingFuel”isthemaintypeoffuelusedtoprovideheatwithinthedwelling.14.“PrimaryHeatingSource”istheprimaryheatingsystemthatprovidesheattothedwellingsuchasafurnace,woodburningstoveorboiler.Temporaryorportableheatingsourcesarenotconsideredaprimaryheatingsourceand,therefore,arenoteligibleforLEAPassistance.15.“ProgramYear”meansfromNovember1stthroughApril30thfortheHeatingFuelAssistanceProgram.IfApril30thforaparticularcalendaryearfallsonaholidayorweekend,thentheeligibilityperiodshallbeextendeduntilmidnightthenextbusinessPage2of7 day.Thisprogramiscontingentuponthecontinuedavailabilityoffundsinaccordancewith9CCR2503-7.16.“ProgramApplicant”meansapersonorhouseholdthathasappliedforLEAPbenefitassistance.17.“StateDepartment”meanstheColoradoDepartmentofHumanServices,Low-IncomeEnergyAssistanceProgramoritsdesignees.18.“SupportiveFuel”meansanenergysourceneededtooperatetheprimaryheatingsysteminaresidentialsetting.Forexample,electricitymaybeasupportivefuelrequiredtooperateanaturalgasfurnace.19.“Tampering”or“TamperedAccount”meansunlawfullyorunauthorizedadjustmentoffueltotheHouseholdbyalteringequipmentsuchasagasorelectricmeter.C.TheVendoragreestoabidebythefollowingprovisions:1.TheVendorshallnotifytheStateDepartmentatleast30dayspriortoanychangeinbusinessownership,name,address,Vendorcontactinformationandbankinginformation.2.TheVendorshallnottreataHouseholdreceivingassistanceundertheprogramadverselybecauseofsuchassistance.3.TheVendorshallnotdiscriminate,eitherinthecostofthegoodssuppliedortheservicesprovided,againsttheHouseholdonwhosebehalfpaymentsaremade.4.TheVendorshallprovideCountyDepartmentsortheirdesigneesdocumentedEstimatedHomeHeatingCostsfortheperiodofNovember1stthroughApril30thofthepreviousyearforanyHouseholdusingtheirservice.SuchcostsshallbebasedonhistoricalusageandsuchcostsshallbeprovidedtotheCountyDepartmentoritsdesigneewithinfive(5)businessdaysoftherequest.litheprogramapplicantiswithoutheat,theVendorshallprovideEstimatedHomeHeatingCostswithin24hoursoftherequest.litheVendorrefusestoprovideEstimatedHomeHeatingCostsforaHousehold,theCountyDepartmentoritdesigneeshallmakeanypaymentstotheEligibleHouseholdinsteadoftheVendor,unlesstheVendordocumentsthatsuchdataarenotavailable.TheStateDepartmentreservestherighttoauditVendorestimatingproceduresandtoterminatetheVendorAgreementifestimatesarefoundtobeinaccurateorinappropriate.5.UponnotificationfromtheCountyDepartmentoritsdesigneethatanapplicationhasbeenreceivedforaHouseholdpendingservicedisruption,theVendorshallnotterminateservicestotheHouseholdforten(10)workingdaysoruntiltheVendorisnotifiedoftheeligibilitydeterminationoftheHousehold,whicheveroccursfirst.6.UponreceiptofLEAPassistancebenefitsfromtheStateDepartmentandonbehalfofanEligibleHousehold,theVendorshallcredittheEligibleHousehold’saccountpromptlyandnolaterthanten(10)businessdaysafterapaymentisreceived.Creditwillbereflectedinthenextnormalbilling.Page3of7 7.UponnotificationbytheCountyDepartment,StateDepartment,oritsdesigneeordiscoverybytheVendorofincorrectpaymentsoroverpayments,theVendorshallreimbursethosepaymentstotheCountyDepartmentoritsdesigneewithinten(10)businessdays.TheVendorshallaccompanyallpaymentsreturnedtotheStateDepartmentwiththeVendorname,theHousehold’sname,theHouseholdaccountnumber,theamountreturnedonbehalfoftheHouseholdandthedateandreasonforreturnbytheVendor.ChecksreturnedtotheStateDepartmentshouldbemadeoutto“StateofColorado.”ChecksreturnedtotheCountyDepartmentoritsdesigneeshouldbemadeoutpertheCountyDepartmentordesignee’sdirection.8.OncenotifiedbytheStateDepartment,theCountyDepartment,oradesignee(notificationmayincludetheVendorverifyingapprovalsbyaccessingtheLEAPsystemwebsite)thataHouseholdhasbeenapprovedforLEAPassistancebenefits,theVendorshall:i.Initiate,continueorrestoreservice,whicheverisapplicabletotheEligibleHousehold,within24hoursofnotificationandcontinueutilityservicesforatleastsixty(60)daysaftersuchnotification,unless:1.theEligibleHouseholdisinapendingshutoffsituationandtheBasicLEAPprogramyearbenefitisanamountlessthan25%oftheHousehold’sarrearage,or2.theEligibleHouseholdisshutoffandtheBasicLEAPprogramyearbenefitamountislessthan50%oftheHousehold’sarrearage,or3.TheEligibleHouseholdpre-paysforitselectricservice.Inthiscase,theVendorshallinitiate,continue,orrestoreservice,whicheverisapplicabletotheEligibleHousehold,within24hoursofnotificationandcontinueutilityservicesuntiltheLEAPassistancebenefithasbeenexhausted.ii.IfaLEAPassistancebenefitisofferedonanaccountthathasbeendisconnectedduetotamperingofgasorelectricservice,theVendorshallrestoreserviceonlyiftheLEAPpaymentexceeds70%ofthepastdueamount.IfaLEAPpaymentisofferedonatamperedaccountanditisforlessthan70%ofthepast-dueamount,theVendorreservestherighttonotaccepttheLEAPassistancebenefitforpurposesofrestoringservice.Ifpaymentisnotacceptedforreconnection,thebenefitwillinsteadbeprovidedtotheEligibleHouseholdasadirectclientpay.TheVendormayacceptaLEAPpaymentthatislessthan70%ofthepastdueamountbutmustasaconditionofacceptancerestoreserviceandmakearrangementswiththeHouseholdtopayanyremainingbalance.iii.litheVendorrefusestoaccepttheLEAPprogramyearbenefit,theVendorshallnotifytheStateoritsdesigneewithinthree(3)businessdaysandsendwrittennoticetotheEligibleHouseholdadvisingthemthepaymentwillnotbeacceptedandnoholds/reconnectionwillbeoffered.ThebenefitshallbepaidtotheEligibleHouseholdasadirectclientpay.9.Deathofapayee.IfaLEAPprogramapplicantdiesandabenefithasbeenpaid,theVendorshallmakeanyremainingLEAPcreditbalanceavailabletoanyothermemberofPage4of7 theLEAPprogramapplicantHouseholdforaperiodof30days.IftheLEAPprogramapplicantistheonlyHouseholdmember,theVendorshallmaintainanycreditbalanceforaperiodof30days.Theexecutoroftheprogramapplicant’sestatemayclaimtheLEAPcreditbalancewithinthis30-dayperiod.IftheLEAPcreditbalanceisnotclaimedwithin30days’noticetotheVendoroftheprogramapplicant’sdeath,theVendorshallnotifytheStateDepartmentandforwardthecreditbalanceto:StateLEAPOffice1120LincolnStreet,Suite1007Denver,CO8020310.TheVendorshallmaintainconfidentialityofinformationprovidedbytheStateDepartment,oritsdesignee,aboutaHousehold’sbenefitinaccordancewithapplicableFederalandStateLaws.11.TheVendorshallreturnanypaymentsthatcannotbecreditedtoanaccountwithinten(10)businessdaystotheCountyDepartment,oritsdesignee.12.TheVendorshallallowallLEAPcreditbalancestoremainontheclient’saccountuntiltheLEAPassistancebenefitisexhausted,unlesstheHouseholdnolongerusestheoriginallyapprovedVendor.13.WhenaHouseholdnolongerusestheoriginallyapprovedVendor,theVendorshallmakeaGoodFaithEfforttolocatetheHousehold.14.IftheHouseholdislocated,theVendorshallforwardtheLEAPcreditbalancedirectlytotheHouseholdwithinten(10)businessdays.15.IftheHouseholdcannotbelocatedwithinthirty(30)businessdays,theVendorshallkeepthefundsavailablefortheHouseholdfortheremainderofthecurrentstatefiscalyear,whichendsonJune30thOnJuly1sttheVendorshallforwardanyLEAPcreditbalancetotheStateDepartmentat1120LincolnStreet,Suite1007,Denver,CO80203.ThesecreditsmustbereceivedbytheStateDepartmentnolaterthanJuly10thIfaclientmovesornolongerusestheoriginallyapprovedVendorafterJune30ththeVendorshallforwardanyLEAPcreditbalancetotheStateDepartmentonOctober1stThesecreditsmustbereceivedbytheStateDepartmentnolaterthanOctober10th16.UponStateDepartmentrequest,oritsdesignee’srequest,theVendormustreturnLEAPcreditbalancestotheStateDepartmentwithinten(10)businessdaysoftherequest.17.TheVendorshallaccompanyallpaymentsreturnedtotheStateDepartmentwithanotificationshowingtheVendorname,theHousehold’sname,theHousehold’saccountnumber,theamountreturnedonbehalfoftheHouseholdandthedateandreasonforreturnbytheVendor.ChecksreturnedtotheStateDepartmentmustbemadeoutto“StateofColorado.”18.IftheVendorhassenttheLEAPcreditbalancefundstotheHousehold,andarecoveryisnecessary,theCountyDepartmentoritsdesigneewillrecoverfromtheHousehold,nottheVendor.Page5of7 19.TheVendorshallreportanyfinancialfraudorabuseormisconductintheadministrationofLEAPtotheStateDepartment.TheVendorshallcooperatewithallStateinvestigationsofsuspectedfraudorabuseormisconduct.TheVendormaybeprosecutedunderapplicableFederalandStatelawsforfalseclaims,statementsordocumentsorconcealmentofmaterialfact.20.AllotherrequirementsofFederalandStatelawsandregulationsshallbeadheredto.21.TheVendorshallprovideallcustomerssubjecttoutilityshutoff,whoarefinanciallyunabletopurchasefuel,orwhorequestaLEAPapplicationtotheHEATHELPtelephoneline(1-866-432-8435),ortheStateDepartmentwebsiteat:colorado.gov/cdhs/leap.22.TheVendorshallestablishsuchfiscalcontrolandfundaccountingproceduresasmaybenecessarytoassuretheproperuseandaccountingoffundsunderthisAgreement.AllrecordsmaintainedbytheVendorrelatingtothisAgreementshallbeavailableonreasonablenoticeforinspection,auditorotherexaminationandcopying,byStateDepartmentrepresentativesortheirdelegates.SuchrecordsshallshowtheamountofhomeenergydeliveredtoeachEligibleHousehold,theamountofpaymentsmadeforhomeenergybysuchEligibleHouseholds,thedollarvalueofcreditreceivedonbehalfofeachEligibleHousehold,thebalanceofavailablebenefitsandenergycosts,andalldocumentsandcalculationsinestablishingtheestimatedHomeHeatingCosts.Allrecordsshallbemaintainedforaperiodofthree(3)yearsfollowingtheterminationofthisAgreement.TheState,oritsdesignee,reservestherighttomonitortheimplementationofthisAgreementbytheVendor.23.TheVendorshallprovideamonthlyreconciliationreporttotheStateDepartmentverifyingthateachpaymentreceivedonbehalfofanEligibleHouseholdisappliedtotheappropriateaccountwithintwoweeksoftheStateDepartmentpayrolldates.24.TheVendorshallprovideannualnaturalgas/electricbillingandconsumptiondataforeachEligibleHouseholdwhohasresidedatthesameserviceaddressfortheOctober1throughSeptember30reportingperiod,whenapplicable.25.Non-compliancebytheVendorwithanyoftheaboveassurancesofthisAgreementorapplicablelaworregulationsshallbegroundsforimmediateterminationofthisAgreement.SuchterminationshallincludeterminationofpaymentsonbehalfofEligibleHouseholdsandimmediatereturnofcreditbalancesorrefundsowedtotheStateDepartment.SuchterminationisinadditiontoallotherlegalremediesavailabletotheStateDepartment,includinginvestigationorprosecutionoffraudinconnectionwiththisagreement.26.AllVendorsshallestablishanaccountwithafinancialinstitutiontoreceivepaymentsviadirectdepositthroughelectronicfundstransfer(EFT).TheVendorshallinformtheStateDepartmentofanychangesinbankinginformationimmediatelyuponthechange.27.AllVendorsshallestablishinternetaccesstoretrieveLEAPprogramapplicantapprovalinformationandLEAPassistancebenefitpaymentdatafromtheStateLEAPsystemwebsite.Page6of7 28.LEAPassistancebenefitpaymentsshallnotbemadetotheVendoronbehalfofanEligibleHouseholdif:i.TheEligibleHouseholddoesnotpaytheVendordirectlyforitshomeheatingcosts;orii.ThisAgreementhasnotbeenexecutedorhasexpiredorbeenterminated;oriii.TheEligibleHousehold’sVendorcannotbedeterminedorfeasiblypaidonbehalfoftheEligibleHousehold.29.BysignatureofthisAgreement,theVendoragreestoabidebytheHIPAABusinessAssociateAgreement,attachedasExhibitA.D.TheStateDepartmentshallitselforthroughtheCountyDepartment,oritsdesignee,asthecasemaybe:1.PromptlyadvisetheVendorofthename,address,accountnumber,ifany,andamounttocredittotheaccountofeachEligibleHouseholdandprovidetheVendorwithapasswordtoretrievepayrollinformationfromtheLEAPsystemwebsite;2.NotifyallEligibleHouseholdsoftheamountofLEAPassistancebenefitstobemadeontheirbehalftotheVendor;3.MaketimelypaymentstotheVendorforcredittoEligibleHouseholdsforhomeenergysuppliedinaccordancewiththetermsofthisAgreement;and4.PromptlynotifytheVendorofallpertinentchangesinthisprogramcausedbychangesinapplicablelaw,regulations,ortechnology.E.GeneralProvisions:1.ThetermofthisAgreementshallbeOctober1,2020(oruponsignedapprovalofthisAgreementbytheVendor,whicheverislater)throughSeptember30,2025.2.ThisAgreementissubjecttoandcontingentuponthecontinuingavailabilityoffederalfunds.Ifinsufficientfunds,asdeterminedbytheStateDepartment,areavailableforthisprogram,theStateDepartmentmayimmediatelyterminatethisAgreement.3.ThisAgreementmaybeterminatedbyeitherpartyupon30dayspriorwrittennoticetotheotherpartysentbycertifiedorregisteredmail.4.TheVendormaynotassignthisAgreementwithoutthepriorwrittenconsentoftheStateDepartment.5.TheVendorshallcomplywithallapplicableFederalandStatelawsandregulations,includingconfidentialityofallrecords,terminationandrestorationofhomeenergyservice,anddiscrimination.TheVendorcertifiesthatithasalllicenses,insurance,andsoonrequiredbylawfortheprovisionofserviceshereunder.6.IfasituationarisesthatisnotclearlycoveredbythetermsofthisAgreement,theVendorshallseekguidancefromtheStateDepartment.Page7of? EXHIBITA-fflPAABUSINESSASSOCIATEAGREEMENTThisHIPAABusinessAssociateAgreement(“Agreement”)betweentheStateandContractorisagreedtoinconnectionwith,andasanexhibitto,theContract.ForpurposesofthisAgreement,theStateisreferredtoas“CoveredEntity”andtheContractorisreferredtoas“BusinessAssociate”.UnlessthecontextclearlyrequiresadistinctionbetweentheContractandthisAgreement,allreferencesto“Contract”shallincludethisAgreement.I.PURPOSECoveredEntitywishestodiscloseinformationtoBusinessAssociate,whichmayincludeProtectedHealthInformation(“PHI).ThePartiesintendtoprotecttheprivacyandsecurityofthedisclosedPHIincompliancewiththeHealthInsurancePortabilityandAccountabilityActof1996(“HIPAA”),Pub.L.No.104-191(1996)asamendedbytheHealthInformationTechnologyforEconomicandClinicalHealthAct(“HITECHAct”)enactedundertheAmericanRecoveryandReinvestmentActof2009(“ARRA”)Pub.L.No.111—5(2009),implementingregulationspromulgatedbytheU.S.DepartmentofHealthandHumanServicesat45C.F.R.Parts160,162and164(the“HIPAARules”)andotherapplicablelaws,asamended.PriortothedisclosureofPHI,CoveredEntityisrequiredtoenterintoanagreementwithBusinessAssociatecontainingspecificrequirementsassetforthin,butnotlimitedto,Title45,Sections160.103,164.502(e)and164.504(e)oftheCodeofFederalRegulations(“C.F.R.”)andallotherapplicablelawsandregulations,allasmaybeamended.2.DEFINITIONSThefollowingtermsusedinthisAgreementshallhavethesamemeaningsasintheHIPAARules:Breach,DataAggregation,DesignatedRecordSet,Disclosure,HealthCareOperations,Individual,MinimumNecessary,NoticeofPrivacyPractices,ProtectedHealthInformation,RequiredbyLaw,Secretary,SecurityIncident,Subcontractor,UnsecuredProtectedHealthInformation,andUse.ThefollowingtermsusedinthisAgreementshallhavethemeaningssetforthbelow:a.BusinessAssociate.“BusinessAssociate”shallhavethesamemeaningastheterm“businessassociate”at45C.F.R.160.103.andshallrefertoContractor.h.CoveredEntity.“CoveredEntity”shallhavethesamemeaningastheterm“coveredentity”at45C.F.R.160.103,andshallrefertotheState.c.InformationTechnologyandInformationSecuiritv.“InformationTechnology”and“InformationSecurity”shallhavethesamemeaningsastheterms“informationtechnology”and“informationsecurity”,respectively,in§24-37.5-102,C.R.S.CapitalizedtermsusedhereinandnototherwisedefinedhereinorintheHIPAARulesshallhavethemeaningsascribedtothemintheContract.3.OBLIGATIONSANDACTIVITIESOFBUSINESSASSOCIATEa.PermittedUsesandDisclosLtres.I.BusinessAssociateshalluseanddisclosePHIonlytoaccomplishBusinessAssociate’sobligationsundertheContract.Page1of9HIPAABAARevisedAugust2018 i.TotheextentBusinessAssociatecarriesoutoneormoreofCoveredEntitvsobligationsunderSubpartEof45C.f.R.Part164.BusinessAssociateshallcomplywithanyandallrequirementsofSubpartEthatapplytoCoveredEntityintheperformanceofscichobligation.ii.BusinessAssociatemaydisclosePHItocarryocttthelegalresponsibilitiesofBusinessAssociate.provided,thatthedisclosureisRequiredbyLaworBusinessAssociateobtainsreasonableassurancesfromthepersontowhomtheinformationisdisclosedthat:A.theinformationwillremainconfidentialandwillheusedordisclosedonlyasRequiredbyLaworforthepurposeforwhichBusinessAssociateoriginallydisclosedtheinformationtothatperson,and;B.thepersonnotifiesBusinessAssociateofanyBreachinvolvingPHIofwhichitisaware.iii.BusinessAssociatemayprovideDataAggregationservicesrelatingtothel-lealthCareOperationsofCoveredEntity.BusinessAssociatemayde-identil,’anyorallPHIcreatedorreceivedbyBusinessAssociatelLnderthisAgreement.providedthedc-identificationconformstotherequirementsoftheHIPAARules.b.MinimumNecessary.BusinessAssociate.itsSubcontractorsandagents.shallaccess.use.anddiscloseonlytheminimumamountofPHInecessarytoaccomplishtheobjectivesoftheContract.inaccordance‘.‘iththeMinimumNecessaryRequirementsoftheHIPAARulesincluding,butnotlimitedto.45C.F.R.164.502(h)and164.514(d).c.lrnpermissihleUsesandDisclosures.i.BusinessAssociateshallnotdisclosethePHIofCoveredEntitytoanothercoveredentitywithoutthewrittenauthorizationofCoveredEntity.ii.BusinessAssociateshallnotshare.use,discloseormakeavailableanyCoveredEntityPHIinanyformviaanymediumwithortoanypersonorentitybeyondthebouLndariesorjurisdictionoftheUnitedStateswithoutexpresswrittenauthorizationfromCoveredEntity.d.BusinessAssociate’sSubcontractors.i.BusinessAssociateshall,inaccordancewith45C.F.R.164.502(e)(I)(ii)andI64.308(b)(2),ensurethatanySubcontractorswhocreate.receive,maintain.ortransmitPHIonbehalfofBusinessAssociateagreeinwritingtothesamerestrictions,conditions.andrequirementsthatapplytoBusinessAssociatewithrespecttosafeguardingPHI.ii.BusinessAssociateshallprovidetoCoveredEntity.onCoveredEntity’srequest.alistofSubcontractorswhohaveenteredintoanysuchagreementwithBusinessAssociate.iii.BusinessAssociateshallprovidetoCoveredEntity.onCoveredEntity’srequest.copiesofanysuchagreementsBtisinessAssociatehasenteredintowithSubcontractors.e.AccesstoSystem.IfBusinessAssociateneedsaccesstoaCoveredEntityInformationTechnologysystemtocomplywithitsobligationstindertheContractorthisAgreement.BusinessAssociateshallrequest,review,andcomplywithanyandallpoliciesapplicabletoCoveredEntityregardingsuchPage2of9HIPAABAARevisedAugust2018 systemincluding,butnotIimitedto,anypoliciespromulgatedbytheOfficeofInformationTechnologyandavailableathttp://oit.state.co.us/about/policies.EAccesstoPHI.BusinessAssociateshall,withintendaysofreceivingawrittenreqciestfromCoveredEntity,makeavailablePHIinaDesktnatedRecordSettoCoveredEntityasnecessarytosatist’CoveredEntitysobligationsunder45C.F.R.161.524.e.AmendmentofPHI.i.BusinessAssociateshallwithintendaysofreceivingawrittenrequestfromCoveredEntitymakeanyamendmenttoPH!inaDesignatedRecordSetasdirectedbyoragreedtobyCoveredEntitypursuantto45C.F.R.164.526.ortakeothermeasuresasnecessarytosatisfyCoveredEntitysobligationsunder45C.F.R.164.526.ii.BusinessAssociateshallpromptlyforwardtoCoveredEntityanyreqtlestforamendmentofPHIthatBusinessAssociatereceivesdirectlyfromanIndividual.h.AccoL1ntinRights.BusinessAssociateshall.withintendaysofreceivingawrittenreqiLestfromCoveredEntity.maintainandmakeavailabletoCoveredEntitytheinformationnecessaryforCoveredEntitytosatisfitsobligationstoprovideanaccountingofDisclosureunder45C.F.R.164.52$.RestrictionsandConfidentialCommunications.i.BusinessAssociateshallrestricttheUseorDisclosureofanIndividual’sPHIwithintendaysofnoticefromCoveredEntityof:A.arestrictiononUseorDisclosureofPHIpursuantto45C.F.R.164.522;orB.arequestforconfidentialcommimicationofPHIpursuantto45C.F.R.164.522.ii.BusinessAssociateshallnotresponddirectlytoanlndividuaFsrequeststorestricttheUseorDisclosureofPHIortosendallcommunicationofPHItoanalternateaddress.iii.BusinessAssociateshallrefersLichrequeststoCoveredEntitysothatCoveredEntitycancoordinateandprepareatimelyresponsetotherequestingIndividualandprovidedirectiontoBusinessAssociate.j.GovernmentalAccesstoRecords.BusinessAssociateshallmakeitsfacilities,internalpractices.books,records,andothersourcesofinformation,includingPHI,availabletotheSecretaryforpurposesofdeterminingcompliancewiththeHIPAARulesinaccordancewith45C.F.R.160.310.k.Audit.InspectionandEnforcement.i.BusinessAssociateshallobtainandupdateatleastannuallyawrittenassessmentperformedbyanindependentthirdpartyreasonablyacceptabletoCoveredEntity.whichevaluatestheInformationSecurityoftheapplications,infrastructure,andprocessesthatinteractwiththeCoveredEntitydataBusinessAssociatereceives,manipulates.storesanddistribLites.UponrequestbyCoveredEntity.BusinessAssociateshallprovidetoCoveredEntitytheexecutivesummaryoftheassessment.Page3of9HIPAABAARevisedAugust2018 ii.BisinessAssociate,upontherequestofCoveredEntity.shallfttllycooperatewithCoveredEntity’seffortstoauditBusinessAssociat&scompliancewithapplicableHIPAARules.If,throughauditorinspection,CoveredEntitydeterminesthatBusinessAssociat&sconductwouldresultinviolationoftheHIPAARulesorisinviolationoftheContractoi-thisAgreement.BusinessAssociateshallpromptlyremedyanysuchviolationandshallcertifycompletionofitsremedyinwritingtoCoveredEntity.AppropriateSafeguards.i.BusinessAssociateshalluseappropriatesafeguardsandcomplywithSubpartCof45C.F.R.Part164withrespecttoelectronicPHItopreventuseordisclosureofPHIotherthanasprovidedinthisAgreement.ii.BusinessAssociateshallsafeguardthePHIfromtamperingandunauthorizeddisclosures.iii.BusinessAssociateshallmaintaintheconfidentialityofpasswordsandotherdatarequiredforaccessingthisinformation.iv.BusinessAssociateshallextendprotectionbeyondtheinitialinformationobtainedfromCoveredEntitytoanydatabasesorcollectionsofPHIcontaininginformationderivedfromthePHI.TheprovisionsofthissectionshallbeinforceunlessPHIisdc-identifiedinconformancetotherequirementsoftheHIPAARules.m.SafeguardDunnzTransmission.i.BusinessAssociateshallusereasonableandappropriatesafeguardsincluding,withoutlimitation,InformationSecuritymeastirestoensurethatalltransmissionsofPHIareauthorizedandtopreventuseordisclosureofPHIotherthanasprovidedforbythisAgreement.ii.BusinessAssociateshallnottransmitPHIovertheinternetoranyotherinsecureoropencommunicationchannelunlessthePHIisencryptedorotherwisesafeguardedwithaFIPS—compliantencryptionalgorithm.n.ReportingofImproperUseorDisclosureandNotiflcationofBreach.i.BusinessAssociateshall,assoonasreasonablypossible,bittimmediatelyafterdiscoveryofaBreach,notifyCoveredEntityofanyuseordisclosureofPHInotprovidedforbythisAgreement,includingaBreachofUnsecuredProtectedHealthInformationassuchnoticeisrequiredby45C.F.R.164.410orabreachforwhichnoticeisrequiredunder§24-73-103,C.R.S.ii.SuchnoticeshallincludetheidentificationofeachIndividualwhoseUnsecuredProtectedHealthInformationhasbeen,orisreasonablybelievedbyBusinessAssociatetohavebeen,accessed.acquired.ordisclosedduringsuchBreach.iii.BusinessAssociateshall,assoonasreasonablypossible,bittimmediatelyafterdiscoveryofanySecurityIncidentthatdoesnotconstituteaBreach,notii’CoveredEntityofsuchincident.Page4of9HIPAABAARevisedAugust2018 iv.BusinessAssociateshallhavetheburdenofdemonstratingthatallnotificationsweremadeasrequired.includingevidencedemonstratingthenecessityofanydelay.o.BusinessAssociate’stnsuranceandNotificationCosts.i.BusinessAssociateshallbearallcostsofaBreachresponseincltLding,withoutlimitation,notifications,andshallmaintaininsurancetocover:A.lossofPHIdata;B.BreachnotificationrequirementsspecifiedinHIPAARulesandin§24-73-103,C.R.S.;andC.claimsbaseduponallegedviolationsofprivacyrightsthroughimproperuseordisclosureofPHI.ii.AllsuchpoliciesshallmeetorexceedtheminimuminsurancerequirementsoftheContractorotherwiseasmaybeapprovedbyCoveredEntity(e.g.,occurrencebasis,combinedsingledollarlimits,annualaggregatedollarlimits,additionalinsuredstatus,andnoticeofcancellation).iii.BusinessAssociateshallprovideCoveredEntityapointofcontactwhopossessesrelevantInformationSecurityknotvledgeandisaccessible24hoursperday,7dayspertveektoassistwithincidenthandling.iv.BusinessAssociate,totheextentpracticable,shallmitigateanyharmfuleffectknowntoBusinessAssociateofaUseorDisclosureofPHIbyBusinessAssociateinviolationofthisAgreement.p.SubcontractorsandBreaches.i.BusinessAssociateshallenterintoawrittenagreementwitheachofitsSubcontractorsandagents,whocreate,receive,maintain,ortransmitPHIonbehalfofBusinessAssociate.TheagreementsshallrequiresuchSubcontractorsandagentstoreporttoBtisinessAssociateanyuseordisclosureofPHInotprovidedforbythisAgreement,includingSecurityIncidentsandBreachesofUnsecuredProtectedHealthInformation,onthefirstdaysuchStLbcontractororagentknowsorshouldhaveknownoftheBreachasrequiredby45C.F.R.164.410.ii.BusinessAssociateshallnotifyCoveredEntityofanysuchreportandshallprovidecopiesofanysuchagreementstoCoveredEntityonrequest.q.DataOwnership.i.BusinessAssociateacknowledgesthatBusinessAssociatehasnoownershiprightswithrespecttothePHI.ii.UponrequestbyCoveredEntity,BusinessAssociateimmediatelyshallprovideCoveredEntitywithanykeystodecryptinformationthattheBusinessAssociationhasencryptedandmaintainsinencryptedform,orshallprovidesuchinformationinunenciyptedcLsableform.Page5of9HIPAABAARevisedAugust2018 r.RetentionofPHI.ExceptuponterminationofthisAgreementasprovidedinSection5.below.BusinessAssociateanditsSubcontractorsoragentsshallretainallPHIthroughoutthetermofthisAgreement,andshallcontinLietomaintaintheaccountingofdisclosuresrequiredunderSection3.h.above,foraperiodofsixyears.4.OBLIGATIONSOFCOVEREDENTITYa.SafeguardsDuringTransmission.CoveredEntityshallberesponsibleforusingappropriatesafeguardsincltidingencryptionofPHI.tomaintainandensurethecontdentiality.integrity’,andsecurityofPHItransmittedpursuanttothisAgreement.inaccordancewiththestandardsandrequirementsoftheHIPAARules.b.NoticeofChanges.i.CoveredEntitymaintainsacopyofitsNoticeofPrivacyPracticesonitsvebsite.CoveredEntityshallprovideBusinessAssociatewithanychangesin,orrevocationoEpermissiontouseordisclosePHI.totheextentthatitmay’affectBtisinessAssociate’spermittedorrequiredusesordisclosures.ii.CoveredEntityshallnotifyBusinessAssociateofanyrestrictionontheuseordisclosureofPHItohichCoveredEntityhasagreedinaccordancewith15C.F.R.164.522.totheextentthatitmayaffectBusinessAssociate’spermittedtiseordisclosureofP1-Il.5.TERMINATIONa.Breach.i.InadditiontoanyContractprovisionregardingremediesforbreach.CoveredEntityshallhavetheright.intheeventofabreachbyBusinessAssociateofanyprovisionofthisAgreement.toterminateimmediatelytheContract.orthisAgreement,orboth.ii.SubjecttoanydirectionsfromCoveredEntity,uponterminationoftheContract,thisAgreement.orboth,BtisinessAssociateshalltaketimely,reasonable,andnecessaryactiontoprotectandpreservepropertyinthepossessionofBusinessAssociateinwhichCoveredEntityhasaninterest.b.EffectofTermination.i.UponterminationofthisAgreementforanyreason,BusinessAssociate,attheoptionofCoveredEntity.shallreturnordestroyallPHIthatBusinessAssociate,itsagents,oritsSubcontractorsmaintaininany’form,andshallnotretainanycopiesofsuchPHI.ii.IfCoveredEntitydirectsBusinessAssociatetodestroythePHI.BusinessAssociateshallcertifyinwritingtoCoveredEntitythatsuchPHIhasbeendestroyed.iii.IfBtisinessAssociatebelievesthatreturningordestroyingthePHIisnotfeasible.BusinessAssociateshallpromptlyprovideCoveredEntitywithnoticeoftheconditionsmakingretLtrnordestructioninfeasible.BusinessAssociateshallcontinuetoextendtheprotectionsofPage6of9HIPAABAARevisedAugust2018 Section3ofthisAzreementtosuchPHI,andshalllimitfurtheruseofsuchPHItothosepttrposesthatmakethereturnordestructionofsuchPHIinfeasible.6.INJUNCTIVERELIEFCoveredEntityandBusinessAssociateagreethatirreparabledamagewouldoccurintheeventBusinessAssociateoranyofitsSubcontractorsoragentsuseordisclosureofPHIinviolationofthisAgreement,theHIPAARulesoranyapplicablelaw.CoveredEntityandBusinessAssociatefurtheragreethatmoneydamageswouldnotprovideanadequateremedyforsuchBreach.Accordingly,CoveredEntityandBusinessAssociateagreethatCoveredEntityshallbeentitledtoinjunctivereliefspecificperformance,andotherequitablerelieftopreventorrestrainanyBreachorthreatenedBreachofandtoenforcespecificallythetermsandprovisionsofthisAgreement.7.LIMITATIONOFLIABILITYAnyprovisionintheContractlimitingContractor’sliabilityshallnotapplytoBusinessAssociate’sliabilityunderthisAgreement,whichshallnotbelimited.8.DISCLAIMERCoveredEntitymakesnowarrantyorrepresentationthatcompliancebyBusinessAssociatewiththisAgreementortheHIPAARuleswillbeadequateorsatisfactoryforBusinessAssociate’sownptlrposes.BusinessAssociateissolelyresponsibleforalldecisionsmadeandactionstakenbyBusinessAssociateregardingthesafeguardingofPHI.9.CERTIFICATIONCoveredEntityhasalegalobligationunderHIPAARulestocertifyastoBusinessAssociate’sInformationSecttritypractices.CoveredEntityoritsauthorizedagentorcontractorshallhavetherighttoexamineBusinessAssociate’sfacilities,systems,procedures,andrecords,atCoveredEntity’sexpense,ifCoveredEntitydeterminesthatexaminationisnecessarytocertifythatBusinessAssociate’sInformationSecuritysafeguardscomplywiththeHIPAARulesorthisAgreement.10.AMENDMENTa.AmendmenttoComplywithLaw.ThePartiesacknowledgethatstateandfederallawsandregulationsrelatingtodatasecurityandprivacyarerapidlyevolvingandthatamendmentofthisAgreementmaybereqLliredtoprovideprocedurestoensurecompliancewithsuchdevelopments.i.IntheeventofanychangetostateorfederallawsandregulationsrelatingtodatasecurityandprivacyaffectingthisAgreement.thePartiesshalltakesuchactionasisnecessarytoimplementthechangestothestandardsandrequirementsofHtPAA,theHIPAARulesandotherapplicablerulesrelatingtotheconfidentiality.integrity,availabilityandsecurityofPHIwithrespecttothisAgreement.ii.BusinessAssociateshallprovidetoCoveredEntitywrittenassurancesatisfactorytoCoveredEntitythatBusinessAssociateshalladequatelysafeguardallPHI.andobtainPage7of9HIPAABAARevisedAugust201$ writtenassurancesatisfactorytoCoveredEntityfromBusinessAssociate’sSubcontractorsandagentsthattheyshalladequatelysafeguardauPHI.iii.UpontherequestofeitherParty,theotherPartypromptlyshallnegotiateingoodfaiththetermsofanamendmenttotheContractembodyingwrittenassurancesconsistentwiththestandardsandrequirementsofHIPAA,theHIPAARules,orotherapplicablerules.iv.CoveredEntitymayterminatethisAgreementupon30days’priorwrittennoticeintheeventthat:A.BusinessAssociatedoesnotpromptlyenterintonegotiationstoamendtheContractandthisAgreementwhenrequestedbyCoveredEntitypursuanttothisSection;orB.BusinessAssociatedoesnotenterintoanamendmenttotheContractandthisAgreement,whichprovidesassurancesregardingthesafeguardingofPHIsufficient,inCoveredEntity’ssolediscretion,tosatisfythestandardsandrequirementsoftheHIPAA.theHIPAARulesandapplicablelaw.b.AmendmentofAppendix.TheAppendixtothisAgreementmaybemodifiedoramendedbythemutualwrittenagreementoftheParties,withoutamendmentofthisAgreement.AnymodifiedoramendedAppendixagreedtoinwritingbythePartiesshallstipersedeandreplaceanypriorversionoftheAppendix.II.ASSISTANCEINLITIGATIONORADMINISTRATIVEPROCEEDINGSCoveredEntityshallprovidewrittennoticetoBusinessAssociateiflitigationoradministrativeproceedingiscommencedagainstCoveredEntity,itsdirectors,officers,oremployees,basedonaclaimedviolationbyBusinessAssociateofHIPAA,theHIPAARulesorotherlawsrelatingtosecurityandprivacyorPHI.UponreceiptofsuchnoticeandtotheextentrequestedbyCoveredEntity,BusinessAssociateshall,andshallcauseitsemployees,Subcontractors,oragentsassistingBusinessAssociateintheperformanceofitsobligationsundertheContractto,assistCoveredEntityinthedefenseofsuchlitigationorproceedings.BusinessAssociateshall,andshallcauseitsemployees,Subcontractor’sandagentsto,provideassistance,toCoveredEntity,whichmayincludetestifyingasawitnessatstichproceedings.BusinessAssociateoranyofitsemployees,SubcontractorsoragentsshallnotberequiredtoprovidesuchassistanceifBusinessAssociateisanamedadverseparty.12.INTERPRETATIONANDORDEROFPRECEDENCEAnyambiguityinthisAgreementshallberesolvedinfavorofameaningthatcompliesandisconsistentwiththeHIPAARules.IntheeventofaninconsistencybetweentheContractandthisAgreement,thisAgreementshallcontrol.ThisAgreementsupersedesandreplacesanypreviotis,separatelyexecutedHIPAAbusinessassociateagreementbetweentheParties.13.SURVIVALProvisionsofthisAgreementreqtiiringcontinuedperformance,compliance,oreffectafterterminationshallsurviveterminationofthiscontractorthisagreementandshallbeenforceablebyCoveredEntity.Page$of9HIPAABAARevisedAugust2018 APPENDIXTOfflPAABUSINESSASSOCIATEAGREEMENTThisAppendix(“Appendix”)totheHIPAABusinessAssociateAgreement(“Agreement”)issanappendixtotheContractandtheAgreement.ForthepurposesofthisAppendix,definedtermsshallhavethemeaningsascribedtothemintheAgreementandtheContract.UnlessthecontextclearlyrequiresadistinctionbetweentheContract,theAgreement,andthisAppendix,allreferencesto“Contract”or“Agreement”shallincludethisAppendix.I.PURPOSEThisAppendixsetsforthadditionaltermstotheAgreement.Anysub-sectionofthisAppendixmarkedas“Reserved”shallbeconstruedassettingforthnoadditionalterms.2.ADDITIONALTERMSa.AdditionalPermittedUses.InadditiontothosepurposessetforthintheAgreement.BusinessAssociatemayusePHIforthefollowingadditionalpurposes:i.Reserved.b.AdditionalPermittedDisclosures.InadditiontothosepurposessetforthintheAgreement.BusinessAssociatemaydisclosePHIforthefollowingadditionalpurposes:i.Reserved.c.ApprovedSubcontractors.CoveredEntityagreesthatthefollowingSubcontractorsoragentsofBusinessAssociatemayreceivePHIundertheAgreement:1.Reserved.U.DefinitionofReceiptofPHI.BusinessAssociate’sreceiptofPHIunderthisContractshallbedeemedtooccur,andBusinessAssociate’sobligationstindertheAgreementshallcommence.asfollows:i.Reserved.e.AdditionalRestrictionsonBtisinessAssociate.BusinessAssociateagreestocomplywiththefollowingadditionalrestrictionsonBusinessAssociatesuseanddisclosureofPHItindertheContract:i.Reserved.f.AdditionalTerms.BusinessAssociateagreestocomplywiththefollowingadditionaltermsundertheAgreement:i.Reserved.Page9of9HIPAABAARevisedAugust201$ 2020-2025APPROVEDMETEREDFUELVENDORDATAINFORMATION1.Enterthecompletevendor/businessname:TownofEstesPark2.EnterthecompanyFEIN(FederalIdentificationNumber):84-60006613.Enterthebusinessmailingaddress(includingzipcode):P0Box1200.EstesPark,CO805174.Enterthenamesdirectphonenumbersandemailaddressesofatleasttwocontactsforyourbusiness:Name:DuaneHudsonEmail:_dhudson@estes.org_________Phone:970-577-3S60Name:KimMcEachernEmail:KimMcEachernestes.orgPhone:970-577-35675.Enterthebusinessfaxnumber(s)forcontact:970-577-35736.EntertheLEAPVendorNumber(providedbytheStateLEAPOffice):75142PleaseplaceacheckbytheColoradocountieswhichyourbusinessserves:(01)Adams(17)Dolores(33)Lake(49)Pitkin(02)Alamosa(18)Douglas(34)LaPlata(50)Prowers(03)Arapahoe(19)Eagle—(35)LarimerX(51)Pueblo(04)Archuleta—(20)Elbert—(36)LasAnimas—(52)RioBlanco—(05)Baca—(21)ElPaso—(37)Lincoln—(53)RioGrande—(06)Bent—(22)Fremont—(38)Logan—(54)Routt—(07)Boulder.(23)Garfield—(39)Mesa—(55)Saguache—(08)Chaffee—(24)Gilpin—(40)Mineral—(56)SanJuan—(09)Cheyenne—(25)Grand—(41)Moffat—(57)SanMiguel—(10)ClearCreek—(26)Gunnison—(42)Montezuma—(58)Sedgwick—(11)Conejos—(27)Hinsdale—(43)Montrose—(59)Summit—(12)Costilla(28)Huerfano(44)Morgan—(60)Teller(13)Crowley(29)Jackson(45)Otero(61)Washington—(14)Custer(30)Jefferson(46)Ouray(62)Weld—(15)Delta(31)Kiowa(47)Park(63)Yuma(16)Denver(32)KitCarson(48)Phillips(80)Broomfield7.Pleaseplaceacheckbythetype(s)offuelserviceprovidedbyyourbusiness:NaturalGas:Electric:X