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HomeMy WebLinkAboutC03-199 Colorado Department of Public Health and Environment - Environmental Health Public Officer CONTRACT OPTION TO RENEW LETTER June 16, 2003 Contract Renewal Letter Number 03 Contract Routing Number 04 FFA 00003 State Fiscal Year 2003 - 2004 Environmental Health Officer Program This Contract Option to Renew Letter is issued pursuant to paragraph C_4. of the Contract identified by contract routing number Ol FFA 00003 and contract encumbrance number PO FFA CPD0100003. This Contract Option to Renew Letter is between the COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT and the BOARD OF COUNTY COMMISSIONERS OF EAGLE COUNTY. The Contract has been amended by Contract Change Order Letter Ol, contract routing number 02 FFA 00022, Contract Option to Renew Letter Ol, contract routing number 02 FFA 00003, Contract Change Order Letter 02, contract routing number 03 FFA 00036, Contract Option to Renew Letter 02, contract routing number 03 FFA 00003. The Contract, as amended, if applicable, is referred to as the "Original Contract". This Contract Option to Renew Letter is for the renewal term of July 1, 2003, through June 30, 2004. The maximum amount payable by the State for the work to be performed by the Contractor during this renewal term is Twenty-Five Thousand, Nine Hundred Dollars, ($25,900.00) for an amended total financial obligation of the State of ONE HUNDRED SIX THOUSAND, THREE HUNDRED FIFTY-THREE DOLLARS AND TWENTY-EIGHT CENTS, ($106,353.281. The Scope of Work for this renewal term is incorporated herein by this reference, made a part hereof, and attached hereto as "Attachment 1". The Budget for this renewal term is incorporated herein by this reference, made a part hereof, and attached hereto as "Attachment 2". The first sentence in paragraph C_l. of the Original Contract is modified accordingly. All other terms and conditions of the Original Contract are reaffirmed. This Contract Option to Renew Letter is effective upon approval by the State Controller, or designee, or on July 1, 2003, whichever is later. Please sign, date, and return a114 originals of this Contract Option to Renew Letter by June 27, 2003, to the attention of: Jennifer Richards, Colorado Department of Public Health and Environment, 4300 Cherry Creek Drive South, Denver, Colorado 80246, Mail Code: CPD-ADM-B2. One original of this Contract Option to Renew Letter will be returned to you when fully approved. BOARD OF COU TY CO ISSIO S OF STATE OF COLORADO EAGLE COUN Bill Owens, Governor By: By: ~~~tiv-c~0 Name: ~= ~. ~ °~ ~ ~--yl, For the Executive i ector Title: C,~ DEPARTMENT OF PUBLIC E FEIN.,; ~'~ a~y~ t~'~'~*^~r- •~~r^~^r ~ ~ AND ENVIRONMENT ,~ _. 4'" ( .`~~ ' T T: ~~ PROGRAM APPROVAL: ~~ ~,~. ~~ By: °~ a,~~ t ~ By: s ti'- CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not valid until the State Controller, or such assistant as he may delegate, has signed it. The contractor is not authorized to begin performance until the contract is signed and dated below. If performance begins prior to the date below, the State of Colorado may not be obligated to pay for the goods and/or services provided. STATE CONTROLLER: Arthur L. Barnhart Date: ~' 2 / - a 3 Revised: 08/30/02 1 ~ ~. AT°I'AC~IlVIENT 1 COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT Consumer Protection Division PROCEDURES FOR ADMINISTERING THE CITY/COUNTY ENVIRONMENTAL HEALTH PROGRAM I. ADDITIONAL PROGRAMS A. Before any local entity is approached about entering into the City/County Environmental Health Program, the Consumer Protection Division (CPD) will establish a list of target counties. These target counties will be selected by considering workload, geographic proximity to direct-service work areas and available environmental health officer funds. B. Presentations to local entities describing the City/County Environmental Health Program will include the benefits to the local entities, as well as the requirements of the contract, including the workload, personnel qualifications, functions to be conducted, reporting and contract enforcement procedures. II. BUDGET PROCEDURES A. CPD will be responsible for administering the budget. This administration will include the drafting and approval of contracts, approval for payment and any necessary cancellations or modifications. CPD will be responsible for notifying LHS of any actions contemplated, or correspondence concerning performance. III. STANDARDS FOR STAFFING COUNTIES A. Funding will be based on the number of required annual inspections using the Work Formula Table on page 2. The percentage that each county's required number of inspections represents of the total amount required for all counties participating in the program will be determined. This will be the percentage of available legislative appropriated funds that a county will receive for the successful completion of their required inspections. Reimbursement will be paid on a quarterly basis. ._ ~,. • Page 2 Procedures for Administering the City/County Environmental Health Program WORK FORMULA TABLE C~ PROGRAM Required Number of Inspections Per Year Retail Food Inspections 2 Retail Food Inspections 1 Retail Food Establishment Plan Reviews As submitted Child Care Centers 1 Meat Samples Once/5 years Schools with Labs/Shops 1 Schools without Labs/Shops Once/3 years Summer Camps 1 Motels & Hotels Complaint Only Mobile Home Parks Complaint Only IV. ENVIRONMENTAL HEALTH OFFICER QUALIFICATIONS A. Because of past experience, the Department will not enter into a contract with a local governmental agency in the future, if that entity does not employ an individual as the lead environmental health officer who possesses at least a BS degree in environmental health, or in a closely associated field, and at least two years of field experience in general environmental health programs. An MPH maybe substituted for one year of field experience. B. The Department will enter into contract with entities that employ environmental health officers or technicians without two years field experience or that do not possess a BS degree, if the individual works under the direction and supervision of an environmental health officer with the qualifications listed in A. above. t _ , , ~ , . Page 3 Procedures for Administering the City/County Environmental Health Program V. TRAINING & EVALUATION OF ENVIRONMENTAL HEALTH OFFICERS PERFORMANCE A. The Colorado Department of Public Health and Environment will conduct an annual retail food sanitation seminar and an advanced food safety seminar. B. The Department will attempt to arrange a seminar in conjunction with the Food and Drug Administration's annual training course conducted in at least one area of Consumer Protection. C. All city/county environmental h ealth o fficers, w ho a re e ligible, w ill m ake a pplication t o become standardized in the retail food sanitation program. City/county environmental health officers who are eligible for standardization must: 1. Be routinely engaged in retail food protection program work. 2. Have job responsibility for standardization of other regulatory personnel, if applicable. 3. Have successfully completed within the preceding two (2) years at least 20 contact hours of formal training in the application of food science and related studies such as microbiology, epidemiology, regulations, plan review or HACCP principles. 4. Have one or more of the following p rerequisites: A t 1 east 1 8 m onths o f full-time experience in Colorado retail food establishment inspections; or at least one hundred retail food establishment inspections performed within the past three (3) years, including enforcement, training, and/or consultation inspections. D. CPD will endeavor to obtain the capability to standardize city/county environmental health officers in retail food sanitation and to accompany environmental health official representatives of each program approximately one week each year in the field to critique performance. E. CPD will put all city/county environmental health programs on the Division computerized data system and will provide quarterly reports. F. CPD will attempt to conduct a survey of the retail food sanitation program in each city/county program at intervals of three (3) years. VI. REQUIRED EQUIPMENT A. The following equipment must be secured and used by the environmental health officer performing the inspections: _ ., ~ ~ • Page 4 Procedures for Administering the City/County Environmental Health Program 1. Thermocouple or probe-type thermometer 2. Maximum registering thermometer or temperature-sensitive tape(s) 3. Chemical test kits/papers 4. Flashlight 5. Alcohol swabs B. The following equipment is optional and would be beneficial in assisting the environmental health officer in performing the inspections: 6. Light meter 7. Pressure gauge 8. Measuring tape 9. Time-temperature data logger 10. pH meter 11. Water activity meter 12. Camera NII. CONTRACT ASSURANCE A. CPD will utilize inspection inventories, computerized data reports, inspection records, and field evaluations to determine contract compliance. B. Cities/Counties will maintain accuracy of existing inventories in each city/county program and will confirm the same with CPD. It is the responsibility of the city/county program to rectify inconsistencies between their inventory and the CPD computerized inventory. CPD will make certain that all inspection reports are recorded and filed. C. Following the 1st Quarter of each contract year, the CPD will review records showing the percentage of contract completion for each program. Should a program accomplish less than 18% of the required contract work, the responsible health officer will be notified verbally of the fact. The health officer will also be informed of the deficiency in writing, and of the Department's concern relative to contract completion. D. Following the 2nd Quarter of each contract year, CPD will review records showing the percentage of contract completion for each program. Should a program accomplish less than 35% of the required contract work during the first half of the contract year, the responsible health officer will be notified verbally of the potential problem, followed by written notification. A copy of the written notification will also be forwarded to the employing entity. ~ ~ . ' r . Page 5 Procedures for Administering the City/County Environmental Health Program E. Following the 3rd Quarter of each contract year, CPD will again review records showing the percentage of contract completion for each program. Should a program accomplish less than 60% of the required contract work during the first three quarters of the contract year, the responsible environmental health officer will be notified accordingly, verbally and in writing. A meeting with the responsible environmental health officer and employing entity will be suggested to discuss the matter. F. Any program that has not accomplished at least 60% of the required work during the first 3 quarters of the contract period may be offered a contract for the following year. However, the responsible environmental health officer and employing entity will be notified, in writing, that the Department will cancel the contract after the 1st Quarter of the new contract period if at least 20% of the required contract work is not completed. Additionally, they will be notified that reimbursement for the final month of the current contract period will not be remitted unless 90% of the mandatory contract work is completed. Regulated establishments that have discontinued operations during the year will not be deemed to have been included in the contract workload. New establishments will be considered on the basis of the date operations began. If 20% of the contract work is not accomplished during the 1st Quarter of the next contract period, CPD will notify the environmental health officer and the employing entity that the contract will be canceled thirty (30) days following the date of the notification. 2. If 20% of the contract is accomplished during this period, CPD will notify the environmental health officer and employing entity in writing, that the contract will continue on the basis of the performance criteria established the previous year. G. If a program that has been subject to the terms of these operational criteria the previous year fails to accomplish at least 60% of the required contract work within the first three quarters of a second consecutive contract period, the responsible environmental health officer and employing entity will be notified in writing, by CPD that a contract will not be offered for the next contract period. H. The quality of work performed will be determined by CPD, utilizing survey data, inspection records, and field evaluation. Should CPD find that an environmental health program is not performing the contract functions properly, the environmental health officer will be notified accordingly, and appropriate field training will be scheduled. An environmental health officer will be deemed to be not performing adequately if the person is not making note of violations within 15% of those indicated by survey data. ., Page 6 Procedures for Administering the City/County Environmental Health Program 2. Obvious failure to carry out the provisions or mandates of established laws or regulations and interpretations thereof governing establishments regulated under the contract will also be deemed sufficient reason for not renewing a contract. 3. Three months following field training, the environmental health officer's performance will be evaluated again. If improvement has not been made, the environmental health officer and the employing entity will be notified in writing, that performance requires improvement. 4. Six months following field training, the environmental health officer's performance will again be evaluated. If improvement has not been made, CPD will notify the environmental health officer and the employing entity that the contract will be canceled thirty (30) days following notification. VII. BILLING PROCEDURES A. CPD will provide the contractor with a supply of Contract Reimbursement Statements (CRS) [Form AD:BUS 40 (Rev.S-91)] sufficient for the contract year. B. At the end of each contract quarter, the contractor will complete the form and submit it to CPD. C. The CRS will be completed with the information set forth. D. CPD will review the CRS for completeness and accuracy of reimbursement cost. CPD will review office records to determine if required inspection reports have been received. If the CRS is not complete or accurate, the CRS will be returned to the contractor for correction. 2. All inspection reports must be submitted monthly. Reports must be received no later than the 15`" of the following month. If the required inspection reports have not been received, the responsible environmental health officer will be notified that reports have not been received and that payment cannot be made until they have been received. The CRS will be held by CPD until reports have been received. E. If the CRS is complete and reports have been received, CPD will sign and date the CRS, record the information, and forward the CRS to Accounting for payment. F. Failure to submit required inspection reports for a period of three consecutive months will result in contract cancellation. • s STATE OF COLORADO Bill Owens, Governor Douglas H. Benevento, Executlve Director Dedicated to protecting and improving the health and environment of the people of Colorado 4300 Cherry Creek Dr. S. Darner, Colorado 80246-1530 Phone (303) 692-2000 TDD Line (303) 691-7700 Located in Glendale, Colorado Laboratory Serofces Division 8100 Lowry Blvd. Denver, Colorado 80230-6928 (303) 692-30~ http~/www.cdphestate.co.us MEMORANDUM op cob ,~~ F~ H ~ s '~ X876 ~ Colorado Department of PublicHealth andEnvironment TO: Environmental Health Contractors (County Commissioners or City Managers) CC: Environmental Health Directors FROM: Ten~ance Williams, Consumer Protection Division, Fiscal Officer DATE: July 21, 2003 RE: Fully Executed Environmental Health Contract for 2003-04 Enclps~d please find your original, fully executed 2003-04 environmental health contract. This is for your :files and requires no action on your part. A courtesy copy is also being sent to your Environmental Health Director. If you have any questions, please contact Patti Klocker at (303) 692-3637. Thank you. ~~~~~~ hoard of County Comini~sf~ttars Eagle County JUL 2 3 200 ... ..;. -. ~« .. . , • • STATE OF COLORADO Bill Owens, Governor Douglas H. Benevento, Execu6ive Director Dedicated to protecting and improving the health and environment of the people of Colon3do 4300 Cherry Creek Dr. S. Denver, Colorado 80246-1530 Phone (303) 692-2000 TDD Line (303) 691-7700 Located in Glendale, Colorado httpJ/www.cdphe.state.co.us laboratory Services Dbision 8100 Lowry Bbd. Denver, Colorado 80230-8928 (303)692-3090 MEMORANDUM ~~pp COjO~ Fe y ~ ~ '~ 1878 ~` Colorado Department of PublicHealth andEnvironment TO: Environmental Health Contractors (County Commissioners or City Managers) CC: Environmental Health Directors FROM: Terrance Williams, Consumer Protection Division, Fiscal Officer DATE: July 21, 2003 RE: Fully Executed Environm~ t ~ -04 ~~ Enclosed please find your original, fully e ~ ~ al health contract. This is for yau>t• .files and requires no action on your I. Being sent to your Environmental Health Director. If you have any question; I // ' ~ ~~ ~ at (303) 692-3637. Thank you. ~~`" L ~ ~ _ - ~~~~~~ board of County Comrui~siofie3ra Eagle County JUL 2 3 2003 ~~~ ~_~ y P __ -- --__ __ _~~~_~~) m a - - __~.__ '~~~!~