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HomeMy WebLinkAboutC05-329 CDPHE , DEPARTMENT OR AGENCY NAME COLORADO DEPARTMENT OF PUBLIC BEALm AND ENVIRONMENT DEPARTMENT OR AGENCY NUMBER FHA CON1RACT ROUTING NUMBER 06-00140 TASK ORDER Immunization Proeram This Task Order is made this 7m day of OCTOBER, 2005. by and between: the state of Colorado, acting by and through the COLORADO DEPARTMENT OF PUBLIC BEALm AND ENVIRONMENT, whose address or principal place of business is 4300 CHERRY CREEK DRIVE soum. DENVER. COLORADO 80246. hereinafter referred to as "the State"; and, the BOARD OF COUNTY COMMISSIONERS OF EAGLE COUNTY.(a political subdivision ofthe state of Colorado), whose address or principal place of business is 551 BROADWAY. EAGLE. COLORADO 81631. for the use and benefit of the Ea2le County Nursin2 Service. whose address or principal place of business is 551 Broadwav. Ea2le. Colorado 81631. hereinafter referred to as the "Contractor". FACTUAL RECITALS Pursuant to section 25-4-1702, g1 IDJ.., C.RS. as amended, the General Assembly of the state of Colorado has declared that vaccine preventable diseases represent a serious public health threat to the people of this state of Colorado. Section 25-4-902, C.RS., as amended, mandates that no child shall attend any school in the state of Colorado unless a certificate of immunization is presented to an appropriate school official which establishes that the child has received all necessary immunizations against those communicable diseases identified by the state of Colorado Board of Health. Section 25-4-905, C.RS., as amended, further states that a local health department, a public health or school nurse (under the supervision of a licensed physician), or the deparbDent of public health and environment in the absence of a local health department or public health nurse shall provide, at public expense to the extent that funds are available, those immunizations which are required by Part 9 of Article 4 of Title 25, C.RS., to each child whose parents or guardians cannot afford to have the child immunized or, if emancipated, who cannot afford immunization and who has not otherwise been exempted under section 24-4-903, eRS., as amended. The United State Department of Health and Human Services ("USDHHS"), through the Center of Disease Control ("CDC"), has awarded the State federal funds under Notice of Cooperative Agreement Award ("NCAA") number H23/CCH822564-03 to increase and enhance the availability of age appropriate immunizations for vaccine preventable diseases. (See, Catalog of Federal Domestic Assistance ("CFDA") number 93.268. The State has formulated a comprehensive State plan, with associated budgets, to disburse these funds throughout the state of Colorado. Under this comprehensive State plan, the State shall allocate these funds to qualified entities to provide age appropriate immunizations for vaccine preventable diseases to the citizens of the state of Colorado on behalf of the State. Section 29-1-201, CRS. as amended, encourages governments to make the most efficient and effective use of their powers and responsibilities by cooperating and contracting with each other to the fullest extent possible to provide any function, service, or facility lawfully authorized to each of the cooperating or contracting entities. Section 29-1- 201, CRS., as amended, further states that all state of Colorado contracts with its political subdivisions are exempt from the state of Colorado's personnel rules and procurement code. The Contractor is a political subdivision of the state of Colorado. The State and the Contractor mutually agree that the most efficient and effective way to provide the above-described services is at the local level. The State and the Contractor previously entered into a Master Contract with contract routing number 05 FAA 00132. This Task Order is issued pursuant to the terms and conditions of that Master Contract. Page lof5 As to the State, authority exists in the Law and Funds have been budgeted, appropriated, and otherwise made available, and a sufficient uncommitted balance thereof remains available for subsequent encwnbering and payment in Fund Code(s) 100. Organizational Unit Code(s) 3620 Appropriation Code(s) 373. Program Code(s) 9012. Function Code(s) FLWT, Object Code(s) 5120, and Grant Budget Line Code(s) ~ under Contract encumbrance nwnber PO FHA IMM0600140. All required approvals, clearances, and coordination have been accomplished from and with all appropriate agencies. NOW, THEREFORE, in consideration of their mutual promises to each other, stated below, the parties hereto agree as follows: A. PERIOD OF PERFORMANCE AND TERMINATION The proposed effective date of this Contract is January 1.2006. However, in accordance with section 24-30-202(1), C.RS., as amended, this Task Order is not valid until it has been approved by the State Controller, or an authorized designee thereof. If the underlying notice of award authorizes the State to pay all allowable and allocable expenses of a contractor as of the effective date of that notice of award, then the State shall reimburse the Contractor for any allowable and allocable expenses of the Contractor that have been incurred since the proposed effective date of this Task Order. If the underlying notice of award does not authorize the State to pay all allowable and allocable expenses of a contractor as of the effective date of that notice of award, then the State shall only reimburse the Contractor for those allowable and allocable expenses of the Contractor that were incurred on or after the effective date of this Task Order. The initial term of this Task Order shall commence on its effective date and continue through and including December 31. 2006. This Contract is funded entirely with federal funds. Therefore, the State's liability for payment for all services rendered, or goods supplied, under this Task Order is contingent upon the State's receipt of those federal funds. If the State does not receive all, or any part, of the federal funds necessary to pay its obligations under this Task Order, then the State may immediately amend or terminate this Task Order without further liability to the State. In accordance with section 24-103-503, C.RS., as amended, and Colorado Procurement Rule R-24- 103-503, the total term of this Task Order, including all automatic renewals, bilateral options to renew, and extensions, may not exceed five (5) years. B. DUTIES AND OBLIGATIONS OF THE CONTRACTOR. The Contractor, in accordance with the tenus and conditions of the Master Contract and this Task Order, shall perform and complete, in a timely and satisfactory manner, all work items described in the Statement of Work and Budget, which are incorporated herein by this reference, made a part hereof and attached hereto as "Attachment A" and "Attachment B", respectively. , C. DUTIES AND OBLIGATIONS OF THE STATE. 1. The Contractor shall be compensated in accordance with the rates set forth in Attachment B hereto. In consideration of those services satisfactorily and timely performed by the Contractor under this Task Order the State shall cause to be paid to the Contractor a sum not to exceed ~ THOUSAND FOUR HUNDRED SEVENTY -SEVEN DOLLARS. ($9.477.00) for the initial tenn of this Task Order. Of the total financial obligation of the State referenced above, $9.477.00 are identified as attributable to a funding source of the United States government and, $0.00 are identified as attributable to a funding source of the state of Colorado. 2. Reimbursement under this Task Order, and any renewal or extension hereof, shall be made to the Contractor by the State on a monthly basis. Accordingly, the Contractor shall be paid one twelfth (1112) of the State's financial obligation under this Task Order each month. The Contractor shall be reimbursed SEVEN HUNDRED NINETY DOI,I,ARS ($790.00) a month. The final payment for the initial tenn of this Task Order, and any renewal or extension hereof: is contingent upon the State's timely receipt of an annual statement from the Contractor in the form attached hereto as "Attachment C' which is incorporated here by this reference, made a part hereof: and attached hereto, for the contract tenn. Page 2 of 5 3. The State may prospectively increase or decrease the amount payable under this Task Order through a "Task Order Change Order Letter" that is substantially similar to the sample Task Order Change Order Letter that is incorporated herein by this reference, made a part hereof, and attached hereto as "Attachment D". To be effective, a Task Order Change Order Letter must be: signed by the State and the Contractor; and, approved by the State Controller or an authorized designee thereof. Additionally, a Task Order Change Order Letter shall include the following infonnation: A. Identification of the related Master Contract and this Task Order by their respective contract routing nwnbers and affected paragraph number(s); B. The type(s) of service(s) or program(s) increased or decreased and the new level of each service or program; C. The amount of the increase or decrease in the level of funding for each service or program and the new total financial obligation; D. A provision stating that the Task Order Change Order Letter is effective upon approval by the State Controller, or designee, or its proposed effective date, whichever is later. Upon proper execution and approval, a Task Order Change Order Letter shall become an amendment to this Task Order. Except for the General and Special Provisions of the Master Contract, and the Additional Provisions of the Task Order, ifany, the Task Order Change Order Letter shall supersede this Task Order in the event of a conflict between the two. It is expressly understood and agreed to by the parties that the task order change order letter process may be used only for increased or decreased levels of funding, corresponding adjustments to service or program levels, and any related budget line items. Any other changes to this Task Order, other than those authorized by the task order option to renew letter process described below, shall be made by a fonnal amendment to this Task Order executed in accordance with the Fiscal Rules of the state of Colorado. If the Contractor agrees to and accepts a proposed Task Order Change Order Letter, then the Contractor shall execute and return that Task Order Change Order Letter to the State by the date indicated in that Task Order Change Order Letter. If the Contractor does not agree to and accept a proposed Task Order Change Order Letter, or fails to timely return a partially executed Task Order Change Order Letter by the date indicated in that Task Order Change Order Letter, then the State may, upon written notice to the Contractor, terminate this Task Order no sooner than thirty (30) calendar days after the return date indicated in the Task Order Change Order Letter bas passed. This written notice shall specify the effective date of tennination of that Task Order. If a Task Order is tenninated under this clause, then the parties shall not be relieved of their respective duties and obligations under that Task Order until the effective date of termination bas passed. Increases or decreases in the level of contractual funding made through the task order change order letter process during the initial, or renewal, tenn of a Task Order may only be made under the following circumstances: E. If necessary to fully utilize appropriations of the state of Colorado and/or non- appropriated federal grant awards; F. Adjustments to reflect current year expenditures; G. Supplemental appropriations, or non-appropriated federal funding changes resulting in an increase or decrease in the amounts originally budgeted and available for the purposes of a Task Order; Page 3 of 5 H. Closure of programs and/or tennination of related contracts or task orders; I. Delay or difficulty in implementing new programs or services; and, 1. Other special circumstances as deemed appropriate by the State. 4. The State may renew a Task Order through a "Task Order Option to Renew Letter" substantially similar to the sample Task Order Option to Renew Letter that is incorporated herein by this reference, made a part hereof, and attached hereto as "Attachment E". To be effective, a Task Order Option to Renew Letter must be: signed by the State and the Contractor; and, approved by the State Controller or an authorized designee thereof. Additionally, a Task Order Option to Renew Letter shall include the following information: A. Identification of the related Master Contract and that Task Order by their respective contract routing nwnbers and affected paragraph nwnber(s); B. The type(s) of service(s) or program(s), if any, increased or decreased and the new level of each service or program for the renewal term; C. The amount of the increase or decrease, if any, in the level of funding for each service or program and the new total financial obligation; D. A provision stating that the Task Order Option to Renew Letter is. effective upon approval by the State Controller, or designee, or its proposed effective date, whichever is later. Upon proper execution and approval, a Task Order Option to Renew Letter shall become an amendment to this Task Order. Except for the General and Special Provisions of the Master Contract, and the Additional Provisions, if any of that Task Order, a Task Order Option to Renew Letter shall supersede that Task Order in the event of a conflict between the two. It is expressly understood and agreed to by the parties that the task order option to renew letter process may be used only to: renew a Task Order; increase or decrease levels of funding related to that renewal; make corresponding adjustments to service or program levels, and, adjust any related budget line items. Any other changes to a Task Order, other than those authorized by the task order change order letter process described above, shall be made by a formal amendment to a Task Order executed in accordance with the Fiscal Rules of the state of Colomdo. If the Contractor agrees to and accepts a proposed Task Order Option to Renew Letter, then the Contractor shall execute and return that Task Order Option to Renew Letter to the State by the date indicated in that Task Order Option to Renew Letter. If the Contractor does not agree to and accept the proposed renewal term, or fails to timely return a partially executed Task Order Option to Renew Letter by the date indicated in that Task Order Option to Renew Letter, then the State may, upon written notice to the Contractor, tenninate this Task Order no sooner than thirty (30) calendar days after the return date indicated in the Task Order Option to Renew Letter has passed. This written notice shall specify the effective date of termination of that Task Order. If a Task Order is tenninated under this clause, then the parties shall not be relieved of their respective duties and obligations under that Task Order until the effective date of termination has passed. 5. AIl attachments or exhibits to this Task Order are incorporated herein by this reference and made a part hereof as if fully set forth herein. If a conflict or inconsistency is found to exist between the terms and conditions of this Task Order and those of any attachment or exhibit hereto, then the terms and conditions of this Task Order shall control. Page 4 of5 IN WITNESS WHEREOF, the parties hereto have executed this Task Order as of the day first above written. CONTRACTOR: STATE: BOARD OF COUNTY COMMISSIONERS OF EAGLE COUNTY STATE OF COLORADO (a political subdivision of the state of Colorado) Bill Owens, Governor for the use and benefit of the Eagle County NumngS~ By: By: '- Name: -1"\12. w~ ~'\\ -.::J,<,,- . ve Director Title: Chair DEPAR NT OF PUBLIC HEALm FEIN: 84-6000762 ANDE~NT Date: -vl.v'D ~) ZOO '5 Date: .- (Seal) ATTEST: PROGRAM APPROVAL: By: By: ~h-H~ City, City and County, County, Special District, or Town Clerk. or Equivalent APPROVALS: ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER 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: Leslie M. Shenefelt By: Date: Revised: 11/30/02 Page 5 of5 Attachment A Statement of Work Term: January 1,2006 through December 31,2006 Immunization Pro!!ram 1. The Contractor shall promote, sponsor & educate providers regarding the importance of active participation in reminder/recall activities by engaging in one (1) or all of the following activities: . Implement clinic based reminder/recall system. . Collaborate to implement clinic or practice based reminder/recall systems in the community. (Le., Colorado Immunization Information System-CllS) . Conduct trainings regarding implementing clinic or practice based reminder/recall systems. 2. The Contractor shall assure children in their community have access to vaccinations by engaging in one (I) or all of the following activities: A. Conduct onsite clinics with optimal access to services such as: . Expanded clinic hours at a minimum of one (1) of the Contractor's clinics to permit clients to obtain necessary vaccinations during at least one (l) evening or one (l) weekend per month. . provide "express lane" and/or "drop in" appointments. B. Collaborate with one or more agencies/private providers in their community to: . Provide immunization services at sites other than the Contractor's site. . Ensure that immunization histories are assessed and that children are referred for immunization servIces. . Distribute educational materials about immunizations and locally available immunization services. 3. The Contractor shall provide local support for state immunization initiatives through the Colorado Supplemental Nutrition Program-Women, Infants, and Children (WIC) and/or the Colorado Department of Human Services Supplemental Food Program (CSFP). Examples may include: . Vaccinations available on site. . Immunization histories are assessed and children are appropriately referred. . Distribute educational materials about immunizations and locally available immunization services. 4. Alternative strategies may be implemented based on local need after consultation with the Immunization Program Contract Monitor. C:\Documents and Settings\exapolin\Local Settings\Temp\AttachmLdoc Page I of2 Attachment B BUDGET APPLICANT: Eagle County Public Health Nursing Service PROJECT: Immunization Program FOR THE PERIOD: January 1,2006 through December 31, 2006 Funded by CDPHE Total Budget for Renewal Term $9,477 Monthly Payment (See 1. and 2. below for payment requirements) $790 1. July 2006 payment is contingent upon receipt of the online Immunization Progress Report 2. December 2006 payment is contingent upon receipt of the online Immunization Progress Report and the "Yearly Contract Reimbursement Statement" Attachment C COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT DIVISION OF PREVENTION AND INTERVENTION FOR CIDLDREN AND YOUTH IMMUNIZATION PROGRAM YEARLY CONTRACT REIMBURSEMENT CERTIFICATION FORM DUE DATE: January 15,2006 TO: Colorado Department of Public Health and Environment Immunization Program 4300 Cherry Creek Drive South IMM - A4 Denver, Colorado 80246-1530 FROM: Tax ID#: This is to certify that the contract services have been performed per Contract Routing Number for the period of January 1, 2005 through December 31, 2005. SIGNATURE Contractor or Authorized Designee Date I hereby certify that all contract requirements have been met and final payment of $ for contract services for the period of January 1, 2005 through December 31, 2005 is authorized. SIGNATURE Program Director or Authorized Designee Date H:\IMMUNIZA TIONlCONTRACTSlFY06\Immuniza1ion's Amwal Con1nu:t Reimbumemenl Certification Fonn.doc Attachment D TASK ORDER CHANGE ORDER LETTER [Date) Task Order Change Order Letter Number **, Contract Routing Number ** *** u*** State Fiscal Year 20** - 20**, *************** Pl"02ram This Task Order Change Order Letter is issued pursuant to paragrnph *. *. of the Master Contract identified as contract routing number U *** ***** and paragrnph *. *. of the Task Order identified as contract routing number ** *** ***** and contract encumbrance number ** *** **********. This Task Order Change Order Letter is between the COLORADO DEPARTMENT OF PUBLIC BEALm AND ENVIRONMENT and fLEGAL NAME OF CONTRACTORl. The Task Order has been amended by Task Order Option to Renew Letter ~ contract routing number ** *** *****. and/or Task Order Change Order Letter ~ contract routing number ~ ~ if any. The Task Order. as amended, if applicable. is referred to as the "Original Task Order". This Task Order Change Order Letter is for the current term of********* **. ****. through ********* **. ****. The maximum amount payable by the State for the work to be performed by the Contractor during this current term is increased/decreased by ********** DoDars. ($*.**) for an amended total financial obligation of the State of ********** DOLLARS. ($*. **). The revised specifications to the original Scope of Work and the revised Budget are incorporated herein by this reference. made a part hereof, and attached hereto as "Attachment *" and "Attachment *". The first sentence in parngrnph *. *. of the Original Task Order is modified accordingly. All other tenus and conditions of the Original Task Order are reaffirmed. This change to the Task Order shall be effective upon approval by the State controller, or designee. or on ********* **. ****. whichever is later. Pleare-sign. date. and return all ~ originals of this Task Order Change Order Letter by ********* **. ****. to the attention of: ************ ************, Colorado Department of Public Health and Environment, 4_ Cherry Creek Drive South, Mail Code ***_u*_**, Denver, Colorado 80246. One original of this Task Order Change Order Letter will be returned to you when fully approved. [LEGAL NAME OF CONTRACTOR) STATE OF COLORADO (a political subdivision of the state of Colorado) Bill Owens, Governor By: By: Name: For the Executive Director Title: DEPARTMENT OF PUBLIC BEALm FEIN: AND ENVIRONMENT PROGRAM APPROVAL: (Seal- Required) By: ATTEST (required): By: ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER CRS 24-30-202 requires that the State ControDer approve all state contracts. This contract is not valid until the State ControDer, 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. H 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: Leslie M. Shenefelt By: Date: STATE OF COLORADO Bill Owens, Governor Douglas H. Benevento, Executive Director Dedicated to protecting and improving the health and environment of the people of Colorado 4300 Cherry Creek Dr. S. Laboratory Services Division Denver, Colorado 80246-1530 8100 Lowry Blvd. Phone (303)692-2000 Denver, Colorado 80230-6928 TOO Line (303) 691-7700 (303) 692-3090 Colorado Department Located in Glendale, Colorado of Public Health http://www.cdphe.state.co.us and Environment November 30, 2006 Re: Immunization Program Calendar Year 2006 Service Delivery Contract Dear Immunization Program Participants: Enclosed please find a fully executed copy of the above referenced Contract for your files. This Contract covers the period from January 1,2006 through and including December 31,2006. Should you have any questions please contact me. Sincerely, 2u:l-K, . C<. Erikka Apolinar, Project Assistant Immunization Program 303-692-2447 Enclosure H:\IMMl.JNIZATIOl';~CONTRACTS\RETURN FE LETTER DOC