HomeMy WebLinkAboutC06-277
Eagle County Public Health Nursing Service
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Contract Term: September 1, 2006 through August 31, 2007
Contract Objective: The United State Department of Health and Human Service (HHS), through the Centers for
Disease Control and Preventions (CDe) has awarded Colorado federal funds under Notice of Cooperative
Agreement Award (NCAA) number U90/CCU816827 to fund "Public Health Emergency Preparedness activities,
see, Catalog of Federal Domestic Assistance (CFDA) number 93.283. 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 develop emergency-ready
public health departments by upgrading, integrating and evaluating state and local public health jurisdictions'
preparedness for and response to terrorism, pandemic influenza, and other public health emergencies with federal,
state, local, and tribal governments, the private sector, and non-governmental organizations (NGOs) for the
citizens of the state of Colorado on behalf of the State. These emergency preparedness and response efforts are
intended to support the National Response Plan (NRP) and the National Incident Management System (NlMS).
The Centers for Disease Control and Preventions (CDe) has developed Preparedness Goals designed to measure
urgent public health system response performance parameters that are directly linked to health protection of the
public. The Preparedness Goals are intended to measure urgent public health system response performance for
terrorism and non-terrorism events including infectious disease, environmental and occupational related
emergencies. For the purposes of this contractual agreement urgent response is intended to indicate non-routine
public health system reaction to limit possible mortality, morbidity, loss of quality of life, or economic damage.
The primary intent ofthis contractual agreement is to fund the active participation of the Contractor in the
immediate establishment, use, and continuous improvement of a response system using the CDC Preparedness
Goals to measure public health system response performance.
Colorado Department of Public Health and Environment (CDPHE) shall be responsible for setting any precedents
for actual response to a disease outbreak or emergency over the activity requirements of this contractual
agreement. The Contractor shall be responsible for the accomplishment of all Local Health Agency Activities
through State, Regional and Local partnerships and shall comply with Colorado Revised Statute 25-1.5-102.
Activities under this Scope of Work are pursuant to all relevant sections of the Colorado Disaster Emergency Act,
24-32-2100, C.R.S., as amended, that authorize and provide for cooperation in disaster prevention, preparedness,
response, and recovery and 25-1.5-102, C.R.S., as amended, Epidemic and communicable diseases - powers and
duties of the Department of Public Health and Environment. Section 24-32-2104 (5), C.R.S., states that an
executive order or proclamation of a state of disaster emergency shall activate the disaster response and recovery
aspects of the state, local, and inter-jurisdictional disaster emergency plans applicable to the political subdivision
or area in question and shall be authority for the deployment and use of any forces to which the plans apply and
for use or distribution of any supplies, equipment, and materials and for use of any facilities assembled,
stockpiled, or arranged to be made available pursuant to this part 21 or any other provision of law relating to
disaster emergencies.
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Eagle County Public Health Nursing Service
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Contractor shall work with and through state, regional and local partnerships to achieve the activities identified
under this Scope of Work. Contractor shall ensure collaboration with CDPHE, local public health agencies and
regional Epidemiologist, Planner and Trainer staff members within the designated All-Hazards Region.
Contractor shall ensure agency representation at the requested meetings, training sessions and conference calls.
Contractor shall designate at least one staff member as the point of contact for Emergency Preparedness and
Response activities, public information, communications, or media relations.
Any Contractor receiving funding to support regional staff and accomplish the regional Epidemiologist, Planner
and/or Trainer tasks, as identified and incorporated in this Scope of Work, shall ensure full collaboration with and
support for all agencies within the respective All-Hazards Region. Any Contractor receiving regional funding
shall be directly responsible for the accomplishment of the applicable Epidemiologist, Planner and/or Trainer
tasks as designated in the budget section of this Scope of Work.
Contractor shall utilize the Colorado Preparedness Reporting System (PRS) to document and monitor progress
and accomplishments on a regular basis. The due dates of the progress reports are March 1,2007 and September
1,2007.
Contractor understands and agrees that no amount of funding made available pursuant to this contractual
agreement can be used for any work or project other than that specified in this Scope of Work. Contractor further
understands that Contractor is not to include any work not related to the Scope of Work on any reimbursement
statements to the State. If Contractor mistakenly includes any unrelated work on an reimbursement statement
submitted pursuant to this contractual agreement, then Contractor hereby agrees to return this amount of money to
the State immediately upon becoming or being made aware.
Contractor shall submit regular invoices to the CDPHE using the required Emergency Preparedness and Response
Reimbursement Statement and in accordance with the 2006-2007 Emergency Preparedness and Response
Reimbursement Requirements. The Emergency Preparedness and Response Reimbursement Statement and
Requirements are incorporated herein by reference, made a part hereof, and attached hereto as "Attachment A".
Contractor shall be paid on a cost reimbursement basis only. All items requested for reimbursement must be
allowable and directly related to activities identified under this Scope of Work. Contractor shall submit all final
reimbursement statements no later than 45 days after the contractual agreement end date. Each Reimbursement
Statement shall be sent to the attention of:
Sonia Gonzales
Emergency Preparedness and Response Program
Colorado Department of Public Health and Environment
DCEED-EPR-3650
4300 Cherry Creek Drive South
Denver, CO 80246
or
Faxed To: 303-691-7811
Page 2 of29
Eagle County Public Health Nursing Service
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Contract Bud2:et: Contractor's total award shall not exceed $30,744.00.
Contractor shall ensure compliance with the 2006-2007 Emergency Preparedness and Response Reimbursement
Requirements and shall have the liberty to allocate funds across and in accordance with the following budget
categories:
Personnel: Contractor shall dedicate the necessary funds to support salary and fringe for any staff member
devoting time and effort towards the accomplishment of any activities identified under this Scope of Work.
Equipment: Contractor shall dedicate the necessary funds to purchase equipment, as well as maintain the
working order of any existing equipment, required to meet any activity identified under this Scope of Work.
This shall include, but is not limited to, personal and portable computers, communication radios, cellular
telephones, facsimile machines, laboratory equipment, training equipment, public information kits, etc.
Travel: Contractor shall dedicate the necessary funds to support travel related costs to ensure
accomplishment of activities identified under this Scope of Work. This shall include, but is not limited to,
regional planning meetings, local partner planning meetings, attendance at training sessions, conferences,
agency representation at the Emergency Preparedness and Response conference calls and annual strategic
planning meetings.
Operatin2 and Supplies: Contractor shall dedicate the necessary funds for operating and supply costs
directly associated with any activities identified under this Scope of Work. This shall include, but is not
limited to, high-speed Internet connections, notification systems, telephone and communication systems,
office supplies, copying, printing, postage, room rental, software purchase and upgrades, laboratory supplies,
etc.
Indirect; The allowable indirect rate charged to this contractual agreement may be lower but shall not exceed
10.00% of Direct Salaries & Wages, Including Fringe Benefits.
This indirect rate shall be in effect for the entire term of this contractual agreement. Contractor may request a
modification if a different indirect rate is negotiated within this term. Contractor must provide written
documentation identifying a significant financial impact in order to justify the contractual agreement
modification. All contractual agreement modifications will be reviewed on an individual basis.
Contractor shall establish a process to track all obligations and expenditures related to this contractual agreement
separately from other funds awarded through the Public Health Preparedness and Response Cooperative
Agreement.
Contractor shall ensure that all service related expenses will be completed and all goods related expenses
committed by August 31, 2007.
Contractor shall comply with all applicable Office of Management and Budget (OMB) circulars and shall be
subject to performance and financial site visits as requested by CDPHE. Contractor shall provide status
information periodically as requested by CDPHE and/or the CDC.
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Eagle County Public Health Nursing Service
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
The Contractor shall maintain a complete file of all records, documents, communications, and other materials that
pertain to the operation of the activities under this contractual agreement. Such files shall be sufficient to properly
reflect all direct and indirect costs of labor, materials, equipment, supplies and services, and other costs of
whatever nature for which a reimbursement was made. These records shall be maintained according to generally
accepted accounting principles and shall be easily separable from other Contractor records. Contactor's auditor
shall perform audits in accordance with the requirements of the OMB Circulars A-87 (Cost Principles for State,
Local, and Tribal Governments), A-122 (Cost Principles for Non-Profit Organizations) and A-133 (Audits of
States, Local Governments, and Non-Profit Organizations), as applicable.
Contractor shall ensure that reimbursement requests are not duplicated under any other Public Health Emergency
Preparedness funding or utilized to supplant non-related activities or programs. Contractor shall ensure
appropriate distribution of costs in direct relation to the activities performed.
Supplantation: Cooperative agreement funds cannot supplant any current state or local expenditures.
Supplantation refers to the replacement of non-federal funds with federal fund intended to support the same
activities. The Public Health Service Act, Title I, Section 319 (c) specifically States: "SUPPLEMENT NOT
SUPPLANT. -- Funds appropriated under this section shall be used to supplement and not supplant other federal,
state, and local public funds provided for activities under this section." Therefore, the law strictly and expressly
prohibits supplantation.
Unallowable Costs:
· Funds may not be used for research
· Reimbursement of pre-award costs is not allowed
· Funds under this program can not be used to purchase vehicles of any kind
· Funds may not be used to purchase incentive items
I agree to the terms of this Scope of Work and accept the activities as identified under the Contract Work Plan. I
understand that this Scope of Work is not an official notifICation of a funding award or promise of future funding. I also
understand that I am not authorized to begin performance until I receive official notification from the CDPHE
Purchasing Department as evidenced by a signed Purchase Order. Ifperformance begins prior to receiving a signed
Purchase Order, the State of Colorado m not be obligated to pay for the goods and/or services provided.
-9.1d'Olc
Date
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Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Contract Work Plan: This Work Plan supports the CDC Preparedness Cooperative Agreement and the CDC
Preparedness Goals have been included in this Scope of Work under each area of the work plan. For additional
content, please see the CDC Public Health Emergency Preparedness grant guidance, posted on the Colorado
Health Alert Network (COHAN): Document Library: Documents: Grant Guidance: Public Health Emergency
Preparedness Grant: 2006-07.
.:. Local Agency Year Two Activity = 2006-2007 Agency Deliverables to be completed
.:. CDPHE Measure = Deliverable criteria used to report activity progress in the Colorado Preparedness Reporting System
(PRS)
.:. All agencies receiving these funds will be required to report progress by March 1,2007 and September I, 2007 and
attach required documents the Colorado Health Alert Network (COHAN) portal as indicated
.:. Each activity has been coded, (1, la, 6, 6d, 9, 9a) (pm20), for CDPHE to report to CDC the direct link of Activities to the
CDC Goals, Targ~t Capabilities, and Performance Measures
I. Plannin2:. Trainin2:. and Exercise
Goal I: Increase the use and development of interventions known to prevent human illness from chemical, biological, radiological agents,
and naturally occurring health threats.
Goal 2: Decrease the time needed to classify health events as terrorism or naturally occurring in partnership with other agencies.
Goal 6: Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 9: Decrease the time needed to implement recommendations from after-action reports following threats to the public's health.
Local A2ency Year Two Activity
1.1. Update Public Health Emergency Operations Plan (PHEOP) and
the associated Emergency Support Function #8 annex by June I,
2007. (1, la, 6, 6d, 9, 9a) (pm20)
PHEOP must at a minimum include:
- All requirements listed under the State Board of Health (BOH)
Rule 6 CCR 1009-5: Preparations for a Bioterrorism Event,
Pandemic Influenza or an Outbreak of a Novel and Highly
Infectious Agent or Biological Toxin Regulation I (Organized
Health Departments) or Regulation 7 (Nursing Services) (1, la,
6,6d);
- Include an incident-specific annex entitled 'Pandemic
Influenza' by June 1,2007; and
- Include a functional annex entitled 'Community Containment,'
endorsed by local emergency management partners by June I,
2007. (This annex should address isolation, quarantine, and
social distancing measures and reference relevant authority
and protocols for execution of this authority). (1, la, 6, 6d)
(pm20)
-Include a functional annex entitled 'Mass Fatality,' endorsed
by local emergency management partners, by June I, 2007.
(This annex should reference funeral, autopsy, temporary
morgue, access to burial, death registration, infection control,
transportation, supply management, and other necessary
considerations).
CDPHE Measure
l.l (1). Post completed agency PHEOP with all
requirements per the BOH Rule 6 CCR 1009-5, an
incident-specific 'Pandemic Influenza' annex, a
functional 'Community Containment' and 'Mass
Fatality" annexes and 'Plan Distribution' page on
COHAN under appropriate All-Hazards Regional
folder and subsequent agency folder by June 1,2007.
(1, la, 6, 6d, 9, 9a)
1.1 (2) Retain documentation that a copy of the revised
agency PHEOP was provided/received to the local
office of emergency management, all general or critical
access hospitals in jurisdiction and the appropriate
Regional Emergency Medical Trauma Advisory
Councils(s) within jurisdiction by July 1,2007. (BOH
6 CCR 1009-5)
(1,Ia,6,6d,9,9a)
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Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local A2encv Year Two Activity
1.5. Each agency must participate in three drills, at least one other AII-
Hazards exercise and commence planning for the full-scale exercise in
November 2007 per the 3-year training and exercise plan. Drills may
be combined with larger exercises.
(1, la, 2, 2a, 9, 9a) (pm 22, 23)
a. Emergency Operations Drill
b. IT/Communications Drill
c. PPE Drill
· For each drill, an After Action Report must be posted on
COHAN. Drill documents can be found on COHAN under the
appropriate sub folder under the Training and Presentation
Materials folder.
· Work with the regional planner and regional training
coordinator to develop a schedule of emergency preparedness
trainings and exercises that will take place during the 2006-07
grant year. This schedule must be posted on COHAN by
CDPHE Measure
the U.S. Coast Guard.) (1, la, 9, 9a)
All ICS and NIMS training data must be tracked using
CO.TRAIN. The agency must provide updated NIMS
and ICS training data using the provided spreadsheet to
the regional trainer quarterly (September, December,
March and June). (1, la, 9, 9a)
· 100% of all agency staff must be trained in I CS-
100 and IS-700 by September 30, 2006.
· 100% of all supervisory staff must be trained in
ICS-IOO, ICS-200, and IS-700 by September 30,
2006.
· 100% of all program managers and employees
who will be expected to work in the agency's
emergency operations center must be trained in
ICS-IOO, ICS-200, IS-700 and IS-800 by
September 30, 2006. IS-300 must be completed
by August 30, 2007.
· 100% of all agency directors, executive level staff
and all staff pre-identified to perform duties as a
Unified Commander, Incident Commander,
Command Staff or Section Chief staff member
according to the agency's ICS structure must be
.trained in ICS-100, ICS-200, IS-700 and IS-800
by September 30,2006. IS-300 must be
completed by August 30, 2007. Completion of
and/or registration for an upcoming IS-400 course
is to be completed by August 30, 2007.
1.4 (2) Implement NIMS concepts in local emergency
operations planning. (1, la, 9, 9a)
1.5 (1). Post After Action Report for all exercises
completed on COHAN under appropriate All-Hazards
Regional folder and subsequent agency folder within
45 days of exercise completion.
(I, la, 2, 2a, 9, 9a) (pm 22, 23)
1.5 (2). Post a schedule of all emergency preparedness
training and exercises on the CO. TRAIN Super
Calendar no later than November 1,2006 and ongoing
thereafter.
1.5 (3). Document in AAR that all exercise objectives
are related to at least one of the DHS Target
Capabilities.
(1, la, 2, 2a, 9, 9a)
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Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
III. Health Care Preparedness/Sur2:e Capacity
Goal I: Increase the use and development of interventions known to prevent human illness from chemical, biological, radiological agents,
and naturally occurring health threats.
Goal 2: Decrease the time needed to classify health events as terrorism or naturally occurring in partnership with other agencies.
Goal 6: Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 8: Increase the long-term follow-up provided to those affected by threats to the public's health.
Goal 9: Decrease the time needed to implement recommendations from after-action reports following threats to the public's health.
Local A2ency Year Two Activitv
3.1. Participate in local volunteer management coordination,
training, and exercises, in conjunction with the regional training
plan.
(1, la, 2, 2a, 6, 6f, S, Sa, 9, 9a)
3.2. Work with regional staff to conduct CHEMPACK planning. (1,
la, 6, 6a, 6b, 6e, 6f, 8, Sa, 9, 9a) (pmI9)
· Knowledge of accessible locations, existing plans and
processes through local emergency management within the
region.
CDPHE Measure
3. I (1). Document participation with the state in
volunteer coordination. (1, la, 2, 2a, 6, 6f, S, Sa, 9,
9a)
3.1 (2). IdentifY key volunteer stakeholders in each
county. (1, la, 2, 2a, 6, 6f, S, Sa, 9, 9a)
3.1 (3). Document at least one meeting in each county
about the roles of volunteers in an emergency
response. (Must be separate from any
meeting/training provided by CDPHE or CDPHE
contractor for volunteer management).
(1, la, 2, 2a, 6, 6f, 8, 8a, 9, 9a)
3.1 (4). Document at least two trainings and/or
exercises, specific to surge capacity issues within
your jurisdiction, using volunteers to supplement
public health emergency functions. Volunteer training
must be tracked in CO.TRAIN. (I, la, 2, 2a, 6,
6f, 8, 8a, 9, 9a)
3.2 (1). Document meetings with regional planning
staff regarding CHEMPACK responsibilities and
coordination.
(1, la, 6, 6a, 6b, 6e, 6f, 8, Sa, 9, 9a) (pm I 9)
Page 9 of29
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity
4.2. All individuals on COHAN must have contact information and
communication devices entered. Maintain key stakeholder
information in COHAN for the required 16 public health roles as
appropriate for the agency. Maintain 24x7 emergency contact
information in COHAN at least quarterly. (2, 2a, 3, 3d; 6, 6a; 7, 7a;
9,9a)
4.3. Maintain jurisdictional medical provider information; including
the number of providers, and how the list is compiled and updated.
(2, 2a, 3, 3d; 6, 6a, 7, 7a)
4.4. All agencies shall forward to their list of medical providers
(within 24 hours of receipt), all HAN communications from CDPHE
in which HAN instructions specify that such forwarding should be
implemented. (2, 2a, 3d; 6, 6a, 7, 7a)
This requirement may be met in one of the following ways:
a) Forwarding ofCDPHE's HAN by email, fax, or other hard copy
distribution.
b) Forwarding ofa re-printed version of the CDPHE HAN (e.g., on
local agency letterhead with local contact information) by email,
fax, or other hard copy distribution.
c) Forwarding of a local HAN that differs in substance from the
CDPHE HAN after approval by CDPHE, by email, fax, or other
hard copy distribution.
4.5. All agencies, including nursing services, must have in 3 yrs (by
200S), or have access to 24/7/365 notification/alerting of the public
health emergency response system. (2, 2a, 3, 3d; 6, 6a, 7, 7a) (pm
16, 17)
CDPHE Measure
(pmI4)
4.2 (1). Update and maintain contact information on
COHAN quarterly, especially for 24x7 emergency
contact role and for 16 public health roles (or
whichever exist in agency). Detect and fix errors.
(2,2a,3,3d;6,6a;7,7a;9,9a)
4.3 (1). Maintain medical provider information and
update as necessary. (2, 2a, 3, 3d; 6, 6a, 7, 7a)
4.3 (2). Report to CDPHE yearly on the number of
providers included in the list and a brief description of
how the list is compiled and updated.
(2, 2a, 3d; 6, 6a, 7, 7a)
4.4 (1). Maintain documentation offorwarded HANs
including the date and time of receipt of the CDPHE
HAN, the date and time of local HAN distribution,
and a description of the distribution list.
(2,2a,3,3d;6,6a, 7, 7a)
4.4(2). Post this documentation on COHAN in
agency specific folder, in the subfolder, HAN
Documents.
4.5 (1). Demonstrate access to this system.
(2, 2a, 3d; 6, 6a, 7)
4.5 (2). Demonstrate the notification/alerting system
can reach key stakeholders (Target= at least 90% ).
(2,2a,3,3d;6,6a,7)
4.5 (3). Demonstrate notification/alerting system has
the ability to generate a real-time delivery status
report, containing: a. the number of recipients targeted
to receive a communication or alert and b. the number
who have confirmed receipt. (2, 2a, 3, 3d; 6, 6a, 7)
4.5 (4). Maintain a log, as stated in the CDC
performance measure 16, of time to notify all primary
staff (secondary or tertiary staff as needed) with
public health agency ICS functional responsibilities
that the public health agency's EOC is being
activated. Goal - mean 60 minutes. (2, 2a, 3d; 6, 6a,
7) (pm 16)
4.5 (5). Maintain a log, as stated in the CDC
performance measure 17, of time for primary staff
(secondary and tertiary staff as needed) with public
health agency ICS functional responsibilities to report
for duty at public health's agency EOC. Goal mean
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Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local A2ency Year Two Activity CDPHE Measure
I
4.15 Ensure adequate speed for communication link (high-speed 4.15 (1). Demonstrate high-speed (1 mbps)
internet) and system maintenance. (6, 6a, 6b; 9, 9a) connection to the Internet. (6, 6a, 6b, 9, 9a)
4.15 (2). Demonstrate Public Health workforce has
continuous access to computer equipment and high-
speed Intemet. (6, 6a, 6b; 9, 9a)
V. Strate2:ic National Stockpile (SNS)
Goal I: Increase the use and development of interventions known to prevent human illness from chemical, biological, radiological agents,
and naturally occurring health threats.
Goal 6: Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 8: Increase the long-term follow-up provided to those affected by threats to the public's health.
Goal 9: Decrease the time needed to implement recommendations from after-action reports following threats to the public's health.
Local A2ency Year Two Activity
5.1. Work with regional staffto update local information in the
regional Strategic National Stockpile plan, as necessary.
(1, la, 6, 6a, 6b, 6e, 8, Sa, 9, 9a) (pmI9)
Each plan should be updated a minimum of once annually. SNS plans
must be updated, per the HSEEP guidelines, after each exercise or real
world event, when personnel leave or are hired, when agency contact
information changes
Each SNS Plan must include:
· A plan approval signature page that is dated and signed by all
organized local Health Departments and Nursing Services,
Offices of Emergency Management, law enforcement agencies
and hospitals within the region demonstrating their acceptance
of this plan.
· Content as indicated in the "Receiving, Distributing and
Dispensing Strategic National Stockpile Assets - A guide for
Preparedness - Version 10 Draft, June 2005."
· Each Regional SNS Plan must at a minimum reference the
location of the Point of Dispensing Plan ifit is not included as
an appendix, attachment or tab; reference the location all plans
that may require the request of SNS assets.
5.2. Annually exercise a component of the SNS.
(1, la, 6, 6a, 6b, 6e, S, Sa, 9, 9a) (pmI9)
Exercises include, but are not limited to:
· Simulated requests for SNS assets during tabletop exercises.
· Activating and running a Regional Transfer Point (RTP).
· * Job Action Sheets posted by the state on COHAN for the R TP
positions, should be used as a resource.
· Tactical communications capabilities; i.e., ability to
communicate using 800 MHz radios, cell phones, landlines, fax,
and e-mail.
CDPHE Measure
5.1 (1). Document that county information was
provided to regional staff by May 1, 2007 to
incorporate into the regional Strategic National
Stockpile plan.
(I, la, 6, 6a, 6b, 6e, S, 8a, 9, 9a) (pmI9)
· Post updated Regional SNS plans including
the approval page on COHAN in the
appropriate All-Hazards Regional folder and
subsequent Regional SNS Plan folder by June
1,2007.
5.2 (1). A component of the SNS will be exercised
by August 30,2007. (1, la, 6, 6a, 6b, 6e, S, 8a, 9,
9a) (pmI9)
· All After Action Reports for exercises that
tested SNS components must be posted to
COHAN within 45 days of the exercise in the
appropriate All-Hazards Regional folder and
subsequent SNS Plan folder.
Page 13 of29
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Aj!ency Year Two Activitv
5.7. Develop or update local point of dispensing (POD) plan (This
includes updating local smallpox plan to broader all-hazards or
updating mass vaccination/mass prophylaxis clinic plans) by June I,
2007. (1, la, 6, 6e)(pmI9)
Updated POD plan must at a minimum include:
· Integration with agency LEap and Regional Strategic National
Stockpile (SNS) plan; and
· Format and content as indicated in the "Colorado's Planning
Guide for Local Mass Prophylaxis or Immunization - A Point of
Dispensing (POD) Standard Operating Guide (SaG) for
Planning."
VI. Public Information and Risk Communication
CDPHE Measure
5.7 (1) Post draft POD Plan(s) that is integrated
with agency LEOP and Regional SNS Plan and
follows format and content as indicated in the
"Colorado's Planning
Guide for Local Mass Prophylaxis or Immunization
- A Point of Dispensing (POD) Standard Operating
Guide (SaG) for Planning" on COHAN under
appropriate All-Hazards Regional folder and
subsequent agency folder by January 31,2007.
(I, la, 6, 6e) (pmI9)
5.7 (2) Comments will be provided by state and
regional staff that are members of the SNS/POD
Workgroup by March 31, 2007. (I, I a, 6, 6e)
(pmI9)
5.7 (3) Post final POD Plan with all comments
addressed on COHAN under appropriate All-
Hazards Regional folder and subsequent agency
folder by June 1,2007.
(1, la, 6, 6e) (pmI9)
(ioal 6: Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 8: Increase the long-term follow-up provided to those affected by threats to the public's health.
Local Agency Year Two Activitv
6. I Maintain the ability to develop, review, authorize, and
disseminate emergency public health information to appropriate
communications channels is 60 minutes or less. (6, 6b)
Communication information strategies should:
· emphatically acknowledge the public health emergency;
· explain and inform the public about risk;
· provide emergency courses of action; and commit to continued
communication.
6.2. Enhance knowledge of special populations in your community (or
region). (1, la, 6, 6b, 9, 9a)
· Identify special needs populations in the community.
· Identify one community leadership contractor for each special
population identified.
· Identify facilities that could serve as special needs or medical
shelters.
· Once the emergency is declared as officially over, make
recovery-related information available to the public.
CDPHE Measure
6.1 (1). Document the maintenance of multiple,
alternative means of disseminating public
information to citizens, regarding emergency public
health situations. (6, 6b)
6.1 (2). Archive public information and risk
communication messages in COHAN twice
annually. (6, 6b)
6.2 (1). Work with emergency management as
needed to document that special needs populations
within your community (or region) have been
identified. (1, I a, 6, 6b, 9, 9a)
At minimum, identify those who:
· Lack strong support (i.e. lack of
transportation)
· Are socially isolated (i.e. lack of phones)
· May receive undermining messages
· Have disabilities
6.2 (2). Work with emergency management as
needed to document facilities that could serve as
special needs or medical shelters.
Page 15 of29
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activitv CDPHE Measure
credible threats. (3, 3a) credible threats. (3, 3a)
7.4. Expedite the referral of culture isolates to the CDPHE 7.4 (1). Document the process to track and time
laboratory. (3, 3a) referrals of culture isolates to the CDPHE laboratory.
(3, 3a) (PmS, 9)
7.5. Perform testing according to the LRN protocols (not to be 7.5 (1). Document the use ofLRN specimen testing
sharedfor any reason to non-approved agencies). (3, 3a) methods and report results ofLRN tests to LRN.
(3, 3a) (pm6)
7.6. Expedite the reporting (within 24 hrs.) of the results ofLRN 7.6 (1). Provide specimen testing result
testing activity to CDPHE, the LRN, and the CDC upon request, documentation, as requested by CDPHE and CDC. (3,
including progress reports as required. (3, 3a) 3a)
7.7. Ensure laboratory staff and other personnel are available for 7.7 (1). Make available laboratory staff and personnel
training and planning. (3, 3a) for training and planning. (3, 3a)
7.8. Obtain and maintain needed permits, licenses and certification to 7.S (I). Provide documentation of certification,
allow for LRN testing. (3, 3a) permits, and licenses. (3, 3a)
7.9. Provide a representative to attend the Colorado Laboratory 7.9 (1). Document s~aff attendance at the Colorado
Forum meetings, and attend audio conferences as needed. (3, 3a) Laboratory Forum meetings, and audio conferences.
(3, 3a)
7.10. Participate in exercises and assessment studies, involving the 7.10 (I). Document participation in exercises and
policies and guidelines adopted by CDPHE. (3, 3a) assessment studies related to CDPHE policies and
guidelines. (3, 3a)
7.11. Conduct testing of environmental specimens classified as non- 7.11(1). Document the classification n and testing of
credible threats by FBI or other qualified law enforcement authority. environmental specimens. (3, 3a)
(3, 3a)
7.12. Upgrade computer facilities and communications for staff 7.12 (I). Document that computer facility and
website and communicate use, laboratory testing, (e-mail, pager, communication upgrades are completed on a regular
phone andfax), when needed, on a 24/7 basis. (3, 3a) basis. (3, 3a) (pm 11)
7.13. Follow the policies and guidelines adopted by CDPHE in 7.13. (1). Document knowledge and utilization of
response to Bioterrorist acts and related public health threat events. CDPHE response policies and guidelines. (3, 3a)
(3, 3a)
7.14. Participate in exercises and assessment studies and conduct 7.14 (I). If no real events occur in the off-hours time
proficiency testing. (3, 3a) frame, sentinel laboratories document participation in
rapid response scenario(s), involving call-down
procedures, communications, laboratory response
time assembly, testing and reporting. (3, 3a)
7.15. Provide CDPHE with information regarding possible new 7.15 (1). Document new emollees in the CLF
emollees in the Colorado Laboratory Forwn (CLF) database. (3,3a) database.
(3, 3a)
7.16. Enter progress report data into the Preparedness Reporting 17.16(1). Enter progress data into PRS. (3, 3a)
System (PRS), as requested by CDPHE.
(3, 3a)
7.17. Ensure staff is familiar with the CDPHE emergency response 7.17 (I). Document that laboratory staff are familiar
plan for Colorado Laboratory Forwn member laboratories. (3,3a) with the CDPHE Emergency Response Plan for the
(pm 10) CLF.
(3, 3a) (pm 10)
7.IS. Establish lines of communications with regional partners 7.18 (I). Document communication strategies with
including CDPHE, public health, environmental health, publiG safety, regional public, environmental, safety, hospital, and
hospitals and others as needed. (3, 3a) (pm I I) other partners as needed. (3, 3a) (pmII)
· Includes having a process to generate
confirmatory results of urgent public health
consequence, and notifY appropriate officials
Page 17 of29
.
Regional Public Health Epidemiologist
2006-2007 Task List
Local A.gency Year Two Activity CDPHE Measure
E I. Improve transport of isolates/specimens of public EI(I). Document collection, shipping, and State Lab
health importance (as specified by CDPHE) to receipt dates for specimens of public health importance
CDPHE lab. (3, 3a) (3, 3a)
E2. Improve knowledge of State Lab testing E2(1). Document that local public health agency
capabilities, including proper specimens, specimen communicable disease staff and hospitals have been
collection, and submission. (3,3a) educated on updated State Lab capability information.
(3,3a)
E3. Demonstrate competency in communicable E3(1). Document proficiency on specified communicable
disease outbreak investigation skills as specified by disease outbreak investigation competencies
CDPHE . (4, 4a, 5, 5a) (pm4) (4, 4a, 5, 5a) (pm4)
E4. Incorporate ICS into multi-jurisdiction or large E4( 1). Document multi-jurisdiction/large outbreak
communicable disease outbreak investigations. investigations for which ICS is used
(5, 5a, 6, 6a) (5, 5a, 6, 6a)
E5. Assure integration of regional EPI's with local E5(I). Submit a yearly report documenting how regional
health department communicable disease epidemiologist has been incorporated into local/regional
epidemiology activities. communicable disease activities (5, 5a)
(5, 5a)
E6. Practice using the (CDPHE) OMS for a real E6(1). Submit an "after-action" report on use of OMS for
disease investigation such as pertussis, and submit an a real disease investigation and include recommendations
"after-action" report. (5, 5a, 9, 9a) for system enhancement. (5, 5a, 9, 9a)
E7. Meet yearly with all clinical labs and hospital E7(I). Document meetings and visits to clinical labs and
infection control practitioners (ICPs) in the infection control practitioners and that education was
region/jurisdiction to provide education regarding the provided on reportable diseases. (3, 3a, 5, 5a)
list of reportable diseases and reporting requirements.
(3, 3a, 5, 5a)
(Note: onlyaoolies outside Denver metro area)
ES. Participate in at least 80% of the monthly regional E8(1). Document participation in monthly conference
epidemiologist conference calls coordinated by calls. (1, la, 5, 5a)
CDPHE Communicable Disease Epidemiology
Program. (1, la, 5, 5a)
E9. Assess the timeliness and completeness of E9(1). Submit a yearly report regarding the assessment of
communicable disease reporting in the timeliness and completeness of communicable disease
region/jurisdiction by reviewing semi-annual CDPHE- reporting in the region/jurisdiction, problems identified,
generated tabulations and reporting yearly on and how these were addressed. (1, la, 4, 4a, 5, 5a, 9, 9a)
problems identified and how these were addressed.
(1, la, 4, 4a, 5, 5a, 9, 9a)
E I O. Develop and submit a plan for public health ElO(1). Submit plan for public health staffing of active
staffmg of active (onsite) disease surveillance and onsite disease surveillance and reporting at hospitals in
reporting at hospitals in the region/jurisdiction during the region/jurisdiction during an "event" such as
an "event" such as pandemic influenza. (1, la, 5, 5a) pandemic influenza. (1, la, 5, 5a)
(Note: Denver Public Health should develop their
plan in con;unction with CDPHE)
E II. Prepare and submit at least one formal outbreak Ell(1). Submit formal outbreak investigation report.
investigation report annually. (I, la, 9, 9a) (1, la, 9, 9a)
Page 19 of29
LPHA AGENCIES WITH PLANNERS ONL
Regional Public. Health Planners
2006-2007 Task List
Planner Year Two Activity CDPHE Measure
seasonal influenza only, are scheduled after October
2006.
· Work with the Regional Trainer and local agency
staff to develop a schedule of emergency
preparedness trainings and exercises that will take
place during the 2006-07 grant year.
P6. Utilize and provide Homeland Security Exercise
Evaluation Program (HSEEP) formats, resources, and
guidance for regional and local exercises. (1, la, 9, 9a)
· Guidance to local agencies to include technical
assistance with exercise evaluation, after action
reporting, and improvement matrices.
· All exercise documentation shall be posted on
COHAN within 45 days of exercise completion.
· Provide (DHS) Target Capability information and
technical assistance to local agencies, for use in
exercise activities.
P7. Participate in the CDPHE functional exercise, as
requested, meet communication-related exercise objectives.
Additional regional exercises may be chosen. (1, la, 2, 2a, 9,
9a)
PS. Provide assistance around special population needs and
regional planning for those populations. (1, la, 6, 6b, 9, 9a)
· Identify special needs populations in the
community.
· Identify one community leadership contractor for
each special population identified
· Identify facilities that could serve as special needs
or medical shelters.
· Once the emergency is declared as officially over,
make recovery-related information available to the
public.
P9. Work with the state Strategic National Stockpile (SNS)
staff to provide general SNS guidance to local agencies.
(1, la, 6, 6a, 6e, S, Sa, 9, 9a)
· Planner to attend at least one additional SNS training
or SNS conference, as available.
· Guidance to local agencies to include, but not be
limited to, SNS 101 information, planning,
communication, partnerships, and training.
PIO. Update Regional SNS plans using the regional SNS
Workgroup template. Updated draft to be completed and
posted on COHAN by January 31, 2007. Final updated SNS
P6 (I). Post all regional exercise documentation, and ensure
that local agency documentation posted in COHAN, is in
HSEEP format. (I, la, 9, 9a)
P7 (1). Document participation in the CDPHE functional
exercise, and provide information about all added regional
exercise objectives. (1, I a, 2, 2a, 9, 9a)
P8 (1). Document assistance in the region regarding special
population planning and accommodations. (1, la, 6, 6b, 9,
9a)
At minimum, identify those who:
· Lack strong support (i.e. lack of transportation)
· Are socially isolated (i.e. lack of phones)
· May receive undermining messages
· Have disabilities
P9 (1). Document work with counties as is relates to general
SNS concepts, including, but not limited to SNS 101
information, planning, communication, partnerships, and
training. (1, la, 6, 6a, 6e, 8, Sa, 9, 9a)
PIO (1). Updated draft to be completed and posted on
COHAN by January 31,2007.
Page 21 of29
LPHA AGENCIES WITH PLANNERS ONL
Regional Public Health Planners
2006-2007 Task List
Planner Year Two Activity
preparedness planning, including partnerships with medical
communities and emergency responders to ensure cooperative
planning, information sharing and management coordination.
(6, 6f) (pm 2) (HRSA Tier 2,3)
Assistance to include:
· Leadership in regional "Health Care Coalition"
meetings.
o Redistribution of personnel, facilities,
equipment, pharmaceuticals and supplies must
be addressed, and
o Triage and transportation protocols for
infectious and potentially infectious patients
between hospitals, altemative care sites (clinics
that provide outpatient care), points of
dispensing (as defmed by SNS), home health
agencies and EMS must be established.
· Leadership in establishing jurisdictional incident
management (unified or area command) structure
that coordinates healthcare, public health, law
enforcement, EMS, fire, emergency management,
public works, etc for events that are primarily health
and medical in nature (i.e. infectious disease
outbreak, mass casualty, etc.).
P16. Participate in Regional Planner Meetings and
conference calls in the 2006-2007 grant year. (See tentative
schedule provided by the state). (1, Ia)
P 17. Attend state and national emergency preparedness
conferences of Regional Planner's choice. (1, la, 9, 9a)
PIS. Participate in regional quarterly conference calls with
Regional and CDPHE staff. (1, Ia)
CDPHE Measure
Coalition" partners regarding redistribution, healthcare/public
health network and jurisdictional incident management. (6,
6f) (pm 2) (HRSA Tier 2,3)
PIS (2). Document quarterly meetings with "Healthcare
Coalition" partners. (6, 6f) (pm 2) (HRSA Tier 2,3)
Pl6 (1). Document participation in Planner meetings in the
2006-2007 grant year. (1, la)
P 17 (1). Document attendance of at least two emergency
preparedness conferences for the 2006 - 2007 grant year.
(1, la, 9, 9a)
PIS (I). Document participation in regional quarterly
conference calls as scheduled by the state. (1, Ia)
Page 23 of29
LPHA AGENCIES WITH TRAINERS ONL
Regiona1 Public Health Training Coordinators
2006-2007 Task List
Trainer Year Two Activity
n. Assist local public health agencies through resources
and technical assistance, in the development and/or updates
of Public Health Emergency Operations Plans (PHEOP)
and associated Emergency Support Function #8 annex. (I,
la, 6, 6d)
· Work with the regional planner to meet state
requirements and complete necessary planning and
annexes related to Emergency Response,
Pandemic Influenza, Community Containment,
and Mass Fatality.
· Participate or lead one State/Regional Workgroup,
contributing to necessary and requested activities
and tasks.
D. Work with the regional planner to provide information
and technical assistance to local public health agencies in
meeting state requirements for integrating the POD plan(s)
with the Strategic National Stockpile (SNS) plan(s).
(1, la, 6, 6e)
T3.Develop and/or update an emergency preparedness and
response training plan for each agency and nursing service
in your region by October 15,2006. At a minimum, the
training plan should include a list of tentative courses that
will be provided to the agency during the 2006-07 grant
year as well as the following for each course listed:
. Course objectives
. Tentative course dates, times and locations
. Tentative instructor name and contact information
The agency training plan can be added as an appendix or
supplement to the regional training plan. (I, la, 6, 6a, 9, 9a)
T4. Continue to integrate NIMS compliance, assessment,
and training, according to the NIMS Integration Center
guidelines (NIMCAST, NIMS on-line, and face-to-face
training). (1, la, 9, 9a)(pmI6, 17)
· All agency staff must be trained in ICS-lOO
and IS-700.
· All supervisory staff must be trained in ICS-
100, ICS-200, and IS-700.
· All program managers, employees who will be
expected to work in the agency's emergency
operations center, and/or all personnel with a
direct role in emergency preparedness must be
CDPHE Measure
n (1). Train appropriate public health staff in each
agency and nursing service in your region on the
changes/updates made to LEOP at least once during
FY06-07. Training must be posted in CO.TRAIN. (1,
la, 6, 6d)
T2(1). Train appropriate public health staff ill each
agency and nursing service in your region in the use of
the changes/updates made to the county POD plan at
least once during FY06-07. Training must be posted in
CO.TRAIN. (1, la, 6, 6e)
T3(l). Post all completed agency training plans on
COHAN under appropriate All-Hazards Regional
folder and subsequent agency folder by October 30,
2006. All training plan documents must be linked to
the "Training Plan" category in COHAN.
(1, la, 6, 6a, 9, 9a)
T3(2). All emergency preparedness training provided
to agency staff must be available for registration on
CO. TRAIN prior to the event. All participants who
complete a training must be verified in CO. TRAIN no
more than 30 days after the event. (1, Ia, 6, 6a, 9, 9a)
T3(3).Post all public health emergency preparedness
and response training and presentation materials in
COHAN under the All-Hazards Training and
Presentation Materials folder by September 30, 2006
and ongoing thereafter. (1, la, 6, 6a, 9, 9a)
T4(1). Work with the local agencies to ensure that each
agency documents staff trained in ICS and NIMS using
the spreadsheet provided by CDPHE. Only the FEMA
certificate or paperwork verifying the completion of an
equivalent ICS-lOO or ICS-200 course can be used to
confirm that an employee has been trained in ICS and
NIMS.(1, la, 9, 9a)(pmI6, 17)
ICS-IOO and ICS-200 equivalent: Emergency
management/response personnel who have already
been trained in ICS do not need retraining if their
pervious training is consistent with DHS standards (to
include ICS course managed, administered, or
Page 25 of29
, '.f
LPHA AGENCIES WITH TRAINERS ONL
Regional Public Health Training Coordinators
2006-2007 Task List
Trainer Year Two Activity
Any changes or updates to this schedule must be
posted on COHAN once the change is confIrmed.
T6. Assist the regional planner(s) in using and providing
Homeland Security Exercise Evaluation Program (HSEEP)
formats, resources, and guidance for regional and local
exercises. (1, la, 9, 9a)
· Guidance to local agencies to include technical
assistance with exercise evaluation, after action
reporting, and improvement matrices.
· All exercise documentation shall be posted on
COHAN within 45 davs of exercise completion.
T7. Participate in the CDPHE functional exercise, as
requested to meet communication-related exercise
objectives. Additional regional exercises may be chosen.
(1, la, 9, 9a)
T8. Provide the standardized emergency preparedness
orientation training to all regional EPR new hires.
(I., I a, 9, 9a)
· Maintain knowledge of local agency emergency
preparedness new hires, and orientation of these
hires to emergency preparedness information.
T9. Work with the state Strategic National Stockpile (SNS)
staff to provide general SNS training and guidance to local
agencies. _
· Guidance to local agencies to include, but not be
limited to, SNS 101 information, planning,
communication, partnerships, and training.
(1, la, 6, 6e, 9, 9a) (pmI9)
TlO. Update Regional SNS plans using the regional SNS
Workgroup template. Updated draft to be completed and
posted on COHAN by January 31, 2007. Final updated SNS
plan to be completed and posted to COHAN by July 3,
2007. (1, la, 6, 6e, 9, 9a) (pmI9)
TlI. Participate in and assist annually exercised
components of the SNS. (1, la, 6, 6a, 6b, 6e, 9, 9a) (pmI9)
Exercises include, but are not limited to:
· Testing call down lists and activation procedures.
· Simulated requests for SNS assets during tabletop
exercIses.
· Test Job Action Sheets during mass prophylaxis
and or mass clinic exercises.
· Activating and running a Regional Transfer Point
CDPHE Measure
posted on COHAN once the change is confirmed).
(1, la, 2, 2a, 9, 9a)
T5(4). Document leadership or participation in one
State/Regional Workgroup. (1, la, 6, 6d)
T6(l). Work with local agencies to ensure that local
agency exercise documentation is posted in COHAN
within 45 days of exercise completion and is in HSEEP
format. (1, la, 9, 9a)
T7(1). Work with regional planner to ensure that
participation in the CDPHE functional exercise is
documented and any information about additional
regional exercise objectives is posted on COHAN
under the CDPHE folder. (1, la, 9, 9a)
T8(1). Document that all regional EPR new hires have
received an emergency preparedness orientation in
CO.TRAIN. (1, la, 9, 9a)
T9(1). Document training for each agency and nursing
service in your region in CO. TRAIN. Training is to
include, but is not limited to, general SNS orientation
(SNS 101), SNS planning, RTP operations, POD
operations, and communications.
(1, la, 6, 6e, 9, 9a) (pm19)
TlO(1). Train appropriate public health staff in each
agency and nursing service in your region on the
changes/updates made to the regional SNS plan at least
once during FY06-07. (1, la, 6, 6e, 9, 9a) (pmI9)
TlI(1). Work with regional planner to ensure that all
After Action Reports for exercises that tested SNS
components are posted to COHAN within 6 weeks of
the exercise in the appropriate All-Hazards Regional
folder and subsequent SNS Plan folder.
(1, la, 6, 6a, 6b, 6e, 9, 9a) (pmI9)
TlI(2).Review the AARs to identify gaps in
knowledge and skill and identify training needs based
on these gaps. Incorporate these training needs into the
Page 27 of29
,t t
LPHA AGENCIES WITH TRAINERS ONL
Regional Public Health Training Coordinators
2006-2007 Task List
Trainer Year Two Activity CDPHE Measure
contact information and technology information as needed. to be made in October, January, April, and July.
If the county does not have an identified DLC, the RTC wi\I (1,Ia,2,2a,6,6a)
act as the designated DLC for the county.
(1, la, 2, 2a, 6, 6a)
TI8. Assist the Division of Mental Health in distributing TI8(1). Document participation in distribution of
Organizational Resiliency training materials in your
training materials for the Organizational Resiliency region. (I, la, 6, 6c)
training. (1, la, 6, 6c)
T19. Participate in Regional Training Coordinator (RTC) TI9(1). Document participation in RTC meetings in
Meetings and conference calls in the 2006-2007 grant year. the 2006-2007 grant year. (1, la, 6, 6a)
(See tentative schedule provided by the state). (1, la, 6, 6a)
TIO. Attend one state and one national emergency TIO( I). Document attendance of at least two
preparedness conference of the Regional Training emergency preparedness conferences for the 2006 -
Coordinator's choice. (1, la, 6, 6a) 2007 grant year. (1, la, 6, 6a)
TII. Participate in regional quarterly conference calls with TII (I). Document participation in regional quarterly
Regional Epidemiologist(s), Regional Planner(s) and conference calls as scheduled by the state. (1, I a)
Regional Training Coordinator(s), CDPHE regional liaisons
and the CDPHE Emergency Response Coordinator. (I, la)
Regional Training Coordinator Meeting and Conference Call Calendar
Date Type Locationrrime
September 2006 Regional Conference Call TBD
September 13, 2006 Trainer Conference Call 8:30 - 9:30
October 11,2006 Trainer Conference Call 8:30 - 9:30
November 15, 2006 Trainer Conference Call 8:30 - 9:30
December 2006 Regional Conference Call TBD
Regional Staff Meeting
Winter 2006 (Date TBD) (Before or after the Governor's TBD
Conference on Emergency
ManaJ!ement)
February 14,2007 Trainer Conference Call 8:30 - 9:30
Mareh 2007 Regional Conference Call TBD
April II, 2007 Trainer Conference Call 8:30 - 9:30
May 9, 2007 Trainer Conference Call 8:30 - 9:30
June 26, 2007 Regionat Meeting TBD
July 12, 2007 Trainer Conference Call 8:30 - 9:30
August 2007 Regional Conference Call TBD
August 15,2007 Trainer Conference Call 8:30 - 9:30
Page 29 of29
