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Home My WebLink AboutC07-372 EC Emergency Response_Phase III Pandemic InfluenzaHEALTH & HUMAN SERVICES (970)328-8840 FAX: (970) 328-8829 TDD: (970) 328-8797 www.eaglecountyus EAGLE COUNTY Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement Contract Term: November 1, 2007 through August 9, 2008 Adult Services Child Support Services Early Childhood Services Public Assistance Public Health Volunteer Services Youth & Family Services Background: The State of Colorado, through the Colorado Department of Public Health and Environment (CDPHE), was awarded $2,775,801 for pandemic influenza preparedness activities under the Centers for Disease Control and Prevention (CDC) Public Health Emergency Preparedness Cooperative Agreement (PHEPCA). This funding supports key elements of the 2006 Pandemic and All -Hazards Preparedness Act (PAHPA) designed to improve the nation's public health and medical preparedness and response capabilities for all emergencies, whether natural or man-made, with public health consequences. In April 2007, CDC required all states to submit a pandemic influenza operational plan. CDC asked states to report on 24 thematic areas, six of which were deemed Priority Thematic Areas: Mass Vaccination, Continuity of Operations Planning, Surveillance/Laboratory, Communications, Community Containment and Antiviral Distribution. Deliverables under this contract will relate to one or more of these Priority Thematic Areas. For continuity, each of the Priority Thematic Areas has been linked to one or more target Capabilities. Purpose: This document provides Pandemic Influenza. Phase III criteria for Colorado's LPHAs supported by CDC PHEPCA funding for the purpose of furthering pandemic influenza preparedness and Contract Obiective: The United State Department of Health and Human Services ("USHHS"), through the Centers for Disease Control and Preventions ("CDC") 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, 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. The State has formulated a comprehensive State plan, with associated budgets, to disburse these funds throughout the state of Colorado. Within this cooperative agreement, the State has been awarded supplemental funding for pandemic influenza preparedness activities specifically intended to foster developing and exercising pandemic influenza plans. This funding supports key elements of the National Strategy for Pandemic Influenza, the Implementation Plan for the National Strategy and the USHHS Pandemic Influenza Plan. Page 1 of 11 Old Courthouse Building, 551 Broadway, P.O. Box 660, Eagle, Colorado 81631-0660 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement Pandemic Influenza Phase III activities under this Scope of Work are for the purpose of furthering pandemic influenza preparedness and response. Any successful response to a pandemic influenza must include an effective response at the State and local levels. This will require pre- established partnerships and collaborative planning by public health officials, law enforcement officials, hospital administrators, and community leaders, who have considered a broad range of scenarios and participated in realistic response exercises. These planning and response exercises should enable public health and law enforcement officials to establish procedures and locations for quarantine, surge capacity, diagnostics, and communication. Local public health agencies supported by this cooperative agreement should be fully prepared to respond to and control a pandemic influenza outbreak by the end of three years, beginning with Phase I funding, but accelerated if epidemiologic information suggests the need to implement a cohesive response prior to that time. CDC endorses capabilities -based disaster planning and exercising consistent with the Homeland Security Exercise and Evaluation Program (HSEEP) — a national exercise program coordinated by the Department of Homeland Security (DHS). As with the core 2007-2008 Public Health Emergency Preparedness and Response funding, this supplement organizes Critical Tasks under a series of Target Capabilities. Target Capabilities are defined as combinations of people, equipment, and supplies which, through proper planning, equipping, training, organizing, and exercising, can perform Critical Tasks at expected levels of proficiency to achieve desired outcomes in response to disasters. The 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 Agency Work Plan activities through State, Regional and Local partnerships and shall comply with Colorado Revised Statute 25-1.5-102. 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 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 Page 2 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement 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. To receive compensation under this Contract, the Contractor shall submit a signed monthly Emergency Preparedness and Response Division Reimbursement Statement in accordance with the 2007-2008 Emergency Preparedness and Response Division Reimbursement Requirements. A sample Emergency Preparedness and Response Division Reimbursement Statement is attached hereto as "Attachment A" and incorporated herein by this reference. An Invoice/Cost Reimbursement Statement must be submitted within thirty (30) calendar days of the end of the billing period for which services were rendered. Expenditures shall be in accordance with the Statement of Work. These items may include, but are not limited to, the Contractor's salaries, fringe benefits, supplies, travel, operating, indirect costs which are allowable, and other allocable expenses related to its performance under this Contract. The State has the option to reduce the budget and the scope of work if the Contractor fails to submit monthly invoice/cost reimbursement statements within thirty (30) calendar days. The monthly billing performance shall also be used as a basis for calculating the Contractor's future funding levels, if any. The State will notify the Contractor of the potential need to decrease the budget and scope of work. The Contractor may supply the monthly invoice, back up documentation and request a re- determination, which shall take place within fifteen (15) calendar days of the receipt of a written request. If no dispute is received by the CDPHE within fifteen (15) calendar days, the State will take action and modify the contract to reduce the budget and scope of work. To be considered for payment, billings for payments pursuant to this Contract must be received within a reasonable time after the period for which payment is requested; but in no event no later than thirty (30) calendar days after the relevant performance period has passed. Final billings under this Contract must be received by the State within a reasonable time after the expiration or termination of this Contract; but in no event no later than thirty (30) calendar days from the effective expiration or termination date of this Contract. Each Reimbursement Statement shall be sent to the attention of: Sonia Gonzales Page 3 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement Emergency Preparedness and Response Division Colorado Department of Public Health and Environment EPRD-A-5-3650 4300 Cherry Creek Drive South Denver, CO 80246 Contract Budget: Contractor's total award shall not exceed $21,088.00. 1. In consideration for those services timely and satisfactorily performed by the Contractor under this Contract, the State shall cause to be paid to the Contractor a total sum not to exceed TWENTY ONE THOUSAND EIGHTY EIGHT DOLLARS ($21.088.00) for the initial term of this Contract from November 1. 2007, through and including August 9. 2008. Of this total amount, $21,088.00 is identified as attributable to a funding source of the federal government. 2. This Contract is funded entirely with federal funds. Therefore, the State's liability for payment for all services rendered, or goods supplied, under this Contract 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 Contract, then the State may immediately amend or terminate this Contract without further liability to the State. Contractor shall ensure compliance with the 2007-2008 Emergency Preparedness and Response Division 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. Page 4 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement 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. Operating 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 9, 2008. Page 5 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza. Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement 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. 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: • Purchase of antiviral drugs, seasonal influenza vaccine, or pneumococcal vaccine • Funds may not be used for research • Funds under this program can not be used to purchase vehicles of any kind • Funds may not be used to purchase incentive items • Salaries for back filling of personnel • Construction or major renovations • Fund raising activities • Political lobbying. Page 6 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement Progress Reoortina: Information on progress made with the following deliverables will be collected biannually through CDPHE's Preparedness Reporting System on February 29, 2008 and August 8, 2008. 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. If performance begins prior to receiving a signed Purchase Order, the State of Colorado may not be obligated to pay for the goods andlor services provided 111,97 \4_utbdWSignature of Contractor Date Pandemic Influenza Priority Thematic Areas & Associated Target Capabilities Target Ca abilities: Planning & Mass Pro h laxis Priorig Thematic Area: Mass Vaccination ete AW—yft CDPHE Performance Measure PAN] Participate in the CDPHE "Pod Squad" full- PAN]a. For LPHAs opening a POD: Based scale exercise. on CDPHE's and your LPHA's After Action Report (AAR) and Improvement Plan (IP), implement corrective actions and update agency's POD Plan by June 1, 2008. PAN1 b. Document participation b Page 7 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emereencv Preparedness Cooperative Asreement Page 8 of 11 appropriate agency personnel in at least one training on updated components of the agency's POD Plan by August 8, 2008. PANT c. For LPHAs not opening a POD: Provide constructive feedback during the "POD Squad" Hotwash to CDPHE and LPHA who's POD your agency was assigned to support AAR/IP development. Target Ca chili • Pla Priori Thematic Area: Continuity of 0 rations Plan CO►0P) Agency Activity CDPHE Performance Measure. PAN2. Update Continuity of Operations Plan (COOP) PAN2a. Identify gaps in the agency's current Annex to incorporate how agency will maintain COOP Annex and revise to include bulleted essential functions during a pandemic and return to items by June 1, 2008. routine public health functions: o Identify essential functions and other critical PAN2b. Document participation by activities appropriate agency personnel in at least one o Identification of alternate operating facilities training on updated components of the o Vital records, databases and systems and agency's COOP Annex by August 8, 2008. where/how they are stored; o Orders of succession for key organizational leadership positions o Delegation of authorities o Decision process for determining appropriate actions in implementing COOP plans and procedures o Responsibilities of the individuals who have COOP roles (leadership, planners, COOP personnel); o Interoperable communications systems and contact lists; o Flexible workplace issues/teleworking o Process to reconstitute/resume routine public health functions Page 8 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement Target Ca : ECAlemiolouical Surveillance and Investigation Priori Thematic Area: Surveillaneellaborato Agency Activity CDPHE Performance Measure PAN3. Regional Epis ONLY. • Update and/or develop a PAN3a. Regional Epis ONLY. • Submit the plan plan for active disease surveillance and reporting at electronically to the CDPHE Communicable hospitals in the region/ jurisdiction during an event Disease Epidemiology Program by August 8, such as pandemic influenza, using the CDPHE 2008. "Surveillance for Pandemic Influenza Hospitalization and Hospital Deaths" as a guide. PAN3.1 a. Regional Epis ONLY. • Provide am electronic list of hospitals participating in the PAN3.1. Regional Epis ONLY. • Solicit hospitals within exercise to the CDPHE Communicable your region to participate in the pandemic surveillance Disease Epidemiology Program by August 8, and reporting exercise to be held in the fall of 2008. 2008. Target Capability: Communications Priority Thematic Area: Communications A&Lna Aetivi CDPHE Performance Measure PAN4. Public Information Officers Only: Participate PAN4a. LPHA Public Information Officer in biannual CDPHE-sponsored communications/ will attend two CDPHE-sponsored public information meetings led by CDPHE's Office communications meetings. Attendance of Communications. Dates/ locations to be verified by sign -in roster. This deliverable is determined. optional for any LPHA who does not have a Public Information Officer. Target Capability: Isolation and Quarantine Priori Thematic Area: Community Containment &-M Activity CDPHE Performance Measure PANS. Review Colorado's Pandemic Influenza Triage PAN5a. Send comments electronically to Guidance document developed by CDPHE and CDPHE within 30 days of initial release of provide recommendations for improvement, if document for review. appropriate. TaMet Capability: Medieal Sum Priority Thematic Area: Antiviral DM Distribution &eBcl Activi CDPHE Performance Measure PAN6. Participate in one CDPHE-sponsored "Medical PAN6a. Participate in one "Medical Surge Surge Seminarfrabletop" Seminar/ Tabletop". Attendance verified by o All Regional Staff must attend. CO. TRAIN sign -in roster. Regional staff Page 9 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza Scope of Work Centers for Disease Control and Prevention Public Health Emergency Preparedness Cooperative Agreement o At least one senior staff person from each participation does not count toward LPHA LPHA must attend. I participation. PAN6.1 Develop a Medical Assets Distribution annex for Treatment Centers within the jurisdiction. The Division of Strategic National Stockpile defines "Treatment Centers" as: o Hospitals: In-patient Care o Alternative Care Sites such as: Community/Rural Health Clinics: Out-patient Care Annex must address the following: o Identification of ESF-8 lead agency tasked with coordinating SNS medical requests at the regional/county level o Annex must address the allocation, and transport of antivirals, controlled substances and medical materiel to hospitals and other healthcare entities such as community and rural health clinics within the jurisdiction. o Per CDPHE, develop protocols for the request and receipt of Strategic National Stockpile (SNS) assets that are agreed upon by local emergency management, hospitals, community and rural health clinics. o NCR/CRI Only — Kaiser Permanente must be included in this protocol. PAN6.2 Work with local emergency management and hospitals within the jurisdiction for alternate care site (ACS) planning. The following must be addressed: o Using AHRQ's Alternate Care Site Selection Tool to identify at least one alternate care site must be identified for each hospital, hospital system or healthcare system. At least one ACS should be identified for the region. o Confirm protocol for coordination and activation of alternate care site exists through local emergency management; provide technical support to develop if one does not PAN6.1 a. Medical Assets Distribution Annex must be posted to COHAN, in the appropriate All -Hazards Regional folder, by August 8, 2008. PANG. lb. SNS request/receipt protocol must include approval signatures from the local public health agency, local emergency management, hospitals, community health, rural health and Kaiser Permanente (if applicable) and posted to COHAN, in the appropriate All -Hazards Regional folder, by August 8, 2008. PAN6.2a Alternate Care Site (ACS) Annex must be posted to COHAN, in the appropriate All -Hazards Regional folder, by August 8, 2008. PAN6.2b Document name, location and contact information for the identified Alternate Care Sites for the region or jurisdiction in the agency's PHEOP by August 8, 2008. Page 10 of 11 Emergency Preparedness and Response Division 2007 — 2008 Local Public Health Agency Phase III Pandemic Influenza. Scope of Work Centers for Disease Control and Prevention Public Health EmerQencv Preparedness Cooperative Asreement exist. PAN6.2c Document the protocol for coordination and activation of the Alternate Care Sites for the region or jurisdiction in the agency's PHEOP by August 8, 2008 Cross -Clain TmWn and Exercise Stmtegy Agency Activity PANT Participate in electronic statewide training and PAN7a. Complete electronic statewide exercise needs assessment training and exercise needs assessment by o All agency directors must complete the August 8, 2008. assessment Attendance verified by Zoomerang Survey o All emergency preparedness regional staff tool. Regional staff participation does not must complete the assessment count toward LPHA participation. o At least 25% of organized health department staff must complete the assessment Page 11 of 11