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HomeMy WebLinkAboutC09-379 Contract Amend #1 Emergency Preparedness and Response ProgramSTAT~ OF COLORADO Bill Ritter, Jr., Governor James B. Martin, Executive Director Dedicated to protecting and improving the health and environment of the people of Colorado 4300 Cherry Creek Dr. S. Denver, Colorado 80246-1530 Phone (303) 692-2000 TDD Line (303) 691-7700 Located in Glendale, Colorado http://www.cdphe.state.co.us Vendor Name: Contract Routing Number: ~ ~- 0`2 ~I o~ ~ CRS ~24-30-202 requires the Stat~ Controller to approve all State Contracts. The above referenced Contract or Amendment is not valid until it ~~, signed and dated below by the State Con[roller or delegate. Therefore, your agency is not authorized to begin performance ~intil you are notified that it's signed. If your agency begins performing Contract tasks prior to that date, the State of Colorad~~ is not obligated to pay your agency for such performance or for any goods and/or services provided prior to the date signed. By signing below, your confirm that (Signature MUST be that of the person signing the Contract) a) No work has been peric~rmed under this contract b) No work will begin uncer this contract until the contract is signed by the State Controller or on the effective date, whichever is late! Signature f AuthoriL~d Officer s L~~l/~ vv ~J •~ I,G%~ Print Name of Auth~3rized Officer - l./I ~WV- f ~ ~~ Print Title of Authcs~ized Officer _ °~l o~___ Date Signed Laboratory Services Division 8100 Lowry Blvd. Denver, Colorado 80230-6928 (3~3)692-3090 Colorado Department of Public Health and Environment WORK STATUS CONFIRMATION LETTER RETURN THIS LETTER TO: Sonia Gonzales or Paula Robinson Colorado Department of Public Health & Environment Emergency Preparedness and Response Division 4300 Cherry Creek Dr South EPRD-AS Denver, CO 80246-1530 ~~~1'--d"~~ DEPARTMENT OR AGENCY NAME COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENV[RONMENT EMERGENCY PREPAREDNESS AND RESPONSE DIVISION DEPARTMENT OR AGENCY NUMBER FJA CONTRACT ROUTING NUMBER 10-2424 CONTRACT AMENDMENT # 1 This Amendment is made this ls` day of Julv, 2009, by and between the State of Colorado, acting by and through the DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT, whose address or principal place of business is 4300 Cherrv Creek Drive South, Denver, Colorado 80246, hereinafter referred to as the "State"; and, Board of Countv Commissioners of EaSle Countv for the use and benefit of Eagle Countv Public Health A enc whose address or principal place of business is 550 Broadwav Eagle, Colorado 81631, formerly known as Ea~le Countv Pubiic Health A~encv (political subdivision) whose address or principal place of business is 551 Broadwav Ea~le, Colorado 81631, hereinafter referred to as the "Contractor". FACTUAL RECITALS Authority exists in the Law and Funds have been budgeted, appropriated, and otherwise made available and a I - - - -suffeient ~net~cambered-balance thereofxemains-available for payment; and _ _ _ _ _ _ _ Required approval, clearance, and coordination has been accomplished from and with all appropriate agencies; and The parties entered into a Master Contract, dated Januarv 23, 2007, with contract routing number 08 FHA 00016. Pursuant to the terms and conditions of the Master Contract, the parties entered into a Task Order Contract, dated Mav 30, 2008, with contract encumbrance number PO FHA EPI0900037, and contract routing number 09 FHA 00037, whereby the Contractor was to provide to the State the following: Contractor shall work with and through state, regional and local partnerships to achieve the activities identified and ensure collaboration with the Colorado Department of Public Health and Environment (CDPHE), local public health agencies ac~d regional Epidemiologist, Planner and Trainer staff inembers within the designated All-Hazards Region to complete said deliverables. The purpose for this amendment is described below. Continue the original scope of work with the additional deliverables in the new scope of work and budget for an additional year. To incorporate a new provision to the General Provisions of the Task Order Contract, concerning the monitoring of vendor performance on state contracts and inclusion of contract performance information in a statewide contract management system. NOW THEREFORE, it is hereby agreed that 1. Consideration for this amendment to the original task order contract, dated May 30, 2008, with contract routing number 09 FHA 00037, and contract encumbrance PO FHA EPI0900037, consists of the payments which shall be made pursuant to this amendment and the promises and agreements herein set forth. Page 1 of 4 rev 4/3/09 2. It is expressly agreed to by the parties that this Amendment is supplemental to the original task order contract, contract routing number 09 FHA 00037, collectively referred to herein as the Original Task Order Contract, which is by this reference incorporated herein. All terms, conditions, and provisions thereof, unless specifically modified herein, are to apply to this Amendment as though they were expressly rewritten, incorporated, and included herein. 3. It is agreed the original task order contract is and shall be modified, altered, and changed in the following respects only: A. This Amendment is issued pursuant to paragraph 16. b. of the Original Contract identified by contract routing number 09 FHA 00037, dated Mav 30, 2008. The Contractor's legal name in the original contract is hereby changed from Ea~le Countv Public Health Nursin~ Service to the Contractor's new legal name of Ea~le Countv Public Health Agencv. The Contractor's FEIN remains the same as it was under the original contract. The State desires to continue working with the Contractor under the new name and Eagle Countv Public Health A~encv desires to continue working with the State. B. This Amendment is for the renewal term of August 10, 2009, through and including Au~ust 9, 2010. The maximum amount payable by the State for the work to be performed by the Contractor during this renewal term is Fiftv Ei~ht Thousand Three Hundred Ninetv Five Dollars, ~$58,395.00) for an amended total financial obligation of the State of EIGHTY THOUSAND FIVE HUNDRED FORTY SIX DOLLARS, ($80,546.00). This is an increase of Fiftv Eight -- ---~'housand Three~Iundred Ninetv Five Dollars, ($58,395.00) of the amount ~ayable from the _- - ------ - -- - - - previous term. The revised specifications to the original Scope of Work and revised Budget, and revised Emergencv Preparedness and Response Division Reimbursement Statement if any, for this renewal term are incorporated herein by this reference and identified as "Exhibit D", "Exhibit E" and "Exhibit F". C. The General Provisions of the Contract are hereby modified to incorporate the following language: By entering into this Task Order Contract, Contractor agrees to be governed, and to abide, by the provisions of CRS §24-102-205, §24-102-206, §24-103-601, §24-103.5-101 and §24-105-102 concerning the monitoring of vendor performance on state contracts and inclusion of contract performance information in a statewide contract management system. Contractor's performance shall be evaluated in accordance with the terms and conditions of this Task Order Contract, State law, including CRS §24-103.5-101, and State Fiscal Rules, Policies and Guidance. Evaluation of Contractor's performance shall be part of the normal contract administration process and Contractor's performance will be systematically recorded in the statewide Contract Management System. Areas of review shall include, but shall not be limited to quality, cost and timeliness. Collection of information relevant to the performance of Contractor's obligations under this Task Order Contract shall be determined by the specific requirements of such obligations and shall include factors tailored to match the requirements of the Statement of Project of this Task Order Contract. Such performance information shall be entered into the statewide Contract Management System at intervals established in the Statement of Project and a final review and rating shall be rendered within 30 days of the end of the Task Order Contract term. Contractor shall be notified following each performance and shali address or correct any identified problem in a timely manner and maintain work progress. Should the final performance evaluation determine that Contractor demonstrated a gross failure to meet the performance measures established under the Statement of Project, the Executive Director of the Colorado Deparhnent of Personnel and Administration (Executive Director), upon request by the Colorado Department of Public Health and Environment, and showing of good cause, may Page 2 of 4 rev 4/3/09 debar Contractor and prohibit Contractor from bidding on future contracts. Contractor may contest the final evaluation and result by: (i) filing rebuttal statements, which may result in either removal or correction of the evaluation (CRS §24-105-102(6)), or (ii) under CRS §24-105-102(6), exercising the debarment protest and appeal rights provided in CRS §§24-109-106, 107, 201 or 202, which may result in the reversal of the debarment and reinstatement of Contractor, by the Executive Director, upon showing of good cause. The Original Task Order Contract is modified accordinglv All other terms and conditions of the Ori~inal Task Order Contract are reaffirmed. 4. The effective date of this amendment is upon approval of the State Controller or Au~ust 10, 2009, whichever is later. Except for the "Special Provisions", in the event of any conflict, inconsistency, variance, or contradiction between the provisions of this amendment and any of the provisions of the original contract, the provisions of this amendment shall in all respects supersede, govern, and control. The "Special Provisions" shall always be controlling over other provisions in the contract or amendments. The representations in the Special Provisions concerning the absence of bribery or corrupt influences and personal interest of State employees are presently reaffirmed. 6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT FISCAL YEAR ---- -- ----- - ARE CON-T-INCEI~LTUPQN FITNDS_EORTI-~AT PURPOSE BEING APPROPRIATED, BUDGETED, AND OTHERWISE MADE AVAILABLE. Page 3 of 4 rev 4/3/09 IN WITNESS WHEREOF, the parties hereto have executed this amendment on the day first above written. * Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's behalf and acknowledge that the State is relying on their representations to that effect. CONTRACTOR: Board of County Commissioners of Eagle County for the use and benefit of the Eagle County Public Health Agency (a political subdivision of the State of Colorado) Signature~6f Authorized Officer ~( l~ T 6~ 1~ Print Name of Authorized OfCcer l./~ UMJI ~ t~t.~I 1 Print Title of Authorized Officer STATE: STATE OF COLORADO Bill Ritter, Jr. Governor By: For the Executive Director DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT Signatory avers to the State Controller or that Contractor has not begun performance or that a Statutory Violation waiver has been requested under Fiscal Rules PROGRAM APPROV L: `~~ 1 By: ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER CRS §24-30-202 requires the State Controller to approve all State Contracts. This Contract is not valid until signed and dated below by the State Controller or delegate. Contractor is not authorized to begin performance until such time. If Contractor begins performing prior thereto, the State of Colorado is not obligated to pay Contractor for such performance or for any goods and/or services provided hereunder. STATE CONTROLLER David J. McDermott, CPA By: ^Kevin Edwards ^Yvonne Anderson ^Robert Jaros ^Donald Rieck Date: Page 4 of 4 rev 4/3/09 Exhibit D Eagle County Public Health Agency Emergency Preparedness Grant Contingencies (Fiscal and Program) 2009-2010 Public Health Emergency Preparedness and Response Contractor Total Award $58, 395.00 Core EPR funding 2009-2010 Contract Term: August 10, 2009 through August 9, 2010. Contract Bud~et: . ' .. . . Contractor's total award shall not exceed $36, 337.00 , Contract Objective: , ; 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. Contractar 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 ensure that. all service related expenses will,be completed and all goods related expenses , committed by August 09, 2010_. Contractor shall comply with all applicable Office of Management and Budget (OMB) circulars and shall be ~ subj.ect to performance and financial site visits as requested by CDPHE. Contractor shall providE_status information periodically as requested by CDPI~E 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 cosfs 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 fimd 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. Page 1 of 34 Exhibit D Eagle County Public Health Agency Emergency Preparedness Grant Contingencies (Fiscal and Program) 2009-2010 • 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 Budget Line Definitions Personnel: Contractor shall dedicate the necessary funds to support salary and fringe for any staff inember 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, laboi-atory equipment, training equipment, public information kits, etc. ~ Travel: Contractor shall dedicate the necessary funds to support travel related costs to ensure accomplishment of activities ideritified 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 -~~~e~~'r~p~r~~ln~ss-a~d~~spor~s~ conference calls and annual strateg-ic_planning- meetings_ ___.__.__ __~_ _ Operatin~ 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, etc.' Indirect: The allowable indirect rate charged to this contractual agreement may be lower but 5ha11: not exceed Indirect: An agency's current allowable Indirect Rate with the Colorado Department of Public Health and Environment is 10% of Direct Salaries & Wages, Including fringe. If during the current tern of this contract the agency-established rate changes with CDPHE, and the agency has an approved and executed rate, the rate may change, and the new indirect rate can be used for the remainder of the cunent year / contract period. The new Indirect Rate will not be retroactive from the starting date of the agency contract. Contractar 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. If Contractor indicates full expenditure of EPRD funds in March of each grant year and the full expenditure does not occur, CDPHE EPRD has the option to reduce current or upcoming contractual agreements by said amount. The State will notify the Contractor of the potential need to decrease the current or upcoming budget. If Contractor indicates at a later date than March of each grant year an expectation of surplus of funds or inability to fully expend said funds for an unforeseen circumstances that contractor had not anticipated in March, CDPHE EPRD will reallocate unspent funds without any penalties to the Contractor.. Upon receipt of timely written notice of an objection by the State for inability to fully expend funds, the Contractor shall have a reasonable period of time, not to exceed ten (10) calendar days to respond to the action. If no dispute is received by the State within ten (10) calendar days, the State has the option to reduce the current budget for the current year and any upcoming budget for future contractual agreements. Page 2 of 34 Exhibit D Eagle County Public Health Agency Emergency Preparedness Grant Contingencies (Fiscal and Program) 2009-2010 EPR Program Contingencies Collaboration: Colorado's nine All-Hazards Emergency Management Regions were mandated in 2004. The success of this regional model is based upon collaboration among all of the counties in a region since what affects one county may impact the other counties in that region. Although some EPR Regional staff represent portions of their.region, all EPR Regional staff shall collaborate with their entire region while representing their specific counties: Collaboration includes, but is not limited to: ^ Participation in all regional meetings (either hosting or attending) ' ' ^ Clear identif cation of which regional personnel is assigned to assist each county in the ~region .. ^ Coinmunication with all partners as appropriate within the region ^ Coordinate with all assigned public health EPR staff on all EPR issues, including development, testing, and updating regional plans. ^ Coordinate with all assigned public health EPR staff in the entire region on all EPR issues as identifiEd in the current LPHA contract and regional staff scope of work (SOW). Real Event Deployment and meetin~s requested bv CDPHE: Regional staff may be deployed~ to suppnrt a real ~~ ___ emergency_,event, includin~assistance to counties_outside of their county of emplo~ment or assigned re ion, as _ .. requested by local emergency managers, public health agencies andlor CDPHE. ~ Regional staff should work with their respective agencies to arrange_for emergency travel reimbursement. All - meals, hotel expenses, and other associated travel costs will be eligible for reimbursement through the. current EPR invoicing process, ~ Local public health agency management mustapprove terms of deployment for an emergency e.vent ar meeting, including the timeline and location of deployment. - Preparedness Renorting System: All agenciesxeceiving these funds will be required to report confract_progress to . the Progress Reporting System (PRS) by February 26, 2010, and August 2, 2010. Pending reimbursement requests ' will only be considered for agencies that have completed reports in PRS. If the Contractor has expended 25% or more of the funds prior to February 26, 2010, the Contractor must document activities and justify expenditures by entering progress data into PRS. Expenditure requests of 25% or more may be held until progress data is entered. Technolo~v and Information Svstems: All agencies receiving EPR funds will use and attend necessary training for statewide technology information systems, such as the Colorado Health Alert Network (COHAN), Dialogics, CO.TRAIN, Preparedness Reporting System (PRS), Situational Awareness Tool, HC Standard, Colorado Volunteer Mobilizer (CVM), Colorado Electronic Disease Reporting Systems (CEDRS), Outbreak Management System 90MS), Integrated Data Repository, and secure messaging as appropriate. All agencies receiving EPR funds must sustain security and reliability of computer and communication systems; and ensure redundant communication system infrastructure. Medical Surge Drills: As indicated in the current statewide public health emergency preparedness and response three-year (2008-ZO11) training and exercise plan, CDPHE continues to work with local public health agencies and hospitals to enhance statewide medical surge capacity. To build upon past lessons learned, all local health Page 3 of 34 Exhibit ll Eagle County Public Health Agency Emergency Preparedness Grant Contingencies (Fiscal and Program) 2009-2010 departments are to participate in at least three local or regional medical surge drills based upon gaps identified during the 2008-09 Regional/Local Medical Surge Tabletop Exercise(s). ^ Medical surge drills must utilize at least three different scenarios provided by CDPHE, and integrate objectives developed by the county and/or region based on areas for improvement from past exercises; the medical surge target capability; and results from the 2008 Emergency Preparedness and Response (EPR) training and exercise needs assessment. ^ At minimum, invite public health, hospitals, EMS, outpatient clinics, rural and community health, lo~g-term care, nursing homes, mental health, tribal nations and emergency management as appropriate. CDPHE drill scenarios include, but are not lirriited to: ^ Alternate Care Facility (ACF) set up .. ^ Staff activation and/or notification (includinb use of the Colorado Volunteer Mobilizer system) ^ Resource requests, inventory management, and/or equipment tracking/distribution ... ^ Interoperable communications ^ Incident management spec.ific to the ACF . ^ Patient triage and/or fatality management . - .. Ensure'that exercisa documentation, including the after action repo_r.t:(.A1~R) anc~ improvement plan (1P), are-posted _ .. . ~. to COHAN_in _t~e HSEEP format within 64. da s of the exercise in the a ro riate _All-Hazards Re _ional folder. - ~_ _ __ _ z----P1 L _ ------ --g - - - - _- ~. _ ~~. . . ,. . . . : ,... 1-.. , ~ ~,:. . . , Page 4 of 34 Exhibit D Eagle County Public Health Agency Emergency Preparedness Grant Contingencies (Fiscal and Program) 2009-2010 Pandemic Influenza A (H1N1) Activities 2009-2010 Contract Term: August 10, 2009 through August 9, 2010. Contract Budget: Contractor's total award shall not exceed $22, 058.00 Contract Objective: The purpose of the H1N1 grant is to support and enhance the state and local public health infrastructure that is critical to public health preparedness and response, such as strengthening and sustaining public health workforce; strengthening disease surveillance activities; planning and implementing possible large scale mass vaccination activities; developing effective public and risk communication guidance; developing effective community mitigation guidance; purchasing and procuring personal protective equipment and other pandemic related purchases for protecting the public health workforce; training and educating of the public health workforce; community and personal preparedness activities; and addressing gaps and other public health preparedness challenges related to public health preparedness and response to an influenza pandemic. Pandemic Influenza activities under this Scope of Work are for the purpose of furthering pandemic influenza preparedness and _ , response. . . , Pandemic Influenza Program Guidance / Deliverables : Focus Area 1 Vaccination, Antiviral Distribution/Dispensing and Administration, Communit~ Mitigation, and Other Pandemic Preparedness Activities. Additional information and CDC suggested activities and recommendations for state and local planning scenarios can be found in the H1N1 grant guidance and CDC planning scenarios. Both documents can be found on COHAN Documents: Grant Guidance: Novel H1N1 guidance 2009-2010. - 1. Conduct accelerated planning activities to identify and address gaps in existing plans and to initiate implementation of activities in preparation for a mass vaccination campaign. Contractor must have a comprehensive plan in place no later than November 1, 2009 for a mass vaccination campaign. 2. Complete a gap analysis tool (provided by CDC/CDPHE) to identify remaining gaps in local and tribal pandemic preparedness. The tool is intended to assist in identifying priority areas for improvement. It is recommended that contractor reviews any H 1N 1 After Action Report (AAR) conducted by their jurisdiction prior to finalizing their gap analysis. Contractor must complete a gap analysis tool by August 31, 2009. 3. Prepare to receive, store and distribute H1N1 vaccine and ancillary supplies at the Transfer Points for the duration of the mass vaccination campaign. 4. All expenditures for H1N1 activities will have to be recorded on a separate EPRD Invoice. Pre-award costs may be incurred up to 90 days prior to issuance of the notice of award related to 2009 H1N1 response activities. Page 5 of 34 EXHIBIT D For Agencies with Regional EPR Staff ONLY Re ional Activit CDPHE Measure R1. Work with local public health agencies and ERPD staff to R1 (1). Documented assistance to local public health agencies in facilitate the i mplementation of Project Public Health Ready (PPHR) implementing Project Public Health Ready (PPHR) criteria. criteria for cou nties applying to NACCHO for recognition during the Suggested documentation to be kept on file, includes: 2009-10 and 2 010-11 grant years. This work includes, but is not ^ PPHR meeting dates limited to, pro viding technical assistance, convening regional ^ Agenda partners, and e valuating county and regional PPHR application ^ Participant roster (or name of agency assisted) information. R2. Assist CD PHE with the coordination of local agency site visits, R2 (1). Assisted CDPHE with site visit coordination, as requested. as requested. , (Assistance documentation to be kept in agency file). ^ Serv e as the CDPHE contact person for the site visits in your region. ^ Support the CDPHE site visit process by coordinating local agen cy, regional staff, dates, and times, as needed. ^ Atte nd site visit meetin s in the re ion, as needed. R3. Participate in EPR meetings, conference calls, and state R3 (1). Participated in at least 80%of the EPR meetings, sponsored training as scheduled by CDPHE. conference calls, and training as scheduled by CDPHE. R4. Continue t o attend and/or coordinate All-Hazards Emergency R4 (1). Documented meetings with All-Hazards partners. Management Region meetings, Healthcare Coalition meetings, and other events as appropriate. Integrate community partners that lead Suggested documentation to be kept on file, includes: or support Em ergency Support Function #8 activities (public health, • Sign-in roster environmental health, medical, mortuary and behavioral health). • Agenda Provide all appropriate response partners with Emergency Support • Meeting minutes Function #8, tr aining, information and technical assistance. - --- - ----- - - -- - - - - - - - - R4- 2: t~tilized outcomes of AIt-l~azar s artner meerin s to ~) P g -_ update local/regional plans, protocols, and procedures. R5. Assist loc al public health agencies in updating the Public Health RS (1). Posted local PHEOP, incorporating PPHR requirements, Emergency Operations Plan (PHEOP), including all annexes, and the to COI-IAN in the appropriate All-Hazards Regional folder and local Point of Distribution (POD) Plan, ensuring that all local public subsequent agency folder. health agency emergency response plans address all requirements set forth by the 20 09-10 PPHR Goal I criteria. *Please note: deadline for completion of SNS plans is contingent Ensure that lo cal public health emergency response plans are: upon date of the CDC/Division of the Strategic National Stockpile • updated annually, reflecting the most current policies, (DSNS) annua( assessment. SNS plans must be completed prior to juris dictional rufes, statutes, executive orders, and other assessment. lega l citations of authority to respond to an emergency; • endorsed by local emergency management partners; • used to update and support the Emergency Support Fun ction #8 annex to the county's Local Emergency Ope rations Plan (LEOP); and are • post ed to COHAN under the appropriate All-Hazards folder. R6. Update th e Regional Strategic National Stockpile (SNS) plan R6 (1). Posted Regional SNS plan to the appropriate Afl-Hazards and post to CO HAN under appropriate All-Hazards COHAN folder. COHAN folder. ^ Plan must be updated according to the Strategic National Stoc kpile Emergency Response Plan "I'emplate. *Please note: deadline for completion of SNS plans is contingent ^ P(an must fulfill regional mass prophylaxis requirements upon date of the CDC/Division of the Strategic National Stockpile per t he 2009-10 PPHR Goal I criteria. (DSNS) annual assessment. SNS plans must be completed prior to ^ CDPHE will provide guidance and updates for integrating assessment. the most current Technical Assistance Review (TAR) crite ria. R7. Assist loc al public health agencies with the development of a R7 (1). Posted Three-Year Training and Exercise Plan using the Three-Year E mergency Preparedness and Response Training and template provided by CDPHF., on COHAN under appropriate All- Exercise Plan using the template provided by CDPHE. Hazards folder. All training plan documents must be linked to the "Training Plan" category in COHAN. Ensure that Training and Exercise Plan contains the results of the local/regional 2008 Page 6 of 34 EXHIBIT D Re ional Activit CDPHE Measure Emergency Preparedness and Response (EPR) training and exercise needs assessment. R7(2). All emergency preparedness training provided to agency staff was made 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. R8. Assist with the development and/ormodification of rapid R8 (1). Document assistance with the development and/or training curriculum for the following topics (at a minimum) for all modification of rapid training curriculum that meets requirements local public health agencies in the region: set forth by the 2009-10 PPHR Goal II criteria. ^ Epidemiological investigation tasks ^ Mass prophylaxis ^ National Incident Management System (NIMS) ^ Communications • Isolation and uarantine R9. Assist local public health agencies in documenting exercise R9 ( I). Gnsure that all local/regional exercise documents, activities. Ensure that all local/regional exercise documentation, including the AAR, are posted to COHAN in the HSEEP format including After Action Reports (AAR) and Improvement Plans (IPs), within 60 days of the exercise, in the appropriate All-Hazards meet Homeland Security Exercise Evaluation Program (HSEEP) Regional folder. requirements and are posted on COHAN within 60 days of completing the exercise. Provide Homeland Security and Exercise Evaluation Program (HSEEP) technical assistance, resources, and training as necessary. Coordinate exercise planning and activities in the region. Assist local public health agencies in using identified improvements from prior exercise improvement plans IP~ and apply conective acfions ~o - res onse activities. R10. Assist in the development of, and participate in, at least three R10 (1). Document assistance with the development of at least local or regional medical surge drills based upon gaps identified three local/regional medical surge drills as documented in during the 2008-09 Regional/Local Medical Surge Tabletop CO.TRAIN. Exercise(s). ^ Utilize at least three different scenarios provided by R10 (2). Posted all medical surge drills and exercise participants in CDPHE, and integrate objectives developed by the CO.TRAIN. All participants who complete a training must be county/region, based on areas for improvement from past verified in CO.TRAIN no more than 30 days after the event. exercises; the medical surge target capability; and results from the 2008 Emergency Preparedness and Response (EPR) training and exercise needs assessment. ^ At minimum, invite public health, hospitals, EMS, outpatient clinics, rural and community health, long-term care, nursing homes, mental health, tribal nations and emergency management as appropriate. CDPHE drill scenarios include, but are not limited to: ^ Alternate Care Facility (ACF) set up ^ Staff activation and/or notification (including use of the Colorado Volunteer Mobilizer system) ^ Resource requests, inventory management, and/or equipment tracking/distribution ^ Interoperable communications ^ Incident management specific to the ACF ^ Patient triage and/or fatality management R11. Be available to assist as a resource for respiratory protection Ri l(1). Document all training and/ or fit testing sessions for training and/or fit-testing for public health and other response which you assisted for public health and/or other response partners partners as appropriate within your region before August 1, 2010. as requested in your region. • R1 I(2). Posted training to CO.TRAIN. All participants who complete a training must be verified in CO.TRAM no more than 30 days after the event. Page 7 of 34 EXHIBIT D For Agencies with Regional Epidemiologists ONLY 2009-2010 Regional Epidemiologist Activities Regional Activity CDPHE Measure E1. Work wit h participating local public health E1 (1). Submit progress reports to CDPHE on the agencies and C DPHE staff to facilitate PPHR epidemiological aspects for each implementatio n of epidemiological components of participating local public health agency by February Project Public Health Ready (PPHR). 26, 2010, and August 2, 2010. E2. Participat e on at least one PPHR E2 (1). Document participation in the workgroup epidemiologic al component workgroup to develop a activities. template/check list that local public health agencies E2 (2). Each workgroup will submit a draft can reference as they develop the PPHR template/checklist to CDPHE by January 29, 2010. epidemiologic al components. E3. Participate in regional epidemiologist conference E3 (1). Participate in at least 80% of the twice- calls and regio nal staff ineetings/trainings. monthly conference calls. E3 (2). Present or lead a discussion during one of the regional epidemiologist conference calls. E3 (3). Participate in writing the conference call minutes as assigned. E3 (4). Participate in the regional epidemiologist and regional staff ineetings/trainings. E4. Assess the timeliness and completeness of E4 (1). Submit a report regarding the assessment of communicable - -- disease reporting in the region/ timeliness arid coinplefeness- of communic e - jurisdiction by either reviewing semi-annual disease reporting in the region/jurisdiction, CDPHE-gener ated tabulations or some other method. problems identified, and how these were addressed. E5. Demonstr ate competency in communicable ES (1). Document an investigation in which the disease outbre ak investigation skills. regional epidemiologist was the lead investigator and submit a formal outbreak investigation report for that investigation (in most cases, this is different than an "after-action report"). The investigation should include the following components: - Conduct surveillance and track cases - Establish a case definition - Develop an epi-curve - Develop a questionnaire - Conduct data analysis - Implement control measures E6. Ensure ea ch public health agency in the E6 (1). Document dates that forms are submitted to region/jurisdic tion is submitting CDC National CDPHE. Outbreak Reporting System (NORS) forms to CDPHE withi n two months after the first illness onset of the ou tbreak. E7. Distribute disease surveillance data generated by E7 (1). Document dates when disease surveillance CDPHE or by a local public health agency to health data was distributed to health care providers or care providers in the region/jurisdiction, or provide local public health agencies, a summary of content, the data directly to local public health agencies in the and the method that was used to distribute the region/jurisdic tion so they can distribute to health information. care providers . ~ E8. Regional e pidemiologists (or an epi-trained E8 (1). Docum~ilt assistance in a real situatioil ol~ ~~ designee from the regional epidemiologist's office) need/urgency, as requested by CDPHE. ~ Page 8 of 34 EXHIBIT D Re ional Activi CDPHE Measure may be deployed or asked to assist in a real situation of need/urgency, including assistance to counties, as requested by CDPHE. E9. Educate clinical labs, hospital infection E9 (1). Document meetings with clinical labs, preventionists, and local public health agencies in the infection preventionists, and local public health region/jurisdiction about the list of reportable agencies where education was provided on diseases, reporting requirements, Colorado Electronic reportable diseases and lab testing capabilities. Data Reporting System (CEDRS), and CDPHE lab Note: Denver Metro area epidemiologists testing capabilities. (Boulder, Broomfield, Denver, Jefferson, Tri- Counry) are not required to meet with hospital Infection Preventionists and clinical labs as the CDPHE Emerging Infections Program regularly does this. E10. Compile a five-year surveillance report for E10 (1). Submit the report to CDPHE by April 30, your region on enteric/foodborne athogens. 2010. E1L Integrate with local and regional public health E11 (1). Document participation in at least one preparedness staff, and with local public health local or regional emergency preparedness exercise. agency communicable disease staff. E11 (2). Submit a report documenting how the , regional epidemiologist has integrated into local I communicable disease activities. Page 9 of 34 EXHIBIT D Regional Epidemiologist Meeting and Conference Call Calendar 2009 - 2010 Date T e Location/Time Au gust 19, 2009 Regional Epi Conference Call 9:30 - 10:30 am Septe mber 2009 (TBD) Regional Staff Meeting Denver Sep tember 2, 2009 Regional Epi Conference Call 9:30 - 10:30 am Sept ember 16, 2009 Regional Epi Conference Call 9:30 - 10:30 am October 7, 2009 Regional Epi Conference Call 9:30 - 10:30 am Oc tober 21, 2009 Regional Epi Conference Call 9:30 - 10:30 am No vember 4, 2009 Regional Epi Conference Call 9:30 - 10:30 am Nov ember 18, 2009 Regional Epi Conference Call 9:30 - 10:30 am De cember 2, 2009 Regional Epi Conference Call 9:30 - 10:30 am Dec ember 16, 2009 Regional E i Conference Call 9:30 - 10:30 am _______ Ja nuary_ 6 2010 _______ _ Regional_E i Conference Call 9:30 - 10:30 am Jan uary 20, 2010 Regional Epi Conference Call 9:30 - 10:30 am Fe bruary 3, 2010 Regional Epi Conference Call 9:30 - 10:30 am Feb ruary 17, 2010 Regional Epi Conference Call 9:30 - 10:30 am M arch 3, 2010 Regional Epi Conference Call 9:30 - 10:30 am M arch 17, 2010 Regional Epi Conference Call 9:30 - 10:30 am Apri17, 2010 Regional Epi Conference Call 9:30 - 10:30 am A pril 21, 2010 Regional Epi Conference Call 9:30 - 10:30 am May 2010 (TBD) Regional Staff Meeting Denver May 5, 2010 Regional Epi Conference Call 9:30 - 10:30 am May 19, 2010 Regional Epi Conference Call 9:30 - 10:30 am June 2, 2010 Regional Epi Conference Call 9:30 - 10:30 am J une 16, 2010 Regional Epi Conference Call 9:30 - 10:30 am July 7, 2010 Regional Epi Conference Call 9:30 - 10:30 am J uly 21, 2010 Regional Epi Conference Call 9:30 - 10:30 am A ugust 4, 2010 Regional Epi Conference Call 9:30 - 10:30 am Page 10 of 34 ~-;r ~ ;. ,,, _ ~ -o °- a _~ ~ _: ~ ~ ~ Z W W ~ ~ Q Q W a ~ ~ ~ Z ~ J Z Z W ~ = a ~ ~ . 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N U O ~ ~ ~ U i O ~ ~ N ~ ~ N Q ~ ~ ~ O ~ ~ ~ ` N Ew ~ ~ z a c ~ ~ N ~y ~ 2 a~ d ~ ~ ~ ~C d ~,~ ~ . ~ ~ N ~~~ ca °' ~ ~~> ~ a ~ ~ ~ ~ a w ~ L Q ~ C ~ N w O ~ (d , ~ w t/~ y '~6 N ~ ~ ~ -C 0 ~ ~ ~ ,~ '~ ~ 3 ~6 p ~ = 3 ~ J ~ ~ d ~ ~ p -p ~ ~ ~ Y ~ Y ~ ~ ~6 ~ ~ ~ p U I- .c O "_ ~ E Q j "_ ~ ° p r N M ~ ~ N ~ a ~ ~ Exhibit D Page 11 of 34 ~ a~ ~ ~ ~ Q ~ W H ~ U ~ 0 O N ~ S TERM SHEET 1) Requested hearing date: (First choice) 09/Ol/09 (Second choice) 9/08/09 2) For Countv Mana~er si~n ature: No 3) Requestin~ department: Public Health ~ /~ 4) Title: Colorado Department of Public Health and Environment Contact Amendmen~~l of Master Contract for the Emergency Preparedness and Response Program 5) Check one: N/A Consent: X On the Record: 6) Staf'f submitting: Becky Larson, Epidemiologist 7) Purpose• This amendment consists of two state funding awards: 1) Core EPR Funding; and 2) Pandemic Influenza A(H1N1) for a total of $58,395. The Core EPR funding for the amount of $36,337 provides state dollars towards planning, exercising, and responding to public health emergencies, within Eagle County, and in collaboration with regional and state partners. This program enables us to plan for, track, and investigate communicable disease; provide quarantine and isolation when necessary; and implement other containment measures during a disease outbreak. The major deliverable for 2010 is participating in State and local emergency response exercises and Public Health Project Ready application. The Pandemic Influenza A(H1N1) funding for the amount of $22,058 to support and enhance local and state planning, preparedness and response around H 1 N 1 mass vaccination, vaccine storage and distribution, risk communication, and community mitigation. 8) Schedule: The original task order is for the time period August 10, 2009 - August 9, 2010. 9) Financial considerations: This amendment to the Original Task Order is for a total of $58,395 during state fiscal year 2010. 10) Bud~et considerations: Due to increase funding from projected budgeted revenue amount for 2009, a supplemental will be requested for an increase in revenue and allocation of expenditures for H1N1 planning and activities for a total of $13,894. The remaining has been fully buclgeted in the ZU10 public health emergency preparedness budget. j;~'~:~~ :f°=~!`,/F'-~~: APP';~OV ~'O FORM - R~"1 t ~ f:_ -- J Approved by i~.~ ~, t/ ~~! ,;~[S' AU~1 ,`~ ~~~]~)u Eagle ounty Atrorney's Office Date ~~ 6 C ~~:-~..-_.._.___~ . ~AGL~ C.:CIU~ ~ Y' ,,~~', ~ ;';:z~v;- ~eqls ~e~,nty ~ammisAiQn~rs' ~ffice