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HomeMy WebLinkAboutC10-300 Immunization Program Amendement #1 DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT ROUTING NO. 11 FHA 21261 APPROVED TASK ORDER CONTRACT — WAIVER #154 This Task Order Contract is issued pursuant to Master Contract made on 1/23/07, with routing number 08 FHA 00016 STATE: CONTRACTOR: State of Colorado for the use & benefit of the Board of County Commissioners of Eagle Department of Public Health and County (a political subdivision of the state of Environment Colorado) for the use and benefit of the DCEED -IMN Eagle County Public Health Agency 4300 Cherry Creek Drive South 551 Broadway Denver, Colorado 80246 Eagle, CO 81631 TASK ORDER MADE DATE: CONTRACTOR ENTITY TYPE: 9 -17 -2010 Colorado Political Subdivision PO /SC ENCUMBRANCE NUMBER: PO FHA IMM1121261 TERM: BILLING STATEMENTS RECEIVED: This Task Order shall be effective upon Quarterly approval by the State Controller, or designee, or on 10/15/2010, whichever is later. The STATUTORY AUTHORITY: Task Order shall end on 06/30/2011. SECTION 25 4 905.0 /R /S. AS AMENDED PRICE STRUCTURE: CONTRACT PRICE NOT TO EXCEED: FIXED PRICE $40,752.00 PROCUREMENT METHOD: FEDERAL FUNDING DOLLARS: $ 0.00 Exempt STATE FUNDING DOLLARS $40,752.00 BID /RFP /LIST PRICE AGREEMENT NUMBER: MAXIMUM AMOUNT AVAILABLE PER FISCAL YEAR: Not Applicable FY 11: $40,752.00 LAW SPECIFIED VENDOR STATUTE: Not Applicable STATE REPRESENTATIVE: CONTRACTOR REPRESENTATIVE: BETH HOFFMAN Eagle County Public Health Agency Department of Public Health and 551 Broadway Environment Eagle, CO 81631 DCEED Immunization 4300 Cherry Creek Drive South Denver, CO 80246 SCOPE OF WORK: The contractor shall participate in formulating public policies in collaboration with community leaders designed to solve local immunization access by promoting, educating & supporting reminder /recall activities, evaluating access to appropriate immunization services, and supporting the Colorado supplemental nutrition program - Women, Infants, and Children (WIC). The following exhibits are hereby incorporated: Page 1 of 4 Rev 6/25/09 Exhibit A - Additional Provisions (and its attachments if any — e.g., A -1, A -2, etc.) Exhibit B - Statement of Work and Budget (and its attachments if any — e.g., B -1, B -2, etc.) GENERAL PROVISIONS The following clauses apply to this Task Order Contract. These general clauses may have been expanded upon or made more specific in some instances in exhibits to this Task Order Contract. To the extent that other provisions of this Task Order Contract provide more specificity than these general clauses, the more specific provision shall control. 1. This Task Order Contract is being entered into pursuant to the terms and conditions of the Master Contract including, but not limited to, Exhibit One thereto. The total term of this Task Order Contract, including any renewals or extensions, may not exceed five (5) years. The parties intend and agree that all work shall be performed according to the standards, terms and conditions set forth in the Master Contract. 2. In accordance with section 24 -30- 202(1), C.R.S., as amended, this Task Order Contract is not valid until it has been approved by the State Controller, or an authorized delegee thereof. The Contractor is not authorized to, and shall not; commence performance under this Task Order Contract until this Task Order Contract has been approved by the State Controller or delegee. The State shall have no financial obligation to the Contractor whatsoever for any work or services or, any costs or expenses, incurred by the Contractor prior to the effective date of this Task Order Contract. If the State Controller approves this Task Order Contract on or before its proposed effective date, then the Contractor shall commence performance under this Task Order Contract on the proposed effective date. If the State Controller approves this Task Order Contract after its proposed effective date, then the Contractor shall only commence performance under this Task Order Contract on that later date. The initial term of this Task Order Contract shall continue through and including the date specified on page one of this Task Order Contract, unless sooner terminated by the parties pursuant to the terms and conditions of this Task Order Contract and/or the Master Contract. Contractor's commencement of performance under this Task Order Contract shall be deemed acceptance of the terms and conditions of this Task Order Contract. 3. The Master Contract and its exhibits and/or attachments are incorporated herein by this reference and made a part hereof as if fully set forth herein. Unless otherwise stated, all exhibits and/or attachments to this Task Order Contract are incorporated herein and made a part of this Task Order Contract. Unless otherwise stated, the terms of this Task Order Contract shall control over any conflicting terms in any of its exhibits. In the event of conflicts or inconsistencies between the Master Contract and this Task Order Contract (including its exhibits and/or attachments), or between this Task Order Contract and its exhibits and/or attachments, such conflicts or inconsistencies shall be resolved by reference to the documents in the following order of priority: 1) the Page 2 of 4 Rev 6/25/09 Special Provisions of the Master Contract; 2) the Master Contract (other than the Special Provisions) and its exhibits and attachments in the order specified in the Master Contract; 3) this Task Order Contract; 4) the Additional Provisions - Exhibit A, and its attachments if included, to this Task Order Contract; 5) the Scope /Statement of Work - Exhibit B, and its attachments if included, to this Task Order Contract; 6) other exhibits /attachments to this Task Order Contract in their order of appearance. 4. The Contractor, in accordance with the terms and conditions of the Master Contract and this Task Order Contract, shall perform and complete, in a timely and satisfactory manner, all work items described in the Statement of Work and Budget, which are incorporated herein by this reference, made a part hereof and attached hereto as "Exhibit B ". 5. The State, with the concurrence of the Contractor, may, among other things, prospectively renew or extend the term of this Task Order Contract, subject to the limitations set forth in the Master Contract, increase or decrease the amount payable under this Task Order Contract, or add to, delete from, and/or modify this Task Order Contract's Statement of Work through a contract amendment. To be effective, the amendment must be signed by the State and the Contractor, and be approved by the State Controller or an authorized delegate thereof. This contract is subject to such modifications as may be required by changes in Federal or State law, or their implementing regulations. Any such required modification shall automatically be incorporated into and be part of this Task Order Contract on the effective date of such change as if fully set forth herein. 6. The conditions, provisions, and terms of any RFP attached hereto, if applicable, establishthe minimum standards of performance that the Contractor must meet under this Task Order Contract. If the Contractor's Proposal, if attached hereto, or any attachments or exhibits thereto, or p � Y , o the Scope/Statement of Work - Exhibit B, establishes or creates standards of performance greater than those set forth in the RFP, then the Contractor shall also meet those standards of performance under this Task Order Contract. 7. STATEWIDE CONTRACT MANAGEMENT SYSTEM [This section shall apply when the Effective Date is on or after July 1, 2009 and the maximum amount payable to Contractor hereunder is $100, 000 or higher] 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 shall 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 Department of Personnel and Administration (Executive Director), upon request by the Colorado Department of Public Health and Environment and showing of good cause, may 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. Page 3 of 4 Rev 6/25/09 THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT * 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: STATE OF COLORADO: Board of County Commissioners of BILL RITTER, JR. GOVERNOR Eagle County for the use and benefit of the Eagle County Public Health Agency Legal Name of Contracting Entity By For Executive Director Department of Public Health and Environment Signature of AuQ Officer Cttirci, , ice , lam' Print Name of Authorized Officer � / J Lt ��}/� /{ �/� Department Program Approval: l/V tal Y I t �W 1 By Print Title of Authorized Officer 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 Date Page 4 of 4 Rev 6/25/09 EXHIBIT A ADDITIONAL PROVISIONS To Task Order Contract Dated 09/17/2010 - Contract Routing Number 11 FHA 21261 These provisions are to be read and interpreted in conjunction with the provisions of the Task Order Contract specified above. 1. Health Insurance Portability and Accountability Act (HIPAA) Business Associate Determination. The State has determined that this contract does not constitute a Business Associate relationship under HIPAA. 2. Reimbursement under this Task Order Contract shall be made to the Contractor by the State in three (3) payments of $13,584.00 each. Final billings under this Task Order Contract must be received by the State within a reasonable time after the expiration or termination of this Task Order Contract, but in no event no later than sixty (60) calendar days from the effective expiration or termination date of this Task Order Contract. The final payment for this Task Order Contract is contingent upon the State's receipt of an annual statement from the Contractor in the form attached hereto as Attachment A -1, which is incorporated herein by this reference. The Contractor shall submit two (2) online Immunization Program progress reports to the State. These progress reports are due within fifteen (15) calendar days of the end of the reporting period. Each progress report shall document the Contractor's progress towards p g ards completion of the activities described herein. The Contractor's June payment shall not be reimbursed by the State until the requisite progress report is submitted to the State by the Contractor. Reporting period and progress report due dates are as follows: Progress Period Due Date October 15 — December 31, 2010 January 15, 2011 January 1 — June 30, 2011 July 15, 2011 3. Time Limit For Acceptance Of Deliverables. a. Evaluation Period. The State shall have sixty (60) calendar days from the date a deliverable is delivered to the State by the Contractor to evaluate that deliverable, except for those deliverables that have a different time negotiated by the State and the Contractor. b. Notice of Defect. If the State believes in good faith that a deliverable fails to meet the design specifications for that particular deliverable, or is otherwise deficient, then the State shall notify the Contractor of the failure or deficiencies, in writing, within sixty (60) calendar days of: 1) the date the deliverable is delivered to the State by the Contractor if the State is aware of the failure or deficiency at the time of delivery; or 2) the date the State becomes aware of the failure or deficiency. The above time frame shall apply to all deliverables except for those deliverables that have a different time negotiated by the State and the Contractor in writing pursuant to the State's fiscal rules. c. Time to Correct Defect. Upon receipt of timely written notice of an objection to a completed deliverable, the Contractor shall have a reasonable period oftime, not to exceed sixty (60) calendar days, to correct the noted deficiencies. If the Contractor fails to correct such deficiencies within sixty (60) calendar days, the Contractor shall be in default of its obligations under this Task Order Contract and the State, at its option, may elect to terminate this Task Order Contract or the Master Contract and all Task Order Contracts entered into pursuant to the Master Contract. To be attached to CDPHE Page 1 of 1 Revised: 12/19/06 Task Order v1.0 (11/05) contract template o e Attachment A -1 0 )4- I" °) COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT IMMUNIZATION PROGRAM 1876 Colorado Department of Public Health 2011 CONTRACT REIMBURSEMENT CERTIFICATION FORM and Environment Please return by July 15, 2011 RE: Amendment 35 Immunization Contract TO: Colorado Department of Public Health and Environment — Immunization Program 4300 Cherry Creek Drive South, IMM -A3 Denver, Colorado 80246 Fax: 303 - 691 -6118 FROM: I Tax ID #: PROJECT PERIOD: October 15, 2010 through June 30, 2011 This is to certify that the contract services have been performed per Contract Routing Number: for the period stated above. SIGNATURE: Contractor or Authorized Designee Date For CDPHE staff to complete; I hereby certify that all contract requirements have been met and final payment of $ for contract services for the period October 15, 2010 through June 30, 2011 is authorized. SIGNATURE: Program Director or Authorized Designee Date Page 1 of 1 EXHIBIT B STATEMENT OF WORK To Task Order Contract Dated 09 /17/2010 - Contract Routing Number 11 FHA 21261 These provisions are to be read and interpreted in conjunction with the provisions of the Task Order Contract specified above. 1. The Contractor, in accordance with the terms and conditions of this contract, shall perform and complete, in a timely and satisfactory manner, all activities described in the approved Scope of Work that is attached hereto as Attachment B -1 and incorporated in accordance with the associated Budget which is attached hereto as Attachment B -2 and incorporated herein. • To be attached to CDPHE Page 1 of 1 Revised: 12/19/06 Task Order v1.0 (11/05) contract template Attachment B -1 IMMUNIZATION SERVICE DELIVERY PROGRAM SCOPE OF WORK To best meet the immunization needs of the citizens of Colorado and to ensure immunization best practices are provided around the state, the contractor shall use the funding provided by this Contract to augment any of the following activities: • Meet with community leaders to work towards formulating policies designed to solve local immunization access issues. • Follow the Standards for Child and Adolescent Immunization Practices (CDC, 2006) to assure all populations have access to appropriate immunization services and evaluate the effectiveness of the services provided. • Promote, educate, and support providers regarding the value of active participation in reminder /recall activities. • Conduct onsite clinical services with optimal access such as non - traditional clinic access, "express lane" or drop -in appointments, and use incentives to encourage completion of children's primary immunization schedule. • Develop and follow appropriate procedures for vaccine storage and handling with appropriate clinic equipment and implement written policies and procedures for vaccine storage, vaccine ordering, and emergency response. Utilize up -to -date written protocols and have them readily accessible at all locations where vaccines are administered, and ensure all persons who administer vaccines and staff who manage or support vaccine administration are knowledgeable and receive ongoing education. • Provide support for immunization initiatives through the Colorado Supplemental Nutrition Program - Women, Infants, and Children (WIC) by providing vaccinations on site, assessing immunization histories, and referring children appropriately and/or distributing educational materials regarding immunizations and locally available services. The Contractor shall submit two (2) online Immunization Program progress report to the State. The progress report is due within fifteen (15) calendar days of the end of the reporting period. This progress report shall document the Contractor's progress towards completion of the activities described herein. The Contractor's June payment may not be reimbursed by the State until the required progress report is received by the State from the Contractor. Reporting periods and progress report due dates are as follows: Reporting Period Due Date October 15, 2010 through December 31, 2010 January 15, 2011 January 1, 2011 through June 30, 2011 July 15, 2011 Throughout the 2011 funding period, the CDPHE Immunization Program will conduct ongoing project monitoring and provide technical assistance as needed. If after the State receives and reviews the progress report for the period of October 15, 2010 through December 31, 2010 it appears the Contractor is not progressing towards the completion of any activity, a follow -up work plan may be requested and additional technical assistance shall be provided. In an extreme situation, and in consultation with the Contractor, the CDPHE Immunization Program reserves the right to reduce or withhold payments due to poor project performance. Page 1 of 1 ATTACHMENT B -2 BUDGET CONTRACTOR: Eagle County PROJECT: Immunization Amendment 35 Program FOR THE PERIOD: October 15, 2010 through June 30, 2011 Funded by CDPHE Budget for Current Term $40,752.00 TOTAL AMOUNT $40,752.00 Page 1 of 1