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HomeMy WebLinkAboutC11-201 CO Dept of Public Health Emergency Preparedness and Response 12 FJA 31101 DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT ROUTING NO. 12 FJA 31101 APPROVED TASK ORDER CONTRACT — WAIVER #154 This Task Order Contract is issued pursuant to Master Contract made on 01/23/2007, with routing number 08 FAA 00016 STATE: CONTRACTOR: State of Colorado for the use & benefit of the Board of County Commissioners of Eagle Department of Public Health and County Environment 500 Broadway Emergency Preparedness and Response Eagle, Colorado 81631 Division For the use and benefit of 4300 Cherry Creek Drive South Eagle County Public Health Agency Denver, Colorado 80246 551 Broadway Eagle, Colorado 81631 TASK ORDER MADE DATE: CONTRACTOR ENTITY TYPE: April 1, 2011 Colorado Political Subdivision PO /SC ENCUMBRANCE NUMBER: PO FJA EPR1231101 TERM: BILLING STATEMENTS RECEIVED: This Task Order shall be effective upon Monthly approval by the State Controller, or designee, or on 08/10/2011, whichever is later. The STATUTORY AUTHORITY: Task Order shall end on 08/09/2012. Not Applicable PRICE STRUCTURE: CONTRACT PRICE NOT TO EXCEED: Cost Reimbursement $31,951.00 PROCUREMENT METHOD: FEDERAL FUNDING DOLLARS: $31,951.00 Exempt STATE FUNDING DOLLARS: $0.00 BID /RFP /LIST PRICE AGREEMENT NUMBER: MAXIMUM AMOUNT AVAILABLE PER FISCAL YEAR: Not Applicable FY 12: $31,951.00 LAW SPECIFIED VENDOR STATUTE: Not Applicable STATE REPRESENTATIVE: CONTRACTOR REPRESENTATIVE: Kim Pasic Rachel Oys Department of Public Health and Environment Director Emergency Preparedness and Response Division Eagle County Public Health Agency 4300 Cherry Creek Drive South 551 Broadway Denver, CO 80246 Eagle, Colorado 81631 SCOPE OF WORK: Contractor shall work with and through state, regional, and local partnerships to achieve emergency preparedness activities. Contractor shall ensure collaboration with the Colorado Department of Public Health and Environment, the Emergency Preparedness and Response Division, local public health agencies, and regional epidemiologist and generalist staff members within the designated All - Hazards Region. Page 1 of 6 Rev 6/25/09 EXHIBITS. The following exhibits are hereby incorporated: 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 6 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, establish the 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 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 Page 3 of 6 Rev 6/25/09 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. 8. If this Contract involves federal funds or compliance is otherwise federally mandated, the Contractor and its agent(s) shall at all times during the term of this contract strictly adhere to all applicable federal laws, state laws, Executive Orders and implementing regulations as they currently exist and may hereafter be amended. Without limitation, these federal laws and regulations include the Federal Funding Accountability and Transparency Act of 2006 (Public Law 109 -282), as amended by §6062 of Public Law 110 -252, including without limitation all data reporting requirements required there under. This Act is also referred to as FFATA. Page 4 of 6 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 Eagle County John W. Hickenlooper, GOVERNOR For the use and benefit of Eagle County Public Health Agency (A Political Subdivision of Colorado) • Legal Name of Contracting Entity By it , For Executive Director , `1 %u Department of Public Health and Environment Si y . of Authorized edh - 1i. lit L ..Ai Print Name of Authorized Officer Department Program Approval: @MAAW0411\1 II , 41 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 r - / . Date 2411ff • Page 5 of 6 Rev 6/25/09 This page left intentionally blank. Page 6 of 6 Rev 6/25/09 EXHIBIT A ADDITIONAL PROVISIONS To Task Order Contract Dated 04/01/2011- Contract Routing Number 12 FJA 31101 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. This Task Order Contract contains federal funds (see Catalog of Federal Domestic Assistance (CFDA) number 93.069) 3. The United State Department of Health and Human Services ( "USHHS "), through the Center for Disease Control and Prevention ( "CDC ") has awarded federal funds under Award number * * * * * * * * * *, hereinafter "Award ", to perform the following — The contractor shall work with and through state, regional, and local partnerships to achieve emergency preparedness activities. The contractor shall ensure collaboration with the Colorado Department of Public Health and Environment, the Emergency Preparedness and Response Division, local public health agencies, and regional epidemiologist and generalist staff members within the designated All- Hazards Region. If the underlying Award authorizes the State to pay all allowable and allocable expenses of a contractor as of the effective date of that Award, then the State shall reimburse the Contractor for any allowable and allocable expenses of the Contractor that have been incurred by the Contractor since the proposed effective date of this Task Order Contract. If the underlying Award does not authorize the State to pay all allowable and allocable expenses of a contractor as of the effective date of that Award, then the State shall only reimburse the Contractor for those allowable and allocable expenses of the Contractor that are incurred by the Contractor on or after the effective date of this Task Order Contract, with such effective date being the later of the date specified in this Task Order Contract or the date the Task Order Contract is signed by the State Controller or delegee. 4. To receive compensation under this Task Order Contract, the Contractor shall submit a signed Monthly Invoice /Cost Reimbursement Statement in a format acceptable to the State. A sample Invoice /Cost 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 attached hereto as Exhibit B and incorporated herein and in accordance with the work requirements outlined in Attachment B - 1. 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 Task Order Contract. - Invoice /Cost Reimbursement Statements shall: 1) reference this Task Order Contract by its contract routing number, which number is located on page one of this Task Order Contract; 2) state the applicable performance dates; 3) state the names of payees; 4) include a brief description of the services performed during the relevant performance dates; 5) describe the incurred expenditures if reimbursement is allowed and requested; and, 6) show the total requested payment. Payment during the initial, and any renewal or extension, term of this Task Order Contract shall be conditioned upon affirmation by the State that all services were rendered by the Contractor in accordance with the terms of this Task Order Contract. Invoice /Cost Reimbursement Statements shall be sent to: To be attached to CDPHE Page 1 of 2 Revised: 12/19/06 Task Order v1.0 (11/05) contract template EXHIBIT A EPRD Fiscal Staff Emergency Preparedness and Response Division (EPRD) Colorado Department of Public Health and Environment EPRD -C -2 -4350 4300 Cherry Creek Drive South Denver, CO 80246 To be considered for payment, billings for payments pursuant to this Task Order 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 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 thirty (30) calendar days from the effective expiration or termination date of this Task Order Contract. Unless otherwise provided for in this Task Order Contract, "Local Match ", if any, shall be included on all billing statements as required by the funding source. The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements unless approved in writing by the appropriate federal agency. 5. Time Limit For Acceptance Of Deliverables. a. Evaluation Period. The State shall have thirty (30) 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 thirty (30) 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 of time, not to exceed thirty (30) calendar days, to correct the noted deficiencies. If the Contractor fails to correct such deficiencies within thirty (30) 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. 6. Payment pursuant to this contract, if in federal funds, whether in whole or in part, is subject to and contingent upon the continuing availability of federal funds for the purposes hereof. In the event of said funds, or any part thereof, become unavailable, as determined by the state, the state may immediately terminate this contract or amend it accordingly without liability including liability for termination costs. 7. Financial obligations of the State of Colorado payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. To be attached to CDPHE Page 2 of 2 Revised: 12/19/06 Task Order v1.0 (11/05) contract template Attachment A -1 Emergency Preparedness and Response Division Reimbursement Statement I To: Colorado Dept. of Public Health & Environment From: Address: 4300 Cherry Creek Drive South, C -2 Address: Denver, CO 80246 Attn: EPRD Fiscal Staff Fax: (303) 691 -7811 Contact: Phone: EPRD Fiscal Phone Number: (303)692-2645 Contact Fax Number: Program: Emergency Preparedness and Response Division Contact Email Address: Date of Expenditure: From: Invoice #: To: Contract/PO: Finallnvoice: Yes No FEIN: Description of Expenditure Reimbursement Name of Employee Title Hours or % Amount Personnel: Salary & Fringe Personnel Related Expenses Sub - Total: $0.00 Equipment: Equipment Related Expenses Sub -Total $0.00 Travel/Training: Travel Related Expenses Sub -Total $0.00 Operating /Supplies: Operating /Supplies Related Expenses Sub -Total $0.00 Indirect: Indirect Total: $0.00 TOTAL REQUESTED REIMBURSEMENT AMOUNT: $0.00 I /We affirm the claimed expenses comply with the budget provisions of the contract and are reasonable and necessary, that all relevant progress and other reports have been timely filed, and all contract milestones and /or tasks related to the billing period have been achieved. Contractor Signature: Date: BELOW FOR CDPHE APPROVAL ONLY I affirm that I or my staff have reviewed the contractor's invoice and supporting documentation as required, progress reports and other communications with the contractor, and believe to the best of my knowledge, that the contractor is in compliance with all contract provisions. CDPHE Contractor Monitor: Date: I certify that the claimed expenses have been reviewed by me for compliance with requirements of funding source and State of Colorado's Fiscal Rules, and are charged to the appropriate funding source. CDPHE Fiscal Officer/Delegate: Date: Page 1 of 1 Attachment A -1 Emergency Preparedness and Response Division Reimbursement Requirements EXAMPLES OF REQUIRED EXPENDITURE DESCRIPTIONS REQUIRED AGENCY RECORDS TO BE INCLUDED ON ALL REIMBURSEMENT STATEMENTS FOR SITE VISIT VERIFICATION PERSONNEL ➢ Documentation of actual amounts for all individual salary, fringe benefits and indirect John Doe, EPR Planner, EPR Activity, 100% of FTE, $5,000.00 rates, including timesheets. Jane Black, EPR Admin Support, EPR Activity, 15 Hours, $1,000.00 ➢ Documentation of employees' EPR related activities and projects Fringe $1,236.00 ➢ All of above information is needed even if personnel time is contracted out • Invoice for actual time spent on EPR grant • Include Name, Title, Percent of FTE or Hours Worked EQUIPMENT — LIST ALL EQUIPMENT OVER $500.00 ➢ Copies of original receipts 2 Computers $5,000.00 ➢ Physical equipment appropriately employed 2 Pa ers to accomplish EPR deliverables. g $1, 000.00 3 800 MHz Radios $3,500.00 ➢ Documented check -out system for equipment 1 Fax Machine $500.00 loaned to other programs purchased with EPR funds. ➢ Verify physical location of equipment for the purposes of site visits. TRAVEL/TRAINING ➢ Signed mileage expense forms with itemized list of travel related expenses for Jane Dough, NIMS Training $1,000.00 each traveler (including applicable receipts John Smith, NDMS Conference $500.00 for hotel, parking, per diem etc.) ➢ Meeting /conference (purpose for travel) documentation, i.e. registration • List each traveler separately confirmation, meeting minutes /attendance list etc. OPERATING /SUPPLIES ➢ Copies of original Receipts and /or agency Copies $100.00 report with detailed budget information Office supplies $23.46 ➢ Documentation of operating expenses Postage $10.34 (phone records, rental agreements, etc.) Telephone service (Cell and Main Line) $200.00 ➢ Documented formula for expenses that are Rent $300.00 Equipment Maintenance $250.00 billed against multiple grants or programs AV Equipment Rental $40.00 Task based funding for online course $1,000.00 • Itemize by type of expense (i.e. copies, office supplies) • A copy of the receipt for any single item with a value of $1,000 or greater must be submitted with the invoice Page 2 of 3 Attachment A -1 Emergency Preparedness and Response Division LPHA Reimbursement Requirements EXAMPLES OF REQUIRED EXPENDITURE DESCRIPTIONS REQUIRED AGENCY RECORDS TO BE INCLUDED ON ALL REIMBURSEMENT STATEMENTS FOR SITE VISIT VERIFICATION INDIRECT D Documentation of approved % of indirect on file with CDPHE. (Lack of documentation • LPHA Approved Indirect Rate 10% will result in a reset to the 10% of direct of Direct Salaries & Wages $1,243.00 Salaries and Wages including Fringe the default indirect rate.) • List approved percentage, or requested percentage if less D Specific documentation may be required and • Indirect costs that exceed the approved contractual amount will be identified on an individual basis will not be reimbursed • Approved indirect rates are effect for the entire term of the contractual agreement • Per Capita is not an allowable category for expense reimbursement. • All expenses must be directly related to specific Emergency Preparedness and Response Division activities as identified in the Scope of Work. • Contractor shall be paid on a cost reimbursement basis only. • All expenses must be invoiced under the appropriate budget categories of Personnel Services, Equipment, Travel, Operating /Supplies or Indirect and in accordance with the above criteria. • Cooperative agreement funds under this program may not be used to purchase vehicles or supplant any current state or local expenditures. Supplantation means using Federal funds to replace local funds. The Public Health Service Act, title I, Section 319 (c) specifically state: 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 supplanting. • Other unallowable costs include but are not limited to the following: Reimbursement of pre -award costs is not allowed. 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. Funds may not be used for construction. Funds may not be used to purchase antivirals. Funds may not be used to purchase antibiotics. Funds may not be used to purchase promotional items and memorabilia, including by not limited to models, gifts, and souvenirs. Funds may not be used for entertainment, including amusement, diversion, and social activities and any costs directly associated with such activities. • For a complete list of unallowable expenses refer to OMB Circular A -87. • Colorado Department of Public Health & Environment, Emergency Preparedness and Response Division may request additional back up information including copies of receipts on any item at any time. • Put the most current contract number on the reimbursement statement. • All expenditures for this agreement must be on separate invoices, tracked separately, and cannot be combined with invoices for other projects. Page 3 of 3 EXHIBIT B STATEMENT OF WORK To Task Order Contract Dated 04/01/2011- Contract Routing Number 12 FJA 31101 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 Work Plan /Scope of Work that is attached hereto as Attachment B -land 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 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work I. Agency Funding Demographics Catalog of Federal Domestic Assistance (CFDA): 93.069 Local Public Health Agency (LPHA) Name: Eagle County Public Health Agency Contract Term: August 10, 2011 through August 9, 2012 Contract Total Award for Fiscal Year 11 -12: $31,951.00 Agency PREP Award: $31,951.00 Cities Readiness Initiatives Award: $0.00 Number of Funded Regional Staff (FTE): 0 Public Health Emergency Preparedness Regional Staff 0 Regional Epidemiologist Regional Counties Served: Eagle County Current Indirect Rate: 10% of Direct Salaries and Wages Including Fringe Benefits .. ... ..... . .......... . .... .. . Page 1 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work II. Contracting Provisions - contingencies in place to promote program and contractual compliance and support well - maintained emergency preparedness agreements. Contractor agrees that no amount of funding made available pursuant to this contractual agreement can be used for work other than projects that are 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 a 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 are completed and all goods related expenses are received on or before August 9, 2012. 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 the Colorado Department of Public Health and Environment (CDPHE) and /or the Centers for Disease Control and Prevention (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 for six years. 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. Page 2of19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work III. Fiscal Provisions - contingencies and definitions in place to promote fiscal compliance and support well- maintained emergency preparedness contracting. Funds Contingency: Payment pursuant to this contract, if in federal funds, whether in whole or in part, is subject to and contingent upon the continuing availability of federal funds for the purposes hereof. In the event of said funds, or any part thereof, become unavailable, as determined by the state, the state may immediately terminate this contract or amend it accordingly without liability including liability for termination costs. Financial obligations of the State of Colorado payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Supplantation: Cooperative agreement funds cannot supplant any current state or local expenditures. Supplantation refers to the replacement of non - federal funds with federal funds 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: • Reimbursement of pre -award costs is not allowed. • Funds may not be used for research. • Funds may not be used for clinical care. • Funds under this program cannot be used to purchase vehicles of any kind. • Funds may not be used to purchase incentive items. • Funds may not be used for construction. • Funds may not be used to purchase antivirals. • Funds may not be used to purchase antibiotics. • Funds may not be used to purchase promotional items and memorabilia, including but not limited to models, gifts, and souvenirs. • Funds may not be used for entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs. Budget Line Defmitions Agency has the ability to move funds from budget line to budget line not to exceed the total dollar amount of the contract. 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, and agency representation at the Emergency Preparedness and Response conference calls. 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, etc. Page 3 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work 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 Benefits. If during the current term of this contract the agency - established rate changes with CDPHE, and if the agency has an approved and executed rate that rate may change, the new Indirect Rate can be used for the remainder of the current year / contract period. The new Indirect Rate will not be retroactive to the starting date of the agency contract. 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. Sustainability: Contractor shall establish and maintain a sustainability plan, detailing how emergency preparedness work is integrated, supported, and absorbed into the public health agency and regional infrastructure. The sustainability plan must include agency provisions for program activities, staff, and equipment needed to continue operations in the event of CDC Preparedness Cooperative Agreement grant reductions. This plan should be updated and kept on file at the agency. Invoicing Requirements To receive compensation under this Contract, the Contractor shall submit a signed Monthly Invoice /Cost Reimbursement Statement in a format acceptable to the state. 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. Invoice /Cost Reimbursement Statements shall: 1) reference this Contract by its contract routing number, which is located on page one of this Contract; 2) state the applicable performance dates; 3) state the names of payees; 4) include a brief description of the services performed during the relevant performance dates; 5) describe the incurred expenditures if reimbursement is allowed and requested; and, 6) show the total requested payment. Payment during the initial and any renewal or extension term of this Contract shall be conditioned upon affirmation by the State that all services were rendered by the Contractor in accordance with the terms of this Contract. Invoice /Cost Reimbursement Statements shall be sent to: EPRD Fiscal Staff Emergency Preparedness and Response Division Colorado Department of Public Health and Environment EPRD — C -2 -4350 4300 Cherry Creek Drive South Denver, CO 80246 Or Fax to: 303 - 691 -7811 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. All expenditures for this agreement must be on separate invoices, tracked separately, and cannot be combined with invoices for other projects. The contractor shall not use federal funds to satisfy federal cost sharing and matching requirements unless approved in writing by the appropriate federal agency. Reduction of Funds: If Contractor indicates full expenditure of Emergency Preparedness and Response Division (EPRD) funds by February 1 S` of each grant year and the full expenditure does not occur, CDPHE EPRD has the option to reduce Page 4 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work 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 February 1s of each grant year an expectation of surplus of funds or inability to fully expend said funds for unforeseen circumstances that. contractor had not anticipated by February 1s 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 5 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work IV. Program Provisions Purpose: The purpose of the 2011 -2016 Public Health Emergency Preparedness (PHEP) cooperative agreement program is to assist state, local, and territorial /freely associated state health depatlinents in demonstrating measureable and sustainable progress toward achieving the 15 public health preparedness capabilities and other activities that promote safer and more resilient communities. 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 emergency preparedness Regional staff represent portions of their region, all Emergency Preparedness and Response (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 identification of which regional personnel is assigned to assist each county in the region • Communication with all partners as appropriate within the region • Coordination with all assigned public health EPR staff on all EPR issues, including development, testing, and updating regional planning, trainings and exercise activities. • Coordination 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). Regional Staff Positions: Contractor will notify CDPHE of Regional Emergency Preparedness and Response staff (Epidemiologist and General Emergency Preparedness staff) turnover. Upon notification of the vacancy the Colorado Department of Public Health and Environment (CDPHE) with support from the Colorado Association of Local and Public Health Officials (CALPHO) will review agency and regional circumstances and decide if the position needs to be maintained. Real Event Deployment and Meetings Requested by CDPHE: Regional staff may be deployed to support a real emergency event, including assistance to counties outside of their county of employment or assigned region, as requested by local emergency managers, public health agencies and/or 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 (LPHA) management must approve terms of deployment for an emergency event or meeting, including the timeline and location of deployment. Preparedness Reporting System: All agencies receiving these funds will be required to report contract progress to the Progress Reporting System (PRS) on all deliverables, whether tasks have been completed or not, by the following dates: November 17, 2011; February 17, 2012; May 17, 2012 and August 1, 2012. 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 17, 2012, 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. Contract Monitoring System: Contractor shall cooperate with CDPHE quarterly evaluations, as detailed by the Contract Monitoring System (CMS) and implemented by CDPHE. Page 6 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work Technology and Information Systems: All agencies receiving EPR funds will use and attend necessary training for statewide technology information systems such as, Dialogics, CO.TRAIN Learning Management System, Preparedness Reporting System (PRS), Situational Awareness Tool (SATool), EMSystem, Colorado Volunteer Mobilizer (CVM), Colorado Electronic Disease Reporting Systems (CEDRS), Outbreak Management System (OMS), 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. Maintenance: All agencies receiving EPR funds will be required to update their public health emergency plans and response plans, including all annexes, ensuring all public health emergency response plans address all requirements set forth by the current PPHR Goal 1 criteria. All agencies will also be required to attend and/or coordinate the All- Hazard Emergency Management Region meetings and the Healthcare Coalition meetings. Plan Reviews: All agencies receiving EPR funds will be required to participate in plan reviews per CDC /CDPHE requirements, as applicable. Page 7 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work V. Contract Objectives -This preparedness program is authorized under Section 319C -1 of the Public Health Service Act, as amended by the Pandemic and All- Hazards Preparedness Act (PAHPA) of 2006. Contract Objectives: Public Health Emergency Preparedness (PHEP): While it is evident that public health departments have made significant progress in preparing for emergencies, CDC's new five -year PHEP cooperative agreement seeks to advance public health preparedness by: • Establishing a prioritized and consistent set of public health preparedness capabilities, • Encouraging public health departments to measure their ability to achieve the public health preparedness capabilities and report how PHEP funds are used to achieve these capabilities, • Addressing lessons learned during the recent HINI influenza pandemic response regarding the administrative preparedness necessary at the state and local levels for effective response as well as provide an improved mechanism for awarding response funding, • Accelerating a public health emergency response funding by including a second funding authority provision for contingent emergency response funding, and • Quantifying the return on investment of public funds used for preparedness. CDC has developed 15 capabilities to serve as national public health preparedness standards. CDC's Public Health Preparedness Capabilities: National Standards for State and Local Planning ensures that federal preparedness funds are directed to priority areas within jurisdictions. CDC strongly recommends that awardees prioritize the order of the capabilities in which they intend to invest based upon: 1) their jurisdictional risk assessments, 2) an assessment of current capabilities and gaps, and 3) CDC's recommended tiered strategy for capabilities. The following 15 public health capabilities are the basis for state and local public health preparedness. Tier 1 Capabilities • Public Health Laboratory Testing • Public Health Surveillance and Epidemiological Investigation • Community Preparedness • Medical Countermeasure Dispensing • Medical Materiel Management and Distribution • Responder Safety and Health • Emergency Operations Coordination • Emergency Public Information and Warning • Information Sharing Tier 2 Capabilities • Non - Pharmaceutical Intervention • Medical Surge • Volunteer Management • Community Recovery • Fatality Management • Mass Care Colorado Department of Public Health and Environment (CDPHE) shall be responsible for setting 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 Statue 25 -1.5 -102. Page 8 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) 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, regional epidemiologist and EPR staff members within the A11- 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 and regional staff 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 and regional staff tasks as designated in the budget section of this scope of work. Project Public Health Ready (PPHR): Public Health Ready (PPHR) is a competency -based training and recognition program that assesses preparedness and assists local health departments, or groups of local health departments working collaboratively as a region, to respond to emergencies. It builds preparedness capacity and capability through a continuous quality improvement model. The purpose of PPHR is to assist local public health agencies successfully and efficiently respond to emergencies by integrating and coordinating emergency preparedness, articulate the unique roles they play during a response, and demonstrate readiness. Cities Readiness Initiative (CRI): Funding has been made available to jurisdictions in support of all- hazards Medical Countermeasure Dispensing and Medical Materiel Management Distribution and Dispensing (MCDMMDD) planning and preparedness. To align with the PHEP cooperative agreement's capabilities -based approach CRI requirements support the MCDMMDD capabilities. As described in those capabilities, CRI supports MCDMMDD for all- hazards events, which includes the ability of jurisdictions to develop capabilities for "U.S. cities to respond to a large -scale biological attack, with anthrax as the primary threat consideration. CDC has developed a MCDMMDD composite score to serve as a collective indicator for MCDMMDD preparedness and operational capability within local/planning jurisdictions, CRI areas and states. Local, city, and state, preparedness will be subsequently defined as a composite measure derived from results of technical assistance reviews (TARS), drill submissions, full -scale exercise, and compliance with programmatic standards. Failure to meet CDC composite score benchmarks may result in withholding of future PHEP funds. Page 9ofl9 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work VI. Contract Deliverables 2011 -2012 Local Public Health Agency Activities Upon submission of agency's PPHR application to NACCHO for recognition, the agency will complete the following deliverables. If unrecognized by NACCHO, agency must resubmit PPHR application per NACCHO's resubmission schedule. M1 [Cap. 1] M1A. By October 14, 2011, the agency will develop a 3 —year training and exercise plan based on results from the 2011 training needs assessment, training evaluations and lessons learned from prior exercise after action reports (AAR) and improvement plans (IP). The agency will post the 3 -year training and exercise plan on the Colorado Health Alert Network (COHAN) under the appropriate folder. In PRS, the agency will indicate the COHAN path to the location of the plan in the comments field. M1B. By August 1, 2012, the agency will incorporate CDPHE changes /recommendations to the training and exercise plan and re -post plan to COHAN. In PRS, the agency will indicate the COHAN path to the location of the revised plan in the comments field. M2 [Cap. 1 -10, 13, 14, 15] M2A. By August 1, 2012, the agency will attend bi- monthly calls or meetings to work with regional staff and regional point of contact (RPOC) on identified deficiencies, gaps and current grant deliverables. Utilize technical assistance template to document progress. In PRS, the agency will indicate date of every call and /or meeting held. Ensure emergency preparedness and response plans are available for review based on review schedule provided by CDPHE. In PRS, the agency will provide a COHAN path to the location of the requested plan(s). M3 [Cap. 1 -15] M3A. By August 1, 2012, the agency will conduct at least one training and /or one exercise related to the plan of your choice as identified in the most current PPHR criteria. The agency will update the plan(s) based on lessons learned. In PRS, the agency will indicate the CO.TRAIN course identification (ID) for all training and/or exercises conducted in the comments field. For all exercises, the agency will post the final AAR in COHAN. In PRS, the agency will provide a COHAN path to the location of the AAR(s). M4 [Cap. 1] M4A. By February 1, 2012, the agency will conduct an assessment provided by CDPHE of current capabilities and gaps based on CDC's Public Health Preparedness Capabilities: National Standards for State and Local Planning. M5 [Cap. 1, 3, 6, 13] M5A. By May 17, 2012, Eagle County Public Health (ECPH), including nursing and environmental health staff and ESF8 partners, will participate in the North West All Hazards Regional communicable Disease Tabletop Exercise. M5B. By September 15, 2011, designated agency staff will participate in the Initial Planning Conference. MSC. By November 15, 2011, designated agency staff will participate in the Midterm Planning Conference. M5D. By March 15, 2012, designated agency staff will participate in the Final Planning Conference. M5E. By May 17, 2012, designated regional and agency staff will participate in the exercise and hot wash. The CO.TRAIN course ID will be entered in the comments section of PRS. Regional staff will collaborate with participants to develop the AAR/IP based on hot wash and Exercise Evaluation Guide recommendations. Regional staff will post the AAR/IP to COHAN within 60 days of exercise. M5F. By August 1, 2012, designated ECPH staff will update appropriate agency response plans based on lessons learned. MSG. By August 1, 2012, regional staff will verify exercise participation in CO.TRAIN. Page l0 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work M6 [Cap. 1] M6A. By May 17, 2012, Eagle County Public Health will train all agency staff and Health and Human Services' Directors on the Public Health Emergency Operation Plan (PHEOP). Eagle County team members will identify their roles during an emergency according to the PHEOP. Indicate CO.TRAIN course ID in the comments field of PRS. Page 11 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work VII. For Agencies with Regional EPR Staff ONLY 2011 -12 Regional Staff Activities R1 [Cap. 1,2] R1A. By August 1, 2012, assist local public health agencies in updating and maintaining all public health emergency preparedness and response plans and annexes, ensuring that all local public health agency emergency response plans address requirements set, forth by the current PPHR Goal I criteria. Ensure that all documentation is posted on COHAN and available for an annual plan review based upon the schedule provided by CDPHE. Please document your progress quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. *Please note: the deadline for completion of SNS plans is contingent upon the date of the CDC /Division of the Strategic National Stockpile (DSNS) annual assessment. SNS plans must be completed prior to this assessment. CDPHE will provide guidance and updates for integrating the most current Strategic National Stockpile (SNS) Technical Assistance Review (TAR) criteria. R2 [Cap. 9] R2A. By November 17, 2011, validate a primary and secondary transfer point site using the transfer point checklist provided by CDPHE. Post the locations of the primary and secondary transfer point sites to the appropriate folder on COHAN. R2B. By February 17, 2012, conduct a site security assessment using the checklist /guidance provided by CDPHE and Colorado State Patrol (CSP). Post this assessment to the appropriate folder on COHAN. R2C. By August 1, 2012, draft a transfer point notification/activation protocol for the primary and alternate transfer point sites that includes guidance and recommendations from CDPHE and CSP. Post this protocol to the appropriate folder on COHAN. R3 [Cap. 1] R3A. By August 1, 2012, participate in at least three plan reviews, providing feedback on state, regional and/or local planning documents using the criteria and schedule provided by CDPHE. Please document your progress quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012 R4 [Cap. 1,2] R4A. Assist local public health agencies with the development of the 2011 -14 Three -Year Emergency Preparedness and Response Training and Exercise Plan, meeting criteria set forth by PPHR Goal II and Goal III. R4B. By October 14, 2011, post the Three -Year Training and Exercise Plan under appropriate folder on COHAN. Ensure that the Training and Exercise Plan contains the results of the local/regional 2011 Emergency Preparedness and Response (EPR) training and exercise needs assessment. In PRS, indicate the COHAN path to the location of the plan in the comments field. R4C. By August 1, 2012, incorporate CDPHE changes /recommendations to the Training and Exercise Plan (provided by May 17, 2012) and re -post the plan to COHAN. In PRS, indicate the COHAN path to the location of the revised plan in the comments field. R4D. By August 1, 2012, ensure that registration for all emergency preparedness training is made available through CO.TRAIN prior to the event. All participants who complete training must be verified in CO.TRAIN no more than 30 days after the event. Post the CO.TRAIN Course IDs for all public health emergency preparedness and response training conducted in the region or county quarterly. Please document your progress quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. R5 [Cap. 1] R5A. By August 1, 201 2. ensure that all lnral. / regional exercise documents, including the AAR, are posted to COHAN in the HSEEP format within 60 days of the exercise. In PRS, indicate the CO.TRAIN course ID and provide a COHAN path to the location of the AAR for all exercises conducted. Please document your progress Page 12 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. R6 [Cap. 1, 6] R6A. By August 1, 2012, attend and document participation in bi- monthly meetings with both local public health agencies and with the CDPHE RPOC to identify and address deficiencies, gaps and questions related to the current grant deliverables. Suggested documentation to be kept on file includes: meeting dates, agenda and meeting minutes, and a participant roster or names of agencies assisted. R6B. By August 1, 2012, utilize the technical assistance template provided by CDPHE to document progress and provide an electronic copy of a completed technical assistance template to the CDPHE RPOC after each local public health bi- monthly meeting. R6C. By August 1, 2012, download reports for each of your assigned counties from PRS and discuss progress on deliverables for each county with your CDPHE RPOC. R6D. By August, 1, 2012, participate in at least 80% of the additional EPR meetings, conference calls, and training as scheduled by CDPHE. Please document your progress quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. R7 [Cap. 1, 3] R7A. By November 17, 2011, post the following information about your regional/county healthcare coalition to COHAN: name of the healthcare coalition, meeting location(s), frequency of meetings, and name of participating agencies /organizations. R7B. By August 1, 2012, attend and /or coordinate All- Hazards Emergency Management Region meetings, Healthcare Coalition meetings, and other events as appropriate. Integrate community partners that lead or support Emergency Support Function #8 activities (public health, environmental health, medical, mortuary and behavioral health). Please document your progress quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. Suggested documentation to be kept on file include: a sign -in roster, an agenda, and meeting minutes. R7C. By August 1, 2012, utilize outcomes of A11- Hazards partner meetings to update local/regional plans, protocols, and procedures. Ensure documentation is posted to COHAN in the appropriate regional and /or agency folder. Please document your progress, including the path to where your healthcare coalition documents are posted in COHAN, document your progress quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. R8 [Cap. 1] RBA. By August 1, 2012, assist CDPHE with site visit coordination, as requested. Assistance includes the following: serving as the CDPHE contact person for the site visits in your region; coordinating local agency, regional staff, dates, and times; attending site visit meeting in the region, as needed. Please document your assistance quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. R9 [Cap. 4, 8, 9] R9A. By August 1, 2012, participate as a member or leader in at least one of the following SNS workgroups: Public Information and Communication, Distribution, Rapid Dispensing, Alternate Dispensing, and/or Dispensing Operations. Please document your assistance quarterly in the comments section of PRS by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. R10 [Cap. 6] R10A. By November 17, 2011, recruit or participate as the local or regional administrator for the COHAN system. Provide the name and contact information for the primary and back up SAToo1 /COHAN Community administrators for your jurisdiction to CDPHE. R10B. Ensure members of the SAToo1 /COHAN Community contact information is updated and maintained on a quarterly basis, especially for 24x7 emergency contact roles and for the PH1N roles (or whichever exist in agency). Detect and correct errors by each of the following dates: September 30, 2011, December 31, 2011, Page 13 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work March 30, 2012, and June 30, 2012. In PRS, document the dates the contact information was updated in the SAToo1 /COHAN Community and if this was achieved by adding/updating users manually in SAToo1 /COHAN Community or by using the mass user upload spreadsheet. Document progress by the following dates: November 17, 2011, February 17, 2012, May 17, 2012, and August 1, 2012. R10C. By August 1, 2012, ensure participation in CDPHE's COHAN Community Regional Administrator /Mass User Upload Training. Document course ID and date training will be taken, document progress in PRS by the following dates: February 17, 2012, May 17, 2012, and August 1, 2012. R10D. By August 1, 2012, document any state, regional or local training and /or exercise that provides your region with the opportunity to use SATooI /COHAN Community. In the PRS comments, include details of a training or exercise and how SATooI/COHAN Community it was used and/or COHAN path to the location of the AAR for any exercises conducted that meet this requirement. Document progress in PRS by the following dates: February 17, 2012, May 17, 2012, and August 1, 2012. Page 14 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work VIII. For Agencies with Regional Epidemiologists ONLY 2011 -12 Regional Epidemiologist Activities All regional epidemiologists must complete the following eight deliverables: El [Cap. 13] E1A. By August 1, 2012, participate in at least 80% of the twice- monthly conference calls. E1B. By August 1, 2012, present a concise summary on an epidemiological topic such as a case or cluster /outbreak investigation during one of the regional epidemiologist conference calls. E1C.. By August 1, 2012, participate in writing the conference call minutes as assigned. E1D. Attend the scheduled fall 2011 and spring 2012 regional epidemiologist and regional staff meetings /trainings. E2 [Cap. 6, 13] E2A. By November 17, 2011, assess (by either reviewing semi - annual CDPHE - generated tabulations or some other method) the timeliness and completeness of communicable disease reporting for January -June 2011 in the region/jurisdiction and work with public health agencies / labs / disease reporters to solve any problems identified. E2B. By May 17, 2012, assess (by either reviewing semi - annual CDPHE - generated tabulations or some other method) the timeliness and completeness of communicable disease reporting for July- December 2011 in the region/jurisdiction and work with public health agencies / labs / disease reporters to solve any problems identified. E3 [Cap. 13] E3A. By February 17, 2012, document dates that CDC National Outbreak Reporting System (NORS) forms are submitted to CDPHE to ensure that public health agencies in the region/jurisdiction are submitting the forms within two months after the first illness onset of the outbreak. E3B. By August 1, 2012, document dates that CDC National Outbreak Reporting System (NORS) forms are submitted to CDPHE to ensure that public health agencies in the region/jurisdiction are submitting the forms within two months after the first illness onset of the outbreak. E4 [Cap. 13] E4A. By August 1, 2012, document assistance (either by the regional epidemiologist or epi- trained designee from the regional epidemiologist's office) in a real situation of need/urgency outside of the regional epidemiologist's home agency /region, as requested by CDPHE. E5 [Cap. 13] E5A. By August 1, 2012, document participation in at least one local or regional emergency preparedness and response (EPR) exercise or other activity, such as writing/reviewing /updating an EPR plan, participating in EPR - related training, attending regular EPR meetings, participating in an EPR coalition, or assisting in creation, coordination, and distribution Health Alert Network messages. E6 [Cap. 6, 13] E6A. By August 1, 2012, document instances where disease and /or outbreak data was requested and provided for agencies in the regional epidemiologist's region/jurisdiction working on the public health improvement process. E7 [Cap. 13] E7A. By February 17, 2012, to comply with the CDC "Biosurveillance Performance Measures" disease investigation start date measure, ensure the "investigation start date" variable in CEDRS is completed for the following reportable conditions: botulism, Shiga toxin - producing E. coli, hepatitis A, measles, meningococcal disease, and tularemia. E7B. By August 1, 2012, to comply with the CDC `Biosurveillance Performance Measures" disease investigation start date measure, ensure the " investigatinn start date" variable in F11R S is rnmpleted fnr the following reportable conditions: botulism, Shiga toxin - producing E. coli, hepatitis A, measles, meningococcal disease, and tularemia. Page 15 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work E8 [Cap. 13] E8A. By February 17, 2012, to comply with the CDC `Biosurveillance Performance Measures" outbreak report measure, submit infectious disease outbreak reports to CDPHE for at least 50% of investigations conducted in the regional epidemiologist's jurisdiction. E8B. By August 1, 2012, to comply with the CDC `Biosurveillance Performance Measures" outbreak report measure, submit infectious disease outbreak reports to CDPHE for at least 50% of investigations conducted in the regional epidemiologist's jurisdiction. Note: Further guidance for this deliverable will be provided by CDPHE, including examples of short reports and long reports (depending on the type of outbreak). Reports do not need to be submitted for TB investigations and norovirus /viral gastroenteritis /influenza -like illness outbreaks at long term care facilities determined to be due to person-to-person transmission. Each report, regardless of length, should contain the following minimal elements in order to meet the CDC Biosurveillance Performance Measures criteria: background, investigation start date, methods, results, discussion /conclusion, and recommendations. Each regional epidemiologist must complete two or more of the following eight deliverables: E9 [Cap. 13] E9A. By August 1, 2012, document the date the epidemiological response plans were reviewed and updated for each agency in the regional epidemiologist's jurisdiction. El0 [Cap. 6,13] E10A. By November 17, 2011, document dates when 3rd quarter 2010 disease surveillance data was distributed to health care providers or local public health agencies, a summary of content, and the method that was used to distribute the information. E10B. By February 17, 2012, document dates when 4th quarter 2010 disease surveillance data was distributed to health care providers or local public health agencies, a summary of content, and the method that was used to distribute the information. ElOC. By May 17, 2012, document dates when 1s quarter 2011 disease surveillance data was distributed to health care providers or local public health agencies, a summary of content, and the method that was used to distribute the information. E10D. By August 1, 2012, document dates when 2" quarter 2011 disease surveillance data was distributed to health care providers or local public health agencies, a summary of content, and the method that was used to distribute the information. Ell [Cap. 13] El1A. By August 1, 2012, submit a five -year surveillance report for your agency /region on a disease(s) or condition(s) of the regional epidemiologists choice (examples: vaccine preventable disease; zoonotic /vectorborne disease; sexually transmitted infections; chronic conditions; etc.). E12 [Cap. 13] E12A. By November 17, 2011, document twice monthly disease case report monitoring (by running cross - tabulation reports in CEDRS or some other method) in a log sheet provided by CDPHE, and submit this log sheet to CDPHE. E12B. By February 17, 2012, document twice monthly disease case report monitoring (by running cross - tabulation reports in CEDRS or some other method) in a log sheet provided by CDPHE, and submit this log sheet to CDPHE. E12C. By May 17, 2012, document twice monthly disease case report monitoring (by running cross - tabulation reports in CEDRS or some other method) in a log sheet provided by CDPHE, and submit this log sheet to CDPHE. E12D. By August 1, 2012, document twice monthly disease case report monitoring (by running cross - tabulation reports CDPHEn CEDRS or some other method) in a log sheet provided by CDPHE, and submit this log sheet t9 Page 16 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work E13 [Cap. 13] E13A. By March 31, 2012, with CDPHE assistance, hold a half -day meeting at your agency /region where foodborne outbreak response is assessed and areas of improvement are identified using the "Council to Improve Foodborne Outbreak Response (CIFOR) Guidelines for Foodborne Disease Outbreak Response" toolkit. E14 [Cap. 13] E14A. By November 17, 2011, document meetings that occurred with public health partners in schools and child care centers to make them aware of and/or distribute the latest version of the infectious disease guidelines for these settings. E14B. By May 17, 2012, document meetings that occurred with public health partners in schools and child care centers to make them aware of and/or distribute the latest version of the infectious disease guidelines for these settings. E15 [Cap. 13] E15A. By August 1, 2012, document meetings that occurred with health care providers and laboratorians in the regional epidemiologist's jurisdiction where education was provided about problematic diagnostic testing issues of public health importance (e.g., pertussis polymerase chain reaction testing; Campylobacter non - culture based testing, Cryptosporidium recalled lots, etc.). Note: CDPHE will assist in developing talking points and /or a presentation for regional epi's to use. E16 [Cap. 13] E16A. By August 1, 2012, document rabies first responders (by agency/affiliation -- local public health officials, animal control agencies, veterinarians and veterinary clinic staff, animal health officials, wildlife officials, wildlife control operators, and wildlife rehabilitators) to whom the "Colorado Rabies Resource Guide" was distributed. Page 17of19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work Regional Epidemiologist Meeting and Conference Call Calendar Date Type Location/Time August 3, 2011 Regional Epi Conference Call 9:30 — 10:30 am August 17, 2011 Regional Epi Conference Call 9:30 — 10:30 am September 2011 (TBD) Regional Staff Meeting Denver September 7, 2011 Regional Epi Conference Call 9:30 — 10:30 am September 21, 2011 Regional Epi Conference Call 9:30 — 10:30 am October 5, 2011 Regional Epi Conference Call 9:30 — 10:30 am October 19, 2011 Regional Epi Conference Call 9:30 — 10:30 am November 2, 2011 Regional Epi Conference Call 9:30 — 10:30 am November 16, 2011 Regional Epi Conference Call 9:30 — 10:30 am December 7, 2011 Regional Epi Conference Call 9:30 — 10:30 am December 21, 2011 Regional Epi Conference Call 9:30 — 10:30 am January 4, 2012 Regional Epi Conference Call 9:30 — 10:30 am January 18, 2012 Regional Epi Conference Call 9:30 — 10:30 am February 1, 2012 Regional Epi Conference Call 9:30 — 10:30 am February 15, 2012 Regional Epi Conference Call 9:30 — 10:30 am March 7, 2012 Regional Epi Conference Call 9:30 — 10:30 am March 21, 2012 Regional Epi Conference Call 9:30 — 10:30 am April 4, 2012 Regional Epi Conference Call 9:30 — 10:30 am April 18, 2012 Regional Epi Conference Call 9:30 — 10:30 am May 2012 (TBD) Regional Staff Meeting Denver May 2, 2012 Regional Epi Conference Call 9:30 — 10:30 am May 16, 2012 Regional Epi Conference Call 9:30 — 10:30 am June 6, 2012 Regional Epi Conference Call 9:30 — 10:30 am June 20, 2012 Regional Epi Conference Call 9:30 — 10:30 am July 4, 2012 Regional Epi Conference Call 9:30 — 10:30 am July 18, 2012 Regional Epi Conference Call 9:30 — 10:30 am Page 18 of 19 ATTACHMENT B -1 2011 -2012 Public Health Emergency Preparedness and Response (EPR) Scope of Work IX. For Agencies with Cities Readiness Initiative (CRI) ONLY 2011 -12 Cities Readiness Initiative Activities C1 [Cap. 1, 8, 9] C1A. By August 1, 2012, contractor shall participate in at least one full -scale or functional exercise in the CRI MSA that tests key components in mass prophylaxis /dispensing plans that includes all pertinent jurisdictional leadership and emergency support function leads, planning and operational staff, and all applicable personnel. Submit all resulting applicable exercise data collection worksheets and after action reports to the DSNS PPB mailbox (sns ppb(a,cdc.gov) and CDPHE. C2 [Cap. 8, 9] C2A. By August 1, 2012, contractor shall conduct at least three different drills from the range of eight possible drills and submit the appropriate documentation no later than August 1, 2012. Documentation of the three required drills must be submitted on the DSNS Web -Based Data Collection System for drills and exercises. This link is found on the SNS extranet. All passwords provided by CDPHE. CDPHE should be notified upon submission of drills. C3 [Cap. 6, 8, 9] C3A. By August 1, 2012 or earlier as determined by CDC, contractor shall participate in the review by DSNS and /or CDPHE using Local Technical Assistance Review (LTAR). C4 [Cap. 8, 9] C4A. By August 1, 2012, contractor shall incorporate changes into the CRI plan as requested by CDPHE based on the CDPHE reviews and CDC/Division of the Strategic National Stockpile (DSNS) assessment results. Ensure documentation is posted to COHAN in the appropriate folder. C5 [Cap. 6, 8, 9] C5A. By August 1, 2012, per CDPHE guidance, contractor shall be responsible for completing all CDC requests of CRI which will include but not be limited to progress reporting. Page 19 of 19