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HomeMy WebLinkAboutC12-234 Emergency and Preparedness and Response Task Order (FJA 41889) DEPARTMENT OF PUBLIC HEALTI -I AND ENVIRONMENT ROUTING NO. 13 FJA 41889 APPROVED TASK ORDER CONTRACT — WAIVER #154 This Task Order Contract is issued pursuant to Master Contract made on 01/17/2012, with routing number 13 FAA 00016 STATE: CONTRACTOR: State of Colorado for the use & benefit of the Board of County Commissioners of Eagle County Department of Public Health and (A Political Subdivision of the State of Colorado) Environment 500 Broadway Emergency Preparedness and Response Eagle, Colorado 81631 Division For the use and benefit of the 4300 Cherr Creek. Drive South Eagle County Public Health Agency • y 551 Broadway Denver, Colorado 80246 Eagle, Colorado 81631 TASK ORDER MADE DATE: CONTRACTOR ENTITY TYPE: April 1, 2012 Colorado Political Subdivision PO /SC ENCUMBRANCE NUMBER: PO FJA EPR1341889 1TiRM: BILLING STATEMENTS RECEIVED: This Task Order shall be effective upon Monthly approval by the State Controller, or designee, or on 08/10/2012, whichever is later. The ST'ATUT'ORY AUTHORI'T'Y: Task Order shall end on 06/30/2013. - Not Applicable PRICE STRUCTURE: CONTRACT PRICE NOT TO EXCEED: Cost Reimbursement $32,579.00 PROCURI MENTMEF! FEDERAL FUNDING DOLLARS: $32,579.00 Exempt FUNDING DOI..I. $0.00 BID /REP /LIST PRICE AGRl MINT NUMBER: MAXIMUM AMOUNT AVAILABLE PER FISCAL YEAR: Not Applicable FY 13: $32,579.00 1,AW SPICIFIED VENDOR STATUTE: Not Applicable STATE REPRESEN'TA'TIVE: CONTRACTOR REPRESENTATIVE: Kim Pasic Rachel Oys Department of Public Health and Environment Director Office of Emergency Preparedness and Response 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 Office of Emergency Preparedness and Response, local public health agencies, and regional epidemiologist and generalist staff members within the designated All- Hazards Region. EXIiIB ITS: 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 i Task including, but not limited to, Exhibit One thereto. The total term of this Tas 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 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 -1.02 -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 addressor 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. 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. 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 (A Political Subdivision of the State of Colorado) 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 Authorized Offic- ' 1 = : (fit) Nq Ni Print Name of Authorized Officer �� , ( Department Program Approval: ;�� K—/ r l / 1 V 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 This page left intentionally blank. EXHIBIT A ADDITIONAL PROVISIONS To Task Order Contract Dated 04/01/2012 - Contract Routing Number 13 FJA 41889 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 — 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 Office of Emergency Preparedness and Response, 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 CDPHE Reimbursement Invoice Form. This form is accessible from the CDPHE internet website. CDPHE will provide technical assistance in accessing and completing the form. The CDPHE Reimbursement Invoice Form 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 and the associated Budget attached hereto as Exhibit B and incorporated herein. All Counties, Local Public Health Agencies and select intergovernmental Contractors will undergo a financial risk assessment conducted by the CDPHE Financial Risk Management System. Until such assessment is completed and the Contractor has been notified of the results, the Contractor shall provide the following documentation with the completed invoice; submit documentation for expenditures of $5,000.00 or more. This requirement does not include personnel expenses. This supporting documentation shall be submitted with the completed CDPHE Reimbursement Invoice Form and sent to: ..-, . . . �._�w___ .. , n.. — • _ J. ,n„n /h, EXHIBIT A OEPR Fiscal Staff Office of Emergency Preparedness and Response Colorado Department of Public Health and Environment OEPR — C2 — 4350 4300 Cherry Creek Drive South Denver, Colorado 80246 Or Fax to: 303- 691 -7811 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 invoices as required by 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. EXHIBIT B STATEMENT OF WORK To Task Order Dated 04/01/2012 - Contract Routing Number 13 FJA 41889 These provisions are to be read and interpreted in conjunction with the provisions of the Task Order Contract specified above. 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, 2012 through June 30, 2013 Contract Total Award for Fiscal Year 12 -13: $ 32,579.00 Agency PHEP Award: $32,579.00 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 hndirect Rate: 10% of Direct Salaries and Wages Including Fringe Benefits EXHIBIT B I. Project Description: Purpose: The purpose of the aligned 2012 -2017 Hospital Preparedness Program (HPP) - Public Health Emergency Preparedness (PHEP) cooperative agreement programs is to provide technical assistance and resources that support state, local, territorial, and tribal public health departments and healthcare systems /organizations in demonstrating measurable and sustainable progress toward achieving public health and healthcare preparedness capabilities that promote prepared and resilient communities. Contract Objectives — The HPP and PHEP cooperative agreements are authorized under Section 319C -1 and 319C -2 of the Public Health Service Act, as amended by the Pandemic and All- Hazards Preparedness Act (PAHPA) of 2006. Public Health Emergency Preparedness (PHEP): 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. For additional information on the Public Health Preparedness Capabilities please visit http://www.cdc.gov/phpricapabilities/. 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. II. Definitions: A. Acronyms CFDA — Catalog of Federal Domestic Assistance LPHA — Local Public Health Agency FTE - Full -Time Equivalent HPP — Hospital Preparedness Program PHEP — Public Health Emergency Preparedness PAHPA — Pandemic and All- Hazards Preparedness Act CDC — Centers for Disease Control CRI — Cities Readiness Initiative MCMDD — Medical Countermeasure Dispensing and Medical Materiel Management Distribution and Dispensing OMB — Office on Management and Budget CDPHE — Colorado Department of Public Health and Environment FFATA — Federal Funding Accountability and Transparency Act OEPR — Office of Emergency Preparedness and Response EPR — Emergency Preparedness and Response SOW — Scope of Work CALPHO — Colorado Association of Local and Public Health Officials PRS — Preparedness Reporting System CMS — Contract Monitoring System SAToo1 — Situational Awareness Tool CVM — Colorado Volunteer Mobilizer EXHIBIT B CEDRS — Colorado Electronic Disease Reporting Systems OMS — Outbreak Management System RPOC — Regional Point of Contract NACCHO — National Association of City and County Health Officials PPHR — Project Public Health Ready ASPR — Assistant Secretary for Preparedness and Response COHAN — Colorado Health Alert Network AAR — After Action Report ID — Identification DOC — Department Operations Center RTP — Regional Transfer Point LTP — Local Transfer Point RSS — Receiving, Staging Storage Warehouse POD — Point of Dispensing MOU — Memorandum of Understanding III. Performance Requirements /Deliverables: A. Standards and Requirements 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 June 30, 2013. 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 EXHIBIT B 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. 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 whether in whole or in part, is subject to and contingent upon the continuing availability of federal and /or state 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. Federal Funding Accountability and Transparency Act (FFATA) Reporting Requirements 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 1 10 -252, including without limitation all data reporting requirements required there under. This Act is also referred to as FFATA. 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 1, 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 for construction. • Funds may not be used to purchase antivirals. • Funds may not be used to purchase promotional and /or incentive items and memorabilia, including but not limited to models, gift cards, gifts, and souvenirs. • Funds may not be used for entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs. • Recipients may not use funds for fund raising activities and lobbying. • Payment or reimbursement of backfilling costs for staff is not allowed. PnQPd (If 1R EXHIBIT B Budget Line Definitions 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. 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. Cities Readiness Initiatives (CRI) Agencies Only: CRI Expenditures must be invoiced and budgeted separately from Public Health Emergency Preparedness (PHEP) Expenditures. All expenditures for this agreement must be on separate invoices, tracked separately, and cannot be combined with invoices for other projects. Reduction of Funds: If Contractor indicates full expenditure of Office of Emergency Preparedness and Response (OEPR) funds by January 1 of each grant year and the full expenditure does not occur, CDPHE OEPR has the option to reduce current or upcoming contractual agreements by said amount. The State will notify the Contractor of the potential need to decrease the current or upcoming budget. If Contractor indicates at a later date than January 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 January l CDPHE OEPR will reallocate unspent funds without any penalties to the Contractor. Page 5of18 EXHIBIT B 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. Program Provisions - 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 All - Hazards Region. Contractor shall ensure agency representation at the requested meetings, training sessions and conference calls. Contractor shall designate at least one staff member as the point of contact for Emergency Preparedness and Response activities, public information, communications, or media relations. Any Contractor receiving funding to support regional staff and accomplish the regional epidemiologist 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. 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. 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. Page 6 of 18 EXHIBIT B 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 Preparedness Reporting System (PRS) on all deliverables, whether tasks have been completed or not, by the following dates: November 15, 2012; February 15, 2013; and June 14, 2013. 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 15, 2013, 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 evaluations, as detailed by the Contract Monitoring System (CMS) and implemented by CDPHE. 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 (SAToo1), 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. Capability Assessments: All agencies receiving EPR funds may be asked to assess current capabilities and gaps based on CDC's Public Health Preparedness Capabilities: National Standards for State and Local Planning. Cities Readiness Initiative (CRI): CDC has developed a Medical Countermeasure Distribution and Dispensing (MCMDD) composite score to serve as a collective indicator for MCMDD 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. Medical Countermeasure Dispensing and Medical Materiel Management Distribution and Dispensing Failure to meet CDC composite score benchmarks may result in withholding of future PHEP funds. Page 7 of 18 EXHIBIT B B. Deliverables Mandatory Deliverables M1 Technical Assistance [Cap. 1 -10, 13, 14, 15] M1A. By June 14, 2013, 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. M2 Emergency Response Plans [Cap. 1 - 15] M2A. By June 14, 2013, update public health emergency response plans and all annexes ensuring all response plans are updated per exercise and real event corrective actions, deficiencies and gaps identified by NACCHO PPHR application review, and based upon feedback provided by CDPHE plan reviews. Post all appropriate plans on COHAN based upon the plan review schedule provided by CDPHE. In PRS, the agency will provide a COHAN path to the location of the requested plan(s). M3. Participation in Healthcare Coalitions [Cap. 1 - 15] M3A. By November 15, 2012, work with members of your health care coalition to determine the coalition's current stage of development using the definitions provided by CDPHE. Work with members of your healthcare coalition to complete and submit the documentation required by CDPHE. M3B. By June 14, 2013, assist your healthcare coalition in developing a planning document that outlines strategies for how the coalition will continue to improve per the guidance provided by CDPHE. M3C. By June 14, 2013, assist your Healthcare Coalition in completing a questionnaire to be provided by ASPR. M4. Training and Exercises [Cap. 1 - 15] M4A. By June 14, 2013, 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). M5. Radio Drills [Cap. 6] M5A. By June 14, 2013, participate in at least two tactical communications drills with CDPHE. Exercise will focus on DOC- to -DOC via 800MHz radio and land -line or cell -phone equipment. For agencies that have been assigned responsibility for RTP /LTP operations, also participate in at least two tactical communications exercises that focus on RSS- RTP /LTP communication via 800MHz radio and land -line or cell phone equipment. All drills will be scheduled by CDPHE multiple times throughout the year. M6. Alternate Dispensing [Cap. 8, 9] M6D. First Responder Prophylaxis Planning [Cap. 8, 9] Establish a plan for providing prophylaxis to first responders. M6D1. By November, 15, 2012 LPHA will define what a First Responder is, create a list of local First Responder agencies that meet that definition, and the estimated number of individuals that will be covered under this prophylaxis plan. Agency must also determine whether or not this plan will cover First Responders family members, and include those numbers accordingly. M6D2. By February 15, 2013 LPHA will have created a draft First Responder prophylaxis plan, and submitted it to key planning partners for review. Key planning partners include any agencies /organizations that have been tasked with roles and responsibilities in the plan, as well as partners that represent the First Responder agencies previously identified. Page 8 of 18 EXHIBIT B M6D3. By June 14, 2013 LPHA will have a final First Responder Prophylaxis plan that is incorporated into the County POD plan and approved by key planning partners and first responder agency representatives. LPHA must ensure they address a plan for messaging to First Responder agencies and individuals who will be provided prophylaxis separately from the public PODs. 2012 -13 Regional Staff Task List (For Agencies with Regional EPR Staff ONLY) R1 [Cap. 1 -15] R1A. By June 14, 2013, assist local public health agencies in updating and maintaining all public health emergency preparedness and response plans and annexes per exercise and real event corrective actions and feedback provided by plan reviews. Work with local public health agencies to ensure that all deficiencies and gaps identified by NACCHO PPHR application review have been addressed. Ensure that all plan documentation is posted on COHAN and available for an annual plan review based upon the schedule provided by CDPHE. Please document your progress in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. *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. 1 - 15] R2A. By June 14, 2013, 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 in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R3 [Cap. 1 -15] R3A. By June 14, 2013, ensure that all emergency preparedness training provided to local public health agency and healthcare coalition staff is made available for registration 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 in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R3B. By June 14, 2013, ensure that all local /regional exercise documentation, including After Action Reports (AAR) and Improvement Plans (IPs), meet Homeland Security Exercise Evaluation Program (HSEEP) requirements and are posted on COHAN within 60 days of completing 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 in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R3C. By June 14, 2013, ensure all Point of Dispensing (POD) operations and /or POD training is documented in CO.TRAIN. Post the CO.TRAIN Course IDs for all POD - related activities conducted in the region in PRS. Please document your progress in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R4 [Cap. 1 -15] R4A. By June 14, 2013, attend and document participation in at least 80% of bi- monthly meetings with both local public health agencies and with the CDPHE regional point of contact (RPOC) to identify and address deficiencies, gaps and questions related to the current grant deliverables. Suggested Page 9 of 18 EXHIBIT B documentation to be kept on file includes: meeting dates, agenda and meeting minutes, and a participant roster or names of agencies assisted. Please document your progress in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R6B. By June 14, 2013, 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. Please document your progress in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R6C. By June 14, 2013, download reports for each of your assigned counties from PRS and discuss progress on deliverables for each county with your CDPHE RPOC. Please document your progress in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R6D. By June 14, 2013, participate in at least 80% of the additional EPR meetings, conference calls, and training as scheduled by CDPHE. Please document your progress in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R5 [Cap. 1 - 15] RSA. By November 15, 2012, assist members of the Healthcare Coaltion(s) within your region to define the coalition's stage of development using the definitions provided by CDPHE. RSB. By February 15, 2013, assist healthcare coalition in reaching out to Long -Term Care Facilities and Assisted Living Residences to include them in emergency preparedness planning activities. R5C. By June 14, 2013, assist your healthcare coalition(s) in developing planning documentation outlining strategies for how the coalition(s) will continue to improve per the guidance provided by CDPHE. R5D. By June 14, 2013, assist your Healthcare Coalition in completing a questionnaire to be provided by ASPR. RSE. By June 14, 2013, attend and /or coordinate A11- 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 in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. Suggested documentation to be kept on file include: a sign - in roster, an agenda, and meeting minutes. R5F. By June 14, 2013, utilize outcomes of All- Hazards and Healthcare Coalition 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, in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R6 [Cap. 1] R6A. By June 14, 2013, 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 in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R7 [Cap. 4, 8, 9] R7A. By June 14, 2013, 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 Regional SNS Plan Modifications. As a member of at least one of the above workgroups, you may be responsible for the development and documentation of meeting minutes, tasks, Page 10of18 EXHIBIT B and achievements, the completion of measures agreed upon with CDPHE, presenting work products and providing resources and materials to CDPHE and other partners statewide or providing subject matter expertise to CDPHE as requested and appropriate. Please document your assistance in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R8 [Cap. 6] RBA. By November 15, 2012, 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 SATooI /COHAN Community administrators for your jurisdiction to CDPHE. R8B. By June 14, 2013, 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 PHIN roles (or whichever exist in agency). Detect and correct errors by each of the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. 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 15, 2012, February 15, 2013, and June 14, 2013. R8C. By June 14, 2013, 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 the training or exercise and how SAToo1 /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: November 15, 2012, February 15, 2013, and June 14, 2013. R9 [Cap. 6, 15] R9A. By February 15, 2013, ensure that a regional or local administrator has been assigned to assist each county in your region in the use of the Colorado Volunteer Mobilizer (CVM) system. R9B. By June 14, 2013, document any state, regional or local training and /or exercise that provided your region with the opportunity to use the CVM system in CO.TRAIN. In PRS comments, include details of a training or exercise and how CVM 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: November 15, 2012, February 15, 2013, and June 14, 2013. R10 [Cap. 9] R10A. By November 15, 2012 identify the SNS distribution strategy that best suits the region/sub- region. If utilizing a `push/delivery' model, complete routing and mapping data to delivery supplies to all receiving points (Public PODs, Closed PODs and Hospitals etc.). If utilizing a `pull' model, complete site flow chart and any scheduling, loading /unloading and dock specific issues. R10B. By February 15, 2013, distribution plan should include logistics and population planning. This will include identifying the estimated population to be served at each dispensing point, and addressing any cross - border region and /or county planning issues. R10C. By June 14, 2013 submit complete SNS distribution strategy to CDPHE. Document progress in PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. R11 [Cap. 6] R11A. By June 14, 2013, participate in four 800 MHz radio drills using the regional schedule provided by CDPHE. Document your progress in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. Page 11 of 18 EXHIBIT B R12 [Cap. 6] R12A. By June 14, 2013, participate in four EMSystems drills using the schedule provided by CDPHE. Document your progress in the comments section of PRS by the following dates: November 15, 2012, February 15, 2013, and June 14, 2013. 2012 - 13 Regional Staff Task List (For Agencies with Regional EPR Staff ONLY) All regional epidemiologists must complete the following nine deliverables: (Documentation and PRS requirements are in red) El [Cap. 13] — Regional Epidemiologist Conference Calls /Meetings These activities are monitored by CDPHE. Regional epi should complete the PRS check boxes for each of the activities below. E1(1). By June 14, 2013, participate in at least 80% of the twice - monthly regional epidemiologist conference calls. El (2). By June 14, 2013, present a concise summary on an epidemiological topic such as a case or cluster /outbreak investigation during one of the regional epidemiologist conference calls. E1(3). By June 14, 2013, participate in writing the conference call minutes as assigned. E1(4). By June 14, 2013, document attendance (in PRS) at the scheduled fall 2012 and spring 2013 regional epidemiologist and regional staff meetings /trainings. E1(5). By June 14, 2013, non -North Central Region regional epidemiologists will participate in at least 80% of the bi- monthly conference calls or in- person meetings held with the CDPHE Office of Emergency Preparedness and Response "Regional Point of Contact" and the local public health agencies within the region. North Central Region regional epidemiologists will join the North Central Region email group in order to receive regular updates on emergency preparedness activities that occur within the region. E2 [Cap. 6 and Cap. 13] — Disease Surveillance Timeliness and Completeness For both E2(1) and (2), submit form (from regional epi guidance document) directly to Nicole Comstock via fax /email. E2(1). By November 15, 2012, assess (by either reviewing semi - annual CDPHE- generated tabulations or some other method) the timeliness and completeness of communicable disease reporting for January June 2012 in the region/jurisdiction and work with public health agencies / labs / disease reporters to solve any problems identified. E2(2). By June 14, 2013, assess (by either reviewing semi- annual CDPHE - generated tabulations or some other method) the timeliness and completeness of communicable disease reporting for July - December 2012 in the region /jurisdiction and work with public health agencies / labs / disease reporters to solve any problems identified. E3 [Cap. 13] — CDC National Outbreak Reporting System Forms For both E3(1) and (2), in PRS Comments box, provide a brief description of the outbreak, the date of the first illness onset, the date the NORS form was submitted to CDPHE. E3(1). By November 15, 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. E3(2). By June 14, 2013, 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. Page 12 of 18 EXHIBIT B E4 [Cap. 13] — Outside Agency /Region Response In PRS Comments box provide a brief description of the situation, the date(s) the regional epi assisted, and the role the regional epi had in the response activities. E4(1). By June 14, 2013, 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 or a local public health agency. E5 [Cap. 13] — Emergency Preparedness and Response Integration Submit form (from regional epi guidance document) directly to Nicole Comstock via fax /email. E5(1). By June 14, 2013, 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. 13] — Epidemiological Response Plan Reviews Submit form (provided by CDPIIE) directly to Nicole Comstock via fax/email. E6(1). By June 14, 2013, review the epidemiological response plans in place at selected local public health agencies and provide feedback to the appropriate local public health agency using the criteria provided by CDPHE. E7 [Cap. 13] — Laboratory Testing Practices Survey Submit form (provided by CDPIIE) directly to Nicole Comstock via fax /email. E7(1). By February 15, 2013, contact the clinical laboratories within the regional epidemiologist's jurisdiction and administer a laboratory testing practices survey developed by CDPHE to assess testing capacity and the testing practices currently in place for selected organisms /diagnoses. Note: Further guidance, for this deliverable will be provided by CDPHE, especially for North Central Region regional epidemiologists, as the CDPHE Emerging Infections Program routinely conducts a similar survey for clinical laboratories within the seven - county Denver metropolitan area. E8 [Cap. 13] - CDC Biosurveillance Performance Measure — Investigation Start Date These activities are monitored by CDPHE by pulling data from CEDRS. Regional epi should complete the PRS check boxes for each of the activities below after receiving feedback from CDPHE. E8(1). By November 15, 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. E8(2). By June 14, 2013, 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. E9 [Cap. 13] — CDC Biosurveillance Performance Measure — Outbreak Reports Submit reports directly to Nicole Comstock via fax /email. E9(1). By November 15, 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. E9(2). By June 14, 2013, 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. Page 13 of 18 EXHIBIT B 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 six deliverables: E10 [Cap. 6 and Cap. 13] — Sharing Surveillance Data For El OW, (2), and (3), submit form (from regional epi guidance document) directly to Nicole Comstock via fax /email. E10(1). By November 15, 2012, document dates when 3` quarter 2012 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. E10(2). By February 15, 2013, document dates when 4 quarter 2012 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. E10(3). By June 14, 2013, document dates when l s quarter 2013 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] — Surveillance Summary Submit report directly to Nicole Comstock via email /fax. E11(1). By June 14, 2013, 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] — Monitoring Disease Reports For E12(1), (2), and (3), submit log sheet (from regional epi guidance document) directly to Nicole Comstock via email /fax. E12(1). By November 15, 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. E 12(2). By February 15, 2013, 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. E12(3). By June 14, 2013, 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 to g sheet to CDPHE. E13 [Cap. 13] — Public Health Improvement Process Data In PRS Comments box provide a brief description of the data request and the data that was provided. E13(1). By June 14, 2013, 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. Page 14 of 18 EXHIBIT B E14 [Cap. 13] — Epidemiological Training In PRS Comments box, provide the title of the training, a brief description, the date it was held, and number of participants. E14(1). By June 14, 2013, participate in organizing and presenting an epidemiological - related training in the region /jurisdiction. (The range of training topics is broad. Examples include basic communicable disease training, training on using the incident command system when responding to outbreaks, region - specific training such as responding to drinking water advisories, etc.) E15 [Cap. 13] — Relationships/Partnerships with Animal Control Agencies and /or Veterinarians In PRS Comments box provide a brief description of the project /outreach that was conducted with animal control agencies and veterinarians in the regional epidemiologist's jurisdiction. E15(1). By June 14, 2013, strengthen relationships and partnerships with animal control agencies and /or veterinarians in the regional epidemiologist's jurisdiction by conducting one or more of the following activities: • Develop a Health Alert Network fax/email group specific for these groups for at least one agency /jurisdiction within the region; • Send at least one Health Alert Network fax or email notification focused on zoonotic disease to these groups; • Query animal control agencies about current rabies vaccine ordinances in place and future plans to modify current requirements; • Organize and help provide a training to these groups on a zoonotic disease issue, which can be done in conjunction with the CDPHE State Public Health Veterinarian. Page 15 of 18 EXHIBIT B Regional Epidemiologist Meeting and Conference Call Calendar Date Type Location/Time August 15, 2012 Regional Epi Conference Call 9:30 — 10:30 am September 5, 2012 Regional Epi Conference Call 9:30 — 10:30 am September 19, 2012 Regional Epi Conference Call 9:30 — 10:30 am October 2012 (TBD) Regional Staff Meeting Denver October 3, 2012 Regional Epi Conference Call 9:30 — 10:30 am October 17, 2012 Regional Epi Conference Call 9:30 — 10:30 am November 7, 2012 Regional Epi Conference Call 9:30 — 10:30 am November 21, 2012 Regional Epi Conference Call 9:30 — 10:30 am December 5, 2012 Regional Epi Conference Call 9:30 — 10:30 am December 19, 2012 Regional Epi Conference Call 9:30 — 10:30 am January 2, 2013 Regional Epi Conference Call 9:30 — 10:30 am January 16, 2013 Regional Epi Conference Call 9:30 — 10:30 am February 6, 2013 Regional Epi Conference Call 9:30 — 10:30 am February 20, 2013 Regional Epi Conference Call 9:30 — 10:30 am March 6, 2013 Regional Epi Conference Call 9:30 — 10:30 am March 20, 2013 Regional Epi Conference Call 9:30 — 10:30 am April 3, 2013 Regional Epi Conference Call 9:30 — 10:30 am April 17, 2013 Regional Epi Conference Call 9:30 — 10:30 am May 2013 (TBD) Regional Staff Meeting Denver May 1, 2013 Regional Epi Conference Call 9:30 — 10:30 am May 15, 2013 Regional Epi Conference Call 9:30 — 10:30 am June 5, 2013 Regional Epi Conference Call 9:30 — 10:30 am June 19, 2013 Regional Epi Conference Call 9:30 — 10:30 am Page 16 of 18 1 EXHIBIT B CRI Mandatory Deliverables Contractor shall maintain their portion of the MCMDD composite score, in order for the state to meet overall MCMDD benchmark, as outlined in the MCMDD guide. Contractor must comply with the following requirements and submit all required supporting documentation by May 1, 2013. Cl [Cap. 1, 8, 9] CIA. By May 1, 2013, Contractor shall participate in the planning process to conduct a CRI MSA full scale exercise that meets the requirements and standards set forth by the CDC and as outlined in the Medical Countermeasure Distribution and Dispensing (MCMDD) guide. The exercise is currently scheduled to take place in the 2012 -2013 grant year. C2 [Cap. 8, 9] C2A. By May 1, 2013, Contractor shall conduct at least three different drills from the range of eight possible drills and submit the appropriate documentation no later than May 1, 2013. Documentation of the three required drills must be submitted via the DSNS portal and in accordance with the requirements and standards set forth in the MCMDD guide. C3 [Cap. 8, 9] C3A. May 1, 2013, Contractor must submit POD Standard data in accordance with the requirements and standards set forth in the MCMDD guide (operational based data that defines each POD site location in the jurisdiction). C4. [Cap. 8, 9] C4A. By May 1, 2013, Per CDPHE guidance, Contractor shall assist the CRI Coordinator in completing all CDC requests of CRI which will include but not be limited to progress reporting. C5 [Cap. 6, 8, 9] C5A. By May 1, 2013, Contractor shall participate in the annual SNS Local Technical Assistance Review process conducted by either DSNS and /or CDPHE. Based on identified gaps and recommendations for improvement provided by either CDC /DSNS or CDPHE, contractor shall develop two additional deliverables to be completed in the BP 12-13 grant year. Deliverables must meet the following criteria: • Must be developed using the SMART framework and template /format provided and requested. • Must be completely drafted and approved by the CRI Coordinator by August 31, 2012 • Must address gaps and align with recommendations made during the BP 11 -12 L -TAR by either CDC /DSNS or CDPHE • Completion of the deliverables must result in agency receiving credit for their completion in the BP 12 -13 L -TAR. • Build upon and enhance deliverables from the previous year and allow for continuity and progressive achievement. Page 17 of 18 EXHIBIT B IV. Monitoring: CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the Program's Contract Monitor. Methods used will include review of documentation reflective of performance to include progress reports, site visits, surveys, and electronic data. The Contractor's performance will be evaluated at set intervals and communicated to the contractor. A Final Contractor Performance Evaluation will be conducted at the end of the life of the contract. V. Resolution of Non - Compliance: The Contractor will be notified by email, telephone or mail within thirty (30) calendar days of discovery of a compliance issue. Within thirty (30) calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The action(s) and time line for completion will be documented by email and /or mail and agreed to by both parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a request to the Fiscal Officer and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may exercise its rights under the Remedies section of the General Provisions of this contract. Page 18 of 18