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HomeMy WebLinkAboutC13-152 CO Department of Public Health & Environment (FJA 14-53969)DEPARTMENT OR AGENCY NAME COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT OEPR —PHEP DEPARTMENT OR AGENCY NUMBER FJA CONTRACT ROUTING NUMBER 14-53969 AMENDMENT FOR TASK ORDERS #1 This Amendment is made this 1’day of March,2013,by and between the State of Colorado,acting by and through the DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT,whose address or principal place of business is 4300 Cherry Creek Drive South,Denver,Colorado 80246,hereinafter referred to as the “State”;and, BOARD OF COUNTY COMMISSIONERS OF EAGLE COUNTY,(a political subdivision of the state of Colorado),500 Broadway,Eagle,Colorado,$1631,for the use and benefit of Eagle County Public Health Aencv,whose address or principal place of business is 551 Broadway,Eagle,Colorado,$1631,hereinafter referred to as the “Contractor”. FACTUAL RECITALS The parties entered into a Master Contract,dated January 17,2012,with contract routing number 13 FAA 00016. Pursuant to the terms and conditions of the Master Contract,the parties entered into a Task Order Contract,dated April 01,2012,with contract encumbrance number P0 FJA EPR1341$$9,and contract routing number 13 FJA 41889,to herein as the “Original Task Order Contract,whereby the Contractor was to provide to the State the following: Contractor will work with and through state,regional,and local partnerships to achieve emergency preparedness activities.Contractor will 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. The State promises to increase the amount of funds to be paid to the Contractor by Thirty Two Thousand Twelve Dollars,($32,012.00)for the renewal term of one year,ending on June 30,2014,in exchange for the promise of the Contractor to perform the increased work described herein. NOW THEREFORE,in consideration of their mutual promises to each other,stated below,the parties hereto agree as follows: 1.Consideration for this Amendment to the Original Task Order Contract consists of the payments and services that shall be made pursuant to this Amendment,and promises and agreements herein set forth. 2.It is expressly agreed to by the parties that this Amendment is supplemental to the Original Task Order Contract,contract routing number 13 FJA 41889,referred to herein as the Original Contract,which is by this reference incorporated herein.All terms,conditions,and provisions thereof,unless specifically modified herein,are to apply to this Amendment as though they were expressly rewritten,incorporated,and included herein. 3.It is expressly agreed to by the parties that the Original Task Order Contract is and shall be modified, altered,and changed in the following respects only: Page 1 of 5 Rev 3/16/2010 A.This Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract identified by contract routing number 13 FJA 41889.This Amendment is for the renewal term of July 01, 2013.through and including June 30,2014.The maximum amount payable by the State for the work to be performed by the Contractor during this renewal term is Thirty Two Thousand Twelve Dollars.($32,012.00)for an amended total financial obligation of the State of SIXTY FOUR THOUSAND FIVE HUNDRED NINETY ONE DOLLARS,($64,591.00).This is an increase of Thirty Two Thousand Twelve Dollars,($32,012.00)of the amount payable from the previous term.Of the maximum amount for this renewal term Zero Dollars,($0.00)are attributable to a funding source of the State of Colorado and Thirty Two Thousand Twelve Dollars,($32,012.00)are attributable to a funding source of the United States Government (see Catalog of federal Domestic Assistance (CfDA)number 93.074).Of the amended total financial obligation of the State referenced above Zero Dollars,($0.00)are attributable to a funding source of the State of Colorado and Sixty four Thousand Five Hundred Ninety One Dollars, (64,591.00)are attributable to a funding source of the United States Government.The revised Statement of Work is incorporated herein by this reference and identified as “Exhibit D”.The revised Budget is incorporated herein by this reference and identified as “Exhibit E”. The Original Task Order Contract is modified accordingly.All other terms and conditions of the Original Task Order Contract are reaffirmed. 4.The effective date of this Amendment is July 01,2013,or upon approval of the State Controller,or an authorized delegate thereof,whichever is later. 5.Except for the Special Provisions and other terms and conditions of the Master Contract and the General Provisions of the Original Task Order Contract,in the event of any conflict.inconsistency,variance,or contradiction between the terms and provisions of this Amendment and any of the terms and provisions of the Original Task Order Contract,the terms and provisions of this Amendment shall in all respects supersede.govern,and control.The Special Provisions and other terms and conditions of the Master Contract shall always control over other provisions of the Original Task Order Contract or any subsequent amendments thereto.The representations in the Special Provisions to the Master Contract concerning the absence of personal interest of state of Colorado employees and the certifications in the Special Provisions relating to illegal aliens are presently reaffirmed. 6.fINANCIAL OBLIGATIONS Of THE STATE PAYABLE AFTER THE CURRENT fISCAL YEAR ARE CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING APPROPRIATED,BUDGETED, AND OTHERWISE MADE AVAILABLE. Page 2 of5 Rev 3/16/2010 This page left intentionally blank. Page 3 of5 Rev 3/16/2010 IN WITNESS WhEREOF,the parties hereto have executed this Amendment on the day first above written. *Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor’s behalf and acknowledge that the State is relying on their representations to that effect. CONTRACTOR:STATE: BOARD Of COUNTY COMMISSIONERS Of STATE Of COLORADO EAGLE COUNTY John V.Hickenlooper,Governor (A political subdivision of the state of Colorado) for the use and benefit of the Eagle Co ty Public ll,heiic B3 _______________________________________ Sig at re of Authorized Officer for the Executive Director DEPARTMENT Of PUBLIC HEALTH •AND ENVIRONMENT ‘t i(4 I Print Name of Authorized qfficer (MA vY Print Title of Authorized Officer PROGRAM APPROVAL: 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 stich performance or for any goods and/or services provided hereunder. STATE CONTROLLER David J.McDermott,CPA By: _____________________ Date: ________________________________ Page 4 of 5 Rev 3/16/2010 This page left intentionally blank. Page 5 of5 Rev 3/16/2010 EXHIBIT C ADDITIONAL PROVISIONS To Task Order Dated 04/01/2012 -Contract Routing Number 13 FJA 41889 as modified by Contract Amendment #1 Routing Number 14 fJA 53969 These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above. This contract contains federal funds (see Catalog of federal Domestic Assistance (CfDA)number 93.074) 2.The United States Department of Health and Human Services (“USHHS”),through the Center for Disease Control and Prevention (“CDC”)has awarded federal funds under Notice of Cooperative Agreement Award,hereinafter “NCAA”,number ****,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 Notice of Cooperative Agreement Award “NCAA”authorizes the State to pay all allowable and allocable expenses of a contractor as of the effective date of that NCAA,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 Contract.If the underlying NCAA does not authorize the State to pay all allowable and allocable expenses of a contractor as of the effective date of that NCAA,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 Contract,with such effective date being the later of the date specified in this contract or the date the contract is signed by the State Controller or delegee. 3.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 http://www.colorado.gov/cs!Satellite/CDPHE-Main/CBON/1251622941228 CDPHE will provide technical assistance in accessing and completing the form.The CDPHE Reimbursement Invoice form must be submitted within forty five (45)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 D and incorporated herein and the associated Budget attached hereto as Exhibit E and incorporated herein. Submit completed CDPHE Reimbursement Invoice form to: OEPR fiscal Staff Email:gprfiscgnaiLco Fax:303.691.7811 Mailin.g Address: Office of Emergency Preparedness and Response Colorado Department of Public Health and Environment 4300 Cherry Creek Drive South C2-43 50 Denver,Colorado 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 any event no later than forty five (45)calendar days after the relevant performance period has passed.final billings under this To be attached to CDPHE Page 1 of 4 Revised:07/17/12 Version 1.0 (3/12)contract template EXHIBIT C 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 any event no later than forty five (45)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 satisf’federal cost sharing and matching requirements unless approved in writing by the appropriate federal agency. 4.Time Limit for Acceptance Of Deliverables. a.Evaluation Period.The State shall have thirty (30)calendar days from the date a deliverab]e 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. 5.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. 6.Contracting Provisions The Contractor shall ensure that all service related expenses are completed and all goods related expenses are received on or before June 30,2014. The Contractor shall comply with all applicable Office of Management and Budget (0MB)circulars and shall be subject to performance and financial site visits as requested by CDPHE. 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 0MB 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. 7.fiscal Provisions 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. To be attached to CDPHE Page 2 of 4 Revised:07/17/12 Version 1.0(3/12)contract template EXHIBIT C funds appropriated under this section shall be used to supplement other federal,state,and local public funds provided for activities under this section.’ 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. 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. Budget Line Definitions The Contractor has the ability to move 10%of funds from budget line to budget line not to exceed the total dollar amount of the contract. The Contractor shall request approval from their CDPHE-OEPR RPOC and fiscal Monitor for expenditures of 55,000.00 or more before purchasing.This requirement does not include personnel expenses. Personnel:The 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:The 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 such as personal and portable computers,communication radios,cellular telephones,facsimile machines,laboratory equipment,training equipment,public information kits,etc. Travel:The Contractor shall dedicate the necessary funds to support travel related costs to ensure accomplishment of activities identified under this Scope of Work such as 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:The Contractor shall dedicate the necessary funds for operating and supply costs directly associated with any activities identified under this Scope of Work such as high-speed Internet connections,notification systems,telephone and communication systems,office supplies,copying. printing,postage,room rental,software purchase and upgrades,etc. Indirect:A Contractor’s allowable indirect rate is the current Federally Negotiated Indirect Rate Agreement on file with Colorado Department of Public Health and Environment Internal Auditor’s office.In the event there is no such agreement on file,the allowable indirect rate shall default to 10%of Direct Salaries &Wages,Including Fringe Benefits.If a new or revised federally Negotiated Indirect Rate Agreement is filed with the CDPHE Internal Auditor’s office during the current term of this purchase order agreement,the new indirect rate may be used for the remainder of the current performance period and will not be retroactive to the effective date of the purchase order agreement. To be attached to CDPHE Page 3 of 4 Revised:07/17/12 Version 1.0 (3/12)contract template EXHIBIT C Reduction of Funds: The Contractor shall submit the CDPHE-OEPR Mid-Year Fiscal Report indicating projections for expenditure of funds for the remainder of the purchase order period no later than January 1,2014 via email to the OEPR fiscal Staff To be attached to CDPHE Page 4 of 4 Revised:07/17/12 Version 1.0(3/12)contract template Exhibit D STATEMENT OF WORK To Original Task Order Routing Number 13 fJA 41889 Contract Amendment 1 Routing Number 14 fJA 53969 These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above. Entity Name:Eagle County Public Health Agency Term:July 1,2013 June 30,2014 II.Project Description: Purpose:The purpose of the aligned 2012-2017 Hospital Preparedness Program (HP?)-Public Health Emergency Preparedness (PREP)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 31 9C-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. III.Definitions: 1.CDC —Centers for Disease Control and Prevention 2.Closed POD -A Closed POD is an alternate point of dispensing that is operated by an organization. business or other entity for its own members,employees,employees’family members,and is not open to the general public. 3.CDPHE Colorado Department of Public Health and Environment 4.CEDRS —Colorado Electronic Disease Reporting Systems 5.COHAN Colorado Health Alert Network 6.CO.TRAIN Colorado Training Finder for Real-Time Affiliated Integrated Network 7.CVM —Colorado Volunteer Mobilizer 8.Contractor and/or Vendor —Any party to which a purchase order is issue 9.DCEED —Disease Control and Environmental Epidemiology Division 10.Drive Through POD—is an alternate point of dispensing that allows local public health agencies to rapidly provide medication in a quick and efficient way.tising a “drive through model.” 11.EMS —Emergency Medical Services 12.Epi -Epidemiologist 13.EPR—Emergency Preparedness and Response 14.First Responder Prophylaxis -local mass prophylaxis plans specify procedures for providing prophylaxis to first responders and critical infrastructure personnel.Certain groups of personnel are critical to maintain certain functions and to assist with the execution of the mass prophylaxis plans. 15.Gmail —Google E-mail Account 16.HPP —Hospital Preparedness Program 17.HSEEP —Homeland Security Exercise and Evaluation Program 18.ID —Identification Number Page of II Exhibit D -Statement of Work OEPR -March 2013 Exhibit D 19.LTP Local Transfer Point 20.LPHA -Local Public Health Agency 21.MAD —Mass Antibiotic Dispensing 22.MHz —Megahertz 23.NORS —National Outbreak Reporting System 24.Non—Hosting Agency —A local public health agency that does not house regional EPR staff 25.OEPR—Office of Emergency Preparedness and Response 26.OMS —Outbreak Management System 27.PAHPA —Pandemic and All-Hazards Preparedness Act 28.PHI?—Public Health Emergency Preparedness 29.PHEOP —Public Health Emergency Operations Plan 30.POD —Point of Dispensing 31.RPOC —Regional Point of Contract 32.RSS —Receiving,Staging Storage Warehouse 33.RTP —Regional Transfer Point 34.TBD —To Be Determined 35.TEEX Texas A&M Engineering Extension Service 36.SATool —Situational Awareness Tool 37.SNS Strategic National Stockpile 38.WebEOC --Web Emergency Operations Center 39.UCD —•University of Colorado -Denver IV.Performance (‘Work Plan and Requirements): Non-Hosting Agency Work Plan Goal #1:Increase capacity for preparedness.response.and recovery in Eagle County. Objective #1:By June 30.2014 provide public health preparedness,response.and recovery activities in Eagle County through planning,training,and exercising. Primary Activity #1 PLANNING:Review,update or develop Emergency Preparedness and Response Plans. 1.The Contractor shall identify and update an annex of the Public Health Emergency Operations Plan,based on jurisdictional risk assessment. 2.The Contractor shall recruit associates from a minimum of three (3)of eleven (II) community sectors as defined in Standards and Requirements to review updated Public Health Emergency Operations plan annex. 3.The Contractor shall incorporate changes and suggestions from previous corrective action plans into the Public Health Emergency Operations plan annex update. Sub-Activities -#1 4.The Contractor shall provide local input into the Regional SNS Plan template provided by CDPHE. 5.The Contractor shall conduct an Alternate Dispensing Needs Assessment utilizing an assessment tool provided by CDPHE (i.e.Planning/Training/Exercising for Closed PODs, Drive-Through PODs or First Responder Mass Prophylaxis). 6.The contractor shall seek technical assistance from EPR Regional staff and CDPHE as needed. 7.CDPHE and EPR Regional Staff will provide technical assistance for all planning ____________________________ activities upon request. TRAINING:Participate in Emergency Preparedness and Response training coordination. Primary Activity #2 Page2ofll Exhibit D -Statement of Work OEPR -March 2013 Exhibit D 1.The Contractor shall assist CDPHE in coordinating and hosting trainings.as requested by CDPHE. 2.The Contractor shall participate in a minimum of one (1)training related to public Information,public communication or mass notification. 3.The Contractor shall recruit associates from a minimum of three (3)of eleven (11) community sectors as defined in Standards and Requirements section of the work plan to: a.Participate in two (2)trainings. b.Participate in a minimum of the one (1)required public information,public communication,or mass notification training.Sub-Activities -#2 4.The Contractor shall participate in one (1)Point of Dispensing Management/Operations Training (Mass Prophylaxis or Mass Vaccination)with volunteers and other relevant staff. Registration is completed through CO.TRAIN.(NOTE:Conducting or participating ( a player)in 1 POD exercise may be substituted for this training) 5.The Contractor shall participate in Regional SNS Plan Template training as provided by Regional Staff These training shall be provided by September 13,2013. 6.CDPHE and EPR Regional Staff will provide technical assistance for all training activities _______________________ upon request. EXERCISES/DRILLS:Participate in Emergency Preparedness and Response exercises andPrimaryActivity#3 drills. 1.The Contractor shall participate in an active defined role in a minimum of one (1)local or regional level exercise. 2.The Contractor shall recruit individuals from a minimum of three (3)of eleven (11) community sectors as defined in Standards and Requirements section of this work plan to participate in the one (1)local or regional level exercise. 3.The Contractor shall participate in a minimum of three (3)communication drills,facilitated Sub-Activities -#3 by CDPHE.foctising on redundant communication systems.Drill schedule will be provided by CDPHE. 4.The Contractor shall participate in a minimum of two (2)tactical communications exercise that focuses on RSS-RTP/LTP or POD communication via 800Mz radio and land-line or cell phone equipment.Drill schedule will be provided by CDPHE.Contractor shall use the communication drill reporting template to document participation. 5.CDPHE and EPR regional staff will provide technical assistance for all exercise/drill activities upon request. ADDITIONAL ACTIVITIES:Coordinate collaborative planning activities with local, Primary Activity #4 regional and state emergency preparedness and response staff 1.The Contractor shall coordinate and participate in site visits as requested by CDPHE. 2.The Contractor shall coordinate and participate in quarterly calls with CDPHE Regional ..Point of Contact and EPR Regional Staff (Planner.Trainer,Generalist and Epi).Sub-Activities -#4 3.The Contractor shall respond to surveys as requested by CDPHE. Page3ofll Exhibit D -Statement of Work OEPR -March 2013 Exhibit D 4.The Contractor shall attend mandatory meetings as directed by CDPHE. 5.CDPHE and EPR Regional Staff will provide technical assistance for all additional activities upon request. I.Public Health and emergency response associates will acquire the necessary skills and tools to complete their responsibilities during emergency events. Expected Results of 2.Effectiveness of communication and situational awareness between CDPHE,local public Activity(s)health agencies,and organizations within community sectors through exercise and drills. 3.Identify deficiencies in Public Health Emergency Operations Plans. 1.The Contractor shall request Regional Emergency Preparedness and Response Staff time and resources to support all identified activities. 2.The Contractor shall collaborate with CDPHE and EPR Regional Staff on all emergency preparedness and response activities. 3.The eleven (11)community sectors defined by CDC are as follows:Businesses, Community Leadership,Cultural and faith-Based Groups and Organizations,Education and Childcare settings,Emergency Management,Healthcare,Housing and Sheltering, Media,Mental and Behavioral Health,Social Services,Senior Services. a.Associates &om organizations engaged can represent more than one sector. b.The sectors engaged must include three associates that have not been previously engaged. 4.All exercises shall be HSEEP compliant and include the After Action Report and Improvement Plan.Standards and Requirements for all Activity(s)5.All trainings provided or attended shall include a post training evaluation form. 6.The Contractor shall utilize a plan review format as determined by CDPHE for PHEOP annex review. 7.The Contractor shall utilize a minimum of one of the following systems for self initiated and event communication drills:EMSystems.WebEOC,COHAN.SATool,800 MHz radios,telephone,and/or Google. 8.The Contractor shall utilize the Communication Drill Reporting Template provided by CDPHE to document communication systems drills.Communications drills cannot be used to meet exercise participation requirements. 9.Point of Dispensing Management/Operations Training (Mass Prophylaxis or Mass Vaccination)shall be provided through the following: a.CDC MAD (Mass Antibiotic Dispensing)Mobile Cotirse instructed by CDC Mobile Team and/or OEPR staff. b.TEEX Mass Prophylaxis Mobile Course. c.Various POD Management/Operations on-line or classroom courses Page4ofll Exhibit D -Statement of Work OEPR -March 2013 Exhibit D 1. 9.The Contractor shall upload training participant lists No later than Page5ofll Exhibit D -Statement of Work OEPR -March 2013 TBD by OEPR staff or local agencies. d.Exercise-level.“active”participation in a defined role during an actual event may substitute for a required training as stated in this work plan. 1.Measures of Public Health Emergency Operations Plans effectiveness and validity will be taken from the performance measures for PHEP and HPP capabilities as they pertain to the plans.from the following documents as provided by CDPHE: Measurement of Expected a.PHEP Performance Measures Specifications and Implementation Guidance Results b.Hospital Preparedness Program (HPP)Performance Measure Manual 2.Exercises and drills will be evaltiated through After Action Reports to determine plan or system response readiness. Responsible Completion Deliverables for all Activity(s) The Contractor shall upload updated Public Health The contractor No later than Emergency Operations Plan annex to a reporting for all December 13, system as identified by CDPHE.Deliverables 2013 2.The Contractor shall upload the draft annexes A-H of No later than the Regional SNS Plan template to the reporting December 13, system as identified by CDPHE.2013 3.The Contractor shall upload the draft annexes I-L of No later than the Regional SNS Plan template to the reporting June 13,2014 system_as_identified_by_CDPHE. 4.The Contractor shall upload the final annexes of the No later than Regional SNS Plan template to include the Base Plan June 13,2014 and County/Local POD Plans to the reporting system as_identified_by_CDPHE. 5.The Contractor shall upload a list of recruited No later than associates from three (3)community sectors as November 1. identified in Standards and Requirements.for 2013 planning,into a reporting system as identified by CDPHE.The list must identify organization and community_sector_represented. 6.The Contractor shall tipload a list of recruited No later than associates from three (3)community sectors as November 1. identified in Standards and Requirements,for 2013 training,into a reporting system as identified by CDPHE.The list must identify organization and community_sector_represented. 7.The Contractor shall upload a list of recruited No later than associates from three (3)community sectors as November 1. identified in Standards and Requirements,for 2013 exercise,into a reporting system as identified by CDPHE.The list must identify organization and community_sector_represented. 8.The Contractor shall submit CO.TRAIN cotirse ID No later than numbers for all trainings to the RPOC via email,one one week (1)week prior to the scheduled course.prior to scheduled course or no later than June 6.2014 Exhibit D 10.The Contractor shall tipload exercise After Action No later than Reports to a reporting system as identified by June 13.2014 CDPHE. 1 1.The Contractor shall upload exercise participation No later than lists to a reporting system as identified by CDPHE.June 13,2014 12.The Contractor shall upload the Alternate Dispensing No later than Needs Assessment into a reporting system as November 30, identified by CDPHE.2013 13.The Contractor shall upload communications drill No later than report template into a reporting system as identified 30 days of by CDPHE.completion of drill,orno later than June 13,2014 Epi Work Plan 1.The Contractor or its designee shall attend twice-monthly epidemiologist conference calls coordinated by CDPHE.The call will occur on the first and third Wednesdays of every month from 9:30 to 10:30 am.CDPHE will record and monitor attendance. ..2.The Contractor or its designee shall attend the fall 2013 epidemiologist and regional staffSub-Activities #1 ..meeting/training scheduled by CDPHE.Attendance may occur in person or via webinar/teleconference,if offered.CDPHE will record and monitor attendance. 3.The Contractor or its designee shall attend the spring 2014 epidemiologist meeting/training coordinated by CDPHE.Attendance may occur in person or via webinar/teleconference,if offered.CDPHE will record and monitor attendance. Assess and share public health surveillance data. Primary Activity #2 1.The Contractor or its designee shall assess the reporting timeliness of select notifiable diseases!conditions by clinical laboratories and hospitals within the Contractor’s ..jurisdiction/region.Timeliness assessments shall be conducted by reviewing semi-annualSub-Activities #2 CDPHE-generated tabulations. 2.The Contractor or its designee shall assess the completeness of select variables within Page6ofll Exhibit D -Statement of Work OEPR -March 2013 that include represented organizations or agencies to a reporting system as identified by CDPHE within thirty (30)days after trainings. 30 days after training or no later than June 13.2014 14.The Contractor shall upload a Certificate of Completion from CO.TRAIN to document completion of the Point of Dispensing Management/Operations Training (Mass Prophylaxis or Mass Vaccination)into a reporting system as identified by CDPHE. No later than June 13,2014 Goal #1:Develop,sustain,and improve uponpublic health surveillance and epidemiological investigation at the local level. Objective #1:By June 30,2014.provide public health surveillance and epidemiological investigation activities for the local public health agencies. _____________________________________________________________________________________________ Attend and participate in scheduled epidemiologist conference calls.meetings.and trainings. Primary Activity #1 Exhibit D select notifiable diseases’conditions records in the Colorado Electronic Disease Reporting System (CEDRS)for cases which occur within the Contractor’s jurisdictioniregion. Completeness assessments shall be conducted by reviewing semi-annual CDPHE generated tabulations. 3.The Contractor or its designee shall present on a surveillance or epidemiologic topic during at least one health care coalition meeting within the Contractor’s jurisdictionlregion.Topics can include:sharing surveillance data,discussing the agency’s or region’s epidemiological response plan,reviewing an outbreak investigation,reviewing the role of epidemiology in emergency preparedness and response,and sharing epidemiological tools that can be used in emergency preparedness and response. 4.The Contractor or its designee shall share CDPHE provided quarterly and year-to-date surveillance data reports with public health associates and stakeholders within the Contractor’s jurisdiction/region either quarterly or bi-annually. Conduct timely and complete case,outbreak,and incident investigations and implement Primary Activity #3 appropriate disease control measures. The Contractor or its designee shall participate in a real situation of need or urgency outside of the Contractor’s jurisdiction/region as requested by CDPHE. 2.The Contractor or its designee shall monitor CEDRS to ensure local public health disease investigators within the jurisdictionlregion are completing the “investigation start date” variable in CEDRS.CDPHE will monitor the completion of the “investigation start date” variable in CEDRS by running two reports throughout the grant year to assess completion and will share the reports with epidemiologists. Sub-Activities #3 3.The Contractor or its designee shall monitor CE DRS to ensure local public health disease investigators within the jurisdiction/region are completing the “was case/surrogate interviewed”variable in CEDRS.CDPHE will monitor the completion of the “tvas case/surrogate interviewed”variable in CEDRS by running two reports throughout the grant year to assess completion and will share the reports with epidemiologists. 4.The Coniractor or its designee shall interview all disease cases within the Contractor’s jurisdiction/region identified by CDPHE or the CDC to be part of a multi-state outbreak or cluster within 48 hours of recognition using the outbreak or cluster-specific questionnaire provided by CDPHE or CDC. Update surveillance and epidemiological plans at local public health agencies within the Primary Activity #4 Contractors’jurisdiction or region. 1.High quality public health surveillance and epidemiological investigation will occur within Expected Results of the the Contractor’s jurisdiction/region. Activity(s) 1.The Contractor or its designee shall attend at least 80%of the twice-monthly Standards and epidemiologist conference calls. Requirements 2.The Contractor or its designee shall comply with the requirements for reporting outbreaks to_CDPHE._This_information_is_located_on_the_CDPHE-DCEED_website Page7ofll Exhibit D -Statement of Work OEPR -March 2013 Exhibit D http://www.colorado.oov1cs/Satellite/CDPHE-DCEED/CBON/125 1607755294 mcorporated and part of this SOW by reference. 3.The content of electronic documents located on CDPHE and non-CDPHE websites and information contained on CDPHE and non-CDPHE websites may be updated periodically during the contract term.The Contractor shall monitor documents and website content for updates and comply with all updates. 4.The “investigation start date”variable in CEDRS is completed for all 24-hour reportable conditions and the following 7-day reportable conditions which occur within the epidemiologist’s jurisdiction/region:Shiga toxin-producing E.coil,Salmonella.Listeria, and tularemia. 5.The “was case/surrogate interviewed”variable in CEDRS is completed for all Shiga toxin- producing if.coil,Sahnoneila,and Listeria cases which occur within the epidemiologist’s jurisdiction/region. 6.CDPHE will notify the Contractor or its designee if a case within their jurisdiction/region is determined to be part of a multi-state outbreak and will provide the appropriate questionnaire. 7.The Contractor or its designee shall use the feedback received from the epidemiological plan review process that occurred in May and June of 2013 to update epidemiological response plans for local public health agencies within the jurisdictionlregion. 1.CDC performance measures for PHEP Capability 13. Measurement of Expected Results Responsible Completion I .The Contractor or its designee shall submit a The Contractor No later than completed National Outbreak Reporting System for all 2 months (NORS)form to CDPHE via email for outbreaks deliverables following the occurring within the Contractor’s jurisdiction/region,first illness onset after the outbreak 2.The Contractor or its designee shall submit infectious No later than disease outbreak reports to CDPHE via email for June 13,2014 outbreaks that occur within the Contractor’s jurisdiction/region.Reports shall contain the following elements:background,investigation start date,methods,results,discussion/conclusion,and recommendations. 3.The Contractor or its designee shall in the comments September 13. section of the reporting system provided by CDPHE.2013 (for document any problems identified in the timeliness reports from reports and how those problems were addressed.Jan-June 2013 March 14. 2014 (for reports from Page$ofll Exhibit D -Statement of Work OEPR -March 2013 Exhibit D Page9ofll Exhibit D -Statement of Work OEPR -March 2013 The Contractor or its designee shall in the comments section of the reporting system provided by CDPHE. record the date the case was determined to be part of a multi-state outbreak or cluster,the name of the disease/condition,and the date the appropriate questionnaire was completed. July Dec 2013) 4.The Contractor or its designee shall in the comments September 13, section of the reporting system provided by CDPHE,2013 (for document any problems identified in the reports from completeness reports and how those problems were Jan-June addressed.2013) March 14, 2014 (for reports from July Dec 2013) 5.The Contractor or its designee shall in the comments No later than section of the reporting system provided by CDPHE,June 13,2014 record the name of the health care coalition to which the epidemiologist presented on a surveillance or epidemiological topic,the date of the presentation, and_a_brief topic_synopsis. 6.The Contractor or its designee shall in the comments No later than section of the reporting system provided by CDPHE,December 15. record the method,and the frequency (either quarterly 2013 (for data or bi-annually)and date they provided the quarterly covering the and year-to-date surveillance data reports from first half of CDPHE with public health associates and 2013 or 2 stakeholders within the Contractor’s and ,rd jurisdictioniregion.quarters of 2013) No later than June 13,2014 (for data covering the second half of 2013 or4 quarter of 2013 and 10 quarter of 2014) 7.The Contractor or its designee shall in the comments No later than section of the reporting system provided by CDPHE,June 13,2014 provide a brief description of the situation of need or urgency outside of the epidemiologist’s jurisdiction/region for which the epidemiologist assisted. 8.No later than June 13.2014 Exhibit B 9.The Contractor or its designee shall in the comments No later than section of the reporting system provided by CDPHE,June 13,2014 record the dates the epidemiological response plans for each agency in the epidemiologist’s jurisdiction were updated. Healthcare Coalition Work Plan Goat #1:Develop a collaborative network of organizations within the State of Colorado that assist with community and healthcare preparedness and recovery activities. Objective #1:No later than June 30.2014 local pciblic health agencies will actively participate in existing coalitions to develop and refine regional and local preparedness activities. Primar Activity #1 Contribute to the development and refinement of Healthcare Coalition activities 1.The Contractor shall establish a single Google Email account (“Gmail”)on behalf of the Hea]thcare Coalition for the purpose of uploading Healthcare Coalition reports.The Contractor shall coordinate the creation and maintenance of this email account with the Healthcare Coalition lead. 2.The Contractor shall use the Healthcare Coalition activities guidance provided by CDPHE Sub-Activities to track the progression of Healthcare Coalition stages following agenda items set forth during the UCD Healthcare Coalition Workshops held in 2013. 3.The Contractor shall participate in the recruitment of additional organizations,as listed under section Standards and Requirements number two of this work plan,to become members of the Healthcare Coalition. 4.The Contractor shall promote the Healthcare Coalition as a resource to emergency preparedness_and_response_entities within their_region. Expected Results of the 1.Through the contribution of the Contractor the Healthcare Coalition will make progress on Activity(s)the agenda items as identified through UCD workshops. 1.The Contractor shall utilize the DPHE Healthcare coalition Activities Guidance document in participation in the Healthcare Coalition. 2.The Contractor shall utilize the Stages checklist provided by CDPHE in participation in the Healthcare Coalition. 3.As required by the Healthcare Preparedness Capabilities:National Guidance for Standards and Healthcare System Preparedness guidance,the Healthcare Coalition shall consist of the Requirements fol lowing organization types:Public Health,Emergency Management,Hospitals, Behavioral Health.Emergency Medical Services (EMS),Long Term Care /Assisted Living.Additional organization types can be found in the CDPHE Healthcare Coalition activities guidance document. 4.The Contractor or its designee shall attend all Healthcare Coalition meetings as scheduled. The Contractor shall notify CDPHE via email within 24 hours of scheduled meeting if unable_to_attend. 1.Data contained in status reportsMeasurementofExpected Results Page lOof II Exhibit D -Statement of Work OEPR -March 2013 Exhibit D Responsible Completion Deliverables 1.The Contractor shall ensure the Healthcare Coalition The Contractor No later than submits meeting notes and minutes to CDPHE via for all 8-30-13 Google Docs on a quarterly basis in accordance with Deliverables 12-13-13 the Healthcare Coalition activities guidance.3-14-14 6-13-14 2.The Contractor shall ensure the Healthcare Coalition No later than submits an attendance sheet to CDPHE via Google 8-30-13 Docs on a qLiarterly basis in accordance with the 12-13-13 Healthcare Coalition activities gtudance.3-14-14 6-13-14 3.The Contractor shall ensure the Healthcare Coalition No later than submits a membership roster to CDPHE via Google 8-30-13 Docs in accordance with the Healthcare Coalition activities_gtudance. 4.The Contractor shall ensure the Healthcare Coalition No later than submits a quarterly status report to CDPHE via 8-30-13 Google Docs in a format provided by CDPHE.12-13-13 3-14-14 6-13-14 V.Monitoring: CDPHE’s monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the Contract Monitor.Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports,invoices,electronic data and other fiscal and programmatic documentation as applicable.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 VI.Resolution of Non-Compliance: The Contractor will be notified in writing 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 in writing 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 PHEP Grant Manager and receive approval for a new due date.The State will oversee the completionlimplementation 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 provisions of this contract. Page I I of I Exhibit D -Statement of Work OEPR -March 2013 Exhibit E Budget To Task Order Dated 04/01/2012 -Contract Routing Number 13 fJA 41889 Contract Amendment #1 Routing Number 14 fJA 53969 Eagle County Public Health Agency fiscal Year 2013 —2014 Budget Dersonnel Annual/Hourly!ofTitle:Mth COst fringe on s FEE Epidemiologist/EPR $104,700.00 12 0.25 $26,175.00 Coordinator Personnel Budget Total:$26,175.00 Supplies/Operating/Other Direct Expenses Description Cost Cell Phone Service,$00 MHz radio dues,Secure Fax Service,Printer $3,000.00 Ink for Epidemiologist!EPR Coordinator Training for EPR Coordinator,HAN Coordinator $300.00 Clinic Supplies/Testing $737.00 Supplies/Operating/Direct Costs Total:$4,037.00 Travel (In-State/Out-of-State) Description Cost Mileage,Per Diem for required EPR State and Regional Meetings $1,000.00 Mileage,Per Diem for required Health Care Coalition Meetings $800.00 Travel Budget Total:$1,800.00 Consultant/Contractual Description Cost Contractual/Consultant Budget Total:$0.00 Direct Costs Budget Total:$32,012.00 Administrative/Indirect Cost Indirect:10%of Direct Salaries and Wages including fringe $0.00 Benefits Contractor shall not charge Indirect under this Contract BUDGET TOTAL:$32,012.00 Page 1 of 1