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HomeMy WebLinkAboutC17-076 Colorado Department of Public Health and Environment for Immunization ServicesDEPARTMENT OR AGENCY NAME COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT DCEED-IMM DEPARTMENT OR AGENCY NUMBER FAAA TASK ORDER AMENDMENT ROUTING NUMBER 17 FHHA 96746 To Original Task Order Routing Number 15 FHHA 74623 TASK ORDER AMENDMENT #4 This Task Order Amendment is made this 30`x' day of January, 2017, 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) for the use and benefit of the Eagle County Public Health Agency, whose address or principal place of business is 551 Broadway, Eagle, Colorado 81631, 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 November 5, 2014, with encumbrance number FHHA2015000000000129, and task order contract routing number 15 FHHA 74623 hereafter referred to as the "Original Task Order Contract", whereby the Contractor was to provide to the State the following: The goal of the Immunization Core Services Project is to reduce and eliminate vaccine preventable diseases in Colorado by increasing and maintaining immunization coverage. Local public health agencies shall provide core immunization services, according to established best practices, to improve the health of individuals and communities. The State promises to increase the amount of funds to be paid to the Contractor by Eighty Eight Thousand One Hundred One Dollars, ($88,101.00) for the renewal term of One year and 3 months, ending on June 301h, 2018, in exchange for the promise of the Contractor to perform the increased specifications to the work described herein. NOW THEREFORE, in consideration of their mutual promises to each other, stated below, the parties hereto agree as follows: Consideration for this Task Order Amendment to the Original Task Order Contract consists of the payments and services that shall be made pursuant to this Task Order Amendment, and promises and agreements herein set forth. It is expressly agreed to by the parties that this Task Order Amendment is supplemental to the Original Task Order Contract, contract routing number 15 FHHA 74623; as amended by Task Order Amendment #1, routing number 16 FHHA 85597; Grant Funding Change Letter #1, routing number 16 FHHA 88455; Task Order Amendment #2, routing number 16 FHHA 90411; Task Order Amendment #3, routing number 17 FHHA 94983 collectively referred to herein as the Original Task Order Contract, which is by this reference incorporated herein. All terms, conditions, and provisions thereof, unless specifically modified herein, are to apply to this Task Order Amendment as though they were expressly rewritten, incorporated, and included herein. AMD#4 17 96746.docx Pagel of 4 C17-076 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: A. This Task Order Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract. This Task Order Amendment is for the renewal term of April V, 2017, through and including June 30'h, 2018. The maximum amount payable by the State for the work to be performed by the Contractor during this renewal term is Eightv Eight Thousand One Hundred One Dollars, ($88,101.00) for an amended total contract financial obligation of the State of Two Hundred Twenty Four Thousand One Hundred Eighty Eight Dollars, ($224,188.00). This is an increase of Eighty Eight Thousand One Hundred One Dollars, ($88,101.00) of the amount payable from the previous term. Of the maximum amount for this renewal term Sixtv Nine Thousand Fortv One Dollars, ($69,041.00) are attributable to a funding source of the State of Colorado and Nineteen Thousand Sixty Dollars, ($19,060.00) are attributable to a fimding source of the United States Government (see Catalog of Federal Domestic Assistance (CFDA) number 93.268). Of the amended total financial obligation of the State referenced above One Hundred Seventy One Thousand Fifty Six Dollars, ($171,056.00) are attributable to a funding source of the State of Colorado and Fiftv Three Thousand One Hundred Thirty Two Dollars, ($53,132.00) are attributable to a fimding source of the United States Government. The revised specifications to the original Statement of Work and revised Budget, if any, for this renewal term are incorporated herein by this reference and identified as "Exhibit H" and "Exhibit I". B. The following provision shall replace #7 of Exhibit A, Additional Provisions, of the Original Contract: For each billing quarter, the Contractor shall invoice for one-fifth (1/5) of the total approved budget amount. The Original Task Order Contract is modified accordingly. All other terms and conditions of the Original Task Order Contract are reaffirmed. The Effective Date of this Task Order Amendment is April 11% 2017, or upon approval of the State Controller, or an authorized delegate thereof, whichever is later. Except for the General Provisions and Special Provisions of the Original Task Order Contract, in the event of any conflict, inconsistency, variance, or contradiction between the terms and provisions of this Task Order Amendment and any of the terms and provisions of the Original Task Order Contract, the terms and provisions of this Task Order Amendment shall in all respects supersede, govern, and control. The Special Provisions shall always control over other provisions of the Original Task Order Contract or any subsequent Task Order Amendments thereto. The representations in the Special Provisions to the Original Task Order Contract concerning the absence of personal interest of state of Colorado employees 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 of 4 AMD#4 17 96746.docx IN WITNESS WHEREOF, the parties hereto have executed this Task Order Amendment on the day first above written. * Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's behalf and acknowledge that the State is relying on their representations to that effect. CONTRACTOR: Board of County Commissioners of Eagle County (a political subdivision of the state of Colorado) for the use and benefit of the Eagle County u 'c Health ge ignat%ure of Authorize Officer .�e, Date Print Name of Authorized Officer e t -b4 .(L- Print Title of Authorized Officer STATE: STATE OF COLORADO John W. Hickenlooper, Governor By: ry�,— nblc� For the Executive Director DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT PROGRAM APPROVAL: By: ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER CRS §24-30-202 requires the State Controller to approve all State Contracts. This Contract is not valid until signed and dated below by the State Controller or delegate. Contractor is not authorized to begin performance until such time. If Contractor begins performing prior thereto, the State of Colorado is not obligated to pay Contractor for such performance or for any goods and/or services provided hereunder. STATE CONTROLLER Rober,f Jaros, CPA, MBA, JD By: Date: �/�-L `` Page 3 of 4 AMD#4 17 96746.docx This page left intentionally blank. Page 4 of 4 AMD#4 17 96746.docx EXHIBIT H STATEMENT OF WORK To Original Contract Routing Number 15 FHHA 74623 Contract Amendment #4 Routing Number 17 FHHA 96746 These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above. I. Entity Name: Eagle County Term: April 1, 2017 through June 30, 2018 II. Project Description: This project serves to reduce and eliminate vaccine preventable diseases in Colorado by increasing and maintaining immunization coverage. Local public health agencies shall provide core immunization services, according to established best practices and standards, to improve the health of individuals and communities. III. Definitions: ACIP: Advisory Committee on Immunization Practices CCC: Child Care Centers as defined by Colorado State Board of Health Rule 6 CCR 1009-2 CCR: Code of Colorado Regulations CDC: Center for Disease Control and Prevention CDPHE: Colorado Department of Public Health and Environment CIIS: Colorado Immunization Information System CIB: Colorado Immunization Branch Deputization: The formal extension of authority to provide VFC vaccines to eligible underinsured children from a participating FQHC or RHC to another VFC-enrolled provider; typically a local public health agency. Previously called Delegation of Authority. FQHC: Federally Qualified Health Center LPHA: Local Public Health Agency MOU: Memorandum of Understanding RHC: Rural Health Center Section 317 Vaccine: Vaccine funding used to support infrastructure critical to vaccine program success including vaccine for: uninsured and underinsured adults, outbreak response and preparedness support. VFC: Vaccines for Children IV. Work Plan: Goal #1: Reduce vaccine preventable diseases in Colorado by increasing or maintaining immunization coverage. Objective #1: No later than the expiration date of the contract, the Contractor shall provide core immunization services intended to improve the health of individuals and communities. Primary Activity #1 The Contractor shall implement immunization services within its jurisdiction. Page 1 of 4 Contract—SOW—Exhibit B December 2015.doc EXHIBIT H Page 2 of 4 Contract—SOW—Exhibit B December 2015.doc 1. The Contractor shall vaccinate children eligible for VFC vaccine per ACIP recommendations. 2. The Contractor shall vaccinate persons eligible for Section 317 vaccine per ACIP recommendations. 3. The Contractor shall enter and submit immunization data into CIIS within thirty (30) days of vaccine administration. 4. The Contractor shall review the county level Immunization Rates Report for children 19-35 months of age and adolescents 13-17 years of age no later than thirty (3 0) days after distribution by CIB and compare to the CDC National Immunization Surveys; Child and Teen and CIIS-generated statewide rates provided by CIB in order to increase awareness of county versus state and national immunization rates. 5. The Contractor shall implement a minimum of one (1) evidence based strategy, such as CIIS reminder/recall, to reduce or eliminate coverage disparities by race, ethnicity and socio-economic status. Sub -Activities 41 6. The Contractor shall promote informed vaccine decision making for consumers, healthcare providers, staff who administer immunizations, and policy makers through education. 7. The Contractor shall promote seasonal influenza vaccine, with new and existing partners, including those in the commercial sector, to improve preparedness in the event of an influenza pandemic. 8. The Contractor shall maintain a deputization MOU with an FQHC/RHC or serve as an FQHC/RHC. 9. The Contractor shall offer clients printed resource and referral materials that direct them to the nearest community Medicaid and Connect for Health Colorado enrollment location(s), including online enrollment options. 10. The Contractor shall provide information to schools and CCCs about the Colorado State Board of Health Rude 6 CCR 1009-2 annual reporting deadline of December l; respond to questions from schools and CCCs to assist in their preparation for reporting compliance; and follow up with schools and CCCs who fail to report their data. Primary Activity #2 The Contractor shall increase or maintain staff immunization expertise. 1. The Contractor shall participate in the monthly CIB Immunization Update call or listen to the CIB provided audio recording of the call within thirty (30) days. Sub -Activities #2 2. The Contractor shall participate in a minimum of one (1) immunization related training or conference. Page 2 of 4 Contract—SOW—Exhibit B December 2015.doc EXHIBIT H 1. The Contractor shall utilize the final results of the CDC National Immunization Surveys; Child and Teen and CIIS-generated statewide rates provided by CIB via email communication in order to increase awareness of county versus state and national immunization rates. 2. The Contractor shall comply with the requirements for entering/submitting immunization data into CIIS as agreed to in the CIIS Letter of Agreement found within the online CIIS Resource Center located on the following website https://www.ciisresources.com. The content of this website is incorporated and made part of this task order by reference. The Contractor shall comply with the ACIP recommendations for vaccine administration located on the following website http://www.cdc.gov/vaccines/acip/index.html. The content of this website is incorporated and made part of this task order by reference. 4. The Contractor shall promote compliance with school immunization rules within the Colorado State Board of Health Rule 6 CCR 1009-2 located on the following website http://www.sos.state.co.us/CCR/GenerateRu]ePdf.do?ruieVersionId=6316. This document establishes immunization standards and is incorporated and made part of this task order by reference. Standards and 5. The Contractor shall comply with the requirements for utilizing VFC vaccine Requirements agreed to in the VFC Provider Enrollment Agreement packet as provided by CIB via certified mail. 6. The Contractor shall comply with the eligibility requirements for utilizing Section 317 vaccine as provided by CIB via email communication. 7. The Contractor shall utilize a minimum of one (1) evidence based strategy to eliminate coverage disparities by race, ethnicity and socio-economic status located on the following website www.thecommunity tgt ide.org. The content of this website is incorporated and made part of this task order by reference. 8. The Contractor shall utilize deputization MOU guidance as provided by CIB via email communication. 9. CIB will provide programmatic technical assistance upon request. 10. Printed resource and referral materials for Medicaid and Connect for Health Colorado enrollment shall be available for clients with Limited English Proficiency (LEP). Contractors that routinely offer enrollment services on-site are exempt from this requirement because the services provided go beyond this minimum requirement. 11. Information on enrollment resources, referral locations, LEP and outreach and promotional materials are located on the following website https://www.colorado.gov/pacific/cdphe-lpha/administration-and-governance and Page 3 of 4 Contract—SOW—Exhibit B December 2015.doc EXHIBIT H V. Monitoring: CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the CDPHE Contract Monitor. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports and other fiscal and programmatic documentation as applicable. The Contractor's performance will be evaluated at set intervals and communicated to the contractor. VI. Resolution of Non -Compliance: The Contractor will be notified in writing within 15 calendar days of discovery of a compliance issue. Within 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 CDPHE Contract Monitor 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 provisions of this contract. Page 4 of 4 Contract—SOW—Exhibit BDecember 2015.doc are incorporated and made a part of this task order by reference. 12. 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. Expected Results of Immunizations are provided, promoted and administered within the contractor's Activity(s) jurisdiction. Measurement of 1. Data contained in Immunization Rates Report Expected Results 2. Data contained in quarterly progress reports Completion Date Deliverables 1. The Contractor shall submit, annually, a signed VFC No later than 30 Provider Enrollment Agreement to the CDPHE via email to business days cdphe®vfc2state.co.us, following the receipt of the enrollment packet 2. The Contractor shall submit an electronic quarterly progress No later than 30 report via the following website calendar days https:Hfs9.foriiisite.com/Coloi-adolMMpi-ogi-ai-n/2017CorePi-o following the last gress-Report/index.html. The content of this website is day of: March, incorporated and made part of this task order by reference. June, September and December, annually V. Monitoring: CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the CDPHE Contract Monitor. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports and other fiscal and programmatic documentation as applicable. The Contractor's performance will be evaluated at set intervals and communicated to the contractor. VI. Resolution of Non -Compliance: The Contractor will be notified in writing within 15 calendar days of discovery of a compliance issue. Within 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 CDPHE Contract Monitor 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 provisions of this contract. Page 4 of 4 Contract—SOW—Exhibit BDecember 2015.doc EXHIBIT I BUDGET Contract Routing Number 17 FHHA 96746 Original Budget Immunization Core Service Activities -Eagle Federal (FY17-18) Federal 317 funds (April 1, 2017 -June 30, 2018) $19,060 State (FY17) State FY17 Tobacco Tax funds (April 1, 2017 -June 30, 2017) $9,556 State FY17 MSA funds (April 1, 2017 -June 30, 2017) $2,500 State FY17 GFND funds (April 1, 2017 -June 30, 2017) $2,040 State (FY18) State FY18 Tobacco Tax funds (July 1, 2017 -June 30, 2018) $46,375 State FY18 MSA funds (July 1, 2017 -June 30, 2018) $8,570 TOTAL AMOUNT: ' $88,101 Page 1