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HomeMy WebLinkAboutC17-212 Colorado Department of Public Health and Environment Emergency Preparedness and ResponseDEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT CMS ROUTING NO. 1 8 F H J A 9 7 1 6 5 APPROVED TASK ORDER CONTRACT — WAIVER #154 This task order contract is issued pursuant to master contract made on 11/23/2016, with routing number 18 FAA 000016 STATE: State of Colorado for the use & benefit of the Department of Public Health and Environment Office of Emergency Preparedness and Response 4300 Cherry Creek Drive South Denver, Colorado 80246 CONTRACT MADE DATE: 3/20/2017 CORE ENCUMBRANCE NUMBER: CT FAAA 201700003362 TERM: This contract shall be effective upon approval by the State Controller, or designee, or on 07/01/2017 whichever is later. The contract shall end on 6/30/2018. PROCUREMENT METHOD: Exempt BID/RFP/LIST PRICE AGREEMENT NUMBER: N/A LAW SPECIFIED VENDOR STATUTE: N/A STATE REPRESENTATIVE: Lyle Moore Office of Emergency Preparedness and Response CONTRACTOR: Board of County Commissioners of Eagle County (a political subdivision of the state of Colorado) 500 Broadway Eagle, Colorado 81631-0850 for the use and benefit of the Eagle County Public Health Agency 551 Broadway Eagle, Colorado 81631 CONTRACTOR DUNS: 84024447 CONTRACTOR ENTITY TYPE: Political Subdivision BILLING STATEMENTS RECEIVED: Monthly STATUTORY AUTHORITY: Not Applicable CLASSIFICATION: Subrecipient CONTRACT PRICE NOT TO EXCEED: $38,292.00 FEDERAL FUNDING DOLLARS: $38,292.00 STATE FUNDING DOLLARS: $0.00 OTHER FUNDING DOLLARS: $0.00 Specify "Other": $0.00 MAXIMUM AMOUNT AVAILABLE PER FISCAL YEAR: FY18: $38,292.00 PRICE STRUCTURE: Cost Reimbursement CONTRACTOR REPRESENTATIVE: PH Grants -Contracts 4300 Cherry Creek Drive South Board of County Commissioners of Eagle County Denver, Colorado 80246 (a political subdivision of the state of Colorado) 500 Broadway Eagle, Colorado 81631-0850 for the use and benefit of the Eagle County Public Health Agency 551 Broadway PROJECT DESCRIPTION: Eagle, Colorado 81631 The Public Health Emergency Preparedness Program (PHEP) supports public health departments across the nation to upgrade their ability to effectively respond to a range of public health threats, including infectious diseases, natural disasters, and biological, chemical, nuclear, and radiological events. Contract_Template_Task_Order C17-212 Page 1 of 6 EMBITS: The following exhibits are hereby incorporated: Exhibit A - Additional Provisions (and any of its Attachments; e.g., A-1, A-2, etc.) Exhibit B - Statement of Work (and any of its Attachments; e.g., B-1, B-2, etc.) Exhibit C - Budget (and any of its Attachments; e.g., C-1, C-2, etc.) Exhibit D- Grant Funding Change Letter (and any of its Attachments; e.g., D-1, D-2, Exhibit E - etc.) Option Letter (and any of its Attachments; e.g., E-1, E-2, etc.) GENERAL PROVISIONS The following clauses apply to this Task Order Contract. These general clauses may have been expanded upon or made more specific in some instances in exhibits to this Task Order Contract. To the extent that other provisions of this Task Order Contract provide more specificity than these general clauses, the more specific provision shall control. 1. This Task Order Contract is being entered into pursuant to the terms and conditions of the Master Contract including, but not limited to, Exhibit One thereto. The total term of this Task Order Contract, including any renewals or extensions, may not exceed five (5) years. The parties intend and agree that all work shall be performed according to the standards, terms and conditions set forth in the Master Contract. 2. In accordance with section 24-30-202(1), C.R.S., as atnended, 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. 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 Contract_Template_Task_Order Page 2 of 6 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" and "Exhibit C". 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 afterJuly 1, 2009 and the maximum amount payable to Contractor hereunder is $100,000 or- higher] By entering into this Task Order Contract, Contractor agrees to be governed, and to abide, by the provisions of CRS §24-102-205, §24-102-206, §24-103-601, §24-103.5-101 and §24-105-102 concerning the monitoring of vendor performance on state contracts and inclusion of contract performance information in a statewide contract management system. Contractor's performance shall be evaluated in accordance with the terms and conditions of this Task Order Contract, State law, including CRS §24-103.5-101, and State Fiscal Rules, Policies and Guidance. Evaluation of Contractor's performance shall be part of the normal contract administration process and Contractor's performance will be systematically recorded in the statewide Contract Management System. Areas of review shall include, but shall not be limited to quality, cost and timeliness. Collection of information relevant to the performance of Contractor's obligations under this Task Order Contract shall be determined by the specific requirements of such obligations and shall include factors tailored to match the requirements of the Statement of Project of this Task Order Contract. Such performance information shall be entered into the statewide Contract Management System at intervals established in the Statement of Project and a final review and rating shall be rendered within 30 days of the end of the Task Order Contract term. Contractor shall be notified following each performance and shall address or correct any identified problem in a timely manner and maintain work progress. Should the final performance evaluation determine that Contractor demonstrated a gross failure to meet the performance measures established under the Statement of Project, the Executive Director of the Colorado Department of Personnel and Administration (Executive Director), upon request by the Colorado Department of Public Health and Environment and showing of good cause, may debar Contractor and Contract—Template—Task—Order Page 3 of 6 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. 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. Contract—Template—Task—Order Page 4 of 6 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: Eagle County Public Health Agency Legal Name of Contracting Entity Jillian H. Ryan an e f A Pr'uth •iz d Officc r Signature of Authorized fficer Date Chair Print Title of Authorized Officer STATE OF COLORADO: JOHN W. HICKENLOOPER, GOVERNOR By: For Executive Director Department of Public Health and Environment h rtment Program Approval: By: Insert Nam & Tide of Program Signer 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: Robert JD aros CPA, MBA, JD Date Contract—Template—Task Order Page 5 of 6 This page left intentionally blank. Contract_ Template_Task_Order Page 6 of 6 EXHIBIT A ADDITIONAL PROVISIONS To Contract Dated 03/20/2017 - CMS Contract Routing Number 18 FHJA 97165 These provisions are to be read and interpreted in conjunction with the provisions of the Contract specified above. 1. 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 ("HHS"), through the Center for Disease Control ("CDC") has awarded as of 06/23/2017 anticipated federal funds of $10,094,811.00 under Notice of Cooperative Agreement Award, hereinafter "NCAA", number NU90TP000510-05-00, to perform the following— Public Health and Emergency Preparedness for the State of Colorado. 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. To receive compensation under the Contract, the Contractor shall submit a signed Monthly Invoice Form. This form is titled CDPHE STANDARD Reimbursement Invoice Form and is accessible from the CDPHE internet website littps•//www colorado gov/pacific/cdphe/standardized-invoice-form-and-links the form is incorporated and made part of this Contract by reference. The Invoice Form must be submitted no later than forty-five (45) calendar days after the end of the billing period for which services were rendered. Expenditures shall be in accordance with the Statement of Work and Budget. The Contractor shall submit the invoice using the method listed below. Scan the completed and signed Invoice Form and supporting documentation into an electronic document. Email the Invoice form and supporting documentation to: OEPR Fiscal Staff, cdpheeprfiscal@state.co.us Final billings under the Contract must be received by the State within a reasonable time after the expiration or termination of the Contract; but in any event no later than forty-five (45) calendar days from the effective expiration or termination date of the Contract. 4. Time Limit for Acceptance of Deliverables. Evaluation Period. The State shall have forty-five (45) 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. Notice of Defect. If the State believes in good faith that a deliverable fail 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 o£ 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. 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 Contract Exhibit -A AdditionalProvisions 040715 EXHIBIT A 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. 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. This award does not include funds for Research and Development. Other than for normal and recognized executive -legislative relationships, no funds may be used for: Publicity or propaganda purposes, for the preparation, distribution, or use of any material designed to support or defeat the enactment of legislation before any legislative body the salary or expenses of any grant or contract recipient, or agent acting for such recipient, related to any activity designed to influence the enactment of legislation, appropriations, regulation, administrative action, or Executive order proposed or pending before any legislative body 8. Contracting Provisions The Contractor shall ensure that all service related expenses are completed and all goods related expenses are received on or before the expiration of the contract. The Contractor shall maintain a complete file of all records, documents, communications, and other materials that pertain to the operation of the activities under this contractual agreement for six years. Such files shall be sufficient to properly reflect all direct and indirect costs of labor, materials, equipment, supplies and services, and other costs of whatever nature for which a reimbursement was made. These records shall be maintained according to generally accepted accounting principles and shall be easily separable from other Contractor records. Contactor's auditor shall perform audits in accordance with the requirements of the OMB Circulars A-87 (Cost Principles for State, Local, and Tribal Governments), A- 122 (Cost Principles for Non -Profit Organizations) and A-133 (Audits of States, Local Governments, and Non -Profit Organizations), as applicable. The Contractor must perform a substantial role in carrying out project outcomes and not merely serve as a conduit for an award to another party or provider who is ineligible. 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 1, Section 319 (c) specifically States: "SUPPLEMENT NOT SUPPLANT. Funds appropriated under this section shall be used to supplement other federal, state, and local public fiords 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: 1. Payment or reimbursement of backfilling costs for staff. 2. Construction or major renovations. 3. Salary of an individual at a rate in excess of Executive Level II or $187, 000 per year. Contract Exhibit -A AdditionalProvisions 040715 EXHIBIT A 4. The purchase of clothing such as jeans, cargo pants, polo shirts, jumpsuits, sweatshirts, or T-shirts. 5. The purchase or support (feed) for animals for labs, including mice. 6. The purchase a house or other living quarters for those under quarantine. 7. The purchase vehicles to be used as means of transportation for carrying people or goods, such as passenger cars or trucks and electrical or gas -driven motorized carts. 8. Funds shall not be used for clinical care. 9. Funds shall not be used for entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs. 10. Recipients shall not use funds for fund raising activities and lobbying. 2 CFR 200 Code of Federal Regulations The contractor shall follow the regulations and guidance put forth by the Federal Government as described in the "Super Circular". This information is available on the following website hqps://ww-*v.ecfr.p-ov/cai- bin/text-idx?ipl=/ecfrbroNvse/Title02/2cfr2OO main 02.1pl and is incorporated and made part of this contract by reference. 10. Budget Line Definitions The Contractor has the ability, with written approval from OEPR fiscal staff, to move 10 % of funds from budget category to budget category not to exceed the total dollar amount of the contract. The Contractor shall request approval from their Contract and Fiscal Monitor for expenditures of $5,000.00 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 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 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 support 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 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 there was a negotiated indirect rate in the past, but it has expired, the contractor is not allowed to claim the 10% default rate. The contractor cannot claim any indirect rate until they have negotiated a new rate with CDPHE internal Auditor's office as per the OMB super circular. If a new or revised Negotiated Indirect Rate Agreement is filed with the CDPHE Internal Auditor's office during the current term of this 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 Agreement. 11. Deployment of HPP- and PHEP-funded equipment, supplies and personnel via the Emergency Management Assistance Compact (EMAC) for the purpose of mutual aid and assistance between states during a governor declared State of emergency or disaster is permitted, but is subject to 101 the Federal provisions of 45 CFR 75. However, affected States must notify their CDC Grants Management Specialist within a 24 - Contract Exhibit -A AdditionalProvisions 040715 EXHIBIT A hour period of the personnel, services and/or equipment being loaned out for the emergency. Awardees should follow their state legislation which governs how they will operate during an emergency or when another state requests assistance via EMAC. Awardees may reference the EMAC website for detailed information via www.emacweb.org. Additional guidance can be found in the 2017-2022 HPP-PHEP Supplemental Guidelines. 12. The State, at its discretion, may unilaterally increase or decrease the total funds available under this Grant, the funds available under the Grant during any State Fiscal Year or the funds available for any specific line items described in this Grant. In order to exercise this right, the State shall provide written notice to Grantee in a form substantially equivalent to Exhibit D. The exercise of this right shall not be valid until it has been approved by the contractor. 13. The State, at its discretion, shall have the option to extend the term under this Contract beyond the Initial Term for a period or for successive periods, of I year at the same rates and under the same terms specified in the Contract. In order to exercise this option, the State shall provide written notice to Contractor in as form substantially equivalent to Exhibit E. If exercised, the provisions of the Option Letter shall become part of and be incorporated in the original contract. The total duration of this contract shall not exceed 5 years. 14. The contractor shall provide written notification to CDPHE OEPR PHEP Program Manager and OEPR Grants Branch Manager of emergency preparedness and response regional staff (including regional generalists and regional epidemiologists) position vacancies. This notification should include: A. name of the regional staff person leaving the position; B. the date the vacancy will occur; C. the estimated date when the vacancy will be filled and; D. Name of replacement once filled. CDPHE will assist hosting agencies by providing resources and training if needed and requested to new regional staff. Contract Exhibit -A AdditionalProvisions 040715 EXHIBIT B STATEMENT OF WORK To Contract Dated 3/20/2017- CMS Contract Routing Number 18 FHJA 97165 These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above. Project Description: This project serves to improve medical and public health care preparedness, response, and recovery capabilities at the federal, state and local level and due to recent public health threats of potentially catastrophic proportion underscore the importance of effective planning and response capabilities that can be applied to all hazards. As new threats, including novel infectious diseases, emerge, ASPR and CDC programs must ensure that both medical and public health systems are not only integral parts of emergency response activities but also part of emergency preparedness planning with all relevant partners. Increased cooperation among responders, including state and local public health officials, emergency medical services (EMS), healthcare coalitions (HCCs), and private health care organizations, ensure the nation is better prepared to respond to all hazards. Governmental public health departments and the mostly private sector health care delivery systems are now recognized as essential partners in emergency response, increasing their ability to identify and mitigate potential threats to the public's health. During the 2017-2022 project period, the aligned HPP-PHEP cooperative agreement provides technical assistance and resources to support state, local, and territorial public health departments, along with HCCs and health care organizations, to show measurable and sustainable progress toward achieving the preparedness and response capabilities that promote prepared and resilient communities. Although each program focuses on readiness for two discrete sectors, the public health enterprise for PHEP and the mostly private health care and medical systems for HPP, alignment offers opportunities for these sectors to coordinate and collaborate. This facilitates improved community preparedness and response nationwide, reduces awardee and sub-awardee burden, and increases federal efficiency. Definitions: AAR: After Action Report ASPR: Office of the Assistant Secretary for Preparedness and Response within the United States Department of Health and Human Services BP l: Budget Period One within the five-year PHEP/HPP Cooperative Agreement CDC: Centers for Disease Control and Prevention CDPHE-OEPR: Colorado Department of Public Health and Environment, Office of Emergency Preparedness and Response CMS: Centers for Medicaid & Medicare Services COOP: Continuity of Operations CO -SHARE: Colorado State Health and Readiness Exchange CO.TRAIN: Colorado Training Finder Real -Time Affiliate Integrated Network CVM: Colorado Volunteer Mobilizer DOC: Department Operation Center (CDPHE) EPR: Emergency Preparedness and Response ERHMS: Emergency Responder Health Monitoring and Surveillance ESF: Emergency Support Function FSE: Full Scale Exercise HAN: Health Alert Network HCC: Healthcare Coalition HPP: Hospital Preparedness Program IMS: Inventory Management System IP: Improvement Plan LPHA: Local Public Health Agency Contract SOW LPHA 2017.doc EXHIBIT B LTP: Local Transfer Point MCM: Medical Countermeasure MCM-ORR: Medical Countermeasure Operational Readiness Review PREP: Public Health Emergency Preparedness Grant RSS: Receive, Store, Stage (State warehouse for SNS distribution) RTP: Regional Transfer Point SNS: Strategic National Stockpile TEPW: Training and Exercise Planning Workshop I1. Work Plan: Goal #1: Increase capacity for preparedness, response and recovery in Eagle County, CO. Objective #1: No later than the expiration date of the Contract, provide public health preparedness, response and recovery activities in Eagle County throw h planning, training, exercises and real events. Primary Activity #1 PLANNING: Participate in Emergency Preparedness and Response planning and planning coordination. I . The Contractor shall participate in an agency After Action Planning Meeting for the 2017 Full Scale Exercise. 2. The Contractor shall develop an agency After Action Report/Improvement Plan for the June 2017 Full Scale exercise utilizing the form provided by OEPR. 3. The Contractor shall maintain an internal contact list in CO -SHARE. 4. The Contractor shall complete a Hazard Vulnerability Assessment utilizing a link provided by CDPHE-OEPR. Sub -Activities #1 5. The Contractor shall assess their local MCM planning and operational preparedness levels by completing the CDC BPI MCM-ORR self-assessment tool. 6. The Contractor shall assess their local MCM Responder Safety & Health Capability utilizing the ERHMS responder safety and health baseline assessment tool. 7. The Contractor shall identify or develop a local resource request process integrated with their local emergency management agency. 8. The Contractor shall work with Healthcare Coalition to develop a Preparedness Plan. 9. The Contractor shall perform an assessment, gap analysis, and corrective planning timeline for the Community Recovery Capability. Primary Activity #2 TRAINING: Participate in Emergency Preparedness Training and Training Activities I. The Contractor shall participate in Medical Surge Training. 2. The Contractor shall participate in a Regional Training and Exercise Planning Sub -Activities #2 Workshop. 3. The Contractor shall attend one Colorado Volunteer Mobilizer Administrator Training session (unless previously attended on January 26, 2017 or April 20, 2017). 4. The Contractor shall participate in a minimum of one training based on gaps identified in AARAP from the FSE from June 2017. Contract SOW LPHA 2017.doc EXHIBIT B Primary Activity #3 EXERCISING / DRILLS: Participate in Emergency Preparedness and Response exercises and drills. 1. The Contractor shall participate in four (4) quarterly drills initiated by CDPHE in the Colorado Notification System. 2. The contractor shall participate in an HCC -based exercise focused on Medical Surge and the ESF#8 roles at the 2017 OEPR Fall Meeting. 3. The Contractor shall initiate a minimum of two (2) HAN drills to local/regional partners including OEPR. Sub -Activities #3 4. The Contractor shall participate in a COOP drill that tests remote access to communication systems and continuity of operations functions. 5. The Contractor shall initiate at least one (1) local volunteer notification drill using the CVM or equivalent system. 6. The Contractor shall participate in two (2) tactical communications drills initiated by CDPHE focusing on CDPHE DOC to Local DOC and RSS to RTP/LTP communication via 800MHz radio and cell phone equipment. 7. The Contractor shall participate in two (2) SNS Inventory Management System resource request drills. Primary Activity #4 ADDITIONAL ACTIVITIES: Coordinate collaborative activities with local, regional and state emergency preparedness and response staff. 1. The Contractor shall attend the 2017 OEPR Fall Meeting. 2. The Contractor shall act as a liaison between CDPHE and EPR Regional Staff to local community preparedness associates. 3. The Contractor shall attend, lead or participate in local and/or regional jurisdiction Healthcare Coalition meetings. 4. The Contractor or designated staff shall attend quarterly Colorado Healthcare Coalition Sub -Activities #4 Council meetings as requested by the council. 5. The Contractor shall use CDPHE-provided evaluation tools to collect CDPHE and federally specified data, including surveys, upon request. 6. The Contractor shall coordinate and participate in site visits as requested by CDPHE and EPR Regional Staff. 7. The Contractor shall participate in workshops, conferences, mandatory meetings, and communication drills as requested by CDPHE. 8. The Contractor shall participate in work groups as requested by CDPHE. Contract SOW LPHA 2017.doc EXHIBIT B 18. CDC/ ASPR mandate 100% of HCCs have a draft Preparedness Plan by April 1, 2018, and a final plan by end of BPI. 19. The Preparedness plan must be approved by all HCC core members, incorporate all Contract_S O W_LPHA_2017.doc I . 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. 2. The Contractor shall ensure that appropriate Regional Emergency Preparedness and Response Staff time and resources are allocated to support all identified activities for all local agencies within their region. 3. The Contractor shall seek planning, training, exercise and other emergency preparedness and response technical assistance from EPR Regional Staff and CDPHE- OEPR as needed. 4. Regular, ongoing participation in local/ regional Healthcare Coalitions is required for all local public health agencies. 5. After Action Reports and Improvement Plans for exercises and real world events shall be submitted to the appropriate CO -Share folder as applicable. 6. The Contractor shall enter all trainings and exercises coordinated or conducted by Public Health Emergency Preparedness Staff into the EPR Training Report in CO - SHARE. 7. All hosted trainings and exercises should be posted to the appropriate CO -Share Training and Exercise calendars. 8. All hosted trainings should be posted to CO.TRAIN. 9. The Full Scale Exercise After Action Meeting shall be conducted on a local level. After Action Planning Meeting shall address strengths and weakness identified during the 2017 Full Scale Exercise and identify improvement items to address gaps. 10. The Full Scale Exercise After Action Report/Improvement Plan shall include an analysis of strengths and areas of improvement of exercise capabilities and objectives and an Improvement Plan for addressing identified areas of improvement. AAR/IP Standards and shall also include community mental health center strengths and weakness and Requirements improvement plan. A template for the Full Scale Exercise After Action Report and Improvement Plan will be provided by CDPHE-OEPR. 11. Contact information are required in the case of an emergency or event in which CDPHE or another agency requires immediate contact with the local agency. Information shall include at minimum a primary and secondary contact name, position, role at agency, email address, office phone, and mobile phone. 12. The Contractor shall utilize the Hazard Vulnerability Assessment tool utilizing a link to be provided by CDPHE-OEPR. Completion of a THIRA will not replace the HVA requirement, as THIRA is aimed at state and local emergency management agencies, not public health and medical. 13. CDPHE-OEPR shall provide the MCM-ORR self-assessment tool by July 1, 2017. Contractors will not be required to submit supporting documentation with this initial assessment. 14. CDPHE-OEPR shall provide the ERHMS Responder Safety and Health Baseline Assessment tool developed by National Institute of Safety and Health) and the National Response Team as part of the ERHMS System. 15. Resource request process shall identify how the local public health agency identifies insufficient resources, to whom the requests are submitted, and the process by which requests are approved. 16. The Preparedness Plan shall identify HCC members, resources and capabilities. 17. The Preparedness Plan shall incorporate associated members' priorities based upon perceived risk, emergencies occurring in the region, available finds, applicable laws and regulations, supporting personnel, HCC member facilities and time constraints. 18. CDC/ ASPR mandate 100% of HCCs have a draft Preparedness Plan by April 1, 2018, and a final plan by end of BPI. 19. The Preparedness plan must be approved by all HCC core members, incorporate all Contract_S O W_LPHA_2017.doc EXHIBIT B Contract SOW_LPHA 2017.doc member input, and be distributed to all HCC members. The plan must: a. Incorporate the HCC's and members' priorities for planning and coordination based on regional needs and gaps. b. Leverage HCC members' existing facility preparedness plans as required by the CMS Emergency Preparedness Rule. c. Be developed by HCC leadership with input from HCC members and other stakeholders. d. Outline strategic and operational objectives for the HCC as a whole and each HCC member. e. Include short-term (within the year) and long-term (3-5 year) objectives. f. Include recurring objective to develop and review HCC response plan. g. Inform training, exercise, and resource and supply management activities. h. Include a checklist of each HCC members' proposed activities, methods s for members to report progress to the HCC, and processes to promote accountability and completion. 20. The Contractor shall utilize the Community Recovery Capability Assessment Tool provided by CDPHE-OEPR by October 1, 2017. Community Recovery Capability Assessment Tool will inform the gap analysis and corrective planning timeline of the PHEP Capability Two - Community Recovery. 21. Medical Surge Training will be administered on-line, in-person or via webinar. 22. The Regional Training and Exercise Planning Workshop, as well as subsequent report, shall address capability gaps identified in recent exercises (including 2017 Full Scale) and events, a training and exercise strategy for addressing those gaps, and a training and exercise calendar. 23. Training and Exercise Plan shall be for entire grant period, from 2018-2022, to be updated at least annually. 24. Colorado Volunteer Mobilizer Administrator training will be offered quarterly by CDPHE-OEPR. Certificates can be obtained from CO.TRAIN. 25. A minimum of one (1) regional staff and one (1) EPR Coordinator per agency must respond to the quarterly redundant communication drills conducted by OEPR. Participation is verified by the Colorado Notification System response reports. One Colorado Notification System drill will be a "No -Notice" drills. 26. The agency shall ensure that they have a notification system capable of initiating notification of response partners. This may be the Colorado Notification System, or another system. 27. Materials for the Medical Surge exercise will be provided by CDPHE- OEPR. 28. HAN drill Report shall include the number of contacts attempted and the number of verified successful messages. HAN drills must include OEPR by fax 303-619-7811, Attn: HAN Coordinator CDPHE EPR SIT@state.co.us. 29. The COOP drill shall test remote access to email and file sharing. Report shall include functions tested and results of drill. 30. The COOP drill shall be developed and coordinated by the designated Regional Staff. 31. Colorado Volunteer Mobilizer Drill Reports shall indicate date of drill, description of volunteer pool, and a summary of responding entities. 32. All tactical communications drills initiated by CDPHE will be documented by CDPHE. 33. SNS Inventory Management System resource request drills will be initiated by CDPHE and documented by the OEPR IMS Coordinator. 34. Contractor agency shall be represented by the Director and/or EPR Coordinator at the 2017 OEPR Fall Meeting. Attendance by EPR Regional Staff alone will not suffice. Attendance at the 2017 OEPR Fall Meeting will be verified with the meeting sign -in sheets. Contract SOW_LPHA 2017.doc EXHIBIT B Expected Results of Activity(s) 1. Colorado public health agencies will have increased capacity to respond to public health emergencies and related events to which a public health response is necessitated. 1. Measures of Public Health Emergency Operations Plans effectiveness and validity will be evaluated per the performance measures for PHEP and HPP capabilities — resources to reference include: Measurement of Expected a. PREP Performance Measures Specifications and Implementation Guidance Results b. Hospital Preparedness Program Performance Measure Manual. c. Strategic National Stockpile- Medical Countermeasure Operational Readiness Review Guidance. 2. Exercises and real world events will be evaluated through After Action Reports and Improvement Plans to determine plan ors stem response readiness. Completion Date 1. The Contractor shall upload the 2017 FSE After Action No later than July meeting sign -in sheet to the appropriate CO -SHARE folder 31, 2017 and indicate the date on their Grant Reporting Spreadsheet. 2. The Contractor shall complete After Action Report/Improvement Plan form for the June 2017 Full -Scale No later than exercise and indicate completion on their Grant Reporting August 31, 2017 Spreadsheet. 3. Contractor shall submit required internal contact information onto an electronic form provided by OEPR and indicate completion on their Grant Reporting Spreadsheet. No later than August 31, 2017 4. The Contractor shall indicate in their Grant Reporting No later than Spreadsheet the name(s) of staff that participated in the September 30, 2017, quarterly redundant communication drills conducted by OEPR. December 31, 2017, March 31, 2018, June 15, 2018 5. The Contractor shall indicate the name(s) of staff that No later than participated and the date of Medical Surge Training attendance September 30, 2017 in their Grant Reporting spreadsheet, 6. The Contractor shall pre -register in CO.TRAIN for the 2017 No later than Deliverables OEPR Fall meeting, sign in at the registration table at the Fall October 31, 2017 Meeting, and indicate the names of agency attendees on their Grant Reporting Spreadsheet. 7. The Contractor shall sign the Medical Surge exercise No later than attendance sheet during the 2017 Fall OEPR Meeting and October 31, 2017 indicate completion on their Grant Reporting Spreadsheet. 8. The Contractor shall indicate the date of completion of the No later than Hazard Vulnerability Assessment on their Grant Reporting December 31, 2017 Spreadsheet. 9. The Contractor shall upload the completed CDC BPI MCM ORR self -assessment tool to the appropriate CO -SHARE No later than folder and indicate completion on their Grant Reporting December 31, 2017 Spreadsheet. 10. Contractor shall upload the completed ERHMS Responder No later than Safety and Health Baseline Assessment tool to CO -SHARE December 31, 2017 and indicate com letion on their Grant Reporting Spreadsheet. 11. The contractor shall upload the HAN drill report to the No later than appropriate CO -SHARE folder and indicate completion on December 31, 2017, their Grant Reporting Spreadsheet June 15, 2018 12. The Contractor shall upload the Resource Request plan or a No later than detailed description of the process to tile appropriate CO- I January 31, 2018 Contract SOW -1 -PHA 2017.doc EXHIBIT B III. Key Personnel: Local Public Health Agency Staff IV. Monitoring: CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the Office of Emergency Preparedness and Response. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reporting in agency Grant Reporting Spreadsheet, documents uploaded to CO -SHARE, participation in required activities, the timely submission of invoices 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. V. Resolution of Non -Compliance: Contract SOW LPHA 2017.doc SHARE folder and indicate completion on their Grant Reporting Spreadsheet . 13. The Contractor shall upload the Preparedness Plan to the No later than March appropriate CO -SHARE folder and indicate completion on 31, 2018 their Grant Reporting Spreadsheet. 14. The Contractor shall upload a COOP drill report to the No later than March appropriate CO -SHARE Folder and indicate the date of 31, 2018 completion on their Grant Reporting Spreadsheet. 15. The Contractor shall upload the sign -in sheet and agenda for No later than April their Regional Training and Exercise Planning Workshop to 30, 2018 the appropriate CO -SHARE folder and indicate completion on their Grant Reporting Spreadsheet. 16. The Contractor shall download Colorado Volunteer Mobilizer No later than May Administrator training certificate from CO.TRAIN, upload to 31, 2018 the appropriate CO -SHARE folder and indicate completion on their Grant Reporting Spreadsheet. 17. Contractor shall upload the Contractor initiated Colorado No later than May Volunteer Mobilizer drill report into the appropriate CO- 31, 2018 SHARE folder, and indicate completion on their Grant Reporting Spreadsheet. 18. The Contractor shall upload Healthcare Coalition meeting Within 30 days of minutes with attendance list to the appropriate CO -SHARE meeting and no later folder and indicate dates of meetings with a summary of than June 15, 2018. participation in their Grant Reporting Spreadsheet. 19. The Contractor shall upload the completed Community No later than June Recovery assessment tool, gap analysis, and corrective 15, 2018 timeline to the appropriate CO -SHARE folder and indicate completion on their Grant Reporting Spreadsheet. 20. The Contractor shall indicate the name and date of training No later than June based on the Full Scale Exercise AAR/IP on their Grant 15, 2018 Reporting Spreadsheet. 21. The Contractor shall indicate in their Grant Reporting No later than June Spreadsheet the dates of participation in two (2) CDPHE DOC 15, 2018 to LPHA DOC or RSS to RTP/LTP tactical communication drills. 22. The Contractor shall indicate in their Grant Reporting No later than June Spreadsheet the dates of participation in two (2) SNS Inventory 15, 2018 Management resource request drills. III. Key Personnel: Local Public Health Agency Staff IV. Monitoring: CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the Office of Emergency Preparedness and Response. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reporting in agency Grant Reporting Spreadsheet, documents uploaded to CO -SHARE, participation in required activities, the timely submission of invoices 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. V. Resolution of Non -Compliance: Contract SOW LPHA 2017.doc EXHIBIT B The Contractor will be notified in writing within ten (10) 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 timeline 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 OEPR 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. Contract SOW LPHA 2017.doc Exhibit C Budget To Contract Dated 03/20/2017 - CMS Contract Routing Number 18 FH1A 97165 Contractor Name I Eagle County I VC# I VCOOOOO000018082 I Encumbrance Number ICTFAAA201700003362 Expenditure Categories Budget Totals Personal Services Contract Budget Position Title Description of Work Public Health Nurse Supervisor Coordinates EPR activities for agency $22,902.00 Manager/Epidemiologist Oversees EPR Program $10,000.00 Clinic Assistant Coordinatoes Health Alert Network (IN KIND) Program Support & Vital Records Registrar Coordinates fiscal activities for agency (IN KIND) Public Health Nurse Supervisor (Communicable Disease) Communicable Disease Team (IN KIND) Total Personal Services $32,902.00 Supplies & Operating Expenses Contract Budget Item Description of Work Cell Phones Monthly Cell & Hot spot for Public Health Nurse Supervisor/EPR Coordinator, Epidemiologist and $2,300.00 Radio 800 MhZ Radio Annual User Fee $540.00 Secure Fax Secure fax service for EPR/Epi Team $60.00 Total Supplies $2,900.00 Travel Contract Budget Item Description of Work Local Mileage Travel to public safety and other EPR meetings (1009 miles x $0.535 per mile $540 Regional/State Mileage Travel to state and regional meetings (2000 miles x $0.535 per mile) $1,070 Lodging/Per Diem Lodging for 1 staff for 4 nights at $150 per night plus per diem for 4 days $880 Total Travel $2,490.00 Contractual (payments to third parties or entities) Contract Budget Item Subcontractor Entity Name and/or Description of Item Total Contractual $0.00 SUB -TOTAL BEFORE INDIRECT $38,292.00 Indirect Original Budget Item Description of Item Indirect Cost Rate Total Indirect $0.00 TOTAL 1 $38,292.00 Exhibit D GRANT FUNDING CHANGE LETTER Date: State Fiscal Year: Grant Funding Change CMS Routing # Letter (GFCL) # CORE Encumbrance # TO: <Insert Grantee's name> In accordance with Section of the Original Contract routing number , [insert the following language here if previous amendment(s), renewal(s) have been processed] as amended by [include all previous amendment(s), renewal(s) and their routing numbers], [insert the following words here if previous amendment(s), renewal(s) have been processed] between the State of Colorado, Department of Public Health and Environment and <insert contractor name> beginning <insert start date of original contract> and ending on <insert ending date of current contract amendment>, the undersigned commits the following funds to the Grant: The amount of (federal, state, other) grant funds available and specified in Section of <insert previous contract modification number and routing number> is ❑ increased or ❑ decreased by $ amount of change to new total funds for the period <date to date> of $ <insert new period cumulative total> for the following reason: Section is hereby modified accordingly. The revised Budget is incorporated herein by this reference and identified as Revised Exhibit *. (if budget attached; delete sentence if no budget included.) Complete the table below; insert/delete rows as needed. The table below reflects the original budget and all modifications to the total since the effective date of the Original Contract. SUMMARY OF CHANGES Document Type CMS Routing Funding Source Period # (federal, state, other) Dollar Amount Period Total Original Contract $ $ $ $ Contract Cumulative Grand Total $ This Grant Funding Change Letter does not constitute an order for services under this Grant. The effective date of hereof is upon approval of the State Controller or <insert projected effective date, whichever is later. STATE OF COLORADO John W. Hickenlooper, GOVERNOR PROGRAM APPROVAL: Department of Public Health and Environment By: By: Lisa McGovern, Purchasing & Contracts Section Director Date: ALL GRANTS REQUIRE APPROVAL BY THE STATE CONTROLLER CRS §24-30-202 requires the State Controller to approve all State Grants. This Grant is not valid until signed and dated below by the State Controller or delegate. Grantee is not authorized to begin performance until such time. If Grantee begins performing prior thereto, the State of Colorado is not obligated to pay Grantee for such performance or for any goods and/or services provided hereunder. STATE CONTROLLER Robert Jaros, CPA, MBA, JD By: Date: Exhibit D Contract Grant Funding Change Letter Page I of I Exhibit E OPTION LETTER Date: State Fiscal Year: Option Letter No. CMS Routing # CORE Encumbrance # 1) OPTIONS: Choose all applicable options listed in §1 and in §2 and delete the rest. a. Option to renew only (for an additional term) b. Change in the amount of goods within current term c. Change in amount of goods in conjunction with renewal for additional term d. Level of service change within current term e. Level of service change in conjunction with renewal for additional term f. Option to initiate next phase of a contract 2) REQUIRED PROVISIONS. All Option Letters shall contain the appropriate provisions set forth below: a. For use with Options 1(a -e): In accordance with Section(s) of the Original Contract routing number between the State of Colorado, Insert Name of Department or Higher Ed Institution , and Contractor's Name, the State hereby exercises its option for an additional term beginning Insert start date and ending on Insert ending date at a cost/price specified in Section , AND/OR an increase/decrease in the amount of goods/services at the same rate(s) as specified in Identify the Section, Schedule, Attachment, Exhibit etc. b. For use with Option 1(f), please use the following: In accordance with Section(s) of the Original Contract routing number between the State of Colorado, Insert Name of Department or Higher Ed Institution , and Contractor's Name, the State hereby exercises its option to initiate Phase indicate which Phase: 2, 3, 4, etc for the term beginning Insert start date and ending on Insert ending date at the cost/price specified in Section c. For use with all Options 1(a -f): The amount of the current Fiscal Year contract value is increased/decreased by $ amount of change to a new contract value of Insert New $ Amt to as consideration for services/goods ordered under the contract for the current fiscal year indicate Fiscal Year. The first sentence in Section is hereby modified accordingly. The total contract value including all previous amendments, option letters, etc. is Insert New $ Amt. 3) Effective Date. The effective date of this Option Letter is upon approval of the State Controller or whichever is later. STATE OF COLORADO John W. Hickenlooper, GOVERNOR PROGRAM APPROVAL: Department of Public Health and Environment By: By: Lisa McGovern, Purchasing & Contracts Section Director Date: ALL CONTRACTS REQUIRE APPROVAL 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. By: STATE CONTROLLER Robert Jaros, CPA, MBA, JD Date: Contract_ OptionLetter_101915 Page 1 f 1