HomeMy WebLinkAboutC20-237 Colorado Department of Public Health and Environment Emergency Preparedness
Page 1 of 4
Amendment Contract Number: CT 2020*243 Amendment 2 Ver 01.11.19
CONTRACT AMENDMENT #2
SIGNATURE AND COVER PAGE(S)
State Agency:
Colorado Department Of Public Health and Environment
4300 Cherry Creek Drive South
Denver, Colorado 80246
Original Contract Number:
CT 2020*243
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
Amendment Contract Number:
CT 2020*243 Amendment 2
Contract Performance Beginning Date:
The later of the Effective date or July 1, 2019
Current Contract Expiration Date:
June 30, 2021
CONTRACT MAXIMUM AMOUNT TABLE
Document
Type
Contract
Number
Federal
Funding
Amount
State Funding
Amount
Other Funding
Amount
Term (dates) Total
Original
Contract
CT
2020*243
$39,407.00 $0.00 $0.00 07/01/2019-
06/30/2020 $39,407.00
Amendment #1 CT
2020*243
Amendment
1
$0.00 $0.00 $0.00 07/01/2019-
06/30/2020 $0.00
Amendment #2 CT
2020*243
Amendment
2
$37,615.00 $0.00 $0.00 07/01/2020-
06/30/2021 $37,615.00
Current Contract Maximum
Cumulative Amount
$77,022.00
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
C20-237
Page 2 of 4
Amendment Contract Number: CT 2020*243 Amendment 2 Ver. 06.05.20
SIGNATURE PAGE
THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT
Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment
and to bind the Party authorizing his or her signature.
CONTRACTOR
Board of County Commissioners of Eagle County
for the use and benefit of the
Eagle County Public Health Agency
______________________________________________
By: Signature
______________________________________________
Name of Person Signing for Contractor
______________________________________________
Title of Person Signing for Contractor
Date: _________________________
STATE OF COLORADO
Jared S. Polis, Governor
Colorado Department of Public Health and Environment
Jill Hunsaker Ryan, MPH, Executive Director
______________________________________________
By: Signature
______________________________________________
Name of Executive Director Delegate
______________________________________________
Title of Executive Director Delegate
Date: _________________________
In accordance with §24-30-202 C.R.S., this Contract is not valid until signed and dated below by the State Controller or
an authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
__________________________________________
By: Signature
__________________________________________
Name of State Controller Delegate
__________________________________________
Title of State Controller Delegate
Amendment Effective Date:_____________________
-- Signature and Cover Pages End --
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
2020-06-29
Kathy Chandler-Henry
Kathy Chandler-Henry
Kathy Chandler-Henry
2020-06-29
Kathy Chandler-Henry Lisa McGovernLisa McGovern
Procurement & Contracts Section DirectorProcurement & Contracts Section Director
2020-06-292020-06-29
Travis Yoder
2020-06-29
Travis Yoder
Controller
2020-06-29
Controller
Page 3 of 4
Amendment Contract Number: CT 2020*243 Amendment 2 Ver 27.01.20
1. PARTIES
This Amendment (the “Amendment”) to the Original Contract shown on the Signature and Cover
Page for this Amendment (the “Contract”) is entered into by and between the Contractor, and the
State.
2. TERMINOLOGY
Except as specifically modified by this Amendment, all terms used in this Amendment that are
defined in the Contract shall be construed and interpreted in accordance with the Contract.
3. AMENDMENT EFFECTIVE DATE AND TERM
A. Amendment Effective Date
This Amendment shall not be valid or enforceable until the Amendment Effective Date
shown under the State Controller Signature. The State shall not be bound by any provision of
this Amendment before that Amendment Effective Date, and shall have no obligation to pay
Contractor for any Work performed or expense incurred under this Amendment either before
or after of the Amendment term shown in §3.B of this Amendment.
B. Amendment Term
The Parties’ respective performances under this Amendment and the changes to the Contract
contained herein shall commence on the Amendment Effective Date shown under the State
Controller Signature or July 1, 2020, whichever is later, and shall terminate on the
termination of the Contract or June 30, 2021, whichever is earlier.
4. PURPOSE
The Parties entered into the agreement to upgrade the public health departments ability to
effectiverly respond to a range of public health threats, including infectious diseases, natural disasters,
and biological, chemical, nuclear, and radiological events.
The Parties now desire to increase funding and change Statement of Work for the following
reason: to renew the contract for another year.
5. MODIFICATIONS
The Contract and all prior amendments thereto, if any, are modified as follows:
A. The Contract Maximum Amount table is deleted and replaced with the Current Contract
Maximum Amount table shown on the Signature and Cover Page for this Amendment.
B. The Contract Initial Contract Expiration Date on the Contract’s Signature and Cover Page
is hereby deleted and replaced with the Current Contract Expiration Date shown on the
Signature and Cover Page for this Amendment.
C. The Parties now agree to modify Exhibit, A, Additional Provisions, of the agreement.
Exhibit, A, Additional Provisions, is deleted and replaced in its entirety with Exhibit, A,
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
Page 4 of 4
Amendment Contract Number: CT 2020*243 Amendment 2 Ver 27.01.20
Additional Provisions, attached to this Amendment for the following reason: to remove the
federal provisions.
D. The Parties now agree to modify Exhibit, C, Budget, of the agreement. Exhibit, C, Budget,
is deleted and replaced in its entirety with Exhibit, C, Budget, attached to this Amendment
for the following reason: : to issue the fiscal year 2021 budget.
E. The Parties now agree to modify Exhibit, E, Statement of Work, of the agreement. Exhibit,
E, Statement of Work, is deleted and replaced in its entirety with Exhibit, E, Statement of
Work, attached to this Amendment for the following reason: to issue the fiscal year 2021
statement of work.
F. The Parties now agree to add Exhibit F, Federal Provisions for the following reason: to
update contract with the updated federal provisions.
6. LIMITS OF EFFECT AND ORDER OF PRECEDENCE
This Amendment is incorporated by reference into the Contract, and the Contract and all prior
amendments or other modifications to the Contract, if any, remain in full force and effect except
as specifically modified in this Amendment. Except for the Special Provisions contained in the
Contract, in the event of any conflict, inconsistency, variance, or contradiction between the
provisions of this Amendment and any of the provisions of the Contract or any prior modification
to the Contract, the provisions of this Amendment shall in all respects supersede, govern, and
control. The provisions of this Amendment shall only supersede, govern, and control over the
Special Provisions contained in the Contract to the extent that this Amendment specifically
modifies those Special Provisions.
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT A
Page 1 of 2
Amendment Contract Number: CT 2020*243 Amendment 2 Ver. 01.11.19
ADDITIONAL PROVISIONS
To Original Contract Number: CT 2020*243
These provisions are to be read and interpreted in conjunction with the provisions of the Contract specified above.
1. To receive compensation under the Contract, the Contractor shall submit a signed Monthly CDPHE
Reimbursement Invoice Form. This form is accessible from the CDPHE internet website
https://www.colorado.gov/pacific/cdphe/standardized-invoice-form-and-links and is incorporated and made
part of this Contract by reference. CDPHE will provide technical assistance in accessing and completing
the form. The CDPHE Reimbursement Invoice Form and Expenditure Details page 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 this Statement of Work and Budget.
Scan the completed and signed CDPHE Reimbursement Invoice Form into an electronic document. Email
the scanned invoice with the Excel workbook containing the Expenditure Details page to: OEPR Fiscal
Staff, cdphe_eprfiscal@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 Co ntract.
Unless otherwise provided for in the Contract, “Local Match”, if any, shall be included on all invoices as
required by funding source.
The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements unless
approved in writing by the appropriate federal agency.
2. Time Limit For Acceptance Of Deliverables.
a. 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.
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.
3. 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.
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT A
Page 2 of 2
Amendment Contract Number: CT 2020*243 Amendment 2 Ver. 01.11.19
4. 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 1 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 D. If exercised, the provisions of the Option Letter shall become
part of and be incorporated in the original contract. The total duration of this contrac t shall not exceed 5
years.
5. The State, at its discretion, shall have the option to increase or decrease the statewide quantity of Goods
and/or Services based upon the rates established in this Contract, and modify the maximum amount payable
accordingly. In order to exercise this option, the State shall provide written notice to Contractor in as form
substantially equivalent to Exhibit D. Delivery of Goods and/or performance of Services shall continue at
the same rates and terms as described in this Contract.
6. 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.
7. 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.
8. 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-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 2020-2025 HPP-PHEP
Supplemental Guidelines.
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
Exhibit C
Contractor Name Encumbrance Number CT 2020*243
Contract Budget
Position Title
Public Health Nurse
Supervisor $25,000.00
Manager/Epidemiologist $8,335.00
Clinical Assistant/EPI 1
Program Support & Vital
Records Registrar
Public Health Nurse
Supervisor (EPI)
Clinical Assistant/EPI 2
$33,335.00
Contract Budget
Item
Cell Phones $2,100.00
Radio $540.00
Secure Fax $60.00
Supplies & Operating $1,000.00
$3,700.00
Contract Budget
Item
Local Milage $580
$580.00
Contract Budget
Item
$0.00
$37,615.00
Total Budget
Item
Indirect Cost Rate $0.00
$0.00
$37,615.00
Office of Emergency Preparedness
BUDGET
To Original Contract Routing Number: CT 2020*243
Expenditure Categories
Eagle County Public Health
Personal Services
Description of Work
Coordinates EPR activities for agency, also EPI nurse
Oversees EPR Program
CVM Admin and HAN Coordinator (IN KIND), also EPI Team
Coordinates fiscal activities in agency (IN KIND)
EPI Nurse (IN KIND)
EPI Team (IN KIND)
Total Personal Services
Supplies & Operating Expenses
Description of Work
Monthly Cell for Public Health Nurse Supervisor/EPR Coordinator, Epidemiologist, CVM Admin/HAN Coordinator
800 MhZ Radio Annual User Fee
Secure Fax service for EPR/EPI team
Drive‐Thru POD Supplies and Signs
Total Supplies
& Operating Expenses
Travel
Description of Work
Travel to EOC, Meetings or Trainings (1000 miles x $0.58 per mile)
Total Travel
Contractual (payments to third parties or entities)
Subcontractor Entity Name and/or Description of Item
Total Indirect
TOTAL
Total Contractual
SUB-TOTAL BEFORE INDIRECT
Indirect
Description of Item
Contract Routing Number: CT 2020*243 Amendment 2 Page 1 of 1
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT E
Page 1 of 8
Contract Routing Number: CT 2020*243 Amendment 2
STATEMENT OF WORK
To Original Contract Routing Number CT 2020*243
These provisions are to be read and interpreted in conjunction with the provisions of the contract
specified above.
I. Project Description:
This project serves to improve medical and public health care preparedness, response, and
recovery capabilities at the federal, state and local level. The aligned Public Health Emergency
Preparedness (PHEP) cooperative agreement provides technical assistance and resources to
support state, local, tribal and territorial public health departments, along with Healthcare
Coalitions (HCCs) and health care organizations, to show measurable and sustainable progress
toward achieving the preparedness and response capabilities that promote prepared and resilient
communities through planning, training and exercises.
Public health systems are essential in preparing communities to respond to and recover from
emergencies and threats. The Centers for Disease Control and Prevention (CDC) established the
PHEP program to provide financial resources to build public health emergency response
capabilities both nationally and locally. The PHEP funding allows local public health agencies to
identify response strategies.
II. Definitions:
1. AAR-After Action Report
2. AFN-Access and Functional Needs
3. CDPHE-Colorado Department of Public Health and Environment
4. C-MIST-Communication, Maintaining Health, Independence, Services and Support,
Transportation
5. CNS-Colorado Notification System
6. COOP-Continuity of Operations Plan
7. CO-SHARE-Colorado State Health and Readiness Exchange
8. CO.TRAIN-Colorado Training Finder Real-Time Affiliate Integrated Network
9. CPG-Capability Planning Guide
10. CVM-Colorado Volunteer Mobilizer
11. DHSEM-Division of Homeland Security and Emergency Management
12. DOC-Department Operations Center
13. EOP-Emergency Operations Plan
14. EPR-Emergency Preparedness & Response
15. ESAR-VHP- Emergency System for Advance Registration of Volunteer Health
Professionals
16. ESF-Emergency Support Function
17. HAN-Health Alert Network
18. HCC-Healthcare Coalition
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT E
Page 2 of 8
Contract Routing Number: CT 2020*243 Amendment 2
19. HVA-Hazards Vulnerability Analysis
20. ICS-Incident Command Structure
21. IMATS- Inventory Management and Tracking System
22. IP-Improvement Plan
23. LPHA-Local Public Health Agency
24. MCM-Medical Countermeasure
25. MYTEP-Multi-Year Training and Exercise Plan
26. NIMS-National Incident Management System
27. NPI- Nonpharmaceutical Intervention
28. OEPR-Office of Emergency Preparedness and Response
29. POD-Point of Dispensing
30. PHEOP-Public Health Emergency Operations Plan
31. RTP-Regional Transfer Point
32. SNS-Strategic National Stockpile
33. TEPW-Training and Exercise Planning Workshop
III. Work Plan:
Goal #1: Increase capacity for preparedness, response and recovery in Colorado.
Objective #1: No later than the expiration date of the Contract, improve public health preparedness,
response and recovery activities through planning.
Primary Activity #1 The Contractor shall complete the 2020-21 CPG Survey with input from all
relevant partners in the jurisdiction.
Primary Activity #2 The Contractor shall participate in the Regional ESF#8 Training and Exercise
Planning Workshop.
Primary Activity #3 The Contractor shall participate in the update of the Regional ESF#8 Multi-
Year Training and Exercise Plan.
Primary Activity #4 The Contractor shall identify issues impacting high-risk populations.
Sub-Actvity #4
1. The Contractor shall incorporate identified issues into planning.
2. The Contractor shall incorporate identified issues into response
activities.
Primary Activity #5 The Contractor shall engage AFN community groups.
Sub-Activity #5
1. The Contractor shall communicate training opportunities to community
groups.
2. The Contract shall provide guidance to community groups.
3. The Contractor shall promote participation in public health activites.
Primary Activity #6 The Contractor shall integrate opportunities for community engagement
identified in FY20-21 into the 2021 Full Scale Exercise planning, or a real
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT E
Page 3 of 8
Contract Routing Number: CT 2020*243 Amendment 2
world event.
Primary Activity #7 The Contractor shall obtain agreements with school districts within the
jurisdiction.
Sub-Activity #7
1. The Contractor shall have agreements regarding coordination of emergency
preparedness and response activities.
2. The Contractor shall identify with school district(s) responsibility for family
reunification.
3. The Contractor shall identify with school district(s) responsibility for
emergency messaging.
4. The Contractor shall identify with school district(s) responsibility for
emergency planning.
Primary Activity #8 The Contractor shall identify HCC roles in the PHEOP.
Sub-Activity #8
1. The Contractor shall document HCC integration into the following:
a. Strategic planning support
b. Situational awareness
c. Information sharing, and
d. Resource management.
Primary Activity #9
The Contractor shall participate in the planning of the Regional Pandemic
Influenza Functional Exercise, or response to a real world event with Regional
Staff and the HCC Readiness and Response Coordinator.
Primary Activity #10 The Contractor shall update LPHA pandemic plans with information on NPIs.
Primary Activity #11 The Contractor shall identify how to access behavioral health support services
within the PHEOP.
Sub-Activity #11
1. The Contractor shall document access during medical surge event for
the following:
a. Patients seeking behavioral health support services
b. Families of patients
c. Emergency responders, and
d. LPHA staff
Primary Activity #12 The Contractor shall communicate with the regional epidemiologist to create or
update a plan to maintain access to trained personnel.
1. The Contractors shall maintain access to the following trained
personnel:
a. Staff that monitor routine jurisdictional surveillance
b. Staff that monitor epidemiological investigation systems, and
c. Staff that support surge requirements in response to threats.
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT E
Page 4 of 8
Contract Routing Number: CT 2020*243 Amendment 2
Objective #2: No later than the expiration date of the Contract, improve public health preparedness;
improve response and recovery activities through training.
Primary Activity #1 The Contractor shall identify staff trained as a CVM administrator.
Sub_Activity #1
1. The Contractor shall identify the following:
a. Staff trained as the primary CVM administrator
b. Staff trained as the alternate CVM adminstrator
Objective #3: No later than the expiration date of the Contract, improve public health preparedness, and
improve response and recovery activities through exercises.
Primary Activity #1
The Contractor shall participate in the Regional Pandemic Influenza Functional
Exercise or real world event with Regional Staff and the HCC Readiness and
Response Coordinator.
Primary Activity #2 The Contractor shall participate in quarterly redundant communications (eg.
800MgHz radio) drills conducted by CDPHE.
Primary Activity #3 The Contractor shall conduct a minimum of two (2) redundant communications
drills with local operational sites.
Primary Activity #4 The Contractor shall conduct a minimum of two (2) HAN C ommunication
Drills.
Primary Activity #5
The Contractor shall test a minimum of three (3) areas of their local Pandemic
Influenza Plan, including planning for Critical Workforce Groups and two
additional areas, based on gaps identified in the Regional 2019-2020 Pandemic
TTXs and county-level Pandemic Planning meetings, during the Regional
Pandemic Influenza Functional Exercise or real world event.
Sub-Actvity #5
1.The Contractor shall test areas from the Planning and Critical Workforce
group in addition to selecting two (2) addtional areas from the following:
a) Gaps identified in the Regional 2019-2020 Pandemic TXX,
b) Gaps identified in County-level Pandemic Planning meetings.
c) Gaps identified during the Regional Pandemic Influenza Functional
Exercise, and
d) Gaps identified during real world events.
Primary Activity #6 The Contractor shall create mission drills using the CVM.
1. The Contractor shall test a minimum of two (2) mission drills.
Objective #4: No later than the expiration date of the Contract, improve public health preparedness, and
improve response and recovery activities through additionally identified needs.
Primary Activity #1 The Contractor shall update agency contact info twice yearly in CO-SHARE.
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT E
Page 5 of 8
Contract Routing Number: CT 2020*243 Amendment 2
Standards and
Requirements
1. 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 comply with the ‘Public Health Emergency
Preparedness and Response Capability-National Standards for State,
Local, Tribal and Territorial Public Health, October 2018’ This document
is incorporated and made part of this contract by reference and is available
on the
following https://www.cdc.gov/cpr/readiness/00_docs/CDC_PreparednesRe
sponseCapabilities_October2018_Final_508.pdf.
3. The Contractor will use the CO-PHRCA (Colorado Public Health System
Response Capacity Assessment) to complete the 2020-21 CPG Survey.
4. CDPHE will provide access to the CO-PHRCA (Colorado Public Health
System Response Capacity Assessment) within Quarter 1 of FY21.
5. CDPHE will provide CO-PHRCA guidance and other tools for completing
the 2020-21 CO-PHRCA on the following website:
https://sites.google.com/state.co.us/co-share/assessment-data
6. The Contractor shall obtain school district agreements based on the
following critieria:
a. Jurisdictions with only one (1) school district establish one (1)
school district agreement.
b. Jurisdictions with more than one (1) school district, establish a
minimum of two (2) school district agreements.
7. The Contractor shall provide the following support for the TEPW:
a. Subject matter expertise, and,
b. logistical support.
8. CDPHE will provide Regional Pandemic Influenza Functional Exercise
package to be used as a base template via CO-SHARE.
9. The Contractor shall participate in the Regional Pandemic Influenza
Functional Exercise as a "Player" to represent LPHA decisions and actions
during a simulated event.
10. The Contractor shall test the Responder Health & Safety Plan during the
Regional Pandemic Influenza Functional Exercise based upon injects
provided by CDPHE.
11. The Contractor shall include the following in the planning and response
initiatives for high-risk popultions:
a. planning documentation,
b. incident action plans and
c. ICS organizational charts
12. CDPHE will create a one-pager and powerpoint outline to support outreach
education to community partners.
13. CDPHE will provide a Google Form to complete a modified "Stories from
the Field" report to document community engagement.
14. CDPHE will provide a resource about integrating community groups with
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT E
Page 6 of 8
Contract Routing Number: CT 2020*243 Amendment 2
AFN into emergency exercises.
15. A minimum of one (1) EPR Coordinator per agency must respond to the
quarterly redundant communication drills conducted by CDPHE.
16. Redundant Communication Drills (radios) will focus on the following:
a. information sharing between the state and local department
operations centers (DOC), and
b. communication between the RSS site, RTP and LTP.
17. The Contractor shall document drills conducted by the Contractor to local
operational sites on the ‘Communications Drill Reporting Spreadsheet’
provided by CDPHE.
18. CDPHE will provide access to the Communication Drill Reporting
Spreadsheet by July 1, 2020.
19. Local operational sites include the following:
a. Department Operations Center (DOC);
b. Open Point of Dispensing (POD);
c. Closed POD;
d. Regional Transfer Point (RTP);
e. Local Transfer Point (LTP); and
f. Healthcare Coalition (HCC) member agencies.
20. The Contractor shall choose from the following drill types:
a. notification,
b. exercise or
c. real event.
21. The Contractor shall include cdphe_epr_sit@state.co.us when sending
HAN notifications and HAN communication drills.
22. Regional Pandemic Influenza Functional Exercise participation includes the
following:
a. the Statewide Initial Planning Meeting
b. Mid Term Planning Meeting, and
c. additional planning meetings on the regional level led by Regional
Staff.
23. The Contractor shall identify Pandemic Planning Groups to work with on
exercises and/or real world events.
24. The Contractor shall document community mitigation strategies contributed
by community, business and local political stakeholders into the Pandemic
Plans.
25. The Contractor shall include behavioral health and AFN considerations into
their Pandemic Plans.
26. CVM administrators, both primary and alternate shall have the following
credentials:
a. completed CVM Administrator training within the past 24 months,
b. signed the yearly confidentiality agreement, and
c. be recognized by CDPHE as a CVM Administrator.
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT E
Page 7 of 8
Contract Routing Number: CT 2020*243 Amendment 2
27. CPDHE will provide CVM Administrator training quarterly.
28. The Contractor shall include all volunteers for whom the Contractor is the
CVM Administrator in the two (2) mission drills.
29. Primary disease case investigation responsibility (i.e., local or state public
health agency) and suggested public health response timelines are outlined
on the CDPHE Communicable Disease Manual website in the “Disease-
case investigation guidance” document found at the link titled “Public
Health Reportable Condition Investigation Guidance”. This document and
website are incorporated and made part of the scope of work by reference
and is available on the following website:
https://www.colorado.gov/pacific/cdphe/communicable-disease-manual.
Expected Results of
Activity(s)
1. Colorado public health agencies will have increased confidence and
resiliency to respond to public health emergencies and related events to
which a public health response is necessitated.
Measurement of
Expected Results
1. Complete CPG surveys
2. Participation in updateing plans
3. Completion of local and regional workshops
4. Completion of drills
Completion
Date
Deliverables
1. The Contractor shall submit a plan for access to
epidemiological support electronically via CO-
SHARE.
No later than
9/30/2020
2. The Contractor shall indicate the names of
individuals attending the Regional ESF#8 TEPW on
the Grant Reporting Spreadsheet.
No later than
12/31/2020
3. The Contractor shall indicate the names of the
individuals assisting with the Regional #ESF8
MYTEP development on the Grant Reporting
Spreadsheet.
No later than
12/31/2020
4. The Contractor shall indicate the names of those
participating in the Functional Exercise Planning
meetings on the Grant Reporting Spreadsheet.
No later than
12/31/2020
5. Contractor shall indicate the names of the
individuals participating in the Regional Pandemic
Influenza Functional Exercise on the Grant
Reporting Spreadsheet.
No later than
12/31/2020
6. The Contractor shall submit agency-initiated drill
report information in the Communications Drill
Reporting Spreadsheet.
No later than
12/31/2020
7. The Contractor shall update contact information in
CO-SHARE.
No later than
12/31/2020
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
EXHIBIT E
Page 8 of 8
Contract Routing Number: CT 2020*243 Amendment 2
8. The Contractor shall submit CVM reports of two (2)
drills conducted electronically via CO-SHARE.
No later than
3/31/2021
9. The Contractor shall submit letter(s) from school
districts electronically via CO-SHARE.
No later than
3/31/2021
10. The Contractor shall submit copies of CVM
administrator training certificates for primary and
backup administrators electronically via CO-
SHARE.
No later than
3/31/2021
11. The Contractor shall submit planning
documentation, incident action plans and ICS org
charts regarding any planning or response initiative
impacting high-risk populations such as people
experiencing homelessness and/or substance use
issues electronically via CO-SHARE.
No Later Than
6/15/2021
12. The Contractor shall submit a modified "Stories
from the Field" form to document community
engagement for public health planning or events
electronically via CO-SHARE.
No later than
6/15/2021
13. The Contractor shall submit a report documenting
how they are proceeding to integrate community
involvement and Access & Functional Needs
considerations in their exercise preparations,
including any costs expected to support this
integration electronically via CO-SHARE.
No later than
6/15/2021
IV. 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, site visit results, 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.
V. Resolution of Non-Compliance:
The Contractor will be notified in writing within thirty (30) calendar days of discovery of a
compliance issue. Within ten (10) 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 timeline, the Contractor must email a request to the CDPHE Grants
Manager and receive approval for a new due date. The State will oversee the
completion/implementation of the action(s) to ensure timelines 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.
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
Page 1 of 4
Amendment Contract Number: CT 2020*243 Amendment 2 Ver. 25.02.20
Exhibit F
Federal Provisions - Public Health Emergency Preparedness Program
For the purposes of this Exhibit only, Contractor is also identified as “Subrecipient.” This Contract has
been funded, in whole or in part, with an award of Federal funds. In the event of a conflict between the
provisions of these Supplemental Provisions for Federal Awards, the Special Provisions, the Contract or
any attachments or exhibits incorporated into and made a part of the Contract, the Supplemental
Provisions for Federal Awards shall control. In the event of a conflict between the Supplemental
Provisions for Federal Awards and the FFATA Supplemental Provisions (if any), the FFATA
Supplemental Provisions shall control.
1) Federal Award Identification.
a. Subrecipient: Board of County Commissioners of Eagle County for the use and benefit of the
Eagle County Public Health Agency
b. Subrecipient DUNS number: 84024447
c. The Federal Award Identification Number (FAIN) is TBD.
d. The Federal award date is TBD.
e. The subaward period of performance start date is 07/01/2020 and end date is 06/30/2021.
f. Federal Funds:
Federal Budget Period Total Amount of Federal
Funds Awarded
Amount of Federal Funds
Obligated to CDPHE
TBD - TBD $37,615.00 TBD
g. Federal award title of project or program: Public Health Emergency Preparedness Program.
h. The name of the Federal awarding agency is: Department of Health and Human
Services Center for Disease Control and Prevention and the contact information
for the awarding official is TBD; the name of the pass-through entity is the State of Colorado,
Department of Public Health and Environment (CDPHE), and the contact information for the
CDPHE official is Melanie Simons.
i. The Catalog of Federal Domestic Assistance (CFDA) number is 93.069 and the grant name is
Public Health Emergency Preparedness.
j. This award is not for research & development.
k. Subrecipient is not required to provide matching funds. In the event the Subrecipient is
required to provide matching funds, Section 8 of this Attachment applies.
l. The indirect cost rate for the Federal award (including if the de minimis rate is charged per 2
CFR §200.414 Indirect (F&A) costs) is pre-determined based upon the State of Colorado and
CDPHE cost allocation plan.
2) Subrecipient shall at all times during the term of this contract strictly adhere to the requirements under
the Federal Award listed above, and all applicable federal laws, Executive Orders, and implementing
regulations as they currently exist and may hereafter be amended.
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
Page 2 of 4
Amendment Contract Number: CT 2020*243 Amendment 2 Ver. 25.02.20
3) Any additional requirements that CDPHE imposes on Subrecipient in order for CDPHE to meet its
own responsibility to the Federal awarding agency, including identification of any required financial and
performance reports, are stated in the Exhibits.
4) Subrecipient’s approved indirect cost rate is as stated in the Exhibits.
5) Subrecipient must permit CDPHE and auditors to have access to Subrecipient’s records and financial
statements as necessary for CDPHE to meet the requirements of 2 CFR §200.331 Requirements for pass-
through entities, §§ 200.300 Statutory and National Policy Requirements through §200.309 Period of
performance, and Subpart F—Audit Requirements of this Part.
6) The appropriate terms and conditions concerning closeout of the subaward are listed in Section 16 of
this Attachment.
7) Performance and Final Status. Subrecipient shall submit all financial, performance, and other
reports to CDPHE no later than 45 calendar days after the period of performance end date or sooner
termination of this Contract containing an evaluation and review of Subrecipient’s performance and the
final status of Subrecipient’s obligations hereunder.
8) Matching Funds. Subrecipient shall provide matching funds as stated in the Exhibits. Subrecipient
shall have raised the full amount of matching funds prior to the Effective Date and shall report to CDPHE
regarding the status of such funds upon request. Subrecipient’s obligation to pay all or any part of any
matching funds, whether direct or contingent, only extends to funds duly and lawfully appropriated for the
purposes of this Contract by the authorized representatives of the Subrecipient and paid into the
Subrecipient’s treasury or bank account. Subrecipient represents to CDPHE that the amount designated as
matching funds has been legally appropriated for the purposes of this Contract by its authorized
representatives and paid into its treasury or bank account. Subrecipient does not by this Contract
irrevocably pledge present cash reserves for payments in future fiscal years, and this Contract is not
intended to create a multiple-fiscal year debt of the Subrecipient. Subrecipient shall not pay or be liable for
any claimed interest, late charges, fees, taxes or penalties of any nature, except as required by
Subrecipient’s laws or policies.
9) Record Retention Period. The record retention period previously stated in this Contract is replaced
with the record retention period prescribed in 2 CFR §200.333.
10) Single Audit Requirements. If Subrecipient expends $750,000 or more in Federal Awards during
Subrecipient’s fiscal year, Subrecipient shall procure or arrange for a single or program-specific audit
conducted for that year in accordance with the provisions of Subpart F-Audit Requirements of the Uniform
Guidance, issued pursuant to the Single Audit Act Amendments of 1996, (31 U.S.C. 7501-7507). 2 CFR
§200.501.
11) Contract Provisions. Subrecipient shall comply with and shall include all of the following applicable
provisions in all subcontracts entered into by it pursuant to this Contract:
a. Office of Management and Budget Circulars and The Common Rule for Uniform
Administrative Requirements for Grants and Cooperative Agreements to State and Local
Governments, as applicable;
b. when required by Federal program legislation, the “Davis-Bacon Act”, as amended (40
U.S.C. 3141-3148) as supplemented by Department of Labor Regulations (29 CFR Part 5,
“Labor Standards Provisions Applicable to Contracts Covering Federally Financed and
Assisted Construction”);
c. when required by Federal program legislation, the Copeland “Anti-Kickback” Act (40 U.S.C.
3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors
and Subcontractors on Public Building of Public Work Financed in Whole or in Part by Loans
or Grants from the United States”).
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
Page 3 of 4
Amendment Contract Number: CT 2020*243 Amendment 2 Ver. 25.02.20
d. 42 U.S.C. 6101 et seq., 42 U.S.C. 2000d, 29 U.S.C. 794 (regarding discrimination);
e. the “Americans with Disabilities Act” (Public Law 101-336; 42 U.S.C. 12101, 12102, 12111
- 12117, 12131 - 12134, 12141 - 12150, 12161 - 12165, 12181 - 12189, 12201 - 12213 and 47
U.S.C. 225 and 47 U.S.C. 611);
f. when applicable, the Contractor shall comply with the provisions of the “Uniform
Administrative Requirements for Grants and Cooperative Agreements to State and Local
Governments” (Common Rule);
g. 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.
h. Contractor shall comply with the provisions of Section 601 of Title VI of the Civil Rights Act
of 1964, as amended.
i. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of
“federally assisted construction contract” in 41 CFR Part 60-1.3 comply with the equal
opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order
11246, “Equal Employment Opportunity: (30 FR 12319, 12935, 3 CFR Part, 1964-1965
Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246
Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part
60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity,
Department of Labor.
j. where applicable, Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708).
k. if the Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a)
and the recipient or subrecipient wishes to enter into an agreement with a small business firm
or nonprofit organization, comply with the requirements of 37 CFR Part 401, “Rights to
Inventions Made by Nonprofit Organizations and Small Business Firms Under Government
Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by
the awarding agency.
l. the Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33
U.S.C. 1251-1387), as amended.
m. if applicable, comply with the mandatory standards and policies on energy efficiency
contained within the State of Colorado’s energy conservation plan issued in compliance with
the Energy Policy and Conservation Act, 42 U.S.C. 6201.
n. the Contractor and all principals are not presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from covered transactions by any
federal department or agency; the Contractor and all principals shall comply with all
applicable regulations pursuant to Executive Order 12549 (3 CFR Part 1986 Comp., p. 189)
and Executive Order 12689 (3 CFR Part 1989 Comp., p. 235), Debarment and Suspension;
and,
o. the Contractor shall comply where applicable, the Byrd Anti-Lobbying Amendment (31
U.S.C. 1352).
12) Compliance. Subrecipient shall comply with all applicable provisions of The Office of Management
and Budget Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards (Uniform Guidance), including but not limited to these Supplemental Provisions for Federal
Awards. Any revisions to such provisions automatically shall become a part of these Supplemental
Provisions, without the necessity of either party executing any further instrument. CDPHE may provide
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
Page 4 of 4
Amendment Contract Number: CT 2020*243 Amendment 2 Ver. 25.02.20
written notification to Subrecipient of such revisions, but such notice shall not be a condition precedent to
the effectiveness of such revisions.
13) Procurement Procedures. Subrecipient shall use its own documented procurement procedures which
reflect applicable State, local, and Tribal laws and regulations, provided that the procurements conform to
applicable Federal law and the standards identified in the Uniform Guidance, including without limitation,
§§200.318 through 200.326 thereof.
14) Certifications. Unless prohibited by Federal statutes or regulations, CDPHE may require
Subrecipient to submit certifications and representations required by Federal statutes or regulations on an
annual basis (2 CFR §200.208). Submission may be required more frequently if Subrecipient fails to meet
a requirement of the Federal award. Subrecipient shall certify in writing to CDPHE at the end of the
Contract that the project or activity was completed or the level of effort was expended. 2 CFR
§200.201(b)(3). If the required level of activity or effort was not carried out, the amount of the Contract
must be adjusted.
15) Event of Default. Failure to comply with the Uniform Guidance or these Supplemental Provisions for
Federal Awards shall constitute an event of default under the Contract pursuant to 2 CFR §200.339 and
CDPHE may terminate the Contract in accordance with the provisions in the Contract.
16) Close- Out. Subrecipient shall close out this Contract within 45 days after the End Date. Contract
close out entails submission to CDPHE by Subrecipient of all documentation defined as a deliverable in
this Contract, and Subrecipient’s final reimbursement request. If the project has not been closed by the
Federal awarding agency within 1 year and 45 days after the End Date due to Subrecipient’s failure to
submit required documentation that CDPHE has requested from Subrecipient, then Subrecipient may be
prohibited from applying for new Federal awards through the State until such documentation has been
submitted and accepted.
17) Erroneous Payments. The closeout of a Federal award does not affect the right of the Federal
awarding agency or CDPHE to disallow costs and recover funds on the basis of a later audit or other
review. Any cost disallowance recovery is to be made within the record retention period.
EXHIBIT END
DocuSign Envelope ID: 6886981D-4EBC-4CD4-BFEB-20A57BB4E4C4
