HomeMy WebLinkAbout20131114.tiffRESOLUTION
RE: APPROVE AMENDMENT #1 TO IMMUNIZATION CORE SERVICE TASK ORDER
CONTRACT AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Amendment #1 to the Immunization Core
Service Task Order Contract between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Department of Public Health and
Environment, and the Colorado Department of Public Health and Environment, commencing April
15, 2013, with further terms and conditions being as stated in said task order amendment, and
WHEREAS, after review, the Board deems it advisable to approve said task order
amendment, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that Amendment #1 to the Immunization Core Service Task Order Contract
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Public Health and Environment, and
the Colorado Department of Public Health and Environment be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said task order amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 6th day of May, A.D., 2013, nunc pro tunc April 15, 2013.
BOARD OF COUNTY COMMISSIONERS
ATTES
Weld County Clerk to
BY: ''4, G
Deputy Clerk to the Bo
APP :e.' DA
ont ' ttorney
Date of signature: 5/6
WELD C9U,NTY, COLORADO
Garcia. Chair
Douglas Rade
a eitr
acher, Pro-Tem
Sean P. Conway
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Mike Freeman
EXCUSED
Barbara Kirkmeyer
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2013-1114
HL0040
WELT D__C IUNTY
Memorandum
TO: William F. Garcia, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH, Director
Department of Public Health and
Environment
DATE: April 18, 2013
SUBJECT: Amendment #1 to the Immunization
Core Service Task Order Contract
Enclosed for Board review is Amendment #1 to the Immunization Core Service Task Order
Contract between the Colorado Department of Public Health and Environment (CDPHE) and
Board of Commissioners on behalf of the Weld County Department of Public Health and
Environment (WCDPHE) for the Immunization Program. With approval of this amendment,
Weld County will be reimbursed an additional amount not to exceed $5,396.
Under provisions of this amendment, WCDPHE will continue to provide core services to best
meet the immunization needs of the citizens of Weld County and ensure immunization best
practices are provided around the county. These core services include provision of age
appropriate immunizations for vaccine preventable diseases and educational offerings about
immunizations.
This amendment of $5,396 is State of Colorado Funding and is supplemental to the Original
Task Order Contract which was $81,157. The amended contract amount will be $85,553. This
additional funding is for activities performed during the time period January 1, 2013 -June 30,
2013.
I recommend your approval of this task order amendment.
Enclosure
2013-1114
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
DCEED— Immunization
DEPARTMENT OR AGENCY NUMBER
FHA
CONTRACT ROUTING NUMBER
13- 54726
AMENDMENT FOR TASK ORDERS #1
This Amendment is made this 29th day of March 2013, by and between the State of Colorado, acting by and
through the DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT whose address or principal place
of business is 4300 Cherry Creek Drive South, Denver, Colorado 80246 hereinafter referred to as the "State";
and Board of County Commissioners of Weld County (a political subdivision of the state of Colorado) for the
use and benefit of Weld County Department of Public Health and Environment, whose address or principal
place of business is 1555 North 17th Avenue, Greeley, Colorado 80631, hereinafter referred to as the "Contractor".
FACTUAL RECITALS
The parties entered into a Master Contract, dated January 17, 2012, with contract routing number 13 FAA 00051.
Pursuant to the terms and conditions of the Master Contract, the parties entered into a Task Order Contract, dated
October 17, 2012, with contract encumbrance number PO FHA EP11350134 and contract routing number 13 FHA
50134, referred to herein as the "Original Task Order Contract, whereby the Contractor was to provide to the State
the following:
To provide core services to best meet the immunization needs of the citizens of Colorado and
to ensure immunization best practices are provided around the state.
The State promises to increase the amount of funds to be paid to the Contractor by Five Thousand, Three
Hundred Ninety Six Dollars ($5,3961 during the current term of the Original Task Order Contract in exchange for
the promise of the Contractor to continue to perform the work under the Original Task Order Contract.
The State hereby exercises a "no cost" change to the Additional Provisions within the current term of the
Original Task Order Contract.
NOW THEREFORE, in consideration of their mutual promises to each other, stated below, the parties hereto agree
as follows:
I. Consideration for this Amendment to the Original Task Order Contract consists of the payments and
services that shall be made pursuant to this Amendment, and promises and agreements herein set forth.
2. It is expressly agreed to by the parties that this Amendment is supplemental to the Original Task Order
Contract, contract routing number 13 FHA 50134 referred to herein as the Original Contract, which is by
this reference incorporated herein. All terms, conditions, and provisions thereof, unless specifically
modified herein, are to apply to this Amendment as though they were expressly rewritten, incorporated, and
included herein.
3. It is expressly agreed to by the parties that the Original Task Order Contract is and shall be modified,
altered, and changed in the following respects only:
Page 1 of 5 Rev 3/16/2010
A. This Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract identified
by contract routing number 13 FHA 50134. This Amendment is for the current term of January
1, 2013 through and including December 31, 2013. The maximum amount payable by the State
for the work to be performed by the Contractor during this current term is increased by Five
Thousand, Three Hundred Ninety Six Dollars ($5,396) for an amended financial obligation of
the State for the current term of Eighty Five Thousand, Five Hundred Fifty Three Dollars
($85,553.00) and an amended total financial obligation of the State of Eighty Five Thousand,
Five Hundred Fifty Three Dollars ($85,553.00). Of the amended financial obligation for the
current term Nineteen Thousand, Five Hundred Ninety Six Dollars ($19,596.001 are
attributable to a funding source of the State of Colorado and Sixty Five Thousand, Nine
Hundred Fifty Seven Dollars ($65,957.00) are attributable to a funding source of the United
States Government (see Catalog of Federal Domestic Assistance (CFDA) number 93.2680). Of
the amended total financial obligation of the State referenced above Nineteen Thousand, Five
Hundred Ninety Six Dollars ($19,596.00) are attributable to a funding source of the State of
Colorado and Sixty Five Thousand, Nine Hundred Fifty Seven Dollars ($65,957.00) are
attributable to a funding source of the United States Government. The revised Budget is
incorporated herein by this reference and identified as "Revised Exhibit C".
B. This Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract identified
by contract routing number 13 FHA 50134. This Amendment modifies the Additional
Provisions of the Original Task Order Contract. The revised Additional Provisions are
incorporated by this reference and identified as "Revised Exhibit A".
The Original Task Order Contract is modified accordingly. All other terms and conditions of the Original
Task Order Contract are reaffirmed.
4. The effective date of this Amendment is April 15, 2013, or upon approval of the State Controller, or an
authorized delegate thereof, whichever is later.
5. Except for the Special Provisions and other terms and conditions of the Master Contract and the General
Provisions of the Original Task Order Contract, in the event of any conflict, inconsistency, variance, or
contradiction between the terms and provisions of this Amendment and any of the terms and provisions of
the Original Task Order Contract, the terms and provisions of this Amendment shall in all respects
supersede, govern, and control. The Special Provisions and other terms and conditions of the Master
Contract shall always control over other provisions of the Original Task Order Contract or any subsequent
amendments thereto. The representations in the Special Provisions to the Master Contract concerning the
absence of personal interest of state of Colorado employees and the certifications in the Special Provisions
relating to illegal aliens are presently reaffirmed.
6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT FISCAL YEAR
ARE CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING APPROPRIATED, BUDGETED,
AND OTHERWISE MADE AVAILABLE.
Page 2 of 5 Rev 3/16/2010
This page left intentionally blank.
Page 3 of 5 Rev 3/16/2010
IN WITNESS WHEREOF, the parties hereto have executed this Amendment on the day first above written.
* Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's
behalf and acknowledge that the State is relying on their representations to that effect.
CONTRACTOR:
Board of County Commissioners of Weld County
(a political subdivision of the state of Colorado)
for the use and benefit of the Weld County
Department of Public Health and Environment
/110
Signature of Authorized Officer
William F. Garcia
MAY 0 6 2013
Print Name of Authorized Officer
Chair, Board of Weld
County Commissioners
Print Title of Authorized Officer
STATE:
STATE OF COLORADO
John W. Hickenlooper, Governor
For the Executive Director
DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
PROGRAM APPROVAL:
By: v605_2 05_ tkADPA. J
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS §24-30-202 requires the State Controller to approve all State Contracts. This Contract is not valid until
signed and dated below by the State Controller or delegate. Contractor is not authorized to begin
performance until such time. If Contractor begins performing prior thereto, the State of Colorado is not
obligated to pay Contractor for such performance or for any goods and/or services provided hereunder.
STATE CONTROLLER
David J. McDermott, CPA
Page 4 of 5 Rev 3/16/2010
4/3 //19
This page left intentionally blank.
Page 5 of 5 Rev 3/16/2010
Revised EXHIBIT A
As modified by Contract Amendment #1
Routing Number 13 FHA 54726
ADDITIONAL PROVISIONS
To Amendment Dated 03/29/2013- Contract Routing Number 13 FHA 54726
These provisions are to be read and interpreted in conjunction with the provisions of the
Task Order Contract specified above.
I. Health Insurance Portability and Accountability Act (HIPAA) Business Associate Determination. The
State has determined that this contract does not constitute a Business Associate relationship under HIPAA.
2. This Task Order Contract contains federal funds (see Catalog of Federal Domestic Assistance (CFDA)
number 93.268)
3. The United State Department of Health and Human Services ("USHHS"), through the Centers for Disease
Control and Prevention ("CDC") has awarded federal funds under Award number CDC-RFA-IP13-1301
hereinafter "Award", to perform the following — To provide core services to best meet the immunization
needs of the citizens of Colorado and to ensure immunization best practices are provided around the state.
If the underlying Award authorizes the State to pay all allowable and allocable expenses of a contractor as
of the effective date of that Award, then the State shall reimburse the Contractor for any allowable and
allocable expenses of the Contractor that have been incurred by the Contractor since the proposed effective
date of this Task Order Contract. If the underlying Award does not authorize the State to pay all allowable
and allocable expenses of a contractor as of the effective date of that Award, then the State shall only
reimburse the Contractor for those allowable and allocable expenses of the Contractor that are incurred by
the Contractor on or after the effective date of this Task Order Contract, with such effective date being the
later of the date specified in this Task Order Contract or the date the Task Order Contract is signed by the
State Controller or delegee.
4. To receive compensation under this Task Order Contract, the Contractor shall submit a quarterly online
Immunization Program progress report, using the Immunization Progress FORMSITE link. This link will
be accessible from the internet and will be sent to the Contractor. CDPHE will provide technical assistance
in accessing and completing the form. The progress report is due within fifteen (15) calendar days of the
end of the reporting period. This progress report shall document the Contractor's progress towards
completion of the activities in accordance with the Statement of Work as referenced by Exhibit B in the
Original Contract. Reporting period and progress report due dates are as follows.
Progress Period
January 1, 2013 —March 31, 2013
April 1, 2013 — June 30, 2013
July 1, 2013 - September 30, 2013
October 1, 2013 — December 3 1, 2013
Due Date
April 15, 2013
July 15, 2013
October 15, 2013
January 15, 2014
Reimbursement under this Task Order Contract shall be made to the Contractor by the State in four (4)
payments in accordance with the associated Budget attached hereto as Revised Exhibit C and
incorporated herein Accordingly, the Contractor shall be paid one fourth (1/4) of the State's financial
obligation under this Contract in March, June, September and December 2013. The final payment for this
Contract is contingent upon the State's timely receipt of the annual Contract Reimbursement
Certification form from the Contractor, as referenced by Attachment A-1 of the Original Contract.
All Counties, Local Public Health Agencies and select intergovernmental Contractors will undergo a
financial risk assessment conducted by the CDPHE Financial Risk Management System. Until such
To be attached to CDPHE
Task Order v1.0 (3/12)
Page 1 oft Revised: 03/13/12
Revised EXHIBIT A
As modified by Contract Amendment #1
Routing Number 13 FHA 54726
assessment is completed and the Contractor has been notified of the results, the Contractor shall provide the
following documentation with the completed invoice. This supporting documentation shall be submitted
with the completed CDPHE Reimbursement Invoice Form and sent to:
Unless otherwise provided for in this Task Order Contract, "Local Match", if any, shall be included on all
invoices as required by funding source.
The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements unless
approved in writing by the appropriate federal agency.
Throughout the 2013 funding period, the CDPHE Immunization Program will conduct ongoing project
monitoring and provide technical assistance, as needed. In the event that project performance does not
meet the agency's stated goals, a follow-up work plan will be created and additional technical assistance
will be provided. In an extreme situation, and in consultation with the agency, the CDPHE Immunization
Program reserves the right to reduce or withhold quarterly payments due to poor project performance.
5. Time Limit For Acceptance Of Deliverables.
a. Evaluation Period. The State shall have thirty (30) calendar days from the date a deliverable is
delivered to the State by the Contractor to evaluate that deliverable, except for those deliverables
that have a different time negotiated by the State and the Contractor.
b. Notice of Defect. If the State believes in good faith that a deliverable fails to meet the design
specifications for that particular deliverable, or is otherwise deficient, then the State shall notify
the Contractor of the failure or deficiencies, in writing, within thirty (30) calendar days of: I) the
date the deliverable is delivered to the State by the Contractor if the State is aware of the failure or
deficiency at the time of delivery; or 2) the date the State becomes aware of the failure or
deficiency. The above time frame shall apply to all deliverables except for those deliverables that
have a different time negotiated by the State and the Contractor in writing pursuant to the State's
fiscal rules.
c. Time to Correct Defect. Upon receipt of timely written notice of an objection to a completed
deliverable, the Contractor shall have a reasonable period of time, not to exceed thirty (30)
calendar days, to correct the noted deficiencies. If the Contractor fails to correct such deficiencies
within thirty (30) calendar days, the Contractor shall be in default of its obligations under this
Task Order Contract and the State, at its option, may elect to terminate this Task Order Contract or
the Master Contract and all Task Order Contracts entered into pursuant to the Master Contract.
6. The State may increase or decrease funds available under this Contract using a Grant Funding Letter
substantially equivalent to "Attachment A-2". The Grant Funding Letter is not valid until it has been
approved by the State Controller or designee.
To be attached to CDPHE
Task Order v1.0 (3/12)
Page 2 of 2 Revised: 03/13/12
ATTACHMENT A-2
GRANT FUNDING CHANGE LETTER
Date:
State Fiscal Year:
TO: Insert Grantee's name
Grant Funding Change Letter #
CMS Routing #
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 theft routing numbers], [insert the following word here if
previous amendment(s), renewal(s) have been processed] between the State of Colorado, Department
of Public Health and Environment and Contractor's Name beginning Insert start date <insert start date of
original contract> and ending on Insert ending date <insert ending date of current contract amendment>,
the undersigned commits the following funds to the Grant:
The amount of grant funds available and specified in Section of <insert contract amendment
number and routing number> is ❑ increased or ❑ decreased by $amount of change to a new total
funds available of $ <insert new cumulative total> for the following reason: . Section
is hereby modified accordingly.
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 , whichever is later.
I
STATE OF COLORADO
John W. Hickenlooper, GOVERNOR
Department of Public Health and Environment
PROGRAM APPROVAL:
BY:
By: Lisa Ellis, Purchasing & Contracts Unit 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
David J. McDermott, CPA
By:
Date:
Page 1 of 1
Effective Date: 1/6109 -Rev 8/25/09
Revised EXHIBIT C
As modified by Contract Amendment #1
Routing Number 13 FHA 54726
BUDGET
To Amendment Dated 03/29/2013- Contract Routing Number 13 FHA 54726
The Budget is revised based upon additional state funding ($5,396.00) for
Immunization Core Services activities.
Original Budget
Core Service Activities
Federal Funds (January 1, 2013 -December 31,2013)
$65,957
State Funds (January I, 2103 -June 30, 2013)
$14,200
TOTAL AMOUNT:
$81,157
Additional Funds
Core Service Activities
Federal Funds (January 1, 2013 -December 31,2013)
$0
State Funds (January 1, 2103 -June 30, 2013)
$5,396
TOTAL AMOUNT:
$5,396
Total Amended Budget
Core Service Activities
Federal Funds (January 1, 2013 -December 31,2013)
State Funds (January 1, 2103 -June 30, 2013)
TOTAL AMOUNT:
To be attached to CDPHE
Task Order v1.0 (3/12)
$65,957
$19,596
$85,553
Page I of 1 Revised: 03/13/12
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