HomeMy WebLinkAbout20131285.tiffRESOLUTION
RE: APPROVE TASK ORDER AMENDMENT #1 FOR EMERGENCY PREPAREDNESS
AND RESPONSE PROGRAM 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 Task Order Amendment #1 for the
Emergency Preparedness and Response Program between the County of Weld, State of
Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the
Weld County Department of Public Health and Environment, and the Colorado Department of
Public Health and Environment, commencing July 1, 2013, and ending June 30, 2014, with further
terms and conditions being as stated in said amendment, and
WHEREAS, after review, the Board deems it advisable to approve said 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 Task Order Amendment #1 for the Emergency Preparedness and
Response Program between the County of Weld, State of Colorado, by and through the Board of
County Commissioners of Weld County, on behalf of the Weld County 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 amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 29th day of May, A.D., 2013.
BOARD OF COUNTY COMMISSIONERS
WELD OfNTY, COLORADO
Weld County Clerk to the Boa
y • t orney
ate of signature: JUN 1 2 2013
William F. Garcia, Chair
Doug :s Rademavrer, Pro-Tem
Sean P. Conway
Mike Freem
Barbara `Kirkmeyer
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2013-1285
HL0040
Memorandum
TO: William F. Garcia, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH, Director
Department of Public Health and
Environment
DATE: May 16, 2013
SUBJECT: Emergency Preparedness and Response
Task Order Contract
Enclosed for Board review and approval is a renewal task order contract for the Emergency
Preparedness and Response program. This will become part of the Master Contract
between the Colorado Department of Public Health and Environment (CDPHE) and Weld
County on behalf of the Department of Public Health and Environment (WCDPHE).
With this contract, CDPHE is awarding Weld County renewal funding in the amount of
$218,864 as pass through funding from the United States Department of Health and Human
Services, Centers for Disease Control and Prevention (CDC) to further support WCDPHE's
preparedness and response to terrorism and non -terrorism events including infectious
disease, environmental and occupational related emergencies. The scope of the work
included in the contract lists goals and measurements that support the CDC Preparedness
Cooperative Agreement and the 10 Essential Public Health Services.
The time period for this contract is July 1, 2013, through June 30, 2014. I recommend your
approval of this renewal task order contract.
Enclosure
2013-1285
STATE OF COLORADO
John W. Hickenlooper, Governor _
Christopher E. Urbina, MD, MPH
Executive Director and Chief Medical Officer
Dedicated to protecting and improving the health and environment of the people of Colorado
4300 Cherry Creek Dr. S.
Denver, Colorado 80246-1530
Phone (303) 692-2000
Located in Glendale, Colorado
http://www.cdphe.state,co. us
Memo
Laboratory Services Division
8100 Lowry Blvd.
Denver, Colorado 80230-6928
(303) 692-3090
To: CDPHE-OEPR Contractors
From: Kim Pasic, Senior Contract Administrator
Date: June 19, 2013
Re: Changes to the Contract Language
Colorado Department
of Public Health
and Environment
Dear Contractors:
While processing the contracts, the Purchasing and Contracts Unit detected an error in the Reduction of Funds Language and
the language regarding the Indirect. The changes are not significant and will not change the provisions to your contracts. The
language modifications reference the Contract more appropriately and are enclosed for your review and records.
Indirect: A Contractor's allowable indirect rate is the current Federally Negotiated Indirect Rate Agreement on
file with Colorado Department of Public Health and Environment Internal Auditor's office. In the event there
is no such agreement on file, the allowable indirect rate shall default to 10% of Direct Salaries & Wages,
Including Fringe Benefits. If a new or revised Federally Negotiated Indirect Rate Agreement is filed with the
CDPHE Internal Auditor's office during the current term of this 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.
The words `Purchase Order' were removed from the above paragraph
Reduction of Funds:
The Contractor shall submit the CDPHE-OEPR Mid -Year Fiscal Report indicating projections for expenditure of
funds for the remainder of the project period no later than January 1, 2014 via email to the OEPR Fiscal Staff
The words `Purchase Order' were removed from the above paragraph
Please let me know if you have any questions or concerns.
Pasic
Contracts Administrator
Office of Emergency Preparedness and Response
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South
Denver, CO 80246-1530
(O)303-692-2646
kim.oasic@state.co.us
STATE OF COLORADO
John W. Hickenlooper, Governor
Christopher E. Urbina, MD, MPH
Executive Director and Chief Medical Officer
Dedicated to protecting and improving the health and environment of the people of Colorado
4300 Cherry Creek Dr. S.
Denver, Colorado 80246-1530
Phone (303) 692-2000
Located in Glendale, Colorado
http://www.cdphe.sfate.co.us
June 20, 2013
Laboratory Services Division
6100 Lowry Blvd.
Denver, Colorado 80230-6928
(303) 692-3090
Tanya Geiser
Administrative Services Director
WELD COUNTY DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
1555 North 17th Avenue
Greeley, CO 80631
Hi Tanya,
Colorado Department
of Public Health
and Environment
Enclosed is your copy of the fully executed Colorado Department of Public Health and
Environment Amendment listed below. You may begin work on July 1, 2O13.
Contractor Name: Weld County Dept of Public Health & Environment
Amendment Number: 14 FJA 54061
Original Contract Number: 13 FJA 41937
Division: Office of Emergency Preparedness and Response
Program Name: Public Health Emergency Preparedness (PHEP)
Project Name: Fiscal Year 2013 - 2014 PHEP Project
Reason for Contract: Contractor shall work with and through state, regional, and local
partnerships to achieve emergency preparedness activities.
Please contact me with questions or concerns. My contact information is listed below.
Kim Pasic
Contracts Administrator
Office of Emergency Preparedness and Response
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South
Denver, CO 80246-1530
(O) 303-692-2646
kim.pasicestate.co.us
STATE OF COLORADO
John W. Hickenlooper, Governor
Christopher E. Urbina, MD, MPH
Executive Director and Chief Medical Officer
Dedicated to protecting and improving the health and environment of the people of Colorado
4300 Cherry Creek Dr. S.
Denver, Colorado 80246-1530
Phone (303) 692-2000
Located in Glendale, Colorado
http://www.cdphe.state.co.us
Memo
Laboratory Services Division
8100 Lowry Blvd.
Denver, Colorado 80230-6928
(303) 692-3090
To: All CDPHE-OEPR Contractors
From: Monique Maurice, Operations Branch Manager, OEPR
Date: 5/31/2013
Re: New CDPHE Standardized invoice terms
Dear Vendor/Partner,
Colorado Department
of public Health
and Environment
After much discussion, CDPHE has approved the decision to change the invoicing deadlines outlined in EXHIBIT
A — Additional Provisions of your Contractual agreement. This will change the current 60 day invoice term to a 45
day invoice term for all contract and purchase order payments. The reduced invoice terms will apply to
reimbursements submitted on a monthly, quarterly or other schedule, as well as final invoices. You should be
seeing the reduced invoice terms on your new Contracts/Purchase Order template in the very near future.
We would like for this change to take place for new state FY'14 contracts and purchase orders but we realize that
some contracts have already been executed. Therefore, this change DOES NOT apply to contracts and agreements
that have already been executed until they need to be renewed. The Department's goal is to have all new
contracts invoicing terms reduced to 45 days by July 01, 2014. Please contact myself or your Contract
Administrator with any questions or concerns with these new requirements.
Thank you and we hope to address any concerns that you may have with this transition.
Warmly,
Monique Maurice
Operations Branch Manager
Office of Emergency Preparedness and Response
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South
Denver, CO 80246-1530
(O) 303-692-2651,
monique.maurice@state.co.us
]DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH ANT) ENVIRONMENT
OEPR-PHEP.
DEPARTMENT OR AGENCY NUMBER
FJA
CONTRACT ROUTING NUMBER
14-54061
AMENDMENT FOR TASK ORDERS #1
This Amendment is made this ls` 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 COMISSIONERS WELD COUNTY, (a political subdivision of the state of Colorado)
915 10th Street, Greeley, Colorado 80632 for the use and benefit of the Weld County Department of Public
Health and Environment, whose address or principal place of business is 1555 North 17`h 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
April 01, 2012 with contract encumbrance number PO FJA EPR1341937, and contract routing number 13 FJA
41937, referred to herein as the "Original Task Order Contract, whereby the Contractor was to provide to the State
the following:
Contractor shall work with and through state, regional, and local partnerships to achieve
emergency preparedness activities. Contractor shall ensure collaboration with the Colorado
Department of Public Health and Environment, the Office of Emergency Preparedness and
Response, local public health agencies, and regional epidemiologist and generalist staff
members within the designated All Hazards Region.
The State promises to increase the amount of funds to be paid to the Contractor by Two Hundred Eighteen
Thousand Eight Hundred Sixty Four Dollars ($218,864.00) for the renewal term of one year, ending on June
30, 2014, in exchange for the promise of the Contractor to perform the increased work described herein.
NOW THEREFORE, in consideration of their mutual promises to each other, stated below, the parties hereto agree
as follows:
1. Consideration for this Amendment to the Original Task Order Contract consists of the payments and
services that shall be made pursuant to this Amendment, and promises and agreements herein set forth.
2. It is expressly agreed to by the parties that this Amendment is supplemental to the Original Task Order
Contract, contract routing number 13 FJA 41937, 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 of5 Rev 3/16/2010
A. This Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract identified
by contract routing number 13 FJA 41937. This Amendment is for the renewal term of July 01,
2013, through and including June 30, 2014. The maximum amount payable by the State for the
work to be performed by the Contractor during this renewal term is Two Hundred Eighteen
Thousand Eight Hundred Sixty Four Dollars ($218,864.00) for an amended total financial
obligation of the State of FOUR HUNDRED THIRTY ONE THOUSAND FOUR HUNDRED
EIGHTY EIGHT DOLLARS, ($431,488.00). This is an increase of Two Hundred Eighteen
Thousand Eight Hundred Sixty Four Dollars, ($218,864.00) of the amount payable from the
previous term. Of the maximum amount for this renewal term Zero Dollars, ($0.00) are
attributable to a funding source of the State of Colorado and Two Hundred Eighteen Thousand
Eight Hundred Sixty Four Dollars, ($218,864.00) are attributable to a funding source of the
United States Government (see Catalog of Federal Domestic Assistance (CFDA) number 93.074).
Of the amended total fmancial obligation of the State referenced above Zero Dollars, ($0.00) are
attributable to a funding source of the State of Colorado and Four Hundred Thirty One
Thousand Four Hundred Eighty Eight Dollars, ($431,488.00) are attributable to a funding
source of the United States Government. The revised Additional Provisions is incorporated herein
by this reference and identified as "Exhibit C. The revised Statement of Work is incorporated
herein by this reference and identified as "Exhibit D". The revised Budget is incorporated herein
by this reference and identified as "Exhibit E".
The Original Task Order Contract is modified accordingly. All other terms and conditions of the Original
Task Order Contract are reaffirmed.
4. The effective date of this Amendment is July 01, 2013 or upon approval of the State Controller, or an
authorized delegate thereof; whichever is later.
5. Except for the Special Provisions and other terms and conditions of the Master Contract and the General
Provisions of the Original Task Order Contract, in the event of any conflict, inconsistency, variance, or
contradiction between the terms and provisions of this Amendment and any of the terms and provisions of
the Original Task Order Contract, the terms and provisions of this Amendment shall in all respects
supersede, govern, and control. The Special Provisions and other terms and conditions of the Master
Contract shall always control over other provisions of the Original Task Order Contract or any subsequent
amendments thereto. The representations in the Special Provisions to the Master Contract concerning the
absence of personal interest of state of Colorado employees and the certifications in the Special Provisions
relating to illegal aliens are presently reaffirmed.
6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT FISCAL YEAR
ARE CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING APPROPRIATED, BUDGETED,
AND OTHERWISE MADE AVAILABLE.
Page 2 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 OFCOUNTY COMMISSIONERS OF
WELD COUNTY
(A political subdivision of the state of Colorado)
For the use and benefit of the
Weld Coupfiy'°Diepartment of Public Health and
Environ
Signature of Authorized Officer MAY 2 9 2013
William F. Garcia
Print Name of Authorized Officer
Chair
Print Title of Authorized Officer
STATE:
STATE OF COLORADO
John W. Hickenlooper, Governor
By:
v
For the Executive Director
DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
PROGRAM APPRO/V-AnN\
By:
flo )
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 forsuch performance or for any goods and/or services provided hereunder.
STATE CONTROLLER
David J. McDermott, CPA
Page 4 of 5 Rev 3/16/2010
�i--/d'S
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Page 3 of 5 Rev 3/16/2010
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Page 5 of 5 Rev 3/16/2010
EXHIBIT C
ADDITIONAL PROVISIONS
To Task Order Dated 04/01/2012 - Contract Routing Number 13 FJA 41937 — as modified by
Contract Amendment #1 Routing Number 14 FJA 54061
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 State Department of Health and Human Services ("USHHS"), through the Center for Disease
Control and Prevention ("CDC") has awarded federal funds under Notice of Cooperative Agreement
Award, hereinafter "NCAA", number xxxxxr**** to perform the following — Contractor shall work with
and through state, regional, and local partnerships to achieve emergency preparedness activities. Contractor
shall ensure collaboration with the Colorado Department of Public Health and Environment, the Office of
Emergency Preparedness and Response, local public health agencies, and regional epidemiologist and
generalist staff members within the designated All Hazards Region.
If the underlying Notice of Cooperative Agreement Award "NCAA" authorizes the State to pay all
allowable and allocable expenses of a contractor as of the effective date of that NCAA, then the State shall
reimburse the Contractor for any allowable and allocable expenses of the Contractor that have been
incurred by the Contractor since the proposed effective date of this Contract. If the underlying NCAA does
not authorize the State to pay all allowable and allocable expenses of a contractor as of the effective date of
that NCAA, then the State shall only reimburse the Contractor for those allowable and allocable expenses
of the Contractor that are incurred by the Contractor on or after the effective date of this Contract, with
such effective date being the later of the date specified in this contract or the date the contract is signed by
the State Controller or delegee.
3. To receive compensation under this Task Order Contract, the Contractor shall submit a signed Monthly
CDPHE Reimbursement Invoice Form. This form is accessible from the CDPHE internet website
http://www.colorado.gov/cs/Satellite/CDPHE-Main/CBON/1251622941228 CDPHE will provide
technical assistance in accessing and completing the form. The CDPHE Reimbursement Invoice Form
must be submitted within forty five (45) calendar days of the end of the billing period for which services
were rendered. Expenditures shall be in accordance with the Statement of Work attached hereto as
Exhibit D and incorporated herein and the associated Budget attached hereto as Exhibit E and
incorporated herein.
Submit completed CDPHE Reimbursement Invoice Form to:
OEPR Fiscal Staff
Email: eprfiscai[7a,gmail.cotn
Fax: 303.691.7811
Mailing Address:
Office of Emergency Preparedness and Response
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South
C2-4350
Denver, Colorado 80246
To be considered for payment, billings for payments pursuant to this Task Order Contract must be received
within a reasonable time after the period for which payment is requested, but in any event no later than
forty five (45) calendar days after the relevant performance period has passed. Final billings under this
To be attached to CDPHE
Version 1.0 (3/12) contract template
Page 1 of 4 Revised: 07/17/12
EXHIBIT C
Task Order Contract must be received by the State within a reasonable time after the expiration or
termination of this Task Order Contract; but in any event no later than forty five (45) calendar days from,
the effective expiration or termination date of this Task Order Contract.
Unless otherwise provided for in this Task Order Contract; "Local Match", if any, shall be included on all
invoices as required by funding source.
The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements unless
approved in writing by the appropriate federal agency.
4. Time Limit For Acceptance Of Deliverables.
a. Evaluation Period. The State shall have thirty (30) calendar days from the date a 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.
5. Health Insurance Portability and Accountability Act (HIPAA) Business Associate Determination.
The State has determined that this contract does not constitute a Business Associate relationship under
HIPAA.
6. Contracting Provisions
The Contractor shall ensure that all service related expenses are completed and all goods related expenses
are received on or before June 30, 2014.
The Contractor shall comply with all applicable Office of Management and Budget (OMB) circulars and
shall be subject to performance and financial site visits as requested by CDPFIE.
The Contractor shall maintaina 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.
7. Fiscal Provisions
Supplantation:
Cooperative agreement funds cannot supplant any current state or local expenditures. Supplantation refers
to the replacement of non-federal funds with federal funds intended to support the same activities. The
Public Health Service Act, Title I, Section 319 (c) specifically States: "SUPPLEMENT NOT SUPPLANT.
To be attached to CDPHE
Version 1.0 (3/12) contract template
Page 2 of 4 Revised: 07/17/12
EXHIBIT C
Funds appropriated under this section shall be used to supplement other federal, state, and local public
funds provided for activities under this section."
Contractor shall ensure that reimbursement requests are not duplicated under any other Public Health
Emergency Preparedness funding or utilized to supplant non -related activities or programs. Contractor shall
ensure appropriate distribution of costs in direct relation to the activities performed.
Unallowable Costs:
• Reimbursement of pre -award costs is not allowed.
• Funds may not be used for research. • Funds may not be used for clinical care.
• Funds under this program cannot be used to purchase vehicles of any kind.
• Funds may not be used for construction.
• Funds may not be used to purchase antivirals.
• Funds may not be used to purchase promotional and/or incentive items and memorabilia,
including but not limited to models, gift cards, gifts, and souvenirs.
• Funds may not be used for entertainment, including amusement, diversion, and social activities
and any costs directly associated with such costs.
• Recipients may not use funds for fund raising activities and lobbying.
• Payment or reimbursement of backfilling costs for staff is not allowed.
Budget Line Definitions
The Contractor has the ability to move 10 % of funds from budget line to budget line not to exceed the total
dollar amount of the contract.
The Contractor shall request approval from their CDPHE-OEPR RPOC and Fiscal Monitor for
expenditures of $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 dedicate the necessary funds to purchase equipment, as well as maintain
the working order of any existing equipment, required to meet any activity identified under this Scope of
Work such as personal and portable computers, communication radios, cellular telephones, facsimile
machines; laboratory equipment, training equipment, public information kits, etc.
Travel: The Contractor shall dedicate the necessary funds to support travel related costs to ensure
accomplishment of activities identified under this Scope of Work such as regional planning meetings, local
partner planning meetings, attendance at training sessions, conferences, and agency representation at the
Emergency Preparedness and Response conference calls.
Operating and Supplies: The Contractor shall dedicate the necessary funds for operating and supply costs
directly associated with any activities identified under this Scope of Work such as high-speed Internet
connections, notification systems, telephone and communication systems, office supplies, copying,
printing, postage, room rental, software purchase and upgrades, etc.
Indirect: A Contractor's allowable indirect rate is the current Federally Negotiated Indirect Rate
Agreement on file with Colorado Department of Public Health and Environment Internal Auditor's
office. In the event there is no such agreement on file, the allowable indirect rate shall default to 10% of
Direct Salaries & Wages, Including Fringe Benefits. If a new or revised Federally Negotiated Indirect
Rate Agreement is filed with the CDPHE Internal Auditor's office during the current term of this
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.
To be attached to CDPHE.
Version 1.0 (3/12) contract template
Page 3 of 4 Revised: 07/17/12 ,
EXHIBIT C
Reduction of Funds:
The Contractor shall submit the CDPHE-OEPR Mid -Year Fiscal Report indicating projections for
expenditure of funds for the remainder of the project period no later than January 1, 2014 via email to the
OEPR Fiscal Staff
To be attached to CDPHE
Version 1.0 (3/12) contract template
Page 4 of 4 Revised: 07/17/12
Exhibit D
STATEMENT OF WORK
To Original Task Order Routing Number 13 FJA 41937
Contract Amendment I Routing Number 14 FJA 54061
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
I. Entity Name: Weld County Department of Public Health and Environment
Term: July 1, 2013 — June 30, 2014
II. Project Description:
Purpose: The purpose of the aligned 2012-2017 Hospital Preparedness Program (HPP) - Public Health Emergency
Preparedness (PREP) cooperative agreement programs is to provide technical assistance and resources that
Support state, local, territorial, and tribal public health departments and healthcare systems/organizations in
demonstrating measurable and sustainable progress toward achieving public health and healthcare preparedness
capabilities that promote prepared and resilient communities.
Contract Objectives — The HPP and PEEP cooperative agreements are authorized under Section 319C-1 and
319C-2 of the Public Health Service Act, as amended by the Pandemic and All -Hazards Preparedness Act
(PAHPA) of 2006.
Public Health Emergency Preparedness (PHEP): CDC has developed 15 capabilities to serve as national public
health preparedness standards. CDC's Public Health Preparedness Capabilities: National Standards for State and
Local Planning ensures that federal preparedness funds are directed to priority areas within jurisdictions. CDC
strongly recommends that awardees prioritize the order of the capabilities in which they intend to invest based
upon: 1) their jurisdictional risk assessments, 2) an assessment of current capabilities and gaps, and 3) CDC's
recommended tiered strategy for capabilities.
III. Definitions:
1. CDC — Centers for Disease Control and Prevention
2. Closed POD - A Closed POD is an alternate point of dispensing that is operated by an organization,
business or other entity for its own members, employees, employees' family members, and is not open to
the general public.
3. CDPHE — Colorado Department of Public Health and Environment
4. CEDRS — Colorado Electronic Disease Reporting Systems
5. COHAN — Colorado Health Alert Network
6. CO.TRAIN - Colorado Training Finder for Real -Time Affiliated Integrated Network
7. CVM — Colorado Volunteer Mobilizer
8. Contractor and/or Vendor — Any party to which a purchase order is issue
9. DCEED — Disease Control and Environmental Epidemiology Division
10. Drive Through POD — is an alternate point of dispensing that allows local public health agencies to rapidly
provide medication in a quick and efficient way, using a "drive through model."
11. EMS — Emergency Medical Services
12. Epi - Epidemiologist
13. EPR — Emergency Preparedness and Response
14. First Responder Prophylaxis - local mass prophylaxis plans specify procedures for providing prophylaxis to
first responders and critical infrastructure personnel. Certain groups of personnel are critical to maintain
certain functions and to assist with the execution of the mass prophylaxis plans.
15. Gmail — Google E-mail Account
16. Hosting Agency — Agency that houses EPR Regional Staff
17. HPP — Hospital Preparedness Program
18. HSEEP — Homeland Security Exercise and Evaluation Program
19. ID —Identification Number
Page 1 of 12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
20. LTP — Local Transfer Point
21. LPHA — Local Public Health Agency
22. MAD — Mass Antibiotic Dispensing
23. MHz — Megahertz
24. NORS —National Outbreak Reporting System
25. OEPR — Office of Emergency Preparedness and Response
26. OMS — Outbreak Management System
27. PREP — Public Health Emergency Preparedness
28. PAHPA — Pandemic and All -Hazards Preparedness Act
29. POD — Point of Dispensing
30. RPOC — Regional Point of Contract
31. RSS — Receiving, Staging Storage Warehouse
32. RTP — Regional Transfer Point
33. TBD—To Be Determined
34. TEEX—Texas A&M Engineering Extension Service
35. SATool — Situational Awareness Tool
36. SNS — Strategic National Stockpile
37. WebEOC — Web Emergency Operations Center
38. UCD — University of Colorado - Denver
IV. Performance (Work Plan and Requirements):
Goal #1: Increase capacity for preparedness, response, and recovery in the North East Region, including: Cheyenne, Kit
Carson, Larimer, Lincoln, Logan, Morgan, Phillips, Sedgwick, Washington, Weld, and Yuma counties.
Objective #1: By June 30, 2014 provide public health preparedness, response, and recovery activities in Cheyenne, Kit
Carson, Larimer, Lincoln, Logan, Morgan, Phillips, Sedgwick, Washington, Weld, and Yuma counties through planning,
training, and exercising.
Primary Activity #1
PLANNING: Review, update or develop Emergency Preparedness and Response Plans.
Sub -Activities - #1:
1. The Contractor shall identify and update an annex of the Public Health Emergency
Operations Plan, based on jurisdictional risk assessment.
2. The Contractor shall recruit associates from a minimum of three (3) of eleven (11)
community sectors as defined in the Standards and Requirements section of the work plan,
to review updated Public Health Emergency Operations plan annex.
3. The Contractor shall incorporate changes and suggestions from previous corrective action
plans into the Public Health Emergency Operations plan annex update.
4. The Contractor shall incorporate all existing regional or local SNS plans into the Regional
SNS Plan template provided by CDPHE.
5. The Contractor shall conduct an Alternate Dispensing Needs Assessment utilizing an
assessment tool provided by CDPHE (i.e. Planning/Training/Exercising for Closed PODs
Drive -Through PODs or First Responder Mass Prophylaxis).
6. The Contractor shall provide technical assistance for all planning activities within the
region upon request.
7. CDPHE and EPR Regional Staff will provide technical assistance for all planning
activities upon request.
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Primary Activity #2
TRAINING: Participate in Emergency Preparedness and Response trainings.
1. The Contractor shall assist CDPHE in coordinating and hosting trainings, as requested by
Page 2 of 12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
Sub -Activities - #2:
CDPHE.
2. The Contractor shall participate in a minimum of one (I) training related to public
information, public communication or mass notification.
3. The Contractor shall recruit associates from a minimum of three (3) of eleven (I I)
community sectors as defined in Standards and Requirements section of the work plan to:
a. Participate in two (2) trainings.
b. Participate in a minimum of the one (1) required public information, public
communication, or mass notification training.
4. The Contractor shall coordinate with CDPHE to provide one (1) Point of Dispensing
Management/Operations Training (Mass Prophylaxis or Mass Vaccination) for the benefit
of volunteers and other relevant staff. Registration is completed through CO.TRAIN.
(NOTE: Conducting or Participating (as a player) -in 1 POD exercise may be
substituted for this training)
5. The Contractor shall participate in a Train -the -Trainer SNS Plan Template training
provided by CDPHE through a webinar. The training will be provided by August 1, 2013.
6. The Contractor shall provide Regional SNS Plan Template training to local agencies
within the assigned region. These training shall be provided by September 13, 2013.
7. The Contractor shalt provide technical assistance for all training activities within the
Region upon request.
8. CDPHE and EPR Regional Staff will provide technical assistance for all training activities
upon request.
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Primary Activity #3
EXERCISES/DRILLS: Participate in Emergency Preparedness and Response exercises and
drills.
Sub -Activities - #3:
1. The Contractor shall participate in a minimum of one (1) local or regional level exercise.
2. The Contractor shall recruit individuals from a minimum of three (3) of eleven (1 1)
community sectors as defined in Standards and Requirements section of.this work plan to
participate in one (1) local or regional level exercise.
3. The Contractor shall participate in a minimum of three (3) communication drills, facilitated
by CDPHE, focusing on redundant communication systems. Drill schedule will be
provided by CDPHE.
4. The Contractor shall initiate a minimum of two (2) tactical communications exercises that
focus on RSS-RTP/LTP or POD communication via 800MHz radio and land -line or cell
phone equipment. Drill schedule will be provided by CDPHE. Contractor shall use the
communication drill reporting template to document participation
5. The Contractor shall provide technical assistance for all exercise/drill activities within the
Region upon request.
6. CDPHE and EPR Regional Staff will provide technical assistance for all exercise/drill
activities upon request.
Page 3 of 12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
Primary Activity #4
ADDITIONAL ACTIVITIES: Coordinate collaborative planning activities with local,
regional and state emergency preparedness and response staff.
Sub -Activities - #4:
1. The Contractor shall coordinate and participate in a site visit as requested by CDPHE.
2. The Contractor shall act as a liaison between CDPHE and EPR Regional Staff to
local community emergency preparedness associates.
3. The Contractor shall coordinate and participate in quarterly calls with CDPHE Regional
Point of Contact.
4. The Contractor shall respond to surveys as requested by CDPHE.
5. The contractor shall assist CDPHE in the creation of plan review documentation as
requested by CDPHE.
6. The Contractor shall attend mandatory meetings as directed by CDPHE.
7. CDPHE and EPR Regional Staff will provide technical assistance for all additional
activities upon request.
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Expected Results of
Activity(s)
I. Public Health and emergency response associates will continue to support building or
enhancing the necessary skills and tools to complete their responsibilities during
emergency events.
2. Effectiveness of communication and situational awareness between CDPHE, local public
health agencies, and organizations within community sectors through exercise and drills.
3. Identify deficiencies in Public Health Emergency Operations Plans.
Standards and
Requirements for all
Activity(s)
1. 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 the region.
2. The eleven (1I) community sectors defined by CDC are as follows: Businesses,
Community Leadership, Cultural and Faith -based Groups and Organizations, Education
and Childcare Settings, Emergency Management, Healthcare, Housing and Sheltering,
Media, Mental and Behavioral Health, Social Services, Senior Services.
a. Associates from organizations engaged can represent more than one sector.
b. The sectors engaged must include three associates that have not been previously
engaged.
3. All exercises shall be HSEEP compliant and include an After Action Report.
4. The Contractor shall utilize a plan review format as determined by CDPHE.
5. SNS Regional Plan template training shall be posted and available to participants for
registration in CO.TRAIN.
6. All trainings provided or attended must include a post training evaluation form.
7. The Contractor shall utilize a minimum of one of the following systems for self initiated
communication drills and event communication: EMSystems, WebEOC, COHAN,
SATool, 800 MHz radios, telephone, and/ or Google.
Page 4of12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
8. The Contractor shall utilize the Communication Drill Reporting Template provided by
CDPHE to document communication systems drills. Communications drills cannot be used
to meet exercise participation requirements.
9. Point of Dispensing Management/Operations Training (Mass Prophylaxis or Mass
Vaccination) shall be provided through the following:
a. CDC MAD (Mass Antibiotic Dispensing) Mobile Course instructed
by CDC Mobile Team and/or OEPR staff.
b. TEEX Mass Prophylaxis Mobile Course.
c. Various POD Management/Operations on-line or classroom courses
TBD by OEPR staff or local agencies.
d. Exercise level active participation in a defined role during an actual
event may substitute for a required training as stated in this work
plan.
Measurement of Expected
Results
1. Measures of Public Health Emergency Operations Plans effectiveness and validity will be
taken from the performance measures for PHEP and HPP capabilities as they pertain to the
plans, from the following documents as provided by CDPHE:
a. PHEP Performance Measure Specifications and Implementation Guidance
b. Hospital Preparedness Program (HPP) Performance Measure Manual.
2. Exercises and drills will be evaluated through After Action Reports to determine plan or
system response readiness.
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Responsible
Party
Completion Date
Deliverables for all
Aetivity(s)
1. The Contractor shall upload updated Public Health
Emergency Operations Plan annex, into a reporting
system as identified by CDPHE.
The
contractor
for all
Deliverables
No later than
December 13,
2013
2. The Contractor shall upload the Base Plan of the
Regional SNS Plan Template, into a reporting system
as identified by CDPHE.
No later than
December 13,
2013
3. The Contractor shall upload draft annexes A -H of the
Regional SNS Plan Template, into a reporting system
as identified by CDPHE.
No later than
December 13,
2013
4. The Contractor shall upload draft annexes I -L of the
Regional SNS Plan Template, into a reporting system
as identified by CDPHE.
No later than June
13, 2014
5. The Contractor shall upload the final annexes of the
Regional SNS Plan Template to include the Base
Plan County/Local POD Plans, into a reporting
system as identified by CDPHE.
No later than June
13, 2014
6. The Contractor shall upload a list of recruited
associates from three (3) community sectors as
identified in Standards and Requirements, for
planning, into a reporting system as identified by
CDPHE. The list must identify organization and
community sector represented.
No later than
November 1,
2013
7. The Contractor shall upload a list of recruited
associates from three (3) community sectors as
identified in Standards and Requirements, for
training, into a reporting system as identified by
No later than
November 1,
2013
Page 5 of 12
Exhibit D - Statement of Work
OEPR- March 2013
Exhibit D
CDPHE. The list must identify organization and
community sector represented.
8. The Contractor shall upload a list of recruited
associates from three (3) community sectors as
identified in Standards and Requirements, for
exercise, into a reporting system as identified by
CDPHE. The list must identify organization and
community sector represented.
No later than
November 1,
2013
9. The Contractor shall submit a plan review form to
CDPHE via email containing feedback solicited from
three (3) community sectors as identified in Standards
and Requirements. The form will be provided by
CDPHE.
No later than
December 13,
2013 and June 13,
2014
10. The Contractor shall submit CO.TRAIN course ID
numbers for all trainings to the RPOC via email, one
(I) week prior to the scheduled course
No later than one
week prior to
scheduled course
or no later than
June 6L 2014
11. The Contractor shall upload training participant lists
that include represented organizations or agencies to
a reporting system as identified by CDPHE within
thirty (30) days after trainings.
No later than 30
days after training
or no later than
June 13, 2014
12. The Contractor shall upload exercise After Action
Reports to a reporting system as identified by
CDPHE.
No later than June
13, 2014
13. The Contractor shall upload exercise participation
lists to a reporting system as identified by CDPHE.
No later than June
13, 2014
14. The Contractor shall upload the Alternate Dispensing
Needs Assessment into a reporting system as
identified by CDPHE.
No later than
November 30,
2013
15. The Contractor shall upload communications drill
report template, into a reporting system as identified
by CDPHE.
No later than 30
days of
completion of
drill, or no later
than June 13,
2014
16. The Contractor shall upload a verified attendance
roster of participants completing Point of Dispensing
Management/Operations Training (Mass Prophylaxis
or Mass Vaccination), into a reporting system as
identified by CDPHE.
No later than June
13, 2014
Goal #1: Develop, sustain, and improve upon public health surveillance and epidemiological investigation at the local level.
Objective #1: By June 30, 2014, provide public health surveillance and epidemiological investigation activities for the local
public health agencies.
Primary Activity #1
Attend and participate in scheduled epidemiologist conference calls, meetings, and trainings.
Page 6 of 12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
Sub -Activities #1:
1. The Contractor or its designee shall attend twice -monthly epidemiologist conference calls
coordinated by CDPHE. Thecall will occur on the first and third Wednesdays of every
month from 9:30 to 10:30 am. CDPHE will record and monitor attendance.
2. The Contractor or its designee shall attend the fall 2013 epidemiologist and regional staff
meeting/training scheduled by CDPHE. Attendance may occur in person or via
webinar/teleconference, if offered. CDPHE will record and monitor attendance.
3. The Contractor or its designee shall attend the spring 2014 epidemiologist meeting/training
coordinated by CDPHE. Attendance may occur in person or via webinar/teleconference, if
offered. CDPHE will record and monitor attendance.
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Primary Activity #2
Assess and share public health surveillance data.
Sub -Activities #2:
1. The Contractor or its designee shall assess the reporting timeliness of select notifiable
diseases/ conditions by clinical laboratories and hospitals within the Contractor's
jurisdiction/region. Timeliness assessments shall be conducted by reviewing semi-annual
CDPHE-generated tabulations.
2. The Contractor or its designee shall assess the completeness of select variables within
select notifiable diseases/conditions records in the Colorado Electronic Disease Reporting
System (CEDRS) for cases which occur within the Contractor's jurisdiction/region.
Completeness assessments shall be conducted by reviewing semi-annual CDPHE generated
tabulations.
3. The Contractor or its designee shall present on a surveillance or epidemiologic topic during
at least one health care coalition meeting within the Contractor's jurisdiction/region. Topics
can include: sharing surveillance data, discussing the agency's or region's epidemiological
response plan, reviewing an outbreak investigation, reviewing the role of epidemiology in
emergency preparedness and response, and sharing epidemiological tools that can be used
in emergency preparedness and response.
4. The Contractor or its designee shall share CDPHE provided quarterly and year-to-date
surveillance data reports with public health associates and stakeholders within the
Contractor's jurisdiction/region either quarterly or bi-annually.
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Primary Activity #3
Conduct timely and complete case, outbreak, and incident investigations and implement
appropriate disease control measures.
Page 7 of 12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
Sub -Activities #3:
1. The Contractor or its designee shall participate in a real situation of need or urgency
outside of the Contractor's jurisdiction/region as requested by CDPHE.
2. The Contractor or its designee shall monitor CEDRS to ensure local public health disease
investigators within the jurisdiction/region are completing the "investigation start date"
variable in CEDRS. CDPHE will monitor the completion of the "investigation start date"
variable in CEDRS by running two reports throughout the grant year to assess completion
and will share the reports with epidemiologists.
3. The Contractor or its designee shall monitor CEDRS to ensure local public health disease
investigators within the jurisdiction/region are completing the "was case/surrogate
interviewed" variable in CEDRS. CDPHE will monitor the completion of the "was
case/surrogate interviewed" variable in CEDRS by running two reports throughout the
grant year to assess completion and will share the reports with epidemiologists.
4. The Contractor or its designee shall interview all disease cases within the Contractor's
jurisdiction/region identified by CDPHE or the CDC to be part of a multi -state outbreak or
cluster within 48 hours of recognition using the outbreak or cluster -specific questionnaire
provided by CDPHE or CDC.
Primary Activity #4
Update surveillance and epidemiological plans at local public health agencies within the
Contractors' jurisdiction or region.
Expected Results of the
Activity(s)
1. High quality public health surveillance and epidemiological investigation will occur within
the Contractor's jurisdiction/region.
Standards and
Requirements
I. The Contractor or its designee shall attend at least 80% of the twice -monthly
epidemiologist conference calls.
2. The Contractor or its designee shall comply with the requirements for reporting outbreaks
to CDPHE. This information is located on the CDPHE-DCEED website
http://www. co lorado.gov/cs/Satell ite/CDP HE -DC E ED/CB ON/ 125160775 5 294
incorporated and part of this SOW by reference.
3. The content of electronic documents located on CDPHE and non-CDPHE websites and
information contained on CDPHE and non-CDPHE websites may be updated periodically
during the contract term. The Contractor shall monitor documents and website content for
updates and comply with all updates.
4. The "investigation start date" variable in CEDRS is completed for all 24 -hour reportable
conditions and the following 7 -day reportable conditions which occur within the
epidemiologist's jurisdiction/region: Shiga toxin -producing E. colt, Salmonella, Listeria,
and tularemia.
5. The "was case/surrogate interviewed" variable in CEDRS is completed for all Shiga toxin -
producing E. coli, Salmonella, and Listeria cases which occur within the epidemiologist's
jurisdiction/region.
6. CDPHE will notify the Contractor or its designee if a case within their jurisdiction/region is
determined to be part of a multi -state outbreak and will provide the appropriate
questionnaire.
Page &of12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
7. The Contractor or its designee shall use the feedback received from the epidemiological
plan review process that occurred in May and June of 2013 to update epidemiological
response plans for local public health agencies within the jurisdiction/region.
Measurement of Expected
Results
CDC performance measures for PHEP Capability 13.
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Responsible
Party
Completion
Date
Deliverables
1. The Contractor or its designee shall submit a
completed National Outbreak Reporting System
(NORS) form to CDPHE via email for outbreaks
occurring within the Contractor's jurisdiction/region.
The Contractor
for all
deliverables
No later than 2
months
following the
first illness
onset after the
outbreak
2. The Contractor or its designee shall submit infectious
disease outbreak reports to CDPHE via email for
outbreaks that occur within the Contractor's
jurisdiction/region. Reports shall contain the
following elements: background, investigation start
date, methods, results, discussion/conclusion, and
recommendations.
No later than
June 13, 2014
3. The Contractor or its designee shall in the comments
section of the reporting system provided by CDPHE,
document any problems identified in the timeliness
reports and how those problems were addressed.
September 13,
2013 (for
reports from
Jan -June 2013
March 14,
2014 (for
reports from
July — Dec
2013)
4. The Contractor or its designee shall in the comments
section of the reporting system provided by CDPHE,
document any problems identified in the
completeness reports and how those problems were
addressed.
September 13,
2013 (for
reports from
Jan -June
2013)
March 14,
2014 (for
reports from
July — Dec
2013)
5. The Contractor or its designee shall in the comments
section of the reporting system provided by CDPHE,
record the name of the health care coalition to which
the epidemiologist presented on a surveillance or
epidemiological topic, the date of the presentation,
and a brief topic synopsis.
No later than
June 13, 2014
6. The Contractor or its designee shall in the comments
section of the reporting system provided by CDPHE,
record the method, and the frequency (either quarterly
or bi-annually) and date they provided the quarterly
No later than
December 15,
2013 (for data
covering the
Page 9 of 12
Exhibit D - Statement of Work
OEPR -March 2013
Exhibit D
and year-to-date surveillance data reports from
CDPHE with public health associates and
stakeholders within the Contractor's
jurisdiction/region.
first half of
2013 or 2"d
and 3`d
quarters of
2013)
No later than
June 13, 2014
(for data
covering the
second half of
2013 or 4th
quarter of
2013 and Pt
quarter of
2014)
7. The Contractor or its designee shall in the comments
section of the reporting system provided by CDPHE,
provide a brief description of the situation of need or
urgency outside of the epidemiologist's
jurisdiction/region for which the epidemiologist
assisted.
No later than
June 13, 2014
8. The Contractor or its designee shall in the comments
section of the reporting system provided by CDPHE,
record the date the case was determined to be part of a
multi -state outbreak or cluster, the name of the
disease/condition, and the date the appropriate
questionnaire was completed.
No later than
June 13, 2014
9. The Contractor or its designee shall in the comments
section of the reporting system provided by CDPHE,
record the dates the epidemiological response plans
for each agency in the epidemiologist's jurisdiction
were updated.
No later than
June 13, 2014
Health Care Coalition Work Plan
Goal #1: Develop a collaborative network of organizations within the State of Colorado that assist with community and
healthcare preparedness and recovery activities.
Objective #1: No later than June 30, 2014 local public health agencies will actively participate in existing coalitions to
develop and refine regional and local preparedness activities.
Primary Activity #1
Contribute to the development and refinement of Healthcare Coalition activities
Sub -Activities:
1. The Contractor shall establish a single Google Email account ("Gmail") on behalf of the
Healthcare Coalition for the purpose of uploading Healthcare Coalition reports. The
Contractor shall coordinate the creation and maintenance of this email account with the
Healthcare Coalition lead.
2. The Contractor shall use the Healthcare Coalition activities guidance provided by CDPHE
to track the progression of Healthcare Coalition stages following agenda items set forth
during the UCD Healthcare Coalition Workshops held in 2013.
3. The Contractor shall participate in the recruitment of additional organizations, as listed
under section Standards and Requirements number two of this work plan, to become
members of the Healthcare Coalition.
4. The Contractor shall promote the Healthcare Coalition as a resource to emergency
preparedness and response entities within their region.
Page 10 of 12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
Expected Results of the
Activity(s)
Through the contribution of the Contractor the Healthcare Coalition will make progress on
the agenda items as identified through UCD workshops.
Standards and
Requirements
1. The Contractor shall utilize the CDPHE Healthcare Coalition Activities Guidance
document in participation in the Healthcare Coalition.
2. The Contractor shall utilize the Stages Checklist provided by CDPHE in participation in
the Healthcare Coalition.
3. As required by the Healthcare Preparedness Capabilities: National Guidance for
Healthcare System Preparedness guidance, the Healthcare Coalition shall consist of the
following organization types: Public Health, Emergency Management, Hospitals,
Behavioral Health, Emergency Medical Services (EMS), Long Term Care / Assisted
Living. Additional organization types can be found in the CDPHE Healthcare Coalition
activities guidance document.
4. The Contractor or its designee shall attend all Healthcare Coalition meetings as scheduled.
The Contractor shall notify CDPHE via email within 24 hours of scheduled meeting if
unable to attend.
Measurement of Expected 1. Data contained in status reports
Results
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Responsible
Party
Completion
Date
Deliverables
1. The Contractor shall ensure the Healthcare Coalition
submits meeting notes and minutes to CDPHE via
Google Docs on a quarterly basis in accordance with
the Healthcare Coalition activities guidance.
The Contractor
for all
Deliverables
No later than
8-30-13
12-13-13
3-14-14
6-13-14
2. The Contractor shall ensure the Healthcare Coalition
submits an attendance sheet to CDPHE via Google
Does on a quarterly basis in accordance with the
Healthcare Coalition activities guidance.
No later than
8-30-13
12-13-13
3-14-14
6-13-14
3. The Contractor shall ensure the Healthcare Coalition
submits a membership roster to CDPHE via Google
Docs in accordance with the Healthcare Coalition
activities guidance.
No later than
8-30-13
4. The Contractor shall ensure the Healthcare Coalition
submits a quarterly status report to CDPHE via
Google Docs in a format provided by CDPHE.
No later than
8-30-13
12-13-13
3-14-14
6-13-14
V. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by the Contract Monitor. Methods used will include a review of documentation determined by
CDPHE to be reflective of performance to include progress reports, invoices, electronic data and other fiscal and
programmatic documentation as applicable. The Contractor's performance will be evaluated at set intervals and
communicated to the contractor. A Final Contractor Performance Evaluation will be conducted at the end of the
life of the contract.
Page 11 of 12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit D
VI. Resolution of Non -Compliance:
The Contractor will be notified in writing within thirty (30) calendar days of discovery of a compliance issue.
Within thirty (30) calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to
determine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be
completed. The action(s) and time line for completion will be documented in writing and agreed to by both
parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a
request to the PHEP Grant Manager and receive approval for a new due date. The State will oversee the
completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the
Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may
exercise its rights under the provisions of this contract.
Page 12 of 12
Exhibit D - Statement of Work
OEPR - March 2013
Exhibit E
Budget
To Task Order Dated 04/01/2012 - Contract Routing Number 13 FJA 41937
Contract Amendment #1 Routing Number 14 FJA 54061
Weld County Department of Public Health and Environment
Fiscal Year 2013 - 2014 Budget
Personnel
Title:
Regional Epidemiologist
Emergency Response
Planner
Annual/Hourly/
Salary Rate &
Fringe
$117,086.00
$96,601.00
# of
Months
12
12
% of
Time
FTE
1.0
0.50
$117,086.00
$48,301.00
Cost
MRC Unit Coordinator
$49,000.00
12
0.20
$9,800.00
$175,187.00
Personnel Budget Total:
Description
Supplies, Dues, Phones
Consultants, Training
Supplies/Operating/Other Direct Expenses
Cost
$2,500.00
$2,500.00
$5z000.00
-Travel (In-State/Out-of-State)
Description
Mileage and Travel
Per Diem
Supplies/Operating/Direct Costs Budget Total:
$3,000.00
$1,353.00
Cost
Travel Budget Total: $4,353.00
•Consultant/Contiietna1.
Description
Cost
Contractual/Consultant Budget Total:
$0.00
OAP
..�k:�mm,,�� kYK_ Direct Costs Budget Total $184,540 00
,t6ih4 :4+.F'.w'S '.
Administrative/Indirect Cost
Indirect: 23.24% of Total Direct Costs Allowable — Contractor will
only bill 18.60% of Total Direct Costs
$34,324.00
BUDGET TOTAL: I $218,864.00
Page Iof1
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