HomeMy WebLinkAbout20123094.tiff RESOLUTION
RE: APPROVE STATEMENT OF WORK FOR 2012-2013 DTAP WINNABLE BATTLE
PROJECT 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 a Statement of Work for the 2012-2013
DTAP Winnable Battle Project 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 November 1, 2012, and ending June 30, 2013, with further terms and conditions
being as stated in said Statement of Work, and
WHEREAS, after review, the Board deems it advisable to approve said Statement of
Work, 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 the Statement of Work for the 2012-2013 DTAP Winnable Battle
Project 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 Statement of Work,
The above and foregoi solution was, on motion duly made and seconded, adopted
by the following vote on the 9-October, AD., 2012.
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��`` \c's'= BOARD OF COUNTY COMMISSIONERS
1861 E: - �„�__.. WELD COUNTY, COLORADO
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ATTEST' ' �b � ' -,' _�� o'
Oll r ,' Sean P. Con , Chair
Weld County Clerk to the Bo -
s ill F. rci -T m
BY: ?iiLbj
Deputy Cle t he Board _ c_J_uZ
‘atra Kirkmeyer
APPR AS TQ RM: iC wA
� _ David E. Long
unt Attorney �f� , ,.t-rte,
Dougla Rader
Date of signature: 11\ i 112i
1 (Mr, IT) labia-,
i g3,�IT CC — 2012-3094
HL0039
Memorandum
1861 - 2011
TO: Sean Conway, Chair
Board of County Commissioners
W E L DEC 0 U N T Y FROM: Mark E. Wallace, MD, MPH, Director
Department of Public Health and
Environment
DATE: October 12;2012
SUBJECT: Purchase Order for the 2012-13 DTaP
Winnable Battle Project (DTaP WB)
Enclosed for Board review and approval is a Statement of Work for a purchase order offered to
our Immunization Program from the Colorado Department of Public Health and Environment
(CDPHE) entitled the 2012-13 DTaP Winnable Battle Project (DTaP WB). This is an award
from the Colorado Department of Health and Environment to the Immunization Program of the
Public Health Services Division of the Weld County Department of Public Health and
Environment(WCDPHE).
The Colorado Immunization Program (CIP) at the CDPHE has funds available to support the
DTaP Winnable Battle and other local efforts to decrease the burden of Pertussis disease and
improve childhood immunization rates in our communities. If approved, the funding for this
purchase order will allow the Public Health Services Division Immunization Program to increase
the number of infant and school-aged children in Colorado, and specifically in Weld County who
are protected against Pertussis. This project provides for collaboration with community partners
(including pre-schools, daycare providers, Elementary school districts, and private medical
offices) to ensure that children entering Kindergarten have received, or will receive, all required
immunizations, particularly DTaP upon entry.
The term of this contract is for one year, beginning November 1, 2012 and ending on June 30,
2013. Funding for this program period will not exceed $17,500. 00 Funds are 100% federal
dollars.
I recommend your approval of this task order amendment.
Enclosure 2012-3094
186r z
uN tt.,
Colorado Department of Public Health and Environment
Colorado Immunization Program
Statement of Work
Agency Name: Weld County Department of Public Health and Environment(WCDPHE)
Project Name: 2012-13 DTaP Winnable Battle Project(DTaP WB)
Funding Period: November 1, 2012, through June 30, 2013
I. Project Description: The Colorado Immunization Program (CIP) at the CDPHE has funds
available to support the DTaP Winnable Battle and other local efforts to decrease the burden of
Pertussis disease and improve childhood immunization rates in our communities.
Project Goal: To increase the number of infant and school-aged children in Colorado who are
protected against Pertussis.
II. Definitions:
CDPHE Colorado Department of Public Health and Environment
CHP Child Health Plan
CIIS Colorado Immunization Information System
CIP Colorado Immunization Program
DTaP Diphtheria,Tetanus and acellular Pertussis
DTaP WB DTaP Winnable Battle
IZ Immunization
LPHA Local public health agency
RFA Request for application
SOW Scope of work
Tdap Tetanus, Diphtheria and acellular Pertussis
III: Performance Requirements/Deliverables:
Work is not to begin on the proposed project until the grantee receives an approved purchase
order from the CIP.
Goal#I Qv, sl f0 � t�woul4 lc'CO •. ,t 3
4 9 sit posy rani
;Imtnnhizatiousy, particularly tit.Open entivrra
&4'L'- 3975
Objective #1-1: By 06/30/2013, WCDPHE, nurse will connect with community
partners, as stated in Goal #1, to enforce the development and
implementation of school policy required immunizations for children to
attend school and increase DTaP coverage by 15% for children entering
Kindergarten in Weld County.
Activities to 1. By 10/15/2012, WCDPHE Immunization nurse will contact
complete the multiple (15 minimum) local pre-schools, elementary school
objective districts, and daycare centers to collaborate and strategize to
improve immunization rates, particularly DTaP, for their students.
2. By 11/15/2012, WCDPIIE Immunization nurse will coordinate a
meeting with local pre-school and daycare personnel to educate on
the most recent ACIP recommendations regarding required
immunizations, particularly DTaP, for entry into school.
Performance ➢ Number of pre-schools, elementary school districts and daycare
measures centers contacted
➢ Number of scheduled trainings
Y Number of preschool, daycare and school staff attendees
➢ Pre test prior to training and post test after training
Objective#1-2: Immunization clinics will continue to be advertised via media display,
WCDPHE website, and distribute pamphlets designed for the
Immunization program regarding clinic hours and school required
immunizations.
Activities to 1. By 10/15/2012, Immunization pamphlets will be designed
complete the regarding WCDPIIE clinic hours and required school
objective immunizations for the 2012-2013 school year that are reader
friendly (at an 8th grade reading level) in both, English and Spanish
language.
2. By 12/01/2012, pamphlets will be distributed via mail to designated
locations around the county (including daycare centers, Head Start
facilities, East African Community Center, and multiple school
districts).
Performance • "fhis goal will be accomplished by having pamphlets designed and
measures disbursed to designated locations within the surrounding area.
Objective #1-3: By 11/15/2012, WCDPHE nurse will schedule special immunization
clinics at one or more local Elementary school districts to administer
vaccines to children who have to complete the school required vaccine
schedule.
Activities to I. By 12/15/2012, using CIIS, we will identify kindergartners who are
complete the not up to date with DTaP,
objective 2. By 01/01/2013, at least two special immunization clinics at one or
more school districts will be scheduled around parent/teacher
conferences to provide immunizations to those children behind on
DTaP.
3. By 03/15/2013, at least two special immunization clinics at one or
more school districts will be scheduled around parent/teacher
conferences to provide immunizations to those children behind on
DTaP.
Performance ➢ The number of children not Up to Date for DTaP,
measures ft- The number children immunized in each clinic.
➢ Increase in DTaP coverage
2
Goal#2 Partnering with the CIIS,recall-reminder activities will be
conducted to identify children overdue or coming overdue for
immunizations required for school entry on a quarterly basis.
Objective #2-1: Quarterly recall/reminder phone calls (minimum of 4) will be
scheduled to identify children who are behind on shots.
Activities to 1. By 12/15/2012, a recall/reminder will be conducted with CIIS
complete the Coordinator and sent out to parents of children (37 months- 72
objective months) behind on immunizations recommending them to contact
their child's PCP to schedule an appointment.
2. By 12/31/2012, a recall/reminder will be conducted with CIIS
Coordinator and sent out to parents of children behind on
immunizations recommending them to contact their child's PCP to
schedule an appointment.
3. By 03/31/2013, a recall/reminder will be conducted with CIIS
Coordinator and sent out to parents of children behind on
immunizations recommending them to contact their child's PCP to
schedule an appointment.
4. By 06/31/2013, a recall/reminder will be conducted with CIIS
Coordinator and sent out to parents of children behind on
immunizations recommending them to contact their child's PCP to
schedule an appointment.
Performance • Quarterly reports will include number of recalls send, number of
measures returned undeliverable, and number of children identified through
recall/reminder systems, who are behind on DTaP.
• Using the CIIS will help us determine if there is an increase in
DTaP up to date rate prior to recall and after recall.
Project activities will follow the timeline listed here:
Description of the planned activities
Sept 2012 Pamphlets regarding WCDPHE Immunization clinic information and
required immunization for school entry for the 2012-2013 school year will
be designed and printed. Various community partners within the county
(including daycare centers, elementary school districts, Head Start
programs, and private medical practices) will contacted and notified about
upcoming project. At this time, communication with elementary school
district, I lead Start programs, and daycare centers personnel will be
approached to schedule an educational training meeting time to discuss
immunization recommendations.
Oct Meetings will be scheduled to educate elementary school districts, Head
Start programs, and daycare centers regarding 2012-2013 school required
immunizations and provide information regarding upcoming project.
Pamphlets designed will be distributed at this time to various community
partners within Weld County in person or via mail.
Nov Collaboration with elementary school districts will allow WCDPHE nurse
to schedule 2 special immunization clinics during 2'" quarter parent/teacher
conferences for pre-school and Kindergarten students. Pamphlets designed
will be distributed to parents/teachers at clinics scheduled, along with
continuing to distribute pamphlets to community partners within Weld
County. The first recall/reminder will be conducted via CIIS Coordinator
and sent out to parents.
3
Dec Specialized Immunization clinics that were scheduled in November with
elementary school districts will be attended to during parent/teacher
conferences and immunizations will be administered to those children
behind on shots. Immunization clinics will be focused around the Pre-
school and Kindergarten classes not having received their complete series of
DTaP. Pamphlets designed will be distributed at this time to various
community partners within Weld County in person or via mail.
Jan 2013 Pamphlets designed will be distributed at this time to various community
partners within Weld County in person or via mail. At this time,
communication with elementary school districts, Head Start programs, and
daycare center personnel will be approached to schedule an educational
training meeting time to discuss immunization recommendations.
Feb Pamphlets designed will be distributed at this time to various community
partners within Weld County in person or via mail. At this time,
communication with elementary school districts, Head Start programs, and
daycare center personnel will be approached to schedule an educational
training meeting time to discuss immunization recommendations. The
second recall/reminder will be conducted via CIIS Coordinator and sent out
to parents. Collaboration with elementary school districts will allow
WCDPHE nurse to schedule 2 special immunization clinics during 3`°
quarter parent/teacher conferences for pre-school and Kindergarten
students.
March Specialized Immunization clinics that were scheduled in February with
elementary school districts will be attended to during parent/teacher
conferences and immunizations will be administered to those children
behind on shots. Immunization clinics will be focused around the Pre-
school and Kindergarten classes not having received their complete series of
DTaP. Pamphlets designed will be distributed at this time to various
community partners within Weld County in person or via mail. The third
recall/reminder will be conducted via CIIS Coordinator and sent out to
parents.
April Pamphlets designed will be distributed at this time to various community
partners within Weld County in person or via mail. At this time,
communication with elementary school districts, Head Start programs, and
daycare center personnel will be approached to schedule an educational
training meeting time to discuss immunization recommendations.
May Pamphlets designed will be distributed at this time to various community
partners within Weld County in person or via mail. At this time,
communication with elementary school districts, Head Start programs, and
daycare center personnel will be approached to schedule an educational
training meeting time to discuss immunization recommendations.
June Pamphlets designed will be distributed at this time to various community
partners within Weld County in person or via mail. At this time,
communication with elementary school districts, Head Start programs, and
daycare center personnel will be approached to schedule an educational
training meeting time to discuss immunization recommendations. The final
reminder/recall will be conducted via CIIS Coordinator and sent out to
parents. Project will be evaluated and a report will be designed to provide
data with showing immunization efforts made within Weld County since
July 2012.
4
Additional deliverables:
a) Quarterly online project reports will be completed using this link:
http://fs9.formsite.com/ColoradolMMprogram/DTaP WB Quarterly_Report/index.html
b) Online report due dates are:
July-Sept 2012 due by Oct 15, 2012
Oct-Dec 2012 due by Jan 15, 2013
Jan-March 2013 due by April 15, 2013
April-June 2013 due by July 15, 2013
c) A final, comprehensive Project evaluation report will be due to the CIP by July 30, 2013.
d) All state supplied vaccine must be entered into the Colorado Immunization Information
Registry (CIIS).
IV: Personnel:
a) Agency information:
Agency name Weld County Department of Public Health and Environment
Agency mailing address 1555 N 17ih Avenue, Greeley, CO 80631
Phone number 970-304-6420
Fax number 970-304-6416
Agency DUNS # 0755757955
Agency FEIN# 84-6000813
b) Agency Project contact person:
Name Tracy Nunnally
Phone number 970-304-6420 x 2302
Email address tunnally@co.weld.co.us
c) CIP Project Manager:
Name Teri Lindsey
Phone number 303-692-2732
Email address Teri.lindsey@state.co.us
V: Payment/Invoicing:
Expens Describe in detail Approved In-kind Total
es funding Budget
Personal services .10 FTE Office Technician at 6 hours a $14,650.99 $14,650.99
including fringe month, .05 FTE RN (1)at 8 hours a month,
benefits .075 RN (2)at 14 hours a month. Fringe
included at 38.93%.
Supplies& Screening paperwork. VIS, paper for $335.73 $335.73
operating pamphlet distribution, pens and pencils
expenses
(include medical
& office
supplies)
Travel Travel to local Elementary schools, $220.73 $220.73
Headstart Programs,and Daycare Centers
Other Costs:
Incentives
Equipment
Marketing Pamphlet design, flyers $500.00 $500.00
Training
Contractual
5
Indirect $1,792.55 $1,792.55
Total $17,500.00_ $17,500.00
a) Total funding amount is $17,500.00.
b) Funds arc 100% federal dollars.
c) To receive compensation under this Purchase Order, the Contractor shall submit a signed,
quarterly CDPHE Reimbursement Invoice Form. This form is accessible from the CDPHE
internet website: http://www.cdphe.state.co.us/Standardizedlnvoice/index.html .
d) Invoices shall be submitted for the following payment periods:
July-Sept 2012 Invoice due by Oct 15, 2012
Oct-Dec 2012 Invoice due by Jan 15, 2013
Jan-March 2013 Invoice due by April 15, 2013
April-June 2013 Invoice due by July 15, 2013
e) The Invoice Form must be submitted within sixty (60) calendar days of the end of the billing
period for which services were rendered. Expenditures shall be in accordance with the
Statement of Work and included budget.
0 Submit the completed CDPHE Reimbursement Invoice Form via email as a PDF document to
the CIP Invoice Mailbox: CDPHE.CISlnvoicerccistate.co.us
g) To be considered for payment, billings for payments pursuant to this Purchase Order must be
received within a reasonable time after the period for which payment is requested, but in no
event no later than sixty (60) calendar days after the relevant performance period has passed.
h) Final billings under this Purchase Order must be received by the State within a reasonable time
after the expiration or termination of this Purchase Order; but in no event no later than sixty
(60) calendar days from the effective expiration or termination date of this Purchase Order.
VI: Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be
conducted throughout the purchase order period by the CIP Project Manager, Contract Monitor
and/or Evaluation Coordinator. Methods used will include review of documentation reflective of
performance to include progress reports and invoices.
VII: Resolution of Non-Compliance:
The Contractor will be notified by email within 15 days of discovery of a compliance issue.
Within 30 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 by email and
agreed to by both parties. If extenuating circumstances arise that require an extension to the time
line, the Contractor must email a request to the CIP Project 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 Terms and Conditions of this Purchase Order.
Sean P. Conway, Chair, Board of Weld County Commissioners
Contractor Name (Print) and Title
fa
Contractor Signature
OCT 3 12012
Date
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