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Home My WebLink About20122168.tiff RESOLUTION RE : APPROVE GRANT STATEMENT OF WORK FOR 2012-2013 COLORADO IMMUNIZATION INFORMATION SYSTEM ( CIIS ) GRANT 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 Colorado Immunization Information System (CIIS) Grant 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, to the Colorado Department of Public Health and Environment, commencing July 15 , 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 Colorado Immunization Information System (CIIS) Grant from 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 , to 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 foregoing Resolution was , on motion duly made and seconded , adopted by the following vote on the 15th day of August, A. D . , 2012 , nunc pro tunc July 15 , 2012 . BOARD OF COUNTY COMMISSIONERS WELD COUNTY , COLORADO AUEST: J.r - c� Sean P . n ay, Chair Weld County Clerk to the Board 1 / Gilliam Gar ia , Pr - m BY: C 'Yt rd � Deputy CI c to t e Board I , 1 I ; `;M` ='tiyra Kirkmeyer � APPR AST � ' � � � r � ►! � �� :�� eft Avid E . Long rounty At . rney G' iougl - s Rade ac er Date of signature : q - b - I a \ \ OYts� v � ` �� L e - Ia- 1 a 2012-2168 5;-\ 5 bra' HL0039 $ 6 , _ 2 0 , 1 Memorandum TO: Sean P. Conway, Chair Board of County Commissioners W E L DEC O U N T Y FROM: Mark E. Wallace, MD, MPH, Director Department of Public Health and Environment DATE: July 25, 2012 SUBJECT: Colorado Immunization Information System (CIIS) Grant Statement of Work Enclosed for Board review and approval is Grant Statement of Work between the Colorado Department of Health and Environment and the Board of County Commissioners of Weld County on behalf of the Department of Public Health and Environment (WCDPHE). This Statement of Work is for work done in the Colorado Immunization Section (CIS). If approved, the funding for this contract will allow the Department to continue to serve as the CIIS field coordinator to improve immunization rates through providing training (including monthly or bi-monthly clinic-on-site training), consulting and technical assistance services. The coordinator would contact new and existing immunization providers through personal contacts and using the CIIS Registry for inventory and reminder/recall trainings. The term of this statement of work is for one year, ending on June 30, 2013. Funding for this statement of work period will not exceed $30,000. Funds are 50% state dollars and 50% federal dollars. I recommend your approval of this grant statement of work. Enclosure 2012-2168 DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT r i 1555 North 17th Avenue 86 Greeley, CO 80631 i � PubhcHealth Web: www.weldhealth.or Health Administration Public Health&Clinical Environmental Health Communication, Emergency Preparedness Records)2—_iG QVNTY Tele Vital sponse Services 970 304 6410 Tele 9703046420 Services Tele 970 304 6415 TelePlanning 970 345470 Tele B 970 304 6420 Fax 970.3046412 Fax 970.30.6416 Fax 970.3046411 Fax 970304.6452 Fax 970.30.6469 Our vision Together with the communities we serve,we are working to make Weld County the healthiest place to live,learn,work and play. Colorado Department of Public Health and Environment Colorado Immunization Program Colorado Immunization Information System Grant Statement of Work Agency Name: Weld County Department of Public Health and Environment (WCDPHE) Project Name: 2012-13 Colorado Immunization Information System (CIIS) Sentinel Site Grant Funding Period: July 15, 2012 through June 30, 2013 Project Description: Improve immunization rates and reduce unnecessary re-vaccination through increased access to, accurate usage of and improved data quality in CIIS for a variety of healthcare providers: public health agencies, pediatricians, family practice, OB/GYN, internal medicine, community/rural health centers, hospitals, schools and childcare centers, community vaccinators, pharmacies, university health clinics and correctional facilities in Weld and Larimer counties. Project Goal: Improve immunization rates in Weld and Larimer counties. Definitions: CDPHE Colorado Department of Public Health and Environment CIIS Colorado Immunization Information System CIP Colorado Immunization Program IZ Immunization LPHA Local public health agency PHN Public health nurse I. Performance Requirements/Deliverables Objective 1: Beginning 7/1/12 through 6/30/13, serve as the CIIS Field Coordinator for all CIIS users by providing training, consulting and technical assistance services (in person or by phone) in Weld and Larimer counties. Be proficient in CIIS policies, implementation documents, and training materials and processes. Objective 2: By 6/30/13, utilize latest implementation documents (Letter of Agreement, Clinic Information form, etc) provided by CIIS for 100% of new sites interested in joining CIIS. 1 Objective 3: By 6/30/13, identify non-clinical sites that would benefit from access to the CIIS School application such as schools (public, private and charter), licensed childcare centers, Head Start programs, etc. and provide contact information to CIIS School Coordinator for follow-up. Objective 4: By 6/30/13, ensure General User training for 100% of new CIIS users and follow-up as needed. Utilize new training webinar service, computer-based training and other training materials provided by CIIS. Objective 5: By 6/30/13, work with CIIS Training Coordinator to deliver at least two classroom-style trainings open to all CIIS Users in Larimer and Weld counties based on identified training needs. Training delivered should focus on a specific function of CIIS such as: Inventory Management, Reminder/Recall, Reports, etc. Objective 6: By 6/30/13, train new public health staff(as needed) in Weld and Larimer counties on CIIS. Objective 7: By 6/30/13, maintain and/or improve child and provider saturation rates for Weld and Larimer counties through data usage and data clean-up activities. Activities planned to achieve this objective: 1) Review"Delinquent Sites" report from CIIS Data Import Specialist and follow-up with any clinics that have not submitted data per their import schedule. 2) Identify clinics that have data quality issues and work with CIIS Data Quality Coordinator and clinic to rectify issues. 3) Monthly, run `Patients with Possible Duplicate Vaccinations', `Possible Patient Duplicates' reports for Weld County Department of Public Health and Environment and reconcile any duplicates found. 4) Monthly, run the `Patient Roster' report for Weld County Department of Public Health and Environment and MOGE any patients that do not belong. 5) Monthly, conduct data quality reviews (completeness, accuracy and appropriate vaccination administration) for at least two clinics per month using CIIS's Data Quality Procedures. Provide feedback to clinic and follow- up with training and guidance as appropriate. 6) Work with Data Quality Coordinator to reconcile duplicate patients and immunizations identified by CIIS Users in Weld and Larimer counties. Objective 8: By 6/30/13, work with the Interface Coordinator to facilitate the implementation of new Electronic Health Record (EHR) interfaces for clinics in Weld and Larimer counties as part of the EHR Interoperability grant. Objective 9: By 6/30/13, work with Geographic Recall Coordinator to support the current Geographic Recall study CIIS is participating in that is being conducted by the University of Colorado. The study is comparing the effectiveness and efficiency of practice-based vs. geographic-based recall of 19-35 month olds in 16 Colorado counties. Larimer is a practice-based recall county and Weld is a population-based recall county. Objective 10: By 6/30/13, maintain and update provider information and CIIS implementation progress within SPIDR for Weld and Larimer counties within three days of activity. Objective 11: Attend monthly CIIS meetings and relevant trainings (by phone or in person) to provide current up-to-date information to providers in Weld and Larimer counties. 2 Additional deliverables: a) Quarterly online project reports will be completed using this link: http://fs9.formsite.com/ColoradolMMprogram/C l ISSentinelSitesReport/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. II. Personnel: a) Agency information: Agency name Weld County Department of Public Health and Environment Agency mailing address 915 10th St.,Greeley,CO 80631 Phone number 970-304-6420 Fax number 970-304-6416 Agency DUNS# 075757955 Agency FEIN# 84-600813 b) Agency project contact person: Name Kathy Smith-Stillson, PhD,MSN,RN _Phone number 970-304-6420 extension 2316 Email address kstillson@co.weld.co.us c) CIP project manager: Name Diana Herrero Phone number 303-692-2695 Email address Diana.herrero@state.co.us d) CIP contract monitor: Name Lynn McCracken Phone number 303-692-2447 Email address Lynn.mccracken@state.co.us III. Payment/Invoicing: Expenses Describe in detail Approved Total funding Budget Personal services CIIS Coordinator (registered nurse)- an average of 13 $26,203.22 including fringe hours per week(675 hours per year)including fringe @ benefits 38.93% Supplies& operating expenses (include medical& office supplies) Travel $338.36 Other Costs: Incentives 3 Equipment Marketing Training Contractual Indirect CDPHE 2012 negotiated rate 13% $3458.42 that_ a) Total funding amount is $30,000.00. b) Funds are 50% state dollars and 50% federal dollars. c) Invoice the CIP quarterly, using the CDPHE standardized invoice: http://www.cdphe.state.co.us/StandardizedInvoice/index.html d) Invoices for payment shall be submitted quarterly 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 IV. Monitoring: a) Work is not to begin on the proposed project until the grantee receives an approved purchase order from the CIP. b) Quarterly online progress reports are due quarterly (see due dates above). The link to the online monthly report is: http://fs9.formsite.corn/ColoradoIMMprogram/CIISSentinelSitesReport/index.html CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout the purchase order period by the CIP Project Manager and CIP Contract Monitor. Methods used will include review of documentation reflective of performance to include progress reports and invoices. V. 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 Contractor Signature 4 no /O?-c,2/6 AUG 15 2012 Date 5 Hello