HomeMy WebLinkAbout20072777.tiff RESOLUTION
RE: APPROVE TASK ORDER CONTRACT 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 a Task Order Contract 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 September 1,2007,and ending August 9, 2008,with further terms and
conditions being as stated in said task order, and
WHEREAS,after review,the Board deems it advisable to approve said task order contract,
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 Task Order Contract 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 task order.
The above and foregoing Resolution was,on motion duly made and seconded,adopted by
the following vote on the 29th da r� .ust, A.D., 2007.
ELs BOARD OF COUNTY COMMISSIONERS
.t► ��WELD COUNTY, COLORADO
412
ATTEST: �' �' s a its.' � XCUSED
`r. A David E. Long, Chair
Weld County Clerk to the ::. fJ
IONIC
� A Willia(n Jerke� o-Tem
D utBYAfy C k to the Boa d
William F. Garcia
AP D AS • EXCUSED
Robert D. Masden
o tt ney *awnA rDougla ademach r
Date of signature: 40/0 7
2007-2777
: / L (as ) D9ia-07
Memorandum
TO: David E. Long, Chair
Board of County Commissioners
WI I
FROM: Mark E. Wallace, MD, MPH
Director, Departmen f Public Hea .� ,,,,,, �"j�
and Environment - �
•
COLORADO DATE: August 23, 2007
SUBJECT: Emergency Preparedness and Response
Task Order Contract
Enclosed for Board review and approval is a task order contract for the Emergency Preparedness
and Response Program. If approved, 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
$252,865 as pass through funding from the United States Department of Health and Human
Services, Centers for Disease Control and Prevention (CDC) to further develop WCDPHE's
preparedness for and response to terrorism and non-terrorism events including infectious disease,
environmental and occupational related emergencies. Included in the contract is a scope of work
which lists goals and measurements for five project areas: 1) Planning, Training and Exercise; 2)
Epidemiology; 3) Health Care Preparedness/Surge Capacity; 4) IT and Communication; and 5)
Laboratory.
The time period for this contract is September 1, 2007 through August 31, 2008. I recommend
your approval.
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2007-2777
STATE OF COLORADO
Bill Ritter,Jr.,Governor -
James B.Marlin, Executive Director ,oe-co
40
Dedicated to protecting and improving the health and environment of the people of Colorado S II Fr� o
i
4300 Cherry Creek Dr.S. Laboratory Services Division
Denver,Colorado 80246-1530 8100 Lowry Blvd. -s +
Phone(303)692-2000 Denver,Colorado 80230-6928 !87s
TDD Line(303)691-7700 (303)692-3090 Colorado Department
Located in Glendale,Colorado of Public Health
http://www.cdphe.state.co.us and Environment
August 7,2007
Attn: Mark Wallace
Executive Director
Weld County Department of Public Health
and Environment
1555 North 17th Avenue
Greeley,CO 80631
Dear Local Health Partner:
Thank you for your continued dedication to support emergency preparedness and response in Colorado.
Enclosed please find three copies of your 2007-2008 Office of Emergency Preparedness and Response Base Funding
Task Order,routing number 08 FHA 00082,(Contract#EPI0800082),with the Colorado Department of Public Health and
Environment for the term of September 1,2007—August 9,2008.
All three copies must be signed with the two appropriate signatures, one the designated authority binding the contractor to the
contract,and the other attesting to the authority of the first. If you have a seal,please affix it to the signature page of each
copy.
Please return all three copies of the task order at your earliest convenience to: Judy Yockey, Colorado Department of Public
Health and Environment,DCEED-EPR-A3,4300 Cherry Creek Drive South, Denver,Colorado 80246-1530.
Upon receipt of the signed documents,I will route them for approval by the proper authorities. Please be advised that is not
an official notification of funding award or authorization to begin performance and that these agreements shall not be deemed
valid until the State Controller authorizes it. Your verified copies will be returned to you as soon as possible.
Your assistance in expediting these agreements is greatly appreciated. Please feel free to contact me if you should have any
questions or concerns.
Sincerely,41-,r)
/ (
Judy cke}"`
J
Contract/Site Visit Coordinator
Office of Emergency Preparedness and Response
Phone: 303-692-2645
Fax: 303-691-7811
E-mail:judv.vockev@state.co.us
DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
ROUTING NO.08 FHA 00082
APPROVED TASK ORDER CONTRACT-WAIVER#154
This Task Order Contract is issued pursuant to Master Contract made on 01/23/2007,with routing number 08 FAA 00052
STATE: CONTRACTOR:
State of Colorado for the use& benefit of the Board of County Commissioners of Weld
Department of Public Health and County
Environment 915 10'h Street
Office of Emergency Preparedness and Greeley, Colorado 80632-0758
Response For the use and benefit of the
4300 Cherry Creek Drive South Weld County Department of Public Health
Denver, Colorado 80246-1530 and Environment
1555 North 17'h Avenue
Greeley, Colorado 80631
TASK ORDER MADE DATE: CONTRACTOR ENTITY TYPE:
July 17, 2007 Colorado Political Subdivision
PO/SC ENCUMBRANCE NUMBER: CONTRACTOR FEIN OR SOCIAL SECURITY NUMBER.
PO FHA EPI0800082 846000813
TERM. BILLING STATEMENTS RECEIVED:
This Task Order shall be effective upon Monthly
approval by the State Controller, or designee,
or on 09/01/2007,whichever is later. The STATUTORY AUTIIORITY:
Task Order shall end on 08/09/2008. Not Applicable
PRICE STRUCTURE: CONTRACT PRICE NOT TO EXCEED:
Cost Reimbursement $252,865.00
PROCUREMENT METIIOD' FEDERAL FUNDING DOLLARS: $252,865.00
Exempt STATE FUNDING DOLLARS: $
BID/RFP/LIST PRICE AGREEMENT NUMBER: MAXIMUM AMOUNT AVAILABLE PER FISCAL YEAR:
Not Applicable FY 08: $252,865.00
IAW SPECIFIED VENDOR STATUTE
Not Applicable
STATE REPRESENTATIVE: CONTRACTOR REPRESENTATIVE:
Judy Yockey Mark Wallace
Department of Public Health and Environment Executive Director
Office of Emergency Preparedness and Response 1555 North 17'h Avenue
4300 Cherry Creek Drive South Greeley, CO 80631
Denver,CO 80246-1530
SCOPE OF WORK:
Contractor shall work with and through state,regional and local partnerships to achieve the activities
identified under the attached Scope of Work. Contractor shall ensure collaboration with the Colorado
Department of Public Health and Environment (CDPHE),local public health agencies and regional
Epidemiologist, Planner and Trainer staff members within the designated All-Hazards Region.
Page 1 of 4
EXHIBITS:
The following exhibits are hereby incorporated:
Exhibit A - Additional Provisions (and its attachments if any—e.g.,A-1,A-2, etc.)
Exhibit B - Statement of Work (and its attachments if any—e.g.,B-1,B-2, etc.)
Exhibit C - Limited Amendment Template for Task Orders
•
GENERAL PROVISIONS
The following clauses apply to this Task Order Contract. These general clauses may have been expanded upon or made
more specific in some instances in exhibits to this Task Order Contract. To the extent that other provisions of this Task
Order Contract provide more specificity than these general clauses,the more specific provision shall control.
This Task Order Contract is being entered into pursuant to the terms and conditions of the Master Contract
including, but not limited to, Exhibit One thereto. The total term of this Task Order Contract, including
any renewals or extensions, may not exceed five(5)years. The parties intend and agree that all work shall
be performed according to the standards,terms and conditions set forth in the Master Contract.
2. In accordance with section 24-30-202(1),C.R.S.,as amended,this Task Order Contract is not valid until it
has been approved by the State Controller, or an authorized delegee thereof. The Contractor is not
authorized to, and shall not; commence performance under this Task Order Contract until this Task Order
Contract has been approved by the State Controller or delegee. The State shall have no financial obligation
to the Contractor whatsoever for any work or services or,any costs or expenses, incurred by the Contractor
prior to the effective date of this Task Order Contract. If the State Controller approves this Task Order
Contract on or before its proposed effective date,then the Contractor shall commence performance under
this Task Order Contract on the proposed effective date. If the State Controller approves this Task Order
Contract after its proposed effective date,then the Contractor shall only commence performance under this
Task Order Contract on that later date. The initial term of this Task Order Contract shall continue through
and including the date specified on page one of this Task Order Contract, unless sooner terminated by the
parties pursuant to the terms and conditions of this Task Order Contract and/or the Master Contract.
Contractor's commencement of performance under this Task Order Contract shall be deemed acceptance of
the terms and conditions of this Task Order Contract.
3. The Master Contract and its exhibits and/or attachments are incorporated herein by this reference and made
a part hereof as if fully set forth herein. Unless otherwise stated,all exhibits and/or attachments to this Task
Order Contract are incorporated herein and made a part of this Task Order Contract. Unless otherwise stated,
the terms of this Task Order Contract shall control over any conflicting terms in any of its exhibits. In the event
of conflicts or inconsistencies between the Master Contract and this Task Order Contract(including its exhibits
and/or attachments),or between this Task Order Contract and its exhibits and/or attachments, such conflicts or
inconsistencies shall be resolved by reference to the documents in the following order of priority: I)the
Special Provisions of the Master Contract;2)the Master Contract(other than the Special Provisions)and its
exhibits and attachments in the order specified in the Master Contract;3)this Task Order Contract;5)the
Page 2 of 4
Additional Provisions- Exhibit A,and its attachments if included,to this Task Order Contract;4) the
Scope/Statement of Work-Exhibit B,and its attachments if included,to this Task Order Contract;6)other
exhibits/attachments to this Task Order Contract in their order of appearance.
4. The Contractor, in accordance with the terms and conditions of the Master Contract and this Task Order
Contract, shall perform and complete, in a timely and satisfactory manner, all work items described in the
Statement of Work and Budget, which are incorporated herein by this reference, made a part hereof and
attached hereto as"Exhibit B".
5. The State, with the concurrence of the Contractor, may,among other things,prospectively renew or extend
the term of this Task Order Contract, subject to the limitations set forth in the Master Contract, increase or
decrease the amount payable under this Task Order Contract, or add to, delete from,and/or modify this
Task Order Contract's Statement of Work through a"Limited Amendment for Task Orders"that is
substantially similar to the sample form Limited Amendment that is incorporated herein by this reference
and identified as Exhibit C. To be effective, this Limited Amendment must be signed by the State and the
Contractor, and be approved by the State Controller or an authorized delegate thereof. Upon proper
execution and approval, this Limited Amendment shall become a formal amendment to this Task Order
Contract. This contract is subject to such modifications as may be required by changes in Federal or State
law, or their implementing regulations. Any such required modification shall automatically be incorporated
into and be part of this Task Order Contract on the effective date of such change as if fully set forth herein.
6. The conditions, provisions, and terms of any RFP attached hereto, if applicable, establish the minimum
standards of performance that the Contractor must meet under this Task Order Contract. If the Contractor's
Proposal, if attached hereto, or any attachments or exhibits thereto, or the Scope/Statement of Work-
Exhibit B, establishes or creates standards of performance greater than those set forth in the RFP,then the
Contractor shall also meet those standards of performance under this Task Order Contract.
Page 3 of 4
IN WITNESS WHEREOF, the State has executed this Task Order Contract as of the day first above
written.
CONTRACTOR: STATE OF COLORADO:
Board of County Commissioners of Weld County BILL RITTER,JR. GOVERNOR
for the use and benefit of the Weld County
Department of Public Health and Environment
Legal Name of Contracting Entity B , al
For Executive Director
846000813 Department of Public Health and Environment
Social Security Number or FEIN
Department Program Approval:
Signature of Authorized Officer
William H. Jerke, Chair Pro—Tem By
Print Name&Title of Authorized Officer \,
08/29/2007 N .�
GOVERNMENTAL ENTITIES:
(An attestation and sea re required) `
sec< I 14\
Attest(Seal)BY_— _ / i i, LxiVYt (' 4.4
(Town/City/County Cler •r Equivalent) in (r. rvernment seal here)
\*
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This contract is not valid until the State
Controller, or such assistant as he may delegate, has signed it. The contractor is not authorized to begin performance until
the contract is signed and dated below. If performance begins prior to the date below, the State of Colorado may not be
obligated to pay for the goods and/or services provided.
STATE CONTROLLER:
Leslie M.Shenefe
lt
By
Date / �( / / 0
WELD COUNTY DEPARTMENT OF
PU, LIC HEALTH AND`NVIR M (
BY:
Mark E. Wallace, D, MPH-Director
Page 4 of 4
a007—c ' 77 ?
EXHIBIT A
ADDITIONAL PROVISIONS
To Task Order Contract Dated 07/17/2007 - Contract Routing Number 08 FHA 00082
These provisions are to be read and interpreted in conjunction with the provisions of the
Task Order Contract specified above.
. This Task Order Contract contains federal funds(see Catalog of Federal Domestic Assistance(CFDA)
number 93.283).
2. The United State Department of Health and Human Services("USHHS"),through the Centers for Disease
Control and Preventions("CDC")has awarded federal funds under Award number U90/CCU816827,
hereinafter"Award", to develop emergency-ready public health departments by upgrading, integrating and
evaluating state and local public health jurisdictions' preparedness for and response to terrorism, pandemic
influenza, and other public health emergencies.
The State has formulated a comprehensive State plan, with associated budgets, to disburse these funds
throughout the state of Colorado. Under this comprehensive State plan,the State shall allocate these funds
to qualified entities to develop emergency-ready public health departments by upgrading, integrating and
evaluating state and local public health jurisdictions'preparedness for and response to terrorism, pandemic
influenza, and other public health emergencies with federal, state, local, and tribal governments,the private
sector, and non-governmental organizations(NGOs)for the citizens of the state of Colorado on behalf of
the State. These emergency preparedness and response efforts are intended to support the National
Response Plan(NRP)and the National Incident Management System(NIMS).
If the underlying Award authorizes the State to pay all allowable and allocable expenses of a contractor as
of the effective date of that Award, then the State shall reimburse the Contractor for any allowable and
allocable expenses of the Contractor that have been incurred by the Contractor since the proposed effective
date of this Task Order Contract. If the underlying Award does not authorize the State to pay all allowable
and allocable expenses of a contractor as of the effective date of that Award, then the State shall only
reimburse the Contractor for those allowable and allocable expenses of the Contractor that are incurred by
the Contractor on or after the effective date of this Task Order Contract,with such effective date being the
later of the date specified in this Task Order Contract or the date the Task Order Contract is signed by the
State Controller or delegee.
3. In consideration for those services timely and satisfactorily performed by the Contractor under this
Contract,the State shall cause to be paid to the Contractor a total sum not to exceed TWO HUNDRED
FIFTY TWO THOUSAND EIGHT HUNDRED SIXTY FIVE DOLLARS($252,865.00)for the initial
term of this Contract from September 1,2007,through and including August 9,2008. Of this total
amount,$252,865.00 is identified as attributable to a funding source of the federal government.
4. In consideration for those services timely and satisfactorily performed by the Contractor under this
Contract for the period between September 1,2007 and November 30,2007,the State shall cause
to be paid to the Contractor an amount not to exceed SEVENTY FIVE THOUSAND EIGHT
HUNDRED FIFTY NINE DOLLARS AND FIFTY CENTS($75,859.50).
5. In consideration for those services timely and satisfactorily performed by the Contractor under this
Contract for the period between December 1,2007 and August 9,2008,the State shall
cause to be paid to the Contractor an amount not to exceed ONE HUNDRED SEVENTY SEVEN
THOUSAND FIVE DOLLARS AND FIFTY CENTS($177,005.50). This amount is part of, and not in
addition to,the total not to exceed sum of this Contract referenced in Paragraph 3 above.
To be attached to CDPHE Page 1 of 3 Revised: 12/19/06
Task Order v1.0(11/05)contract template
EXHIBIT A
6. This Contract is funded entirely with federal funds. Therefore,the State's liability for payment for all
services rendered, or goods supplied,under this Contract is contingent upon the State's receipt of those
federal funds. If the State does not receive all, or any part, of the federal funds necessary to pay its
obligations under this Contract,then the State may immediately amend or terminate this Contract without
further liability to the State.
7. The Budget shall govern the Contractor's expenditure of funds for the initial term of this Contract. The
Budget is divided into two(2) parts. The first part of the Budget is for the period from September 1,2007,
through and including November 30,2007. The second part of the Budget is for the period from December
1, 2007,through and including August 9,2008. The second part of the Budget is contingent upon the
State's receipt of additional federal funds.
8. To receive compensation under this Contract,the Contractor shall submit a signed monthly Office of
Emergency Preparedness and Response Reimbursement Statement in accordance with the 2007-2008
Office of Emergency Preparedness and Response Reimbursement Requirements. A sample Office of
Emergency Preparedness and Response Reimbursement Statement is attached hereto as"Attachment A-I"
and incorporated herein by this reference. The Office of Emergency Preparedness and Response
Reimbursement Requirements is attached hereto as"Attachment A-2" and incorporated herein by this
reference. An Office of Emergency Preparedness and Response Reimbursement Statement must be
submitted within thirty(30)calendar days of the end of the billing period for which services were rendered.
Final billings under this Contract must be received by the State within a reasonable time after the expiration
or termination of this Contract;but in no event no later than thirty(30)calendar days from the effective
expiration or termination date of this Task Order Contract. Expenditures shall be in accordance with the
Statement of Work and Budget attached hereto as Exhibit B and incorporated herein,and in accordance
with the work requirements outlined in"Attachment B-I".Contractor shall be paid on a cost
reimbursement basis only. All items requested for reimbursement must be allowable and directly related to
activities identified under the Scope of Work. These items may include,but are not limited to,the
Contractor's salaries, fringe benefits, supplies,travel,operating, indirect costs which are allowable,and
other allocable expenses related to its performance under this Task Order Contract.
The State has the option to reduce the budget and the scope of work if the Contractor fails to submit
monthly invoice/cost reimbursement statements within thirty(30)calendar days. The monthly billing
performance shall also be used as a basis for calculating the Contractor's future funding levels, if any.
The State will notify the Contractor of the potential need to decrease the budget and scope of work. The
Contractor may supply the monthly invoice,back up documentation and request a re-determination,which
shall take place within fifteen (15)calendar days of the receipt of a written request. If no dispute is
received by the CDPHE within fifteen(15)calendar days,the State will take action and modify the contract
to reduce the budget and scope of work.
Invoice/Cost Reimbursement Statements shall: I)reference this Task Order Contract by its contract routing
number, which number is located on page one of this Task Order Contract;2)state the applicable
performance dates; 3)state the names of payees;4) include a brief description of the services performed
during the relevant performance dates; 5)describe the incurred expenditures if reimbursement is allowed
and requested; and,6)show the total requested payment. Payment during the initial,and any renewal or
extension, term of this Task Order Contract shall be conditioned upon affirmation by the State that all
services were rendered by the Contractor in accordance with the terms of this Task Order Contract.
Invoice/Cost Reimbursement Statements shall be sent to:
Sonia Gonzales
Office of Emergency Preparedness and Response
Colorado Department of Public Health and Environment
OEPR-3650
4300 Cherry Creek Drive South
Denver, CO 80246
To be attached to CDPI-IE Page 2 of 3 Revised: 12/19/06
Task Order v1.0(11/05)contract template
EXHIBIT A
Unless otherwise provided for in this Task Order Contract, "Local Match", if any, shall be included on all
billing statements as required by the 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.
9. The State has determined that this contract does not constitute a Business Associate relationship under
HIPPA.
To be attached to CDPHE Page 3 of 3 Revised: 12/19/06
Task Order v1.0(11/05)contract template
Attachment A-1
::..:::.. :r;a..;'s... .:' se Y: » r,°rt, s:i: tidy.
c ., ': ' $ Vii,»'" em .luep_ ,_ ' .
10: Colorado Dept.of Public Health&Environment From: _
kddress: 4300 Cherry Creek Drive South,A-3 Address:
Denver,CO 80246
kttn: Sonia Gonzales Fax: 303-691-7811 Contact: Phone:
'rogram: Public Health Office of Emergency Preparedness&Response Date of Expenditure: From:
To:
Contract/PO Number:
Final Invoice: Yes No FEIN:
f : 0100,6 0, Of,Expea= lt;..:-r tt Re"mbnrsemenk
s
;; • • _ Amount.
LPHA Scope of Work (SOW)
Name of Employee/,lob Title Hours or %
Reference x, =
Personnel:
Please select all LPHA/EPR Scope of Work categories that apply to this invoice: •
❑ Planning,Training,Ex
❑ Epidemiology
l] Healthcare Preparedness
❑ 1'I'and Communication • .. • ::..::.. :...... •
El Laboratory
• O Regional Epidemiologist Task List •. • •
U Regional Planner Task List •
O Regional Trainer Task:List •
•
U Other{Please explain);
Personnel Related Expenses Sub-Total: $0.00
Equipment: —
Equipment Related Expenses Sub-Total: $0.00
Travel:
., ;.•t: Travel Related Expenses Sub-Total:
Operating/
Supplies: --
. Operating/Supply Related Expenses Sub-Total: $0.00
Indirect: yy
+k tilir 1 1. 'UtO
I certh•the expenses listed above were incurred by our agency;are true and just in all respects and are in compliance with the above referenced Contract/Purchase Order
Signature
icorrrtucrrom: Date:
As a State designee,I hereby certify that all contract requirements have been met,the requested amounts are correct and the payment is authorized.
Signature tcnPAEt. Date:
Page 1 of 1
Attachment A-2
Office of Emergency Preparedness and Response
2007 - 2008 Reimbursement Requirements
EXAMPLES OF REQUIRED EXPENDITURE DESCRIPTIONS REQUIRED AGENCY RECORDS
TORE INCLUDED.ON ALL REIMBURSEMENT STATEMENTS FOR SITE VISIT VERIFICATION.
PERSONNEL Y Breakout of actual amounts for salary, fringe
benefits and indirect rates
John Doe, EPR Planner, SOW Reference, 100%of FTE, $5,000.00 v Documentation of EPR activities and
Jane Black, EPR Admin Support, SOW Reference, 15 Hours, projects for employees and time periods
$1,000.00 listed on invoice
➢ Activities must be directly related to EPR
Fringe $1,236.00
All of above information is needed even if
• Invoice for actual time spent on EPR grant personnel time is contracted out
• Include Name, Title,SOW Reference. and Percent of FTE or
Hours Worked
• Select all LPHA/EPR Scope of Work categories that apply to
this invoice(check appropriate boxes)
EQUIPMENT-LIST ALL EQUIPMENT OVER$500.00 ➢ Original receipts
2 Computers $5,000.00 ➢ Actual equipment being used appropriately to
accomplish EPR activities
2 Pagers $1,000.00 p
3 800 MHz Radios $3,500.00 ➢ Documented check-out system if equipment
I Fax Machine $500.00 is loaned out to other programs to track and
verify location and availability of all
equipment purchased with EPR funds
TRAVEL ➢ Signed mileage expense forms with
itemized list of travel related expenses for
Jane Dough, NIMS Training $1,000.00 each traveler(including applicable receipts
John Smith,NDMS Conference $500.00 for hotel, parking, per diem etc.)
➢ Meeting/conference(reason for travel)
• List each employee who traveled separate documentation, i.e. registration
confirmation, meeting minutes/attendance
list etc.
OPERATING/SUPPLIES
➢ Original Receipts
Copies$100.00 ➢ Actual existence of supplies
Office supplies $23.46
Postage $10.34 S' Documentation of operating expenses
Telephone service(Cell and Main Line) $200.00 (phone records, rental agreements, etc.)
Rent $300.00 ➢ Documented formula for expenses that are
Equipment Maintenance $250.00 billed against multiple grants or programs
AV Equipment Rental $40.00
Task based funding for online course $1,000.00
• Itemize by type of expense (i.e. copies, office supplies)
• * LABORTORY: Itemize separately by type of expense & item
• A copy of the receipt for any single item with a value of $1,000
or greater must be submitted with the invoice
Page 1 of 2
Attachment A-2
Office of Emergency Preparedness and Response
2007 - 2008 Reimbursement Requirements
EXAMPLES OF REQUIRED EXPENDITURE DESCRIPTIONS REQUIRED AGENCY RECORDS
TO BE INCLUDED ON ALL REIMBURSEMENT STATEMENTS FOR SITE VISIT VERIFICATION
INDIRECT i- Documentation of approved%of indirect
I.PI IA Approved Indirect Rate I0°' i Specific documentation may be required and
of Direct Salaries & Wages $1,243.00 will be identified on an individual basis
• List approved percentage, or requested percentage if less
• Indirect costs that exceed the approved contractual amount
will not be reimbursed
• Approved indirect rats are effect for the entire term of the
contractual agreement
- Pei Cnpiia a uui eu aiiuwaoic caicguiy fu1 enpcmI c wiil ii)uiacmelii.
• All expenses must be directly related to specific Office of Emergency Preparedness and Response activities as
identified in the Scope of Work.
• Contractor shall he paid on a cost reimbursement basis only.
• All expenses must be invoiced under the appropriate budget categories of Personal Services, Equipment. Travel,
Operating/Supplies or Indirect and in accordance with the above criteria.
• Cooperative agreement funds under this program may not be used to purchase vehicles or supplant any current state or
local expenditures. Supplantation means using Federal funds to replace local funds. The Public I lealth Service Act,
title I, Section 319 (c) specifically state: SUPPLEMENT NOT SUPPLANT. Funds appropriated under this section
shall be used to supplement and not supplant other Federal, State, and local public funds provided for activities under
this section. Therefore, the law strictly and expressly prohibits supplanting.
• Department of Public I lealth & Environment, Office of Emergency Preparedness and Response Section may request
additional back up information including copies of receipts on any item at any time.
• All Expenses must be encumbered by the grant end date, and all invoices must be submitted no later than 30 days after
the grant end date.
Page 2 of 2
EXHIBIT B
STATEMENT OF WORK
To Task Order Contract Dated 07/17/2007- Contract Routing Number 08 FHA 00082
These provisions are to be read and interpreted in conjunction with the provisions of the Task Order Contract specified above.
I. The Contractor, in accordance with the terms and conditions of the Master Contract and this Task Order,
shall perform and complete, in a timely and satisfactory manner,all work items described in the Statement
of Work and Budget, which are incorporated herein by this reference, made a part hereof and attached
hereto as"Attachment B-I" and incorporated herein.
To be attached to CDPHE Page I of I Revised: 12/19/06
Task Order v1.0(11/05)contract template
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Contract Term: September 1, 2007 through August 9, 2008
Contract Objective: The Centers for Disease Control and Preventions (CDC) has developed
Preparedness Goals designed to measure urgent public health system response performance parameters
that are directly linked to health protection of the public. The Preparedness Goals are intended to measure
urgent public health system response performance for terrorism and non-terrorism events including
infectious disease, environmental and occupational related emergencies. For the purposes of this
contractual agreement urgent response is intended to indicate non-routine public health system reaction to
limit possible mortality, morbidity, loss of quality of life, or economic damage. The primary intent of this
contractual agreement is to fund the active participation of the Contractor in the immediate establishment,
use, and continuous improvement of a response system using the CDC Preparedness Goals to measure
public health system response performance.
Colorado Department of Public Health and Environment(CDPHE) shall be responsible for setting any
precedents for actual response to a disease outbreak or emergency over the activity requirements of this
contractual agreement. The Contractor shall be responsible for the accomplishment of all Local Health
Agency Activities through State, Regional and Local partnerships and shall comply with Colorado
Revised Statute 25-1.5-102.
Contractor shall work with and through state, regional and local partnerships to achieve the activities
identified under this Scope of Work. Contractor shall ensure collaboration with CDPHE, local public
health agencies and regional Epidemiologist, Planner and Trainer staff members within the designated
All-Hazards Region. Contractor shall ensure agency representation at the requested meetings, training
sessions and conference calls. Contractor shall designate at least one staff member as the point of contact
for Emergency Preparedness and Response activities, public information, communications, or media
relations.
Any Contractor receiving funding to support regional staff and accomplish the regional Epidemiologist,
Planner and/or Trainer tasks, as identified and incorporated in this Scope of Work, shall ensure full
collaboration with and support for all agencies within the respective All-Hazards Region. Any Contractor
receiving regional funding shall be directly responsible for the accomplishment of the applicable
Epidemiologist, Planner and/or Trainer tasks as designated in the budget section of this Scope of Work.
Contractor shall utilize the Colorado Preparedness Reporting System (PRS)to document and monitor
progress and accomplishments on a regular basis. The due dates of the progress reports are February 29,
2008 and August 8, 2008.
Contractor understands and agrees that no amount of funding made available pursuant to this contractual
agreement can be used for any work or project other than that specified in this Scope of Work. Contractor
further understands that Contractor is not to include any work not related to the Scope of Work on any
reimbursement statements to the State. If Contractor mistakenly includes any unrelated work on an
reimbursement statement submitted pursuant to this contractual agreement, then Contractor hereby agrees
to return this amount of money to the State immediately upon becoming or being made aware.
Page 1 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Contractor shall ensure that all service related expenses will be completed and all goods related expenses
committed by August 9, 2008.
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 CDPHE. Contractor shall provide status
information periodically as requested by CDPHE and/or the CDC.
The Contractor shall maintain a complete file of all records, documents,communications, and other
materials that pertain to the operation of the activities under this contractual agreement. 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.
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.
Supplantation: Cooperative agreement funds cannot supplant any current state or local expenditures.
Supplantation refers to the replacement of non-federal funds with federal fund intended to support the
same activities. The Public Health Service Act,Title 1, Section 319 (c) specifically States:
"SUPPLEMENT NOT SUPPLANT. -- Funds appropriated under this section shall be used to supplement
and not supplant other federal, state, and local public funds provided for activities under this section."
Therefore, the law strictly and expressly prohibits supplantation.
Unallowable Costs:
• Funds may not be used for research
• Reimbursement of pre-award costs is not allowed
• Funds under this program can not be used to purchase vehicles of any kind
• Funds may not be used to purchase incentive items
Page 2 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Contractor shall establish a process to track all obligations and expenditures related to this contractual
agreement separately from other funds awarded through the Public Health Preparedness and Response
Cooperative Agreement.
Contract Work Plan: This Work Plan supports the CDC Preparedness Cooperative Agreement and the
CDC Preparedness Goals have been included in this Scope of Work under each area of the work plan. For
additional content, please see the CDC Public Health Emergency Preparedness grant guidance, posted on
the Colorado Health Alert Network (COHAN): Document Library: Documents: Grant Guidance: Public
Health Emergency Preparedness Grant: 2007-08.
.• Local Agency Year Two Activity=2007-2008 Agency Deliverables to be completed
e CDPHE Measure=Deliverable criteria used to report activity progress in the Colorado Preparedness Reporting
System(PRS)• All agencies receiving these funds will be required to report progress to PRS by February 29,2008,and August
8,2008. Pending reimbursement requests will only be considered fur agencies who have completed repuris in
PRS.
+ All agencies must attach required documents the Colorado Health Alert Network(COHAN)portal as indicated.
+ Each Thematic Area below has been linked to CDC Goals, Target Capabilities, and Performance Measures
*If the Centers for Disease Control and Prevention(CDC)requests additional information before this
reporting deadline, all agencies receiving these funds, may be contacted
I. Planning, Training, and Exercise
Goal 1: Prevent
Increase the use and development of interventions known to prevent human illness from chemical, biological,
radiological agents, and naturally occurring health threats.
Target Capabilities: TC (1,2,3)
Goal 4: Detect and Report
Improve the timeliness and accuracy of communications regarding threats to the public's health.
Target Capabilities: TC1
Goal 9: Improve
Decrease the time needed to implement recommendations from after-action reports following threats to the public's
health.
Target Capabilities: TC(1,2,3)
Local Agency Activity CDPHE Measure
1.1. Utilize the Public Health Emergency Operations Plan (PHEOP) 1.1 (1). Post completed agency PHEOP with all
template to revise and update the plan and the associated Emergency requirements per the BOH Rule 6 CCR 1009-5, and
Support Function#8 annex to the county's Local Emergency `Pandemic Influenza,' functional `Community
Operations Plan(LEOP) by June 1, 2008. Containment,' `Mass Fatality,' and `Continuity of
PHEOP must at a minimum include: Operations Plan(COOP)' annexes to COHAN in the
All-Hazards Regional folder and subsequent agency
• Submit plans in the provided PHEOP template format. folder by June 1,2008.
• All requirements listed under the State Board of Health • Use templates provided by CDPHE or
(BOH)Rule 6 CCR 1009-5 (updated March 21,2007). Regional Workgroups
• Include an incident-specific annex entitled `Pandemic
Influenza'; and
• Include a support annex entitled `Community Containment,'
endorsed by local emergency management partners;and
Page 4 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Contract Budget: Contractor's total award shall not exceed $252,865.00.
Contractor will ensure that Epidemiologist and Planner deliverables are accomplished for Weld County.
The contractor will participate in Epidemiologist and Planner regional meetings, county meetings, and
emergency preparedness conferences, as requested. This participation to include meetings with the following
counties: Cheyenne, Kit Carson, Latimer, Lincoln, Logan, Morgan,Phillips, Sedgwick, Washington, Weld and
Yuma.
Contractor's total award includes $109,999.99(1.5 FTE) in regional funding to ensure accomplishment of the
Epidemiologist and Planner tasks for the Northeast All-Hazards Region. Contractor will utilize regional
funding to support regional activities and all position related costs including salary, fringe, equipment, travel,
operating and supplies.
Contractor's total award includes $73,333.33 to ensure sustainability of laboratory services and
accomplishment of laboratory specific activities as identified under this Scope of Work.
Contractor shall ensure compliance with the 2007-2008 Office of Emergency Preparedness and Response
Reimbursement Requirements and shall have the liberty to allocate funds across and in accordance with the
following budget categories:
Personnel: 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: 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. This shall include, but is not limited to, personal and portable computers, communication radios,
cellular telephones, facsimile machines, laboratory equipment,training equipment, public information kits,
etc.
Travel: Contractor shall dedicate the necessary funds to support travel related costs to ensure
accomplishment of activities identified under this Scope of Work. This shall include, but is not limited to,
regional planning meetings, local partner planning meetings, attendance at training sessions, conferences,
agency representation at the Emergency Preparedness and Response conference calls and annual strategic
planning meetings.
Operating and Supplies: Contractor shall dedicate the necessary funds for operating and supply costs
directly associated with any activities identified under this Scope of Work. This shall include, but is not
limited to, high-speed Internet connections, notification systems, telephone and communication systems,
office supplies, copying, printing, postage, room rental, software purchase and upgrades, laboratory
supplies, etc.
Indirect: The allowable indirect rate charged to this contractual agreement may be lower but shall not
exceed 13.96%of Total Direct Costs.
This indirect rate shall be in effect for the entire term of this contractual agreement. Contractor may
request a modification if a different indirect rate is negotiated within this term. Contractor must provide
written documentation identifying a significant financial impact in order to justify the contractual
agreement modification. All contractual agreement modifications will be reviewed on an individual basis.
Page 3 of 22
•
Attachment B-I
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Local Agency Activity CDPHE Measure
• Include a support annex entitled 'Mass Fatality,' endorsed by
local emergency management partners; and
• Include a `Continuity of Operations Plan(COOP).'
1.2. Continue to integrate NIMS compliance, assessment, and 1.2(1). Document the number of emergency
training, according to the NIMS Integration Center guidelines. preparedness staff trained in ICS and NIMS using the
spreadsheet provided by CDPHE (Target-100%). Only
the FEMA certificate or paperwork verifying the
All agency staff must be trained in ICS-100 and IS-700. completion of an equivalent ICS-100 or ICS-200
All supervisory staff must be trained in ICS-100, ICS-200, and IS- course can be used to confirm that an employee has
700. been trained in ICS and NIMS.
All program managers, employees who will be expected to work in
the agency's emergency operations center, and/or all personnel with a 1.2(2). All ICS and NIMS training data must be
direct role in emergency preparedness must be trained in ICS-100, tracked using CO.TRAIN. The agency must provide
ICS-200, ICS-300, IS-700 and IS-800. updated NIMS and ICS training data using the
Agency directors, executive level staff and all staff pre-identified to provided spreadsheet to the regional trainer quarterly
perform duties as a Unified Commander, Incident Commander, (September, December, March and June)
Command Staff or Section Chief staff member according to the
agency's ICS structure must be trained in ICS-100, ICS-200, ICS-300,
ICS-400, IS-700 and IS-800.
*Note: All employees must be trained to the appropriate NIMS level
within the first year of employment.
1.3 0). Document agency exercises, and ensure that local agency 1.3 (1). Post exercise documents and AAR to COHAN
documentation is posted on COHAN in Homeland Security and in the HSEEP format within 60 days of the exercise, in
Exercise Evaluation Program(HSEEP)format within 60 days of the appropriate All-Hazards Regional folder.
completing the exercise. Documents should be posted on COHAN
prior to the exercise event, for planning purposes.
• Include exercise documents, including, but not limited to
Exercise Plans, Evaluation plans, Controller and Evaluator
Manuals,Training documents, etc...)
• Include improvement matrices and timelines for retesting in
the documentation posted on COHAN.
1.4. Work with your regional training coordinator to develop and/or 1.4 (1). Post completed agency training schedule on
update an emergency preparedness training schedule for your agency COHAN under appropriate All-Hazards Regional
by October 15,2007. Training Documents folder by October 15,2007.
At a minimum, appropriate agency personnel must participate in the
following training: 1.4 (2). All participants who complete a training must
• PHEOP Orientation be verified in CO.TRAIN no more than 30 days after
• Training in preparation for the 2007 Statewide Exercise the event. All emergency preparedness training
• Emergency communications(800 MHz radios, COHAN, provided to agency staff must be available for
and/or other devices used by the agency) registration on CO.TRAIN prior to the event.
• EPR 101 (Emergency Preparedness 101 online course)
• SNS 101 (Strategic National Stockpile 101 online course)
The agency training schedule can be added as an appendix or
supplement to the regional training plan.
1.5. Participate in CDPHE's full-scale"POD Squad"Exercise,and 1.5 (1). Participate in the November 2007 CDPHE full-
Page 5 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Local Agency Activity CDPHE Measure
conduct additional pandemic preparedness exercise per the scale statewide exercise. Participation includes:
requirements below: Conducting full-scale POD operations that test the
agency's POD plan;Being a Controller/Evaluator,
A. Participate in CDPHE's full-scale, statewide exercise: "POD Working in another agency's full-scale POD.
Squad" in November 2007. CDPHE will develop overall exercise
objectives. (Additional objectives may be chosen by the LPHA's) An 1.5 (2). If agency didn't conduct full-scale POD
agency can participate by: operations, document in PRS that a separate pandemic
preparedness tabletop, functional, or full-scale exercise
o Conducting full-scale POD operations to test the agency's POD was held. Indicate: Pandemic Tabletop, Pandemic
plan _ Functional, Pandemic Full-scale or Not Applicable.
o Working in an open POD
o Evaluating the critical tasks as specified in the Exercise 1.5 (3). AAR Requirements for Part A and Part B were
Evaluation Guides provided by CDPHE. followed. A)Local Hotwash information was provided
o Being an exercise Controller to CDPHE and HSEEP-compliant AARs are posted to
COHAN within 60 days of the exercise or B) HSEEP-
o If agency does NOT open a POD for the full-scale November compliant AAR is posted to COHAN within 60 days.
2007 exercise,then item "B"(below)is mandatory:
B. Conduct a tabletop, functional, or full-scale pandemic
preparedness exercise by August 2008:
After Action Report(AAR) Requirements:
A. All"POD Squad" full-scale POD operations must be
followed by a local Hotwash session. The top 3 `Successes'
and top 3 `Needs Improvement' activities must be sent to the
region's Exercise Point of Contact for inclusion in the
CDPHE statewide AAR. Agency must also complete a local
HSEEP-compliant After Action Report/Improvement Matrix
and post to COHAN within 60 days.
B. Exercises must be followed with a Hotwash session and an
HSEEP-compliant AAR posted to COHAN within 60 days.
1.6. Plan and document procedures to restore health services and 1.6(I). Document meetings with emergency
environmental safety to pre-incident levels. preparedness partners to review and establish protocols
• Continue post incident recovery planning and operations for restoring health services and environmental safety
meetings to review existing policies and processes,and to pre-incident levels.
establish additional needed protocols. Documentation to include:
• Work with new key partners, including environmental • Sign-in roster
health,to consider improvements to be made to recovery • Agenda
processes after an emergency incident.
1.7. Enhance knowledge of special populations in your community(or 1.7(1). Work with emergency management, and the
region). Regional Planner as needed,to:
• Identify special needs populations in the community. • Document that special needs populations
• Identify one community leadership contact for each special within your community(or region)have been
population identified. identified.
• Identify communication protocol(s)for special
needs populations in the community.
1.8 Work with regional staff to update local information in the 1.8 (1). Update and maintain SNS contact partners,
regional Strategic National Stockpile plan, as necessary. providing this information to the Regional Planner on a
quarterly basis, or when information changes.
Page 6 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Local Agency Activity CDPHE Measure
• Plan must be updated according to the Strategic National • Post minutes for meetings held with partners;
Stockpile Emergency Response Plan Template. any documents developed in collaboration
with partners on a quarterly basis beginning
in October of 2007.
1.9. Annually exercise a component of the SNS. 1.9 (I). Document exercises that test SNS components
to COHAN within 60 days of the exercise in the
• Simulating requests for SNS assets. appropriate All-Hazards Regional folder and
• Activating and running a Regional Transfer Point(RTP). subsequent SNS Plan folder.
• Tactical communications capabilities; i.e., ability to
communicate using 800 MHz radios,cell phones, landlines,
• Provide the date of SNS exercise(s)
fax, and a-mail.
• Post After Action Reports for the SNS
exercise(s)
1.10. Develop SNS transportation protocol(s)with law enforcement 1.10(1). Provide the transportation protocol(s)to the
partners. The protocol must be included in the Regional SNS Plan. Regional Planner to include in the Regional SNS Plan
The transportation protocol must address movement of stockpile as requested to meet the June 1,2008 posting on
assets from the RTPs to the PODs. COHAN (see activity 1.8).
At a minimum the transportation protocol(s)must include:
• How transportation assets will be accessed;
• Who is authorized to request transportation assets;
• Routes to POD sites that each specific RTP serves;
• Security of stockpile assets during transit;
• What agency will provide road/traffic conditions;
information;
• Procedure for requesting real-time road/traffic conditions;
• Communication between transport vehicle driver and law
enforcement;
• Chain of custody documents—RTP to Driver to POD.
1.11. Update and post the POD/Mass Clinic Template Jhr Standard 1.1 I (1) Post updated POD Plan to COHAN in the
Operating Guidelines Plan(POD Plan)by June 1, 2008: appropriate All-Hazards Regional folder and
subsequent folder by June 1,2008.
Updated POD plan must, at a minimum be:
• Submitted plans in the provided POD Plan template format;
• Integrated with agency Public Health Emergency Operations
Plan(PHEOP) and Strategic National Stockpile(SNS)Plan.
*Any vaccine purchased with 2007-2008 LPHA Work Plan funds,
must be used for participation in the November 2007 exercise.
II. Epidemiology
Goal 2: Detect and Report
Decrease the time needed to classify health incidents as terrorism or naturally occurring in partnership with other
agencies.
Target Capabilities: TC(1,2, 3,4, 5, 6)
Page 7 of 22
Attachment B-I
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Goal 5 Investigation:
Decrease the time needed to identify causes, risk factors, and appropriate interventions for those affected by threats
to the public's health.
Target Capabilities: TC (1,2)
Local Agency Activity CDPHE Measure
2.1. Incorporate ICS into multi-jurisdiction or large 2.1 (1). In the PRS "Comments"section,
communicable disease outbreak investigations,or other large document multi-jurisdiction, large outbreak
events. investigation, or other large event for which ICS
is used.
2.2. Assure integration of regional EPI's into local health 2.2 (I). In the PRS "Comments" section,
department communicable disease epidemiology activities. document how the regional epidemiologist was
integrated into the public health agency.
III. Health Care Preparedness/Surge Capacity
Goal 1: Prevent
Increase the use and development of interventions known to prevent human illness from chemical, biological,
radiological agents, and naturally occurring health threats.
Target Capabilities: IC 1
Goal 6: Control
Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the
public's health
Target Capabilities: TC3 (1, 2, 3)
Local Agency Activity CDPHE Measure
3.1. Participate in local public health and medical volunteer 3.1 (I). Document participation with the State in
management coordination,training, and exercises, in volunteer coordination and trainings.
conjunction with the regional training plan.
3.1 (2). Identify key volunteer stakeholders in
each county.
3.1 (3). Document at least one meeting in each
county about the roles of volunteers in an
emergency response.
3.1 (4). To initiate the start up of the CPHMVS,
provide the primary Point of Contact(POC)and
back up for your jurisdiction(Administrators for
the database),to CDPHE.
3.1 (5). Document at least two trainings and/or
exercises where volunteers were used to
supplement public health emergency functions.
Volunteers must register in CO.TRAIN to
participate in trainings/exercises for tracking and
PRS reporting.
Page 8 of 22
•
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
3.2. Assist regional staff with health care preparedness planning 3.2 (1). Document quarterly meetings and
and identification of surge capacity issues, including members participating in the"Healthcare
partnerships with medical communities and emergency Coalition."
responders to ensure cooperative planning, information sharing
and management coordination.
• Participate in regional or local "Health Care Posted information to COHAN must,at a
Coalition"meetings with hospitals; long-term care minimum be:
facilities, home health agencies, community health and/or Sign-in roster
rural health clinics, EMS, RETACs,public health, •
rAgenda
emergency management, private physicians, and other
appropriate agencies and organizations.
o Redistribution of personnel, facilities,
equipment, pharmaceuticals and supplies must
be addressed
o Triage and transportation protocols for
infectious and potentially infectious patients between
hospitals, alternative care sites(clinics that provide
outpatient care), points of dispensing(as defined by
SNS),home health agencies and EMS must be
established.
3.3. Work with regional staff to conduct CHEMPACK 3.3 (1). Document by posting CHEMPACK
planning. protocols to COHAN.
3.3• Know accessible locations, existing plans and CO(2). Document CHEMPACK training on
CO.TRAIN 1.processes through local emergency management within
the region.
IV. IT and Communication
Goal 1: Prevent
Increase the use and development of interventions known to prevent human illness from chemical, biological,
radiological agents, and naturally occurring health threats.
Goal 4: Detect and Report
Improve the timeliness and accuracy of communications regarding threats to the public's health.
Target Capabilities: TC(1,2, 3)
Goal 6: Control
Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the
public's health.
Target Capabilities_ TC(1,2, 3)
Local Agency Activity CDPHE Measure
4.1. Use statewide technology information systems for 4.1 (1). Document that all nursing services have at
communication(such as COHAN, Dialogics, CO.TRAIN, least 1 person on COHAN, organized health
PRS, CEDRS, OMS, Integrated Data Repository, secure departments have at least 5 people on COHAN
messaging,etc.). with appropriate roles assigned.
4.1 (2). Maintain a log, as stated in the CDC
performance measure 12, of time for local agency
to notify State, following receipt of a call about an
event that may be of urgent public health
consequence. Goal—mean 60 minutes from
notification of an event that may be of urgent
public health consequence. (pm12)
Page 9 of 22
Attachment B-t
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Local Agency Activity CDPHE Measure
4.1 (3). Document, as stated in the CDC
performance measure 14,%of clinicians and
public health partners who receive public health
emergency communication messages. Goal—70%
of clinicians and public health partners receive
messages within the specified time.(pm14)
4.1 (4). Maintain HAN communication protocol
yearly. Post protocol on COHAN in agency
specific folder. Ensure appropriate agency staff
are trained on the HAN communication protocol.
4.2 Maintain key stakeholder information; including, but not 4.2 (1). Update and maintain contact information
limited to jurisdictional medical providers, school districts, on COHAN quarterly, especially for 24x7
emergency management and other jurisdictional partners. emergency contact roles and for 16 public health
Information must be updated at least quarterly. roles(or whichever exist in agency). Detect and
correct errors.
4.2(2). Report to CDPHE yearly on the number
of providers included in the list and a brief
description of how the list is compiled and
updated.
4.2(3). Demonstrate participation in quarterly
notification tests of 24x7 emergency contacts.
4.3. All CDPHE HAN communications are to be forwarded to 4.3 (1). Maintain documentation of forwarded
the jurisdictional medical providers and other key stakeholders HANs including the date and time of receipt of
(within 24 hours of receipt) if the HAN instructions specify the CDPHE HAN,the date and time of local HAN
such forwarding. distribution,and a description of the distribution
list. 4.3 (2). Post the above
This requirement may be met in one of the following ways: documentation on COHAN in agency specific
a) Forward CDPHE's HAN by email, fax, or other hard copy folder, in the subfolder, HAN Documents.
distribution.
b)Forward a re-printed version of the CDPHE HAN (e.g., on
local agency letterhead with local contact information)by
email, fax,or other hard copy distribution.
c)Forward local HAN that differs in substance from the
CDPHE HAN after approval by CDPHE,by email, fax,or
other hard copy distribution.
4.4. By January 1,2008, all agencies, including nursing 4.4(I). Demonstrate access to and proficiency in
services, must have,or have access to,24/7/365 using this system.
notification/alerting of the public health emergency response 4.4 (2). Demonstrate the notification/alerting
system(i.e.Dialogics). system can reach key stakeholders(Target=at
least 90%).
4.4(3). Demonstrate notification/alerting system
has the ability to generate a real-time delivery
status report, containing: a)the number of
recipients targeted to receive a communication or
alert,and b)the number who have confirmed
receipt.
4.4(4). Maintain a log of time required to notify
all primary staff(secondary or tertiary staff as
needed)with public health agency ICS functional
responsibilities that the public health agency's
EOC is being activated. Goal—mean 60 minutes.
Page 10 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Local Agency Activity CDPHE Measure
(pm 16)
4.4(5). Maintain a log of time required for
primary staff(secondary and tertiary staff as
needed)with public health agency ICS functional
responsibilities to report for duty at public
health's agency EOC. Goal—mean 2 '/1 hours
from time that public health director or designee
receives notification that the public health
agency's EOC will be activated.
4.5. Sustain and improve security and reliability of computer 4.5 (1). Maintain firewall and virus protection
and communication systems. - software to protect agency computers.
4.6. Ensure communication capability using a redundant 4.6 (I). Demonstrate the possession of a back-up
system(s)that do not rely on the same communications redundant system(s)that doesn't rely on the same
infrastructure as the primary system. - infrastructure as the primary and ability for
multiple methods of contact(phone, fax, radio,
and e-mail)during emergency conditions(e.g. no
cell phone).
4.6 (2). Document 2 tests(in addition to regular
quarterly tests)where all but I device, e.g.radio,
have failed, and provide assessed results.
4.6(3). As part of exercises, develop specific
communication objectives for use of redundant
communication system. Document evaluation
results of testing the redundant communication
systems.
4.7. Conduct quarterly tests and assess response rate of fax and 4.7(1). Document the response rates from
at least I other device, (phone, radio, e-mail). quarterly tests. (Target=90%)
4.8. Test key public health response partners, through 4.8(I). Document percent of key public health
notification and alerts, to ensure radio or satellite phone contact response partners who are notified via radio or
when electricity,telephones, cellular telephone service,and satellite phone when electric grid power,
Internet service are unavailable. telephones, cellular telephone service, and
Internet are unavailable,as stated in the CDC
performance measure 15. Goal—75%of response
partners acknowledge message within 5 minutes
of communication being sent.
(pm 15)
4.9. Ensure adequate speed for communication link(high- 4.9(1). Demonstrate high-speed(1 mbps)
speed Internet)and system maintenance, connection to the Internet.
4.9(2). Demonstrate Public Health workforce has
continuous access to computer equipment and
high-speed Internet.
4.10 Test and assess time to obtain message approval and 4.10(1). Document the testing results for time to
authorization for distribution of public health and medical obtain message approval and authorization for
information to clinicians and other responders within own distribution of public health and medical
agency. information to clinicians and other responders,
(Target=60 min. from confirmation of threat).
4.11 (Risk Communication)Maintain the ability to develop, 4.11 O). Archive public information and risk
review,authorize, and disseminate emergency public health communication messages in COHAN twice
information to appropriate communications channels in 60 annually, with time required to develop, review,
minutes or less. authorize, and disseminate.
Page 11 of 22
•
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Local Agency Activity CDPHE Measure
Communication information strategies should:
• emphatically acknowledge the public health
emergency;
• explain and inform the public about risk;
• provide emergency courses of action and commit to
continued communication;
• once the emergency is declared as officially over,
make recovery-related information available to the
public.
V. Laboratoi y
Goal 3: Detect and Report
Decrease the time needed to detect and report chemical, biological and radiological agents in tissue, food,
environmental samples that cause threats to the public's health.
Target Capabilities: TC(1,2,3)
Local Agency Activity CDPHE Measure
5.1. Acquire and maintain relevant laboratory capability and 5.1 (1). Document laboratory capability through
capacity for response for the identification of biological agents equipment, staff,and other resources to support
in clinical(human and animal),environmental and food laboratory identification of multi-specimens.
specimens.
5.2. Perform testing and CDPHE-provided proficiency testing 5.2 (1). Document the use of LRN specimen
according to the LRN protocols (not to be shared for any testing methods and report results of LRN tests to
reason to non-approved agencies). LRN.
5.3 Expedite the reporting(within 24 hrs.) of the results of LRN 5.3 (1). Provide specimen testing result
testing activity to CDPHE,the LRN, and the CDC upon documentation and progress reports, as requested
request, including progress reports as required. by CDPHE and CDC.
5.4. Obtain and maintain needed permits, licenses and 5.4(1). Provide documentation of certification,
certification to allow for LRN testing. permits,and licenses.
5.5 Provide a representative to attend the Colorado Laboratory 5.5 (1). Document staff attendance at the Colorado
Forum meetings, and attend audio conferences as needed. Laboratory Forum meetings, and audio
conferences.
5.6. Conduct testing of environmental specimens classified as 5.6(1). Document the classification and testing of
non-credible threats by FBI or other qualified law enforcement environmental specimens.
authority.
5.7. Participate in exercises and assessment studies and conduct 5.7(1). If no real events occur in the off-hours
proficiency testing. time frame,sentinel laboratories document
participation in rapid response scenario(s),
involving call-down procedures,communications,
and laboratory response time assembly,testing
and reporting.
5.8. Enter progress report data into the Preparedness Reporting 5.8 (1). Enter progress data into PRS.
System(PRS), as requested by CDPHE.
5.9. Establish lines of communications with regional partners 5.9 (I). Document communication strategies with
including CDPHE, public health, environmental health, public regional public health,environmental health,
safety, hospitals and others as needed. safety,hospital,and other partners as needed.
Page 12 of 22
•
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Local Agency Activity CDPHE Measure
5.10. Apply for and secure LRN confirmatory laboratory 5.10(I). Obtain and document LRN confirmatory
approval. laboratory approval.
5.11.Establish lines of communication and/or Public Health 5.110). Document PHIN-compliant information
Information Network(PHIN)compliant information systems systems and/or communication strategies with
with regional partners including CDPHE,public health, regional,public health, environmental health,
•
environmental health, public safety, hospitals and others as public safety,hospitals and others as needed.
needed.
The CDPHE Communicable Disease Epidemiology Program will provide written guidance for the Regional Epidemiologists that
provides additional detailed information about the activities and measures. For most measures, Regional Epidemiologists will be
asked to post documentation to the PRS.
Epidemiologist Activities CDPHE Measure
El. Demonstrate competency in communicable disease El(I). Submit a formal outbreak investigation report.
outbreak investigation skills. EI(2). Incorporate ICS into a multi-jurisdictional or large communicable
disease investigations, or other large event. Document investigations or
events for which ICS is used.
El(3). Use the(CDPHE)OMS for a disease investigation and submit a
report, including suggestions for enhancing the OMS.
EI(4). Submit CDC EFORS ("Fork and Spoon") forms to CDPHE within
one month of the conclusion of a food borne outbreak investigation.
E2. Integrate with local and regional public health E2(1). Submit a report documenting how the regional epidemiologist has
preparedness staff, and with local public health agency integrated into local and regional public health preparedness activities and
communicable disease activities. local communicable disease activities.
E3. Educate clinical labs, hospital infection control E3(1). Document meetings with clinical labs, infection control
practitioners, and local public health agencies in the practitioners, and local public health agencies where education was
region/jurisdiction about the list of reportable diseases, provided on reportable diseases and lab testing capabilities. Note: Denver
reporting requirements, CEDRS, and CDPHE lab testing Metro area epidemiologists (Boulder, Broomfield, Denver, Jefferson, Tri-
capabilities. County) are not required to meet with hospital ICPs and clinical labs as
the CDPHE Emerging Infections Program regularly does this.
E4. Participate in regional epidemiologist conference E4(1). Participate in at least 80%of the twice-monthly conference calls.
calls and regional epidemiologist meetings/trainings. E4(2). Present or lead a discussion during one of the regional
epidemiologist conference calls.
E4(3). Participate in writing the conference call minutes as assigned.
E4(4). Participate in the regional epidemiologist meetings/trainings.
E5. Assess the timeliness and completeness of E5(1). Submit a report regarding the assessment of timeliness and
communicable disease reporting in the region/ completeness of communicable disease reporting in the
jurisdiction by reviewing semi-annual CDPHE- region/jurisdiction, problems identified,and how these were addressed.
generated tabulations.
E6. Participate in epidemiological activities, including E6(1). Document participation in Democratic National Convention related
planning, related to the Democratic National Convention planning and epidemiological activities.
being held in Denver in August 2008.
Page 13 of 22
•
•
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
E7. Distribute disease surveillance data generated by E7(1). Document dates when disease surveillance data was distributed to
CDPHE or by a local public health agency to health care health care providers,a summary of content, and the method that was used
providers in the region/jurisdiction quarterly. to distribute the information.
E8. Prepare one article to be included in the weekly ES(I). Submit an article to CDPHE for inclusion in the"Hot Topics in
"Hot Topics in Epidemiology" update distributed by Epidemiology"update.
CDPHE.
E9. Participate in organizing and/or presenting E9(1).Organize and/or present a"Basics of Communicable Disease"
communicable disease related training in the training or other related epidemiological training. Document the date of
region/jurisdiction. the training and the role the regional epidemiologist played in the training.
E9(2). Participate in the"CSTE Avian Influenza Rapid Response"
training. Document the date of the training and the role the regional
epidemiologist played in the training.
E10. Successfully complete the Public and E 10(l). Document successful completion of the Public and Environmental
Environmental Health Radiological CD/online Training Health Radiological CD/online Training(PEHRT)by August 31,2008.
(PEHRT),by August 31,2008.
Page 14 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Regional Epidemiologist Coordinator Meeting and Conference Call Calendar
Date Type Location/Time
September 5,2007 Regional Epi Conference Call 9:30- 10:30 am
September 19,2007 Regional Epi Conference Call 9:30- 10:30 am
October 3,2007 Regional Epi Conference Call 9:30-10:30 am
October 18-19,2007 Regional Staff Meeting Denver(times TBD)
November 7,2007 Regional Epi Conference Call 9:30- 10:30 am
November 21,2007 Regional Epi Conference Call 9:30- 10:30 am
December 5,2007 Regional Epi Conference Call 9:30- 10:30 am
December 19,2007 Regional Epi Conference Call 9:30- 10:30 am
January 2,2008 Regional Epi Conference Call 9:30- 10:30 am
January 16,2008 Regional Epi Conference Call 9:30- 10:30 am
February 6,2008 Regional Epi Conference Call 9:30- 10:30 am
February 20,2008 Regional Epi Conference Call 9:30- 10:30 am
March 5,2008 Regional Epi Conference Call 9:30- 10:30 am
March 19,2008 Regional Epi Conference Call 9:30- 10:30 am
April 2008(dates TBD) Regional Staff Meeting Denver(times TBD)
April 2,2008 Regional Epi Conference Call 9:30- 10:30 am
April 16,2008 Regional Epi Conference Call 9:30- 10:30 am
May 7,2008 Regional Epi Conference Call 9:30- 10:30 am
May 21,2008 Regional Epi Conference Call 9:30- 10:30 am
June 4,2008 Regional Epi Conference Call 9:30- 10:30 am
June 18,2008 Regional Epi Conference Call 9:30- 10:30 am
July,2008 Regional Conference Call TBD
July 2,2008 Regional Epi Conference Call 9:30- 10:30 am
July 16,2008 Regional Epi Conference Call 9:30- 10:30 am
August 6,2008 Regional Epi Conference Call 9:30- 10:30 am
August 20,2008 Regional Epi Conference Call 9:30- 10:30 am
Page 15 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Planner Activities CDPHE Measure
Pl. Assist local public health agencies through resources and PI (1). Document assistance to local agencies regarding the
technical assistance, in the development and/or updates of development and updates of the PHEOP, including Pandemic
Public Health Emergency Operations Plans(PHEOP)and Influenza, Community Containment,Mass Fatality, and
associated Emergency Support Function #8 annex. Continuity of Operations Plan (COOP)annexes.
• Provide technical assistance in meeting State PI (2). Document leadership or participation in one
requirements for integrating the Public Health State/Regional Workgroup.
Emergency Operations Plan(PHEOP)template.
• Provide technical assistance in meeting State
requirements and completing necessary planning as
related to Pandemic Influenza, Community
Containment, Macc Fatality, and Continuity of
Operations Plan (COOP)annexes.
• Participate or lead one State/Regional Workgroup,
contributing to necessary and requested activities and
tasks.
• Identify facilities for tracking, and maintain key
contact information, per CDPHE request.
P2. Assist local public health agencies through resources and P2 0). Document assistance to local agencies regarding the
technical assistance to update the local point of dispensing development and updates to the local POD plan(s).
(POD)plan(s)for local agency submittal to CDPHE by June P2 (2) Document the provision of the state/regional
I,2008. Workgroup approved POD template to local agencies.
• Provide technical assistance in meeting state
requirements for integrating the POD/Mass Clinic
Template for Standard Operating Guidelines Plan
(POD Plan)with the Regional Strategic National
Stockpile(SNS Plan).
• Provide state/regional Workgroup approved template
information to local agencies in completing the POD
plan, and serve as an evaluator of these plans.
P3. Maintain and utilize knowledge of NIMS Integration P3 0). Document training in ICS-100, ICS-200, ICS-300,
Center guidelines, and integrate into all regional emergency ICS-400, IS-700, and IS-800.
preparedness activities.
• Complete(if not completed)training in ICS-100,
ICS-200, ICS-300, ICS-400, IS-700, and IS-800
P4. Utilize and provide Homeland Security Exercise P4(I).Post all regional exercise documentation and AARs;
Evaluation Program(HSEEP) formats, resources, and and ensure that local agency documentation is posted on
guidance for regional and local exercises. COHAN in HSEEP format within 60 days of completing the
exercise.
Page 16 of 22
Attachment B-I
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Planner Activities CDPHE Measure
P5. Provide assistance around special population needs and P5 (1). Document assistance in the region regarding special
regional planning for those populations. population planning and accommodations.
• Identify special needs populations in the community. • Add community leadership contacts to the Health
• Identify one community leadership contact for each Alert Network
special population identified
• Identify facilities that could serve as special needs or
medical shelters.
P6. Update Regional SNS plans using the regional SNS P6(I). Updated draft to be completed and posted on COHAN
Workgroup template. Updated draft to be completed and by January 31,2008.
posted on COHAN by January 31,2008. Final updated SNS P6(2). Final updated SNS plan to be completed and posted to
plan to be completed and posted to COHAN by July 3, 2008. COHAN by July 3, 2008.
P7. Participate in,and assist annually exercised components P7 0). Post After Action Reports for exercises that tested
of the SNS. SNS components to COHAN within 60 days of the exercise in
the appropriate All-Hazards Regional folder and subsequent
SNS Plan folder.
P8 (1). Document participation with the state in volunteer
P8. Participate in local volunteer management coordination,
coordination (attend CPH
[raining and exercises, in conjunction with the regional MVS training, when applicable).
P9(2). Identify key volunteer stakeholders in each county.
training plan.
P9(3). Document meeting(s) with county administration
regarding volunteer management.
P9. Work with local agencies to coordinate and develop P9 0). Document assistance to regional "Healthcare
protocol(s)for health care preparedness, including Coalition"partners regarding redistribution. healthcare/public
partnerships with medical communities and emergency health network and jurisdictional incident management.
responders to ensure cooperative planning, information
sharing and management coordination.
Assistance to include:
• Leadership in regional "Health Care Coalition"
meetings.
o Redistribution of personnel, facilities,
equipment, pharmaceuticals and supplies
o Triage and transportation protocols for
infectious patients between hospitals, alternative
care sites(clinics that provide outpatient
clinics),points of dispensing(as defined by
SNS),home health agencies and EMS must be
established.
o Agencies and EMS must establish jurisdictional
incident management(unified or area command)
structure.
P.I0 Attend a state and/or national emergency preparedness P.10(1)Document attendance of at least one emergency
conference(s)of Regional Planner's choice as approved by preparedness conference for the 2007-2008.
CDPHE.
PI I. Participate in regional conference calls, Planner P11 (1). Document participation in regional conference calls
Meetings,and Planner Conference calls as scheduled by as scheduled by the state.
CDPHE.
Page 17of22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Planner Activities CDPHE Measure
P12.Assist CDPHE with the coordination of local agency site P12 (I). Document assistance to CDPHE with site visit
visits,as requested. coordination, as requested.
• Serve as the CDPHE contact person for the site visits
in your region.
• Support the CDPHE site visit process by
coordinating local agency, regional staff, dates,and
times, as needed.
P13. Successfully complete the Public and Environmental P13 (1). Document successful completion of the Public and
Health Radiological CD/online Training(PEHRT),by Environmental Health Radiological CD/online Training
August 31,2008. (PEHRT)by August 31, 2008."
Page 18 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Regional Planning Coordinator Meeting and Conference Call Calendar
Date Type Location/Time
October 9,2007 Planner Conference Call 1:00-2:00
October 18— 19,2007 Regional Staff Meeting Denver(TBD)
February 12,2008 Planner Conference Call TBD
April 2008 Regional Staff Meeting TBD
April 15,2008 Planner Conference Call 1:00-2:00
July,2008 Regional Conference Call TBD
July 15,2008 Planner Conference Call 1:00-2:00
Page 19 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Trainer Activities CDPHE Measure
TI. Assist local public health agencies through resources T1(1).Train appropriate public health staff in each
and technical assistance, in the development and/or updates agency and nursing service in your region on the
of Public Health Emergency Operations Plans(PHEOP) changes/updates made to PHEOP at least once during
and associated Emergency Support Function#8 annex FY07-08. Training must be posted in CO.TRAIN.
• Work with the regional planner to meet state T1(2). Document leadership or participation in one
requirements and complete necessary planning and State/Regional Workgroup.
training activities as related to Emergency
Response and annexes: Pandemic Influenza,
Community Containment, Mass Fatality,and
Continuity of Operations Plan (COOP).
• Participate or lead one State/Regional Workgroup,
contributing to necessary and requested activities
and tasks.
T2. Work with the regional planner to provide each agency T2 (1). Train appropriate public health staff in each
and nursing service in the region with training, information agency and nursing service in your region in the use of
and technical assistance related to the Regional SNS plan the Regional SNS plan and the county POD plan at
and the county POD plan in preparation for the 2007 least once prior to the 2007 Statewide Exercise.
Statewide Mass Clinic Exercise. Training must be posted in CO.TRAIN.
T3. Work with each local agency and nursing service in the T3 (I). Using the template provided by CDPHE,post
region to develop an emergency preparedness training all completed agency training schedules on COHAN
schedule by October 15,2007.At a minimum, each agency under appropriate All-Hazards Regional Training
should participate in the following courses: Documents folder by October 15, 2007. All training
• PHEOP Orientation plan documents must be linked to the"Training Plan"
• Training in preparation for the 2007 Statewide category in COHAN.
Exercise
• Emergency communications (800 MHz radios, T3 (2). All emergency preparedness training provided
COHAN, and/or other devices used by the agency) to agency staff must be available for registration on
• EPR 101 (Emergency Preparedness 101 online CO.TRAIN prior to the event. All participants who
course) complete a training must be verified in CO.TRAIN no
• SNS 101 (Strategic National Stockpile 101 online more than 30 days after the event.
course)
The agency schedule should include a list of tentative T3 (3). Post all public health emergency preparedness
courses that will be provided to the agency during the 2007- and response training and presentation materials in
08 grant year as well as the following for each course listed: COHAN under the All-Hazards Resources: Training
• Course Name/Topic and Presentation Materials folder by September 30,
• Tentative course dates,times and locations 2007 and ongoing thereafter.
• Tentative instructor name and contact information
The agency training schedule can be added as an appendix
or supplement to the regional training plan.
T4.Continue to integrate NIMS compliance,assessment, T4(1). Work with the local agencies to ensure that
and training,according to the NIMS Integration Center each agency documents staff trained in ICS and NIMS
guidelines(NIMCAST,NIMS online, and classroom using the spreadsheet provided by CDPHE.Only the
training). FEMA certificate or paperwork verifying the
• All agency staff must be trained in ICS-100 completion of an equivalent ICS-100 or ICS-200
and IS-700. course can be used to confirm that an employee has
• All supervisory staff must be trained in ICS- been trained in ICS and NIMS.
Page 20 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
Trainer Activities CDPHE Measure
100, ICS-200,and IS-700.
• All program managers, employees who will be
expected to work in the agency's emergency T4(2). Ensure that each agency provides the updated
operations center,and/or all personnel with a NIMS and ICS training data using the provided
direct role in emergency preparedness must be spreadsheet to you quarterly(September, December,
trained in ICS-100, ICS-200, ICS-300, IS-700 March and June)
and IS-800.
• Agency directors, executive level staff and all staff T4(3). Ensure that all ICS and NIMS training data is
pre-identified to perform duties as a Unified entered into CO.TRAIN and verified quarterly
Commander, Incident Commander, Command (October,January, April, and July).
Staff or Section Chief staff member according to
the agency's ICS structure must be trained in ICS- T4(4). Document assistance to regional coalition
100, ICS-200, ICS-300, ICS-400, IS-700 and IS- healthcare partners regarding ICS and NIMS training.
800.
• Ensure that the regional coalition healthcare
partners are trained in ICS and NIMS, by
providing resourc requirements equ .,�.. „y
CDPHE), and availability of training(s).
15. Participate in local volunteer management coordination, 15 (1). Ensure that at least two trainings and/or
training, and exercises. exercises, specific to surge capacity issues, using
volunteers to supplement public health emergency
functions take place in each region. Volunteer training
must be tracked in CO.TRAIN.
15 (2). Document meeting(s)with county
administration regarding volunteer management.
T6. Work with the Distance Learning Coordinator(DLC) T6(I)All DLC contact information and distance
for each county in the region to update distance learning learning technology location information is to be
contact information for satellite downlink, computer lab and updated and posted on COHAN biannually—updates
video conferencing sites. If the county does not have an are to be made in September and March.
identified DLC,the RTC will act as the designated DLC for
the county.
T7. Participate in Regional Training Coordinator(RTC) T7(1). Document participation in RTC meetings and
Meetings and conference calls in the 2007-2008 grant year. conference calls in the 2007-2008 grant year.
(See tentative schedule provided by the state).
T8. Attend a state and/or national one national emergency 18(I). Document attendance of at least one emergency
preparedness conference of the Regional Training preparedness conference for the 2007-2008 grant
Coordinator's choice,as provided by CDPHE. year.
T9. Participate in regional conference calls with Regional T9(1). Document participation in regional conference
Epidemiologist(s),Regional Planner(s)and Regional calls as scheduled by the state.
Training Coordinator(s), CDPHE regional liaisons and the
CDPHE Emergency Response Coordinator.
TI0. Successfully complete the Public and Environmental T10(I). Document successful completion of the Public
Health Radiological Training(PEHRT), by August 31, and Environmental Health Radiological Training
2008. (PEHRT)by August 31, 2008."
T11. Encourage environmental health staff in your region to 111 (1). Document distribution of Public and
complete the Public and Environmental Health Environmental Health Radiological CD/online
Radiological CD/online Training(PEHRT),by August 3 I, Training(PEHRT)CD to your region.
2008.
Page 21 of 22
Attachment B-1
Weld County Department of Public Health and Environment
Public Health Emergency Preparedness and Response
2007-2008 Scope Of Work
T.I2. Conduct at least one train-the-trainer session on T.12(1). Document on CO.TRAIN all train-the-trainer
respiratory training and fit-testing for rural and community sessions on respiratory training and fit testing that you
health clinics, local physicians, public safety and/or other conduct or coordinate for rural and/or community
partners as appropriate in your region before August 31, health clinics, local physicians,public safety and/or
2008. other partners as appropriate in your region.
Regional Training Coordinator Meeting and Conference Call Calendar
Date Type Location/Time
September 12,2007 Trainer Conference Call 8:30-9:30
October 18— 19, 2007 Regional Staff Meeting Denver(TBD)
November 14,2007 Trainer Conference Call 8:30-9:30
January 9,2008 Trainer Conference Call 8:30 -9:30
February 13,2008 Trainer Conference Call 8:30-9:30
March 12,2008 Trainer Conference Call 8:30 -9:30
April 2008 Regional Staff Meeting TBD
April 9,2008 Trainer Conference Call 8:30 -9:30
May 14,2008 Trainer Conference Call 8:30-9:30
June 11, 2008 Trainer Conference Call 8:30 -9:30
July, 2008 Regional Conference Call TBD
July 9,2008 Trainer Conference Call 8:30-9:30
August 13,2008 Trainer Conference Call 8:30 -9:30
Page 22 of 22
EXHIBIT C
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
(ADD PROGRAM NAME HERE)
DEPARTMENT OR AGENCY NUMBER
***
CONTRACT ROUTING NUMBER
**_*****
ELIMINATE ALL INFORMATION APPEARING IN RED
•
LIMITED AMENDMENT FOR TASK ORDERS #*
This Limited Amendment is made this **** day of*.********, 200*, by and between the State
of Colorado, acting by and through the DEPARTMENT OF PUBLIC HEALTH AND
FAN V IRONIVIEIV 1, whose HCioress or principal place of business is 4 O6. ._principal Cherry Spree::Drive
South, Denver, Colorado 80246, hereinafter referred to as the "State"; and,LEGAL NAME
OF ENTITY, (legal type of entity), whose address or principal place of business is Street
Address, City, State & Zip Code, hereinafter referred to as the "Contractor".
FACTUAL RECITALS
The parties entered into a Master Contract, dated ******** ** ****
with contract routing
number ** *** ***** "the Master Contract").
Pursuant to the terms and conditions of the Master Contract, the parties entered into a Task Order
Contract, dated ******** **, ****, with contract encumbrance number PO *** **********
and contract routing number ** *** *****, [insert the following if previous amendment(s),
change order(s), renewal(s) have been processed: as amended by] [include all previous
amendment(s), change order(s), renewal(s) and their routing numbers], [insert the
following if previous amendment(s), change order(s), renewal(s) have been processed:
collectively] referred to herein as the "Original Task Order Contract, whereby the Contractor was
to provide to the State the following:
[Briefly describe what the Contractor was to do under the Original Task Order
Contract— indent this paragraph]
]Please choose one of the following four options and delete the other three options not
selected[
The State promises to [choose one and delete the other] increase/decrease the amount of funds
to be paid to the Contractor by ********** Dollars, ($*.**) during the current term of the
Original Task Order Contract in exchange for the promise of the Contractor to perform the
[choose one and delete the other] increased/decreased work under the Original Task Order
Contract.
Page I of 5
The State promises to pay the Contractor the sum of********** Dollars, ($*.**) in exchange
for the promise of the Contractor to continue to perform the work identified in the Original Task
Order Contract for the renewal term of**** years/months, ending on ******** **, ****.
The State promises to [choose one and delete the other] increase/decrease the amount of funds
to be paid to the Contractor by ********** Dollars, ($*.**) for the renewal term of****
[choose one and delete the other[ years/months, ending on ******** **, ****, in exchange
for the promise of the Contractor to perform the [choose one and delete the other]
increased/decreased work described herein.
The State hereby exercises a "no cost" change to the [choose those that apply and delete those
that don't apply[ budget, specifications within the Statement of Work, project
management/manager identification, notice address or notification personnel, or
performance period within the [choose one and delete the other] current term of the
Original Task Order Contract or renewal term of the Original Task Order Contract.
NOW THEREFORE, in consideration of their mutual promises to each other, stated below, the
parties hereto agree as follows:
1. Consideration for this Limited Amendment to the Original Task Order Contract consists
of the payments and services that shall be made pursuant to this Limited Amendment,
and promises and agreements herein set forth.
2. It is expressly agreed to by the parties that this Limited Amendment is supplemental to
the Original Task Order Contract, contract routing number ** *** *****, [insert the
following language here if previous amendment(s), change order(s), renewals) have
been processed as amended by [include all previous amendment(s), change
order(s), renewal(s) and their routing numbers], (insert the following word if
previous amendment(s), change order(s), renewal(s) have been processed, otherwise
delete "collectively"]collectively 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 Limited 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:
[Please choose one of the following three options and delete the two options not
selected]
A. [Ilse this paragraph when changes to the funding level of the Original Task
Order Contract occur during the current term of the Original Task Order
Contract] This Limited Amendment is issued pursuant to paragraph 5 of the
Original Task Order Contract identified by contract routing number ** ***
*****. This Limited Amendment is for the current term of********* **
,
Page 2 of 5
EXHIBIT C -
****, through and including ********* **, ****. The maximum amount
payable by the State for the work to be performed by the Contractor during this
current term is [choose one and delete the other] increased/decreased by
********** Dollars, ($*.**1 for an amended total financial obligation of the
State of********** DOLLARS, ($*.**). [Delete the following sentence if not
applicable in your situation] The revised Statement of Work is incorporated
herein by this reference and identified as "Attachment *". [Delete the following
sentence if not applicable in your situation] The revised Budget is incorporated
herein by this reference and identified as "Attachment *". The Original Task
Order Contract is modified accordingly. All other terms and conditions of the
Original Task Order Contract are reaffirmed.
A. [Use this paragraph when the Original Task Order Contract will be renewed
for another term] This Limited Amendment is issued pursuant to paragraph 5 of
the Original Task Order Contract identified by contract routing number ** ***
*****. This Limited Amendment is for the renewal term of********* **,
****, through and including ********* **, ****. The maximum amount
payable by the State for the work to he performed by the Contractor during this
renewal term is ********** Dollars, ($*.**) for an amended total financial
obligation of the State of********** DOLLARS, ($*.**). [Delete the
following sentence if not applicable in your situation[ The revised Statement of
Work is incorporated herein by this reference and identified as "Attachment *".
[Delete the following sentence if not applicable in your situation] The revised
Budget is incorporated herein by this reference and identified as "Attachment *".
The Original Task Order Contract is modified accordingly. All other terms and
conditions of the Original Task Order Contract are reaffirmed.
A. [Use this paragraph when there are "no cost changes" to the Budget, the
specifications within the original Statement of Work, allowable contract
provisions as noted, or performance period.] This Limited Amendment is
issued pursuant to paragraph 5 of the Original Task Order Contract identified by
contract routing number ** *** *****. This Limited Amendment [choose those
that apply and delete those that don't] modifies the Budget in [identify
location in contract], modifies the Statement of Work in [identify location in
contract], modifies the project management/manager identification in
lidentify location in contract], modifies the notice address or notification
personnel in [identify location in contract], modifies the period of
performance in [identify location in contract] of the Original Task Order
Contract. The revised [choose those that apply and delete those that don't]
Budget, Statement of Work, project management/manager identification,
notice address or notification personnel, or period of performance is
incorporated by this reference and identified as. All other terms and conditions of
the Original Task Order Contract are reaffirmed.
4. The effective date of this Limited Amendment is **/**/****, or upon approval of the
State Controller, or an authorized delegate thereof, whichever is later.
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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 Limited Amendment and any of the terms and provisions of the Original Task Order
Contract, the terms and provisions of this Limited 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.
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EXHIBIT C
IN WITNESS WHEREOF, the parties hereto have executed this Limited Amendment on the
day first above written.
CONTRACTOR: STATE:
[LEGAL NAME OF CONTRACTOR] STATE OF COLORADO
(a political subdivision of the State of Colorado) Bill Ritter, Jr. Governor
By: By:
Name: For the Executive Director
Title: DEPARTMENT OF PUBLIC
HEALTH
FEIN: AND ENVIRONMENT
ATTEST:- PROGRAM APPROVAL:
Because the Contractor is a governmental
entity, an attestation is required By:
(Seal, required)
By:
City, City and County, County,
Special District, or Town Clerk or Equivalent
(Delete inapplicable language.]
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts. This limited
amendment is not valid until the State Controller, or such assistant as he may delegate, has
signed it. The contractor is not authorized to begin performance until the contract is
signed and dated below. If performance begins prior to the date below, the State of
Colorado may not be obligated to pay for goods and/or services provided.
STATE CONTROLLER
Leslie M. Shenefelt
By:
Date:
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