HomeMy WebLinkAbout20062562.tiff RESOLUTION
RE: APPROVE TASK ORDER FOR THE 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 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 1,2006,and ending August 31,2007,with furtherterms and
conditions being as stated in said task order, and
WHEREAS,after review,the Board deems it advisable to approve said task order, 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 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 13th day of September, A.D., 2006, nunc pro tunc September 1, 2006.
BOARD OF COUNTY COMMISSIONERS
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2006-2562
HL0033
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Memorandum
TO: M.J. Geile, Chair
Board of County Commissioners
• From: Mark E. Wallace, MD, MPH, Director
COLORADO Department of Public Health and
Environment
DATE: September 7,2006
SUBJECT: Task Order for the Emergency
Preparedness and Response Program
Enclosed for Board review and approval is a Task Order 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 task order, CDPHE is awarding Weld County renewal funding in the amount of
$316,376 as pass through from the United States Department of Health and Human Services,
Centers for Disease Control and Prevention (CDC) to develop WCDPHE's preparedness for and
response to terrorism, pandemic influenza, and other public health emergencies. To accomplish
this, statements of work and designated milestones have been established in the following project
areas: (1) Planning, Training and Exercise; (2) Epidemiology; (3) Health Care
Preparedness/Surge Capacity; (4) IT and Communication; (5) Strategic National Stockpile
(SNS); (6) Public Information and Risk Communication; and (7) Laboratory.
The time period for this funding is September 1, 2006 through August 31, 2007. I recommend
your approval of this task order.
Enc.
2006-2562
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
DEPARTMENT OR AGENCY NUMBER
FHA
CONTRACT ROUTING NUMBER
07-00053
TASK ORDER
EMERGENCY PREPAREDNESS AND RESPONSE PROGRAM
This Task Order is made this 7th day of AUGUST,2006,by and between: the state of Colorado, acting by and
through the COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT,whose address
or principal place of business is 4300 CHERRY CREEK DRIVE SOUTH,DENVER,COLORADO 80246,
hereinafter referred to as"the State"; and,the BOARD OF COUNTY COMMISSIONERS OF WELD
COUNTY(a political subdivision of the state of Colorado),for the use and benefit of the Weld County
Department of Public Health and Environment whose address or principal place of business is 1555 North
17`h Avenue,Greeley,Colorado 80631 hereinafter referred to as"the Contractor".
FACTUAL RECITALS
Pursuant to all relevant sections of the Colorado Disaster Emergency Act,24-32-2100, C.R.S.,as amended,that
authorize and provide for cooperation in disaster prevention,preparedness,response, and recovery and 25-1.5-102,
C.R.S.,as amended, Epidemic and communicable diseases-powers and duties of the Department of Public Health
and Environment. Section 24-32-2104(5),C.R.S.,states that an executive order or proclamation of a state of
disaster emergency shall activate the disaster response and recovery aspects of the state, local, and interjurisdictional
disaster emergency plans applicable to the political subdivision or area in question and shall be authority for the
deployment and use of any forces to which the plans apply and for use or distribution of any supplies,equipment,
and materials and facilities assembled,stockpiled,or arranged to be made available pursuant to this part 21 or any
other provision of law relating to disaster emergencies.
The United State Department of Health and Human Service("HHS"),through the Centers for Disease Control and
Preventions("CDC")has awarded the State federal funds under Notice of Cooperative Agreement Award
("NCAA")number U90/CCU816827 to fund "Public Health Emergency Preparedness activities, see, Catalog of
Federal Domestic Assistance("CFDA")number 93.283. 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).
Section 29-1-201, C.R.S. as amended,encourages governments to make the most efficient and effective use of their
powers and responsibilities by cooperating and contracting with each other to the fullest extent possible to provide
any function, service, or facility lawfully authorized to each of the cooperating or contracting entities. Section 29-1-
201,C.R.S.,as amended, further states that all state of Colorado contracts with its political subdivisions are exempt
from the state of Colorado's personnel rules and procurement code.
The Contractor is a political subdivision of the state of Colorado. The State and the Contractor mutually agree that
the most efficient and effective way to provide the above-described services is at the local level. The State and the
Contractor previously entered into a Master Contract with contract routing number 05 FAA 00054. This Task Order
is issued pursuant to the terms and conditions of that Master Contract.
Page 1 of 6
aec) -95
As to the State,authority exists in the Law and Funds have been budgeted, appropriated, and otherwise made
available,and a sufficient uncommitted balance thereof remains available for subsequent encumbering and payment
in Fund Code(s) 100, Organizational Unit Code(s)FHA Appropriation Code(s)369,Program Code(s)9012,
Function Code(s)FLWT,Object Code(s)5120, and Grant Budget Line Code(s)HW71 under Contract
encumbrance number PO FHA EPI0700053. All required approvals,clearances,and coordination have been
accomplished from and with all appropriate agencies.
NOW,THEREFORE,in consideration of their mutual promises to each other,stated below,the parties hereto
agree as follows:
A. PERIOD OF PERFORMANCE AND TERMINATION. The proposed effective date of this Contract
is September 1,2006. However, in accordance with section 24-30-202(1),C.R.S.,as amended,this Task
Order is not valid until it has been approved by the State Controller, or an authorized designee thereof If
the underlying notice of award authorizes the State to pay all allowable and allocable expenses of a
contractor as of the effective date of that notice of award,then the State shall reimburse the Contractor for
any allowable and allocable expenses of the Contractor that have been incurred since the proposed effective
date of this Task Order. If the underlying notice of award does not authorize the State to pay all allowable
and allocable expenses of a contractor as of the effective date of that notice of award,then the State shall
only reimburse the Contractor for those allowable and allocable expenses of the Contractor that were
incurred on or after the effective date of this Task Order. The initial term of this Task Order shall
commence on its effective date and continue through and including August 31,2007. This Contract is
funded entirely with federal funds. Therefore,the State's liability for payment for all services rendered,or
goods supplied,under this Task Order 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 Task
Order,then the State may immediately amend or terminate this Task Order without further liability to the
State. In accordance with section 24-103-503, C.R.S., as amended,and Colorado Procurement Rule R-24-
103-503,the total term of this Task Order, including all automatic renewals,bilateral options to renew,and
extensions,may not exceed five(5)years.
B. DUTIES AND OBLIGATIONS OF THE CONTRACTOR. 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 A".
C. DUTIES AND OBLIGATIONS OF THE STATE.
1. The Contractor shall be compensated in accordance with the rates set forth in Attachment A
hereto. In consideration of those services satisfactorily and timely performed by the Contractor
under this Task Order the State shall cause to be paid to the Contractor a sum not to exceed
THREE HUNDRED SIXTEEN THOUSAND THREE HUNDRED SEVENTY SIX
DOLLARS,($316,376.00)for the initial term of this Task Order. Of the total financial obligation
of the State referenced above, $316,376.00 are identified as attributable to a funding source of the
United States government.
2. Payments under this Task Order shall be made either through the State's Electronic Fund Transfer
system or,upon the Contractor's periodic submission of a duplicate"Emergency Preparedness and
Response Reimbursement Statement".
Page 2 of 6
3. If this Task Order requires the Contractor submit a"Emergency Preparedness and Response
Reimbursement Statement",then the Contractor shall submit a signed, duplicate monthly
Reimbursement Statement within sixty(60)calendar days of the end of the billing period for
which services were rendered. A sample Emergency Preparedness and Response Reimbursement
Statement is incorporated herein by reference,made a part hereof,and attached hereto as
"Attachment B". Expenditures shall be in accordance with those items identified in Attachment
A. These items may include,but are not limited to:the Contractor's salaries, fringe benefits,
supplies,travel,operating,and indirect costs which are allowable and allocable expenses related to
its performance under this Task Order.
Each Task Order Reimbursement Statement shall reference the related Master Contract by its
contract routing number and this Task Order by their respective contract routing numbers. The
contract routing numbers are located on page one of these documents. Each Task Order
Reimbursement Statement shall also indicate the applicable performance dates,the names of
payees;a brief description of the services performed during the relevant performance dates;all
expenditures incurred;and,the total reimbursement requested. Reimbursement during the initial,
or any renewal,term of this Task Order 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. Each
Task Order Reimbursement Statement shall be sent to:
Sonia Gonzales
Emergency Preparedness and Response Program
Colorado Department of Public Health and Environment
DCEED-EPR-3650
4300 Cherry Creek Drive South
Denver,CO 80246
4. The State may prospectively increase or decrease the amount payable under this Task Order
through a"Task Order Change Order Letter"that is substantially similar to the sample Task Order
Change Order Letter that is incorporated herein by this reference,made a part hereof,and attached
hereto as"Attachment C". To be effective,a Task Order Change Order Letter must be: signed by
the State and the Contractor; and, approved by the State Controller or an authorized designee
thereof. Additionally, a Task Order Change Order Letter shall include the following information:
A. Identification of the related Master Contract and this Task Order by their respective
contract routing numbers and affected paragraph number(s);
B. The type(s)of service(s) or program(s)increased or decreased and the new level of each
service or program;
C. The amount of the increase or decrease in the level of funding for each service or
program and the new total financial obligation;
D. A provision stating that the Task Order Change Order Letter is effective upon approval
by the State Controller, or designee,or its proposed effective date,whichever is later.
Upon proper execution and approval, a Task Order Change Order Letter shall become an
amendment to this Task Order. Except for the General and Special Provisions of the Master
Contract,and the Additional Provisions of the Task Order, if any,the Task Order Change Order
Letter shall supersede this Task Order in the event of a conflict between the two. It is expressly
understood and agreed to by the parties that the task order change order letter process may be used
only for increased or decreased levels of funding,corresponding adjustments to service or program
levels,and any related budget line items. Any other changes to this Task Order, other than those
authorized by the task order option to renew letter process described below, shall be made by a
formal amendment to this Task Order executed in accordance with the Fiscal Rules of the state of
Colorado.
Page 3 of 6
If the Contractor agrees to and accepts a proposed Task Order Change Order Letter,then the
Contractor shall execute and return that Task Order Change Order Letter to the State by the date
indicated in that Task Order Change Order Letter. If the Contractor does not agree to and accept a
proposed Task Order Change Order Letter,or fails to timely return a partially executed Task Order
Change Order Letter by the date indicated in that Task Order Change Order Letter,then the State
may, upon written notice to the Contractor,terminate this Task Order no sooner than thirty(30)
calendar days after the return date indicated in the Task Order Change Order Letter has passed.
This written notice shall specify the effective date of termination of that Task Order. If a Task
Order is terminated under this clause,then the parties shall not be relieved of their respective
duties and obligations under that Task Order until the effective date of termination has passed.
Increases or decreases in the level of contractual funding made through the task order change
order letter process during the initial, or renewal,term of a Task Order may only be made under
the following circumstances:
E. If necessary to fully utilize appropriations of the state of Colorado and/or non-
appropriated federal grant awards;
F. Adjustments to reflect current year expenditures;
G. Supplemental appropriations,or non-appropriated federal funding changes resulting in an
increase or decrease in the amounts originally budgeted and available for the purposes of
a Task Order;
H. Closure of programs and/or termination of related contracts or task orders;
I. Delay or difficulty in implementing new programs or services;and,
J. Other special circumstances as deemed appropriate by the State.
5. The State may renew a Task Order through a"Task Order Option to Renew Letter"substantially
similar to the sample Task Order Option to Renew Letter that is incorporated herein by this
reference,made a part hereof,and attached hereto as"Attachment D". To be effective,a Task
Order Option to Renew Letter must be: signed by the State and the Contractor;and,approved by
the State Controller or an authorized designee thereof. Additionally,a Task Order Option to
Renew Letter shall include the following information:
A. Identification of the related Master Contract and that Task Order by their respective
contract routing numbers and affected paragraph number(s);
B. The type(s)of service(s)or program(s),if any, increased or decreased and the new level
of each service or program for the renewal term;
C. The amount of the increase or decrease, if any, in the level of funding for each service or
program and the new total financial obligation;
D. A provision stating that the Task Order Option to Renew Letter is effective upon
approval by the State Controller,or designee, or its proposed effective date, whichever is
later.
Page 4 of 6
Upon proper execution and approval, a Task Order Option to Renew Letter shall become an
amendment to this Task Order. Except for the General and Special Provisions of the Master
Contract,and the Additional Provisions, if any of that Task Order, a Task Order Option to Renew
Letter shall supersede that Task Order in the event of a conflict between the two. It is expressly
understood and agreed to by the parties that the task order option to renew letter process may be
used only to:renew a Task Order; increase or decrease levels of funding related to that renewal;
make corresponding adjustments to service or program levels,and,adjust any related budget line
items. Any other changes to a Task Order,other than those authorized by the task order change
order letter process described above,shall be made by a formal amendment to a Task Order
executed in accordance with the Fiscal Rules of the state of Colorado.
If the Contractor agrees to and accepts a proposed Task Order Option to Renew Letter,then the
Contractor shall execute and return that Task Order Option to Renew Letter to the State by the
date indicated in that Task Order Option to Renew Letter. If the Contractor does not agree to and
accept the proposed renewal term,or fails to timely return a partially executed Task Order Option
to Renew Letter by the date indicated in that Task Order Option to Renew Letter,then the State
may,upon written notice to the Contractor,terminate this Task Order no sooner than thirty(30)
calendar days after the return date indicated in the Task Order Option to Renew Letter has passed.
This written notice shall specify the effective date of termination of that Task Order. If a Task
Order is terminated under this clause,then the parties shall not be relieved of their respective
duties and obligations under that Task Order until the effective date of termination has passed.
6. All attachments or exhibits to this Task Order are incorporated herein by this reference and made a
part hereof as if fully set forth herein. If a conflict or inconsistency is found to exist between the
terms and conditions of this Task Order and those of any attachment or exhibit hereto,then the
terms and conditions of this Task Order shall control.
Page 5 of 6
IN WITNESS WHEREOF,the parties hereto have executed this Task Order as of the day first above written.
CONTRACTOR: STATE:
BOARD OF COUNTY COMMISSIONERS OF STATE OF COLORADO
WELD COUNTY Bill Owens,Governor
(a political subdivision of the state of Colorado)
for the use and benefit of the
Weld County Department of Public Health
and Environment
By: By:
Name: • For the Executive Director
Title: Chair DEPARTMENT OF PUBLIC HEALTH
FEIN: 846000813 AND ENVIRONMENT
Date: CEP 13 20(16 Date:
Imo,' E 2`.
A T/�i7�:_ r ) PROGRAM APPROVAL:
1161 � (
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�I (111L, By: / U
,;+'fT an. ounty,County,
w"~District,or Town Clerk or Equivalent
WELD COUNTY DEPARTMENT OF
PUBLIC
CHHEALTH
� AND ENVI ENT
a_Citc
APPROVALS:
Mark E. Wallace, MD, MPH•Director
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.Shenefelt
t
By: 1.' \t`.`� ���� CLf(iN.N-- "
Date: \.A) �"1)
Revised:11/5/04
Page 6 of 6
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ATTACHMENT A
Weld County Department of Public Health
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Contract Term: September 1, 2006 through August 31, 2007
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 March 1, 2007 and September
1, 2007.
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 28
ATTACHMENT A
Weld County Department of Public Health
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Contractor shall submit regular invoices to the CDPHE using the required Emergency Preparedness and Response
Reimbursement Statement and in accordance with the 2006-2007 Emergency Preparedness and Response
Reimbursement Requirements.The Emergency Preparedness and Response Reimbursement Statement and
Requirements are incorporated herein by reference, made a part hereof, and attached hereto as"Attachment B".
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 this Scope of Work. Contractor shall submit all final
reimbursement statements no later than 45 days after the contractual agreement end date.
Contractor shall ensure that all service related expenses will be completed and all goods related expenses
committed by August 31, 2007.
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 I, 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 28
ATTACHMENT A
Weld County Department of Public Health
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Contract Budget: Contractor's total award shall not exceed $316,376.00.
Contractor's total award includes $160,000.00 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 $80,000 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 2006-2007 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
16.29%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.
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.
Page 3 of 28
ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
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: 2006-07.
• Local Agency Year Two Activity=2006-2007 Agency Deliverables to be completed
• 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 by March 1,2007 and September I,2007 and
attach required documents the Colorado Health Alert Network(COHAN)portal as indicated
o Each activity has been coded,(I,la,6,6d,9,9a)(pm20),for CDPHE to report to CDC the direct link of Activities to the
CDC Goals,Target Capabilities,and Performance Measures
I. Planning,Training, and Exercise
Goal 1: Increase the use and development of interventions known to prevent human illness from chemical,biological,radiological agents,
and naturally occurring health threats.
Goal 2:Decrease the time needed to classify health events as terrorism or naturally occurring in partnership with other agencies.
Goal 6:Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 9:Decrease the time needed to implement recommendations from after-action reports following threats to the public's health.
Local Agency Year Two Activity CDPHE Measure
1.1. Update Public Health Emergency Operations Plan(PHEOP)and 1.1 (1).Post completed agency PHEOP with all
the associated Emergency Support Function#8 annex by June 1, requirements per the BOH Rule 6 CCR 1009-5, an
2007. (1, la,6,6d, 9,9a)(pm20) incident-specific `Pandemic Influenza' annex, a
PHEOP must at a minimum include: functional `Community Containment' and 'Mass
• All requirements listed under the State Board of Health(BOH) Fatality"annexes and 'Plan Distribution' page on
Rule 6 CCR 1009-5: Preparations for a Bioterrorism Event, COHAN under appropriate All-Hazards Regional
Pandemic Influenza or an Outbreak of a Novel and Highly folder and subsequent agency folder by June 1,2007.
Infectious Agent or Biological Toxin Regulation 1 (Organized (1, la,6,6d,9,9a)
Health Departments)or Regulation 7(Nursing Services)(I, la, 1.1 (2)Retain documentation that a copy of the revised
6, 6d); agency PHEOP was provided/received to the local
• Include an incident-specific annex entitled `Pandemic office of emergency management,all general or critical
Influenza'by June 1,2007;and access hospitals in jurisdiction and the appropriate
• Include a functional annex entitled `Community Containment,' Regional Emergency Medical Trauma Advisory
endorsed by local emergency management partners by June 1, Councils(s)within jurisdiction by July 1, 2007. (BOH
2007.(This annex should address isolation, quarantine, and 6 CCR 1009-5)
social distancing measures and reference relevant authority (1, la,6,6d,9,9a)
and protocols for execution of this authority).(I, la,6,6d)
(pm20)
•Include a functional annex entitled'Mass Fatality,' endorsed
by local emergency management partners,by June 1,2007.
(This annex should reference funeral, autopsy, temporary
morgue, access to burial, death registration, infection control,
transportation, supply management, and other necessary
considerations).
•Include a'Plan Distribution' page that identifies what agencies
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
the updated PHEOP has been provided to, and date provided.
At a minimum,this must include the local office of emergency
management,all general or critical access hospitals in
jurisdiction,the appropriate Regional Emergency Medical
Trauma Advisory Councils(s)within jurisdiction and the state
health department. (BOH 6 CCR 1009-5)
1.2. Provide support to the regional All-Hazards Councils and 1.2(1). Document attendance and participation at All-
workgroups as necessary to ensure that a public health response is Hazards Councils and workgroup meetings.
integrated into county and regional emergency response planning (1, la,2,2a)
efforts. (The support should come in the form of identification of • Document an internal public health agency audit
local public health agency functions vs. emergency functions). and a combined regional audit listing the specific
(1, la,2,2a) "day-to-day"versus"emergency functions"(if
Identification to include,but not be limited to: different), including lead and support agency
• Identification of lead and support agencies to provide public names.
health&medical emergency services(ESF#8) • Document participation in at least(2)regional
• Identification of gaps in providing such services within the coordination meetings to discuss public health
county and regional plans emergency services coordination.
1.3. Work with your regional training coordinator to develop and/or 1.3 (1).Post completed agency training plan on
update an Emergency Preparedness and Response Training Plan for COHAN under appropriate All-Hazards Regional
your agency by October 15,2006.(1, la,6, 6a, 9, 9a) folder and subsequent agency folder by October 30,
2006. (1, la,6,6a,9,9a)
At a minimum,the training plan should include a list of tentative • All emergency preparedness training provided to
courses that will be provided to the agency during the 2006-07 grant agency staff must be available for registration on
year as well as the following for each course listed: CO.TRAIN prior to the event.All participants
• Course objectives who complete a training course must be verified
•Tentative course dates,times and locations in CO.TRAIN no more than 30 days after the
•Tentative instructor name and contact information event.
The agency training plan can be added as an appendix or supplement
to the regional training plan.
1.4.Continue to integrate NIMS compliance,assessment,and 1.4(1). Document the number of emergency
training, according to the NIMS Integration Center guidelines. preparedness staff trained in ICS and NIMS using the
(1, la,9,9a)(pml,2, 17) spreadsheet provided by CDPHE(Target=100°/x). 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 course can be used to confirm that an employee has
IS-700. been trained in ICS and NIMS.
• All program managers,employees who will be expected to (1, la,9,9a)(pm16, 17)
work in the agency's emergency operations center, and/or all
personnel with a direct role in emergency preparedness must be ICS-100 and ICS-200 equivalent: Emergency
trained in ICS-100,ICS-200,ICS-300,IS-700 and IS-800. management/response personnel who have already
• Agency directors, executive level staff and all staff pre- been trained in ICS do not need retraining if their
identified to perform duties as a Unified Commander, Incident pervious training is consistent with DHS standards(to
Commander, Command Staff or Section Chief staff member include ICS course managed,administered,or
according to the agency's ICS structure must be trained in ICS- delivered by the Emergency Management Institute,the
100, ICS-200,ICS-300, ICS-400, IS-700 and IS-800. National Fire Academy,FIRESCOPE,the National
Wildfire Coordinating Group,the U.S.Department of
Agriculture,the Environment Protection Agency and
the U.S.Coast Guard.)(1, la,9,9a)
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
All ICS and NIMS training data must be tracked using
CO.TRAIN. The agency must provide updated NIMS
and ICS training data using the provided spreadsheet to
the regional trainer quarterly(September,December,
March and June).(1, la, 9,9a)
• 100%of all agency staff must be trained in ICS-
100 and IS-700 by September 30,2006.
• 100%of all supervisory staff must be trained in
ICS-100, ICS-200, and IS-700 by September 30,
2006.
• 100%of all program managers and employees
who will be expected to work in the agency's
emergency operations center must be trained in
ICS-100,ICS-200,IS-700 and IS-800 by
September 30,2006.IS-300 must be completed
by August 30,2007.
• 100%of all agency directors,executive level staff
and all staff pre-identified to perform duties as a
Unified Commander, Incident Commander,
Command Staff or Section Chief staff member
according to the agency's ICS structure must be
trained in ICS-100, ICS-200, IS-700 and IS-800
by September 30,2006. IS-300 must be
completed by August 30,2007.Completion of
and/or registration for an upcoming IS-400 course
is to be completed by August 30,2007.
1.4 (2)Implement NIMS concepts in local emergency
operations planning.(1, la,9,9a)
1.5. Each agency must participate in three drills, at least one other All- 1.5 (1).Post After Action Report for all exercises
Hazards exercise and commence planning for the full-scale exercise in completed on COHAN under appropriate All-Hazards
November 2007 per the 3-year training and exercise plan. Drills may Regional folder and subsequent agency folder within
be combined with larger exercises. 45 days of exercise completion.
(1, la,2,2a, 9, 9a) (pm 22,23) (1, la,2,2a, 9,9a)(pm 22,23)
a. Emergency Operations Drill
b. IT/Communications Drill 1.5 (2). Post a schedule of all emergency preparedness
c. PPE Drill training and exercises on the CO.TRAIN Super
Calendar no later than November 1,2006 and ongoing
• For each drill,an After Action Report must be posted on thereafter.
COHAN. Drill documents can be found on COHAN under the
appropriate subfolder under the Training and Presentation 1.5(3). Document in AAR that all exercise objectives
Materials folder. are related to at least one of the DHS Target
Capabilities.
(1, la,2,2a,9,9a)
• Work with the regional planner and regional training
coordinator to develop a schedule of emergency preparedness
trainings and exercises that will take place during the 2006-07
grant year.This schedule must be posted on COHAN by
November 1,2006.Any changes or updates to this schedule
must be posted on COHAN once the change is confirmed.
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
• Utilize the Homeland Security Exercise Evaluation Program
(HSEEP)formats and guidance to develop all After Action
Reports and associated improvement matrices, for all local and
regional exercises.
• All exercise objectives are related to at least one of the
Department of Homeland Security(DHS)Target Capabilities,
and at least one aspect of ESF#8.
*To ensure availability of vaccines,mass clinic"exercises,"as related
to seasonal influenza only,should be scheduled after October 2006.
1.6. Participate in the CDPI-IE functional exercise,as requested,to at 1.6(1). Participation will be documented in final AAR
least meet communication-related exercise objectives. Additional and posted on COHAN under CDPHE folder.
local objectives may be chosen.(1, la,2,2a,9,9a)(pm17,22,23) (1, la,2,2a, 9,9a)(pm17,22,23)
1.7. Work with Regional Trainer to provide an orientation to all" 1.7 (1). Document cooperation with Regional Trainer
regional and/or state emergency preparedness and response(EPR) to provide orientation to EPR new hires. All
new hires. orientation trainings and participants must be tracked in
(I, la) I CO.TRAIN.(I, la)
II. Epidemiology
Goal 2:Decrease the time needed to classify health events as terrorism or naturally occurring in partnership with other agencies.
Goal 3:Decrease the time needed to detect and report chemical,biological,radiological agents in tissue,food or environmental
samples that cause threats to the public's health.
Goal 4:Improve the timeliness and accuracy of information regarding threats to the public's health as reported by clinicians and
through electronic early event detection in real time to those who need to know.
Goal 5:Decrease the time to identify causes,risk factors,and appropriate interventions for those affected by threats to the public's health.
Goal 6:Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Local Agency Year Two Activity CDPHE Measure
2.1. Incorporate ICS into multi jurisdiction or large Communicable 2.1 (1).Document multi-jurisdiction/large outbreak
Disease outbreak investigations. investigations for which ICS is used.
(5,5a,6,6a) (5,5a,6,6a)
2.2. Assure integration of regional EPI's with local health 2.2 (1). Submit a yearly report documenting how
department communicable disease epidemiology activities. (5,5a) regional epidemiologist was integrated into the
public health agency.(5,5a)
2.3. Work with Regional Epidemiologist to submit a plan for public 2.3 (1). Work with Regional Epidemiologist to
health staffing of active onsite disease surveillance and reporting at submit a plan for public health staffing of active
hospitals in the region/jurisdiction during an"event" such as onsite disease surveillance and reporting at hospitals
pandemic influenza. (I,la,5,5a) in the region/jurisdiction during an"event"such as
(Note: Denver Public Health should develop their plan in pandemic influenza. (I, Ia,5,5a)
conjunction with CDPHE)
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
III. Health Care Preparedness/Surge Capacity
Goal 1:Increase the use and development of interventions known to prevent human illness from chemical,biological,radiological agents,
and naturally occurring health threats.
Goal 2:Decrease the time needed to classify health events as terrorism or naturally occurring in partnership with other agencies.
Goal 6:Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 8: Increase the long-term follow-up provided to those affected by threats to the public's health.
Goal 9: Decrease the time needed to implement recommendations from after-action reports following threats to the public's health.
Local Agency Year Two Activity CDPHE Measure
3.1. Participate in local volunteer management coordination, 3.1 (1). Document participation with the state in
training, and exercises, in conjunction with the regional training volunteer coordination.(1, la,2,2a,6,6f, 8, 8a,9,
plan. 9a)
(l, la,2,2a,6, 6f, 8, 8a, 9,9a) 3.1 (2). Identify key volunteer stakeholders in each
county.(1, Ia,2,2a,6,6f, 8, 8a, 9, 9a)
3.1 (3). Document at least-one meeting in each county
about the roles of volunteers in an emergency
response.(Must be separate from any
meeting/training provided by CDPHE or CDPHE
contractor for volunteer management).
(1, la,2,2a,6,6f, 8, 8a,9,9a)
3.1 (4). Document at least two trainings and/or
exercises,specific to surge capacity issues within
your jurisdiction,using volunteers to supplement
public health emergency functions. Volunteer training
must be tracked in CO.TRAIN. (1, la,2,2a,6,
6f, 8, 8a,9,9a)
3.2. Work with regional staff to conduct CHEMPACK planning.(1, 3.2 (1). Document meetings with regional planning
la,6,6a, 6b,6e, 6f, 8,8a, 9,9a)(pm19) staff regarding CHEMPACK responsibilities and
coordination.
• Knowledge of accessible locations,existing plans and (1, la,6,6a, 6b,6e,6f, 8, 8a,9, 9a)(pm19)
processes through local emergency management within the
region.
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
3.3. Assist regional staff with health care preparedness planning, 3.3 (1).Document quarterly meetings with
including partnerships with medical communities and emergency "Healthcare Coalition"partners.(6,6f)(pm 2)
responders to ensure cooperative planning, information sharing and (HRSA Tier 2,3)
management coordination. (6,60(pm 2)(HRSA Tier 2, 3)
• Participate in regional"Health Care Coalition"meetings with
hospitals; long-term care facilities,home health agencies,
community health and/or rural health clinics, EMS,RETACs,
public health,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.
• Participate in jurisdictional incident management(unified or
area command)structure that coordinates healthcare,public
health, law enforcement, EMS,fire,emergency management,
public works,etc for events that are primarily health and
medical in nature(i.e. infectious disease outbreak,mass
casualty, etc.)
3.4.Participate in planning for public health professional personnel 3.4(1).Incorporate planning into the agency's local
surge within the region to ensure public health services are provided emergency operations plan. (1, la,6,60
during an emergency. (1, Ia,6, 60
IV. IT and Communication
Goal 2:Decrease the time needed to classify health events as terrorism or naturally occurring in partnership with other agencies.
Goal 6:Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 9: Decrease the time needed to implement recommendations from after-action reports following threats to the public's health.
Local Agency Year Two Activity CDPHE Measure
4.1. Use statewide systems for communication(such as COHAN, 4.1 (1). Document that all nursing services have at
Dialogics,CO.TRAIN,PRS, CEDRS,OMS,etc). least 1 person on COHAN, organized health
(2,2a,3, 3d; 6,6a; 7,7a; 9,9a) departments have at least 5 people on COHAN with
appropriate roles assigned. (2,2a, 3,3d;6,6a;7, 7a;
9,9a)
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. (2,2a,
3d;6,6a;7;9,9a)(pm12)
4.2(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.
(pm 14)
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
4.2.All individuals on COHAN must have contact information and 4.2 (1). Update and maintain contact information on
communication devices entered. Maintain key stakeholder COHAN quarterly,especially for 24x7 emergency
information in COHAN for the required 16 public health roles as contact role and for 16 public health roles(or
appropriate for the agency. Maintain 24x7 emergency contact whichever exist in agency). Detect and fix errors.
information in COHAN at least quarterly.(2,2a,3,3d;6,6a; 7, 7a; (2,2a,3,3d;6,6a; 7,7a; 9,9a)
9, 9a)
4.3. Maintain jurisdictional medical provider information; including 4.3 (1). Maintain medical provider information and
the number of providers,and how the list is compiled and updated. update as necessary.(2,2a, 3,3d;6,6a, 7,7a)
(2,2a,3,3d; 6,6a,7,7a) 4.3 (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.
(2, 2a,3d;6, 6a,7,7a)
4.4.All agencies shall forward to their list of medical providers 4.4 (.1). Maintain documentation of forwarded HANs
(within 24 hours of receipt),all HAN communications from CDPHE including the date and time of receipt of the CDPHE
in which HAN instructions specify that such forwarding should be HAN,the date and time of local HAN distribution,
implemented. (2,2a,3d;6,6a,7,7a) and a description of the distribution list.
(2,2a, 3,3d;6,6a, 7,7a)
This requirement may be met in one of the following ways: 4.4(2). Post this documentation on COHAN in
a)Forwarding of CDPHE's HAN by email, fax, or other hard copy agency specific folder, in the subfolder,HAN
distribution. Documents.
b)Forwarding of 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)Forwarding of a local HAN that differs in substance from the
CDPHE HAN after approval by CDPHE,by email,fax,or other
hard copy distribution.
4.5.All agencies, including nursing services,must have in 3 yrs(by 4.5 (1). Demonstrate access to this system.
2008),or have access to 24/7/365 notification/alerting of the public (2,2a,3d;6, 6a,7)
health emergency response system. (2,2a,3,3d;6, 6a,7, 7a)(pm 4.5 (2). Demonstrate the notification/alerting system
16, 17) can reach key stakeholders(Target=at least 90%).
(2,2a, 3,3d;6,6a,7)
4.5 (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. (2,2a,3,3d;6,6a,7)
4.5 (4). Maintain a log,as stated in the CDC
performance measure 16,of time 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. (2,2a,3d; 6,6a,
7)(pm 16)
4.5(5).Maintain a log,as stated in the CDC
performance measure 17,of time 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 '/3 hours from time that public health director or
designee receives notification that the public health
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
agency's EOC will be activated.
(2,2a,3d;6,6a,7,7a)(pm 17)
4.6. Participate in quarterly HAN Coordinators conference calls 4.6(1). Demonstrate participation in quarterly HAN
conducted by CDPHE. (2,2a,3d; 6,6a,7,7a) Coordinators conference calls. (2,2a,3d;6,6a,7,7a)
4.7. Sustain and improve security and reliability of computer and 4.7(I). Maintain firewall and virus protection
communication systems.(2,6,6a) software to protect agency computers.(2, 6,6a)
4.8. Improve staff competence in using communication systems 4.8(1). Create HAN communications protocol and
through a fully trained workforce by training and exercising known make it available for review.
procedures. (9, 9a,2;3,3a;4,4a;6,6a) 4.8(2).Post protocols on COHAN in agency specific
folder.
4.8(3). Ensure appropriate agency staff,are trained
on the HAN communication protocol.
(9,9a,2; 3,3a;4,4a;6,6a)
4.9. As part of exercises,develop specific communication objectives 4.9(1). Document the evaluation results of testing
for use of redundant communication systems. (9,9a,2;3, 3a;4,4a; redundant communication systems.
6, 6a) (9,9a,2;3,3a;4,4a; 6,6a)
4.10. Ensure communication capability using a redundant system(s) 4.10(1). Demonstrate the possession of a back-up
that do not rely on the same communications infrastructure as the redundant system(s)that doesn't rely on the same
primary system. infrastructure as the primary and ability for multiple
(9,9a,2; 3;4;6,6a) methods of contact(phone,fax,radio,e-mail)and
emergency conditions(e.g. no cell phone).
(9,9a,2; 3,3a;4,4a;6,6a)
4.10(2). Document 2 tests(in addition to regular
quarterly tests)where all but 1 device, i.e. radio,have
failed,and provide assessed results. (9,
9a,2;3, 3a;4,4a;6,6a)
4.11. Conduct quarterly tests and assess response rate of fax and at 4.11(1).Document the response rates from quarterly
least 1 other device,(phone, radio,e-mail). (9,9a,2;2a;3;3d;4,4a; tests. (Target=90%)(9,9a,2;2a; 3; 3d;4,4a;6, 6a)
6,6a)
4.12. Participate in state notification tests of 24x7 emergency 4.12(1). Demonstrate participation in quarterly
contacts conducted quarterly. (9, 9a,2;2a;3; 3d;4,4a;6,6a) notification tests of 24x7 emergency contacts.
(9,9a,2;2a; 3; 3d;4,4a;6,6a)
4.13.Test key public health response partners,through notification 4.13 (1).Document percent of key public health
and alerts to ensure radio or satellite phone contact when electricity, response partners who are notified via radio or
telephones,cellular telephone service,and Internet service are satellite phone when electric grid power,telephones,
unavailable. cellular telephone service, and Internet are
(9, 9a,2;2a;3; 3d;4,4a;6,6a) (pm15) unavailable,as stated in the CDC performance
measure 15. Goal—75%of response partners
acknowledge message within 5 minutes of
communication being sent.
(9,9a,2;2a;3; 3d;4,4a;6,6a) (pm15)
4.14.Test and assess time to obtain message approval and 4.14(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 agency. distribution of public health and medical information
(9, 9a,2;2a; 3; 3d;4,4a;6,6a) to clinicians and other responders,(Target--60 min.
from confirmation of threat). (9,9a,2;2a;3; 3d;4,
4a;6,6a)
4.15 Ensure adequate speed for communication link(high-speed 4.15 (I). Demonstrate high-speed(1 mbps)
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
internet)and system maintenance. (6, 6a,6b;9,9a) connection to the Internet. (6,6a,6b,9,9a)
4.15(2). Demonstrate Public Health workforce has
continuous access to computer equipment and high-
speed Internet. (6, 6a,6b;9,9a)
V. Strategic National Stockpile (SNS)
Goal I:Increase the use and development of interventions known to prevent human illness from chemical,biological,radiological agents,
and naturally occurring health threats.
Goal 6:Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 8:Increase the long-term follow-up provided to those affected by threats to the public's health.
Goal 9:Decrease the time needed to implement recommendations from after-action reports following threats to the public's health.
Local Agency Year Two Activity . CDPHE Measure
5.1. Work with regional staff to update local information in the 5.1 (1). Document that county information was
regional Strategic National Stockpile plan, as necessary. provided to regional staff by May I,2007 to
(1, la,6,6a,6b,6e, 8, 8a,9,9a)(pm19) incorporate into the regional Strategic National
Each plan should be updated a minimum of once annually. SNS plans Stockpile plan.
must be updated,per the HSEEP guidelines, after each exercise or real (1, la,6,6a,6b,6e, 8, 8a,9,9a)(pm19)
world event,when personnel leave or are hired,when agency contact • Post updated Regional SNS plans including
information changes the approval page on COHAN in the
Each SNS Plan must include: appropriate All-Hazards Regional folder and
• A plan approval signature page that is dated and signed by all subsequent Regional SNS Plan folder by June
organized local Health Departments and Nursing Services, 1,2007.
Offices of Emergency Management, law enforcement agencies
and hospitals within the region demonstrating their acceptance
of this plan.
• Content as indicated in the"Receiving,Distributing and
Dispensing Strategic National Stockpile Assets—A guide for
Preparedness—Version 10—Draft,June 2005."
• Each Regional SNS Plan must at a minimum reference the
location of the Point of Dispensing Plan if it is not included as
an appendix, attachment or tab;reference the location all plans
that may require the request of SNS assets.
5.2. Annually exercise a component of the SNS. 5.2 (I).A component of the SNS will be exercised
(I, la,6,6a, 6b, 6e, 8, 8a,9,9a)(pm19) by August 30,2007. (1, la,6,6a,6b,6e,8, 8a, 9,
Exercises include, but are not limited to: 9a)(pm19)
• Simulated requests for SNS assets during tabletop exercises. • All After Action Reports for exercises that
• Activating and running a Regional Transfer Point(RTP). tested SNS components must be posted to
• *Job Action Sheets posted by the state on COHAN for the RTP COHAN within 45 days of the exercise in the
positions, should be used as a resource. appropriate All-Hazards Regional folder and
• Tactical communications capabilities; i.e., ability to subsequent SNS Plan folder.
communicate using 800 MHz radios,cell phones, landlines, fax,
and e-mail.
5.3. Enhance SNS communications between regional and local 5.3 (1).Update and maintain SNS contact partners,
directors/partners. (1, Ia, 6,6a,6b,6e, 8, 8a,9,9a) providing this information to the Regional Planner
At a minimum partners must include: on a quarterly basis beginning in October of 2006
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ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
• Hospitals or when information changes.(1, la,6,6a,6b,6e,
• Law enforcement agencies 8, 8a,9,9a)
• Offices of emergency Management • Post minutes for meetings held with partners;
• Road and Bridge any documents developed in collaboration
• Community leaders with partners on a quarterly basis beginning in
• Military(if applicable) October of 2006.
• Business community partners
5.4. Develop SNS transportation plan and protocols with law 5.4(1). Provide SNS transportation plan and
enforcement partners. protocols with law enforcement partners to the
(1, la, 6,6a,6b, 6e, 8, 8a, 9,9a)(pm19) Regional Planner as requested.(1, la, 6,6a,6b,6e,
The transportation plan and protocols must address movement of 8, 8a,9,9a)(pm19)
stockpile assets from the Regional Transfer Points(RTPs)to the • Post a draft of the transportation plan and
Points of Dispensing(PODS). protocols to COHAN by December 31,2006
The protocols must be included in the Regional SNS Plan. and a final draft by June 1,2007 along with
the Regional SNS Plan in the appropriate All-
At a minimum the transportation plan and protocols must include: Hazards Regional folder and the subsequent
• How transportation assets will be accessed. Regional SNS folder.
• 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—RIP to Driver to POD.
5.5. Present state-provided SNS information(awareness presentation) 5.5 (1). Document presentations to community
for community partners that addresses SNS issues including a partners.
definition of the program,why it would be needed and what it would Post information to COHAN in the appropriate All-
be used for (i.e.,mass prophylaxis)quarterly. (I, la,6,6a,6b, Hazards Regional folder and subsequent Regional
6e, 8, 8a,9,9a) SNS folder documenting that 3 presentations have
been complete by June 1,2007.
(1, la,6,6a,6b,6e, 8, 8a,9,9a)
5.6. Work with Regional Trainer to provide an SNS awareness 5.6(1).Document SNS awareness orientation
orientation,to all emergency preparedness new hires. (1, la,) availability,to all emergency preparedness new
hires, including basic ICS/NIMS. (1, la,)
• Executive staff should receive, at a minimum, SNS 101 training
as necessary. This training should include the role executive • Post curriculum and/or curriculum
staff will play should there be a need for stockpile assets. This information to COHAN under appropriate
training should be offered by January 1,2007. All-Hazards Regional folder,and subsequent
agency folder by September 30,2006.
Work with regional trainer to provide SNS training to volunteers,
including SNS 101, Warehouse and Introductory ICS/NIMS.This
training should be provided twice by June 1,2007.
5.7. Develop or update local point of dispensing(POD)plan(This 5.7(1)Post draft POD Plan(s)that is integrated
includes updating local smallpox plan to broader all-hazards or with agency LEOP and Regional SNS Plan and
updating mass vaccination/mass prophylaxis clinic plans)by June 1, follows format and content as indicated in the
2007. (1, la,6,6e)(pm19) "Colorado's Planning
Page 13 of 28
ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
Updated POD plan must at a minimum include: Guide for Local Mass Prophylaxis or Immunization
• Integration with agency LEOP and Regional Strategic National -A Point of Dispensing(POD)Standard Operating
Stockpile(SNS)plan;and Guide(SOG)for Planning"on COHAN under
• Format and content as indicated in the"Colorado's Planning appropriate All-Hazards Regional folder and
Guide for Local Mass Prophylaxis or Immunization-A Point of subsequent agency folder by January 31,2007.
Dispensing(POD) Standard Operating Guide(SOG)for (1, la,6,6e)(pm19)
Planning." 5.7(2)Comments will be provided by state and
regional staff that are members of the SNS/POD
Workgroup by March 31,2007.(1, la,6,6e)
(pm19)
5.7(3)Post final POD Plan with all comments
addressed on COHAN under appropriate All-
Hazards Regional folder and subsequent agency
folder by June I,2007.
(1, la,6,6e)(pm19)
VI. Public Information and Risk Communication
Goal 6: Decrease the time needed to provide countermeasures and health guidance to those affected by threats to the public's health.
Goal 8:Increase the long-term follow-up provided to those affected by threats to the public's health.
Local Agency Year Two Activity CDPHE Measure
6.1 Maintain the ability to develop,review,authorize,and 6.1 (1).Document the maintenance of multiple,
disseminate emergency public health information to appropriate alternative means of disseminating public
communications channels is 60 minutes or less.(6, 6b) information to citizens,regarding emergency public
health situations.(6,6b)
Communication information strategies should: 6.1 (2). Archive public information and risk
• emphatically acknowledge the public health emergency; communication messages in COHAN twice
• explain and inform the public about risk; annually.(6, 6b)
• provide emergency courses of action;and commit to continued
communication.
6.2. Enhance knowledge of special populations in your community(or 6.2(1).Work with emergency management as
region). (I, la,6, 6b, 9,9a) needed to document that special needs populations
within your community(or region)have been
• Identify special needs populations in the community. identified. (I, la,6,6b,9,9a)
• Identify one community leadership contractor for each special
population identified. At minimum, identify those who:
• Identify facilities that could serve as special needs or medical • Lack strong support(i.e. lack of
shelters. transportation)
• Once the emergency is declared as officially over,make • Are socially isolated(i.e. lack of phones)
recovery-related information available to the public. • May receive undermining messages
• Have disabilities
6.2(2).Work with emergency management as
needed to document facilities that could serve as
special needs or medical shelters.
6.2(3). Document that one community leadership
Page 14 of 28
ATTACHMENT A
•
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
contractor for each special population has been
identified.
6.3 Develop the capacity to lead(health departments)and/or 6.3 (1).Document that at least one of the identified
participate in (nursing services)a joint information center. (6,6b) public information and risk communication
contacts in the agency participated in one joint
information center training and one exercise that
has a joint information center component by August
30,2007. (6, 6b)
6.3 (2). Document the incorporation of a public
information/risk communication component in
every public health exercise.(6,6b)
(LABORATORY AGENCIES ONLY)
VII. Laboratory
Goal 3: Decrease the time needed to detect and report chemical,biological,radiological agents in tissue,food or environmental samples
that cause threats to the public's health.
Goal 5:Decrease the time to identify causes,risk factors,and appropriate interventions for those affected by threats to
the public's health.
Local Agency Year Two Activity CDPHE Measure
7.1. Acquire and maintain relevant laboratory capability and capacity 7.1 (1).Document laboratory capability through
for identification of biological agents in clinical(human and animal), equipment, staff,and other resources to support
environmental and food specimens.(3, 3a)(pm6,7,9) laboratory identification of multi-specimens.
(3, 3a)(pm6,7,9)
7.2. Maintain and upgrade as needed to establish LRN laboratory 7.2(1). Document the ability to test B. anthracis, F.
capability at Biosafety level 3 to test for BT agents. tularensis,Brucella spp., Yersinia pestis and other
(3,3a) agents of bioterrorism in human and environmental
samples at Biosafety level 3 by proficiency testing
and exercises. (3,3a)
7.3. Provide analytic services to authorized parties for approved tests 7.3 (1). Report testing to CDPHE and LRN.
for the region specified* using state triage guidelines for non- Document the use of state triage guidelines for non-
credible threats.(3,3a) credible threats. (3, 3a)
Page 15 of 16
ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
7.4. Expedite the referral of culture isolates to the CDPHE 7.4 (1).Document the process to track and time
laboratory. (3, 3a) referrals of culture isolates to the CDPHE laboratory.
(3,3a)(Pm8,9)
7.5. Perform testing according to the LRN protocols (not to be 7.5 (1). Document the use of LRN specimen testing
shared for any reason to non-approved agencies). (3,3a) methods and report results of LRN tests to LRN.
(3,3a)(pm6)
7.6. Expedite the reporting(within 24 hrs.) of the results of LRN 7.6(1).Provide specimen testing result
testing activity to CDPHE,the LRN, and the CDC upon request, documentation,as requested by CDPHE and CDC. (3,
including progress reports as required.(3,3a) 3a)
7.7. Ensure laboratory staff and other personnel are available for 7.7(1). Make available laboratory staff and personnel
training and planning.(3, 3a) for training and planning.(3, 3a)
7.8. Obtain and maintain needed permits, licenses and certification to 7.8(1). Provide documentation of certification,
allow for LRN testing. (3,3a) permits,and licenses.(3, 3a)
7.9. Provide a representative to attend the Colorado Laboratory 7.9(I). Document staff attendance at the Colorado
Forum meetings,and attend audio conferences as needed. (3, 3a) Laboratory Forum meetings,and audio conferences.
(3,3a)
7.10. Participate in exercises and assessment studies, involving the 7.10(1). Document participation in exercises and
policies and guidelines adopted by CDPHE. (3, 3a) assessment studies related to CDPHE policies and
guidelines. (3,3a)
7.11. Conduct testing of environmental specimens classified as non- 7.11(1). Document the classification n and testing of
credible threats by FBI or other qualified law enforcement authority. environmental specimens. (3,3a)
(3,3a)
7.12. Upgrade computer facilities and communications for staff 7.12(1). Document that computer facility and
website and communicate use,laboratory testing, (e-mail,pager, communication upgrades are completed on a regular
phone and fax), when needed,on a 24/7 basis.(3,3a) basis. (3, 3a)(pml I)
7.13. Follow the policies and guidelines adopted by CDPHE in 7.13.(1). Document knowledge and utilization of
response to Bioterrorist acts and related public health threat events. CDPHE response policies and guidelines. (3, 3a)
(3, 3a)
7.14. Participate in exercises and assessment studies and conduct 7.14(1).If no real events occur in the off-hours time
proficiency testing.(3, 3a) frame, sentinel laboratories document participation in
rapid response scenario(s), involving call-down
procedures, communications,laboratory response
time assembly,testing and reporting. (3, 3a)
7.15. Provide CDPHE with information regarding possible new 7.15 (I). Document new enrollees in the CLF
enrollees in the Colorado Laboratory Forum(CLF)database. (3,3a) database.
(3,3a)
7.16. Enter progress report data into the Preparedness Reporting 7.16(1).Enter progress data into PRS. (3,3a)
System(PRS), as requested by CDPHE.
(3, 3a)
7.17.Ensure staff is familiar with the CDPHE emergency response 7.17 0).Document that laboratory staff are familiar
plan for Colorado Laboratory Forum member laboratories. (3,3a) with the CDPHE Emergency Response Plan for the
(pm 10) CLF.
(3, 3a)(pm10)
7.18. Establish lines of communications with regional partners 7.18(1). Document communication strategies with
including CDPHE,public health,environmental health,public safety, regional public,environmental,safety,hospital, and
hospitals and others as needed. (3,3a)@ml I) other partners as needed. (3, 3a)(pml I)
• Includes having a process to generate
confirmatory results of urgent public health
consequence, and notify appropriate officials
and key response partners within 2 hours.
7.19. As needed,conduct such physical facility upgrades as are 7.19(I).Document facility upgrades needed to meet
Page 16 of 28
ATTACHMENT A
Public Health Emergency Preparedness and Response
2006-2007 Scope Of Work
Local Agency Year Two Activity CDPHE Measure
required to allow the laboratory to comply with CDC requirements CDC required safety and security requirements.
for safety and security. (3, 3a)(pm6,7) (3,3a)(pm6, 7)
7.20.Apply for and secure LRN confirmatory laboratory approval. 7.20(1). Obtain and document LRN confirmatory
(3, 3a)(pm6,7) laboratory approval. (3,3a)(pm6,7)
7.21.Have laboratory supervisor and staff available for inspections 7.21 (1).Maintain documentation of laboratory
by CDPHE. (3, 3a)(pm6,7) inspections by CDPHE. (3,3a)(pm6, 7)
7.22. Have a knowledgeable Laboratory Response Network(LRN) 7.22(1). Document that a knowledgeable Laboratory
reference laboratorian available to respond to a call during non- Response Network(LRN)reference laboratorian can
business hours. (3,3a)(pm 10) be available during non-business hours within 15
minutes.(3,3a)(pm10)
Page 17 of 28
ATTACHMENT A
LPHA AGENCIES WITH EPIDEMIOLOGISTS ONLY
Regional Public Health Epidemiologist
2006-2007 Task List
Local Agency Year Two Activity CDPHE Measure
El. Improve transport of isolates/specimens of public El(1). Document collection,shipping,and State Lab
health importance(as specified by CDPHE)to receipt dates for specimens of public health importance
CDPHE lab. (3,3a) (3,3a)
E2. Improve knowledge of State Lab testing E2(1).Document that local public health agency
capabilities, including proper specimens,specimen communicable disease staff and hospitals have been
collection,and submission. (3,3a) educated on updated State Lab capability information.
(3,3a)
E3. Demonstrate competency in communicable E3(1). Document proficiency on specified communicable
disease outbreak investigation skills as specified by disease outbreak investigation competencies
CDPHE . (4,4a,5,5a)(pm4) (4,4a,5,5a)(pm4)
E4. Incorporate ICS into multi jurisdiction or large E4(1).Document multi-jurisdiction/large outbreak
communicable disease outbreak investigations. investigations for which ICS is used
(5,5a,6,6a) (5,5a,6,6a)
E5. Assure integration of regional EPI's with local E5(1). Submit a yearly report documenting how regional
health department communicable disease epidemiologist has been incorporated into local/regional
epidemiology activities. communicable disease activities (5,5a)
(5,5a)
E6.Practice using the(CDPHE)OMS for a real E6(1). Submit an"after-action"report on use of OMS for
disease investigation such as pertussis,and submit an a real disease investigation and include recommendations
"after-action"report.(5,5a, 9,9a) for system enhancement. (5, 5a,9,9a)
E7. Meet yearly with all clinical labs and hospital E7(1). Document meetings and visits to clinical labs and
infection control practitioners(ICPs)in the infection control practitioners and that education was
region/jurisdiction to provide education regarding the provided on reportable diseases. (3,3a,5,5a)
list of reportable diseases and reporting requirements.
(3,3a,5,5a)
(Note: only applies outside Denver metro area)
E8. Participate in at least 80%of the monthly regional E8(1).Document participation in monthly conference
epidemiologist conference calls coordinated by calls. (I, la,5,5a)
CDPHE Communicable Disease Epidemiology
Program.(I, la,5,5a)
E9. Assess the timeliness and completeness of E9(1). Submit a yearly report regarding the assessment of
communicable disease reporting in the timeliness and completeness of communicable disease
region/jurisdiction by reviewing semi-annual CDPHE- reporting in the region/jurisdiction,problems identified,
generated tabulations and reporting yearly on and how these were addressed.(I,la,4,4a,5,5a,9,9a)
problems identified and how these were addressed.
(1, 1a,4,4a,5,5a,9,9a)
E10. Develop and submit a plan for public health E100). Submit plan for public health staffing of active
staffing of active(onsite)disease surveillance and onsite disease surveillance and reporting at hospitals in
reporting at hospitals in the region/jurisdiction during the region/jurisdiction during an"event"such as
an"event"such as pandemic influenza.(I, Ia,5,5a) pandemic influenza.(I,la,5,5a)
(Note: Denver Public Health should develop their
plan in conjunction with CDPHE)
Ell.Prepare and submit at least one formal outbreak El 1(1). Submit formal outbreak investigation report.
investigation report annually. (I,la,9,9a) (1, la,9,9a)
Page 18 of 28
ATTACHMENT A
LPHA AGENCIES WITH PLANNERS ONLY
Regional Public Health Planners
2006-2007 Task List
Planner Year Two Activity CDPHE Measure
P1.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 planning.
associated Emergency Support Function#8 annex.(1, la, 6, (1, la,6,6d)
6d) PI (2). Document leadership or participation in one
• Provide technical assistance in meeting state State/Regional Workgroup.(1, la, 6,6d)
requirements and completing necessary planning and
annexes related to Pandemic Influenza,Community
Containment,and Mass Fatality.
• Participate or lead one State/Regional Workgroup,
contributing to necessary and requested activities and
tasks.
P2.Assist local public health agencies through resources and P2(1). Document assistance to local agencies regarding the
technical assistance, in the development and/or updates to the development and updates to the local POD plan(s). (I, la,6,
local point of dispensing(POD)plan(s)for local agency 6e)
submittal to CDPHE by June 1,2007. (1, la,6,6e) P2(2). Document the provision of the state/regional
• Provide technical assistance in meeting state Workgroup approved POD template to local agencies.
requirements for integrating the POD plan(s)with (l, la,6,6e)
the Regional Strategic National Stockpile(SNS)
plan(s).
• Provide state/regional Workgroup approved template
information to local agencies in completing the POD
plan.
P3. Participate in regional or state `All-Hazards' P3 (1).Document participation in workgroups and All-
councils/committee meetings with partners such as emergency Hazards Councils,and technical assistance provided to local
management,homeland security,mental health,RETACs,etc. agencies. (1, la,2,2a)
Schedule to be determined by region.(1, la,2,2a)
P4.Maintain and utilize knowledge of NIMS Integration P4 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. (1, la,9,9a)
preparedness activities. (1, Ia,9,9a)
• Complete(if not completed)training in ICS-100,
ICS-200,ICS-300, ICS-400, IS-700, and IS-800
P5. Assist each agency in their participation in three drills: P5 (1).Document participation in local or regional drills and
(1, la,2,2a,9,9a) exercises.(1, la,2,2a,9,9a)
d. Emergency Operations Drill
e. IT/Communications Drill
f. PPE Drill
• For each drill, an After Action Report must be posted
on COHAN.Drill documents can be found on
COHAN under the appropriate subfolder under the
Training and Presentation Materials folder.
• Ensure that mass clinic"exercises" as related to
Page 19 of 28
ATTACHMENT A
LPHA AGENCIES WITH PLANNERS ONLY
Regional Public Health Planners
2006-2007 Task List
Planner Year Two Activity CDPHE Measure
seasonal influenza only,are scheduled after October
2006.
• Work with the Regional Trainer and local agency
staff to develop a schedule of emergency
preparedness trainings and exercises that will take
place during the 2006-07 grant year.
P6. Utilize and provide Homeland Security Exercise P6(1). Post all regional exercise documentation, and ensure
Evaluation Program(HSEEP)formats,resources,and that local agency documentation posted in COHAN, is in
guidance for regional and local exercises. (1, la,9,9a) HSEEP format. (1, la,9,9a)
• Guidance to local agencies to include technical
assistance with exercise evaluation, after action
reporting,and improvement matrices.
• All exercise documentation shall be posted on
COHAN within 45 days of exercise completion.
• Provide(DHS)Target Capability information and
technical assistance to local agencies,for use in
exercise activities.
P7.Participate in the CDPHE functional exercise,as P7(1). Document participation in the CDPHE functional
requested,meet communication-related exercise objectives. exercise, and provide information about all added regional
Additional regional exercises may be chosen. (1, la,2,2a, 9, exercise objectives. (1, la,2,2a, 9,9a)
9a)
P8. Provide assistance around special population needs and P8 (1). Document assistance in the region regarding special
regional planning for those populations.(1, la, 6,6b,9,9a) population planning and accommodations. (1, 1 a,6,6b, 9,
9a)
• Identify special needs populations in the
community. At minimum, identify those who:
• Identify one community leadership contractor for • Lack strong support(i.e. lack of transportation)
each special population identified • Are socially isolated(i.e. lack of phones)
• Identify facilities that could serve as special needs • May receive undermining messages
or medical shelters. • Have disabilities
• Once the emergency is declared as officially over,
make recovery-related information available to the
public.
P9. Work with the state Strategic National Stockpile(SNS) P9(1).Document work with counties as is relates to general
staff to provide general SNS guidance to local agencies. SNS concepts, including, but not limited to SNS 101
(1, la,6,6a,6e,8, 8a,9,9a) information,planning,communication,partnerships,and
training. (1, i a,6,6a,6e, 8, 8a,9,9a)
• Planner to attend at least one additional SNS training
or SNS conference,as available.
• Guidance to local agencies to include,but not be
limited to, SNS 101 information,planning,
communication,partnerships,and training.
P10. Update Regional SNS plans using the regional SNS P10(1).Updated draft to be completed and posted on
Workgroup template.Updated draft to be completed and COHAN by January 31,2007.
posted on COHAN by January 31,2007.Final updated SNS PI 0(2).Final updated SNS plan to be completed and posted
Page 20 of 28
ATTACHMENT A
LPHA AGENCIES WITH PLANNERS ONLY
Regional Public Health Planners
2006-2007 Task List
Planner Year Two Activity CDPHE Measure
plan to be completed and posted to COHAN by July 3,2007. to COHAN by July 3,2007.(1, la,6,6a,6e, 8, 8a,9,9a)
(1, la,6,6a, 6e, 8, 8a,9,9a)
P11. Participate in,and assist annually exercised components P11 (1).Ensure that all After Action Reports for exercises
of the SNS.(1, la, 6,6a,6b,6e, 8, 8a, 9,9a) that tested SNS components are posted to COHAN within 6
weeks of the exercise in the appropriate All-Hazards Regional
Exercises include,but are not limited to: folder and subsequent SNS Plan folder. (1, la,6,6a,6b,6e,
• Simulated requests for SNS assets during tabletop 8, 8a,9,9a)
exercises.
• Test Job Action Sheets during mass prophylaxis and
or mass clinic exercises.
• Activating and running a Regional Transfer Point
(RTP).
• Tactical communications capabilities; i.e.,ability to
communicate using 800 MHz radios,cell phones,
landlines,fax,and e-mail.
P12. Provide additional SNS information as requested by P12(1).Document additional SNS information provided to
CDPHE or the Centers for Disease Control and Prevention CDPHE or the Centers for Disease Control and Prevention
(CDC),for the duration of the contract year.(1, la,6,6a,6b, (CDC),for the duration of the contract year.(1, la,6,6a,6b,
6e, 8, 8a, 9,9a) 6e, 8, 8a,9,9a)
• Participate in CDC assessment of regional SNS
planning and mass vaccination/prophylaxis clinic
planning. Dates and location to be determined.
P13 (1).Document participation with the state in volunteer
P13. Participate in local volunteer management coordination,
coordination.(1, 1 a,2,2a, 6,6f, 8, 8a,9,9a)
training, and exercises, in conjunction with the regional
training plan. (I, la,2, 2a,6,6f, 8, 8a,9, 9a) P13 (2). Identify key volunteer stakeholders in each county.
(1, la,2,2a, 6, 6f, 8, 8a,9,9a)
P13 (3). Document at least one county meeting about the
roles of volunteers in an emergency response(Must be
separate from any meeting/training provided by CDPHE).
(1, la,2,2a,6,6f, 8, 8a,9,9a)
P13 (4). Document at least two trainings and/or exercises,
specific to surge capacity issues, using volunteers to
supplement public health emergency functions.Volunteer
training must be tracked in CO.TRAIN.
(1, la,2,2a,6,6f, 8, 8a, 9,9a)
P14. Work with local public health,emergency management, P14(1).Document as an attachment to the existing Regional
hospitals,pre-hospital partners,and CDPI-IE to conduct SNS Plan. (1, la,6,6a,6b,6e,6f, 8, 8a,9,9a)(pm19)
CHEMPACK planning.(1, la,6,6a,6b,6e,6f, 8, 8a,9,9a) PI4(2).Document meetings with local agency staff and
(pm 19) regional partners,regarding CHEMPACK plans,
responsibilities,and coordination.
• Planning must include accessible CHEMPACK locations, (1, la,6,6a,6b, 6e,6f, 8, 8a,9,9a)(pm19)
and establish processes through local emergency
management within the region.
*The CDPHE CHEMPACK Coordinator has available: I).
CHEMPACK locations, and 2). 24/7 hospital contact
information.
P15. Work with local agencies to coordinate health care P15 (1).Document assistance to regional"Healthcare
preparedness planning, including partnerships with medical Coalition"partners regarding redistribution,healthcare/public
Page 21 of 28
ATTACHMENT A
LPHA AGENCIES WITH PLANNERS ONLY
Regional Public Health Planners
2006-2007 Task List
Planner Year Two Activity CDPHE Measure
communities and emergency responders to ensure cooperative health network and jurisdictional incident management. (6,
planning,information sharing and management coordination. 60(pm 2)(HRSA Tier 2, 3)
(6,60(pm 2)(HRSA Tier 2,3) P15 (2).Document quarterly meetings with"Healthcare
Coalition"partners. (6,60(pm 2)(HRSA Tier 2,3)
Assistance to include:
• Leadership in regional"Health Care Coalition"
meetings.
o Redistribution of personnel, facilities,
equipment,pharmaceuticals and supplies must
be addressed, and
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.
= Leadership in establishing jurisdictional incident
management(unified or area command)structure
that coordinates healthcare,public health,law
enforcement, EMS, fire, emergency management,
public works,etc for events that are primarily health
and medical in nature(i.e. infectious disease
outbreak,mass casualty, etc.).
P16. Participate in Regional Planner Meetings and P16(1).Document participation in Planner meetings in the
conference calls in the 2006-2007 grant year. (See tentative 2006-2007 grant year. (1, la)
schedule provided by the state).(1, I a)
P17. Attend state and national emergency preparedness P17(1). Document attendance of at least two emergency
conferences of Regional Planner's choice.(1, la, 9,9a) preparedness conferences for the 2006—2007 grant year.
(I, la,9,9a)
P18. Participate in regional quarterly conference calls with P18(1).Document participation in regional quarterly
Regional and CDPHE staff. (1, la) conference calls as scheduled by the state. (1, la)
Page 22 of 28
ATTACHMENT A
LPHA AGENCIES WITH PLANNERS ONLY
Regional Public Health Planners
2006-2007 Task List
Current Regional Planner Calendar for 2006 — 2007 Grant Year
Date Type Location/Time
September,2006 Regional Conference Call TBD
October 10,2006 Planner Conference Call 1:00-2:00
December 2006 Regional Conference Call TBD
Regional Staff Meeting
Winter 2006(Date TBD) (Before or after the Governor's TBD
Conference on Emergency
Management)
February,2007 Planner Conference Call TBD
March 2007 Regional Conference Call TBD
April 10,2007 Planner Conference Call 1:00-2:00
June 26,2007 Regional Meeting TBD
July 11,2007 Planner Conference Call 1:00-2:00
August 2007 Regional Conference Calls TBD
Page 23 of 28
ATTACHMENT A
LPHA AGENCIES WITH TRAINERS ONLY
Regional Public Health Training Coordinators
2006-2007 Task List
Trainer Year Two Activity CDPHE Measure
T1. 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 LEOP at least once during
and associated Emergency Support Function#8 annex.(1, FY06-07. Training must be posted in CO.TRAIN.(1,
la, 6,6d) la,6,6d)
• Work with the regional planner to meet state
requirements and complete necessary planning and
annexes related to Emergency Response,
Pandemic Influenza,Community Containment,
and Mass Fatality.
• Participate or lead one State/Regional Workgroup,
contributing to necessary and requested activities
and tasks.
T2. Work with the regional planner to provide information T2(1). Train appropriate public health staff in each
and technical assistance to local public health agencies in agency and nursing service in your region in the use of
meeting state requirements for integrating the POD plan(s) the changes/updates made to the county POD plan at
with the Strategic National Stockpile(SNS)plan(s). least once during FY06-07. Training must be posted in
(1, la,6,6e) CO.TRAIN. (1, la,6,6e)
T3.Develop and/or update an emergency preparedness and T3(1).Post all completed agency training plans on
response training plan for each agency and nursing service COHAN under appropriate All-Hazards Regional
in your region by October 15,2006. At a minimum,the folder and subsequent agency folder by October 30,
training plan should include a list of tentative courses that 2006.All training plan documents must be linked to
will be provided to the agency during the 2006-07 grant the"Training Plan"category in COHAN.
year as well as the following for each course listed: (1, la,6,6a,9,9a)
• Course objectives
• Tentative course dates,times and locations T3(2).All emergency preparedness training provided
• Tentative instructor name and contact information to agency staff must be available for registration on
The agency training plan can be added as an appendix or CO.TRAIN prior to the event.All participants who
supplement to the regional training plan. (1, la,6,6a, 9,9a) complete a training must be verified in CO.TRAIN no
more than 30 days after the event.(1, la, 6,6a,9,9a)
T3(3).Post all public health emergency preparedness
and response training and presentation materials in
COHAN under the All-Hazards Training and
Presentation Materials folder by September 30,2006
and ongoing thereafter. (1, la,6,6a,9, 9a)
T4. Continue to integrate NIMS compliance, assessment, T4(1). Work with the local agencies to ensure that each
and training,according to the NIMS Integration Center agency documents staff trained in ICS and NIMS using
guidelines(NIMCAST,NIMS on-line,and face-to-face the spreadsheet provided by CDPHE. Only the FEMA
training).(l, I a, 9,9a)(pm 16, 17) certificate or paperwork verifying the completion of an
equivalent ICS-100 or ICS-200 course can be used to
• All agency staff must be trained in ICS-100 confirm that an employee has been trained in ICS and
and IS-700. NIMS. (l, la,9,9a)(pm16, 17)
• All supervisory staff must be trained in ICS-
100,ICS-200,and IS-700. ICS-100 and ICS-200 equivalent: Emergency
• All program managers,employees who will be management/response personnel who have already
expected to work in the agency's emergency been trained in ICS do not need retraining if their
operations center,and/or all personnel with a pervious training is consistent with DHS standards(to
Page 24 of 28
ATTACHMENT A
LPHA AGENCIES WITH TRAINERS ONLY
Regional Public Health Training Coordinators
2006-2007 Task List
Trainer Year Two Activity CDPHE Measure
direct role in emergency preparedness must be include ICS course managed,administered,or
trained in ICS-100,ICS-200, ICS-300,IS-700 delivered by the Emergency Management Institute,the
and IS-800. National Fire Academy,FIRESCOPE,the National
• Agency directors,executive level staff and all Wildfire Coordinating Group,the U.S.Department of
staff pre-identified to perform duties as a Agriculture,the Environment Protection Agency and
Unified Commander, Incident Commander, the U.S. Coast Guard.)(1, la,9,9a)
Command Staff or Section Chief staff member
according to the agency's ICS structure must T4(2).Ensure that each agency provides the updated
be trained in ICS-100,ICS-200, ICS-300, ICS- NIMS and ICS training data using the provided
400,IS-700 and IS-800. spreadsheet to you quarterly(September,December,
March and June)
T4(3). Ensure that all ICS and NIMS training data is
entered into CO.TRAIN and verified quarterly
(October,January,April, and July).(1, la,9,9a)
• 100%of all agency staff in your region
must be trained in ICS-100 and IS-700 by
September 30,2006.
• 100%of all supervisory staff must be
trained in ICS-100, ICS-200 and IS-700 by
September 30,2006.
• 100%of all program managers and
employees who will be expected to work
in the agency's emergency operations
center must be trained in ICS-100,ICS-
200,IS-700 and IS-800 by September 30,
2006. IS-300 must be completed by
August 30,2007.
• 100%of all agency directors,executive
level staff and all staff pre-identified to
perform duties as a Unified Commander,
Incident Commander,Command Staff or
Section Chief staff member according to
the agency's ICS structure must be trained
in ICS-100, 1CS-200,IS-700 and IS-800
by September 30,2006. IS-300 must be
completed by August 30,2007.
Completion of and/or registration for an
upcoming IS-400 course is to be
completed by August 30,2007.
15. Assist each agency in their participation in three drills: T5(I). Work with the regional planner to ensure that all
(1, la,2,2a, 9,9a) agency After Action Reports(AARs)are posted on
g. Emergency Operations Drill COHAN under the appropriate All-Hazards Regional
h. IT/Communications Drill folder and subsequent agency folder within 45 days of
PPE Drill exercise completion. (1, la,2,2a, 9,9a)
• For each drill,an After Action Report must be
posted on COHAN.Drill documents can be found T5(2).Review the AARs to identify gaps in knowledge
on COHAN under the appropriate subfolder under and skill and identify training needs based on these
the Training and Presentation Materials folder. gaps. Incorporate these training needs into the agency
and/or regional training plan.
• Work with the Regional Planner and local agency
staff to develop a schedule of emergency T5(3).Post a schedule of all emergency preparedness
Page 25 of28
ATTACHMENT A
LPHA AGENCIES WITH TRAINERS ONLY
Regional Public Health Training Coordinators
2006-2007 Task List
Trainer Year Two Activity CDPHE Measure
preparedness trainings and exercises that will take training and exercises on the CO.TRAIN Super
place during the 2006-07 grant year. This schedule Calendar no later than November 1,2006 and ongoing
must be posted on COHAN by November 1,2006. thereafter. (Any changes to this schedule must be
Any changes or updates to this schedule must be posted on COHAN once the change is confirmed).
posted on COHAN once the change is confirmed. (I, la,2,2a,9,9a)
T5(4).Document leadership or participation in one
State/Regional Workgroup.(1, la,6,6d)
T6. Assist the regional planner(s) in using and providing T6(1).Work with local agencies to ensure that local
Homeland Security Exercise Evaluation Program(HSEEP) agency exercise documentation is posted in COHAN
formats,resources,and guidance for regional and local within 45 days of exercise completion and is in HSEEP
exercises. (1, la,9,9a) -format. (1, la, 9,9a)
• Guidance to local agencies to include technical
assistance with exercise evaluation, after action
reporting,and improvement matrices.
• All exercise documentation shall be posted on
COHAN within 45 days of exercise completion.
T7. Participate in the CDPHE functional exercise, as T7(1).Work with regional planner to ensure that
requested to meet communication-related exercise participation in the CDPHE functional exercise is
objectives. Additional regional exercises may be chosen. documented and any information about additional
(1, 1 a,9,9a) regional exercise objectives is posted on COHAN
under the CDPHE folder. (1, la,9,9a)
T8. Provide the standardized emergency preparedness T8(I). Document that all regional EPR new hires have
orientation training to all regional EPR new hires. received an emergency preparedness orientation in
(1, la,9,9a) CO.TRAIN. (1, la,9,9a)
• Maintain knowledge of local agency emergency
preparedness new hires,and orientation of these
hires to emergency preparedness information.
T9. Work with the state Strategic National Stockpile(SNS) T9(1). Document training for each agency and nursing
staff to provide general SNS training and guidance to local service in your region in CO.TRAIN.Training is to
agencies. include,but is not limited to,general SNS orientation
(SNS 101), SNS planning,RTP operations,POD
• Guidance to local agencies to include,but not be
operations,and communications.
limited to, SNS 101 information,planning,
(1, la,6,6e,9,9a)(pm19)
communication,partnerships,and training.
(1, la,6,6e,9,9a) (pm19)
T10. Update Regional SNS plans using the regional SNS T10(1).Train appropriate public health staff in each
Workgroup template.Updated draft to be completed and agency and nursing service in your region on the
posted on COHAN by January 31,2007. Final updated SNS changes/updates made to the regional SNS plan at least
plan to be completed and posted to COHAN by July 3, once during FY06-07. (1, la,6,6e,9,9a)(pm19)
2007. (1, la,6,6e,9,9a)(pm19)
T11.Participate inand assist annually exercised T11(1). Work with regional planner to ensure that all
components of the SNS.(1, la,6,6a,6b,6e,9,9a) (pm 19) After Action Reports for exercises that tested SNS
components are posted to COHAN within 6 weeks of
Exercises include,but are not limited to:
• the exercise in the appropriate All-Hazards Regional
Testing call down lists and activation procedures.
folder and subsequent SNS Plan folder.
• Simulated requests for SNS assets during tabletop
(1, 1a,6,6a,6b,6e,9,9a) (pm19)
Page 26 of 28
ATTACHMENT A
LPHA AGENCIES WITH TRAINERS ONLY
Regional Public Health Training Coordinators
2006-2007 Task List
Trainer Year Two Activity CDPHE Measure
exercises. TI1(2).Review the AARs to identify gaps in
• Test Job Action Sheets during mass prophylaxis knowledge and skill and identify training needs based
and or mass clinic exercises. on these gaps. Incorporate these training needs into the
• Activating and running a Regional Transfer Point agency and/or regional training plan.
(RTP). (I, la,6,6a,6b, 6e, 9,9a) (pm19)
• Tactical communications capabilities; i.e.,ability
to communicate using 800 MHz radios,cell
phones, landlines,fax,and e-mail.
T12. Present state-provided SNS information(awareness T12(1). Document presentations to community partners
presentation)for community partners that addresses SNS in CO.TRAIN.
issues including a definition of the program,why it would Post information to COHAN in the appropriate All-
be needed and what it would be used for (i.e.,mass Hazards Regional folder and subsequent Regional SNS
quarterly.(1, la,6, 6a,6b,6e,9,9a) folder documenting that 3 presentations have been
prophylaxis) (pm19) complete by June 1,2007.(1, la,6,6a, 6b,6e, 9,9a)
(pm 19)
TI3. Provide an SNS awareness orientation,to all T13(1).Post all SNS training in CO.TRAIN.Training
emergency preparedness new hires. is to include,but is not limited to, general SNS
(1, la,6,6a,6b,6e,9,9a) (pm19) orientation(SNS 101), SNS planning, Warehouse
Training, POD operations and basic ICS/NIMS
• Executive staff should receive,at a minimum, SNS (1, la,6,6a, 6b,6e,9,9a) (pm19)
101 training as necessary. This training should
include the role executive staff will play should T13(2).Post all SNS training and presentation
there be a need for stockpile assets. This training information used for public health in COHAN under
should be offered by January 1,2007. the All-Hazards Training and Presentation Materials
folder by September 30,2006 and ongoing thereafter.
• Provide SNS training to volunteers, including SNS
101, Warehouse and Introductory or basic T13(3)Ensure that SNS orientation training and
ICS/NIMS.This training should be provided twice Warehouse training is provided at lease twice in each
by June 1,2007. region by June 2007.
T14.Participate in local volunteer management T14(1). Participate in at least one county meeting
coordination,training, and exercises, in conjunction with about the roles of volunteers in an emergency response
the regional training plan.(1, la,2,2a, 6,6f, 8,8a,9,9a) (Must be separate from any meeting/training provided
by CDPHE or CDPHE contractor for volunteer
management.(1, la,2,2a,6, 6f, 8, 8a,9, 9a)
T14(2). Ensure that at least two trainings and/or
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. (1, la,2,2a,6,6f, 8,
8a,9,9a)
T15.Assist regional planner in working to develop a T15(1). Document all CHEMPACK related training in
partnership with emergency management,hospitals, and CO.TRAIN.(I, la,2,2a, 6,6f,)
pre-hospital communities, and CDPHE regarding
CHEMPACK. (1, la,2,2a,6,60
T16. Improve staff competence in using communication T16(1). Ensure appropriate agency staff in your region
systems through a fully trained workforce by training and are trained on the HAN communication protocol.
exercising known procedures. (9, 9a,2;6, 6a,3;6,6a,6;6,6a,4,4a)
(9, 9a,2; 6,6a,3;6,6a,6;6,6a,4,4a)
Page 27 of 28
ATTACHMENT A
LPHA AGENCIES WITH TRAINERS ONLY
Regional Public Health Training Coordinators
2006-2007 Task List
Trainer Year Two Activity CDPHE Measure
TI7(1) .All DLC contact information and distance
TI7. Coordinate with the local county distance learning
learning technology location information is to be
coordinator(DLC)regarding the use of and the marketing
updated and posted COHAy,quarterly—updates are
of a statewide network of downlink satellites.Update er
contact information and technology information as needed. to be made in October,January,April, and July.
(1, la,2,2a, 6,6a)
If the county does not have an identified DLC,the RTC will
act as the designated DLC for the county.
(1, la,2,2a,6,6a)
T18(1). Document participation in distribution of
T18.Assist the Division of Mental Health in distributing
training Organizational Resiliency training materials in your
materials for the Organizational Resiliency
region.(1, la, 6,6c)
training.(1, la,6,6c)
T19. Participate in Regional Training Coordinator(RTC) T19(1).Document participation in RTC meetings in
Meetings and conference calls in the 2006-2007 grant year. the 2006-2007 grant year. (I, la,6,6a)
(See tentative schedule provided by the state). (1, la,6,6a)
T20.Attend one state and one national emergency T20(1). Document attendance of at least two
preparedness conference of the Regional Training emergency preparedness conferences for the 2006—
Coordinator's choice. (1, la,6,6a) 2007 grant year. (1, la,6,6a)
T21. Participate in regional quarterly conference calls with T21(1).Document participation in regional quarterly
Regional Epidemiologist(s),Regional Planner(s)and conference calls as scheduled by the state.(1, la)
Regional Training Coordinator(s),CDPHE regional liaisons
and the CDPHE Emergency Response Coordinator. (1, la)
Regional Training Coordinator Meeting and Conference Call Calendar
Date Type Location/Time
September 2006 Regional Conference Call TBD
September 13,2006 Trainer Conference Call 8:30-9:30
October I I,2006 Trainer Conference Call 8:30-9:30
November 15,2006 Trainer Conference Call 8:30-9:30
December 2006 Regional Conference Call TBD
Regional Staff Meeting
Winter 2006(Date TBD) (Before or after the Governor's TBD
Conference on Emergency
Management)
February 14,2007 Trainer Conference Call 8:30-9:30
March 2007 Regional Conference Call TBD
April 11,2007 Trainer Conference Call 8:30-9:30
May 9,2007 Trainer Conference Call 8:30-9:30
June 26,2007 Regional Meeting TBD
July 12,2007 Trainer Conference Call 8:30-9:30
August 2007 Regional Conference Call TBD
August 15,2007 Trainer Conference Call 8:30-9:30
Page 28 of 28
ATTACHMENT B
Emergency Preparedness and Response Reimbursement Statement
To: Colorado Dept.of Public Health&Environment From:
Address: 4300 Cherry Creek Drive South,A-3 Address:
Denver,CO 80246
Attn: Sonia Gonzales Fax: 303-691-7811 Contact: Phone:
Program: Public Health Emergency Preparedness& Date of Expenditure: From:
Response To:
Contract/PO Number:
Final Invoice: Yes No FEIN:
Reimbursement
Description of Expenditure
Amount
Name of Employee Job Title/EPR Task Hours or%
Personnel:
Personnel Related Expenses Sub-Total:
Equipment:
Equipment Related Expenses Sub-Total:
Travel:
Travel Related Expenses Sub-Total:
Operating/
Supplies:
Operating/Supply Related Expenses Sub-Total:
Indirect:
TOTAL REQUESTED REIMBURSEMENT AMOUNT:
I certify 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(CONTRACTOR): Date:
As a State designee,I hereby cert'that all contract requirements have been met,the requested amounts are correct and the payment is authorized.
Signature(CDPHE): Date:
Page I of 3
ATTACHMENT B
Emergency Preparedness and Response
2006 - 2007 Reimbursement Requirements
EXAMPLES OF REQUIRED EXPENDITURE DESCRIPTIONS REQUIRED AGENCY RECORDS
TO BE INCLUDED ON ALL REIMBURSEMENT STATEMENTS FOR SITE VISIT VERIFICATION
PERSONNEL > Breakout of actual amounts for salary, fringe
benefits and indirect rates
John Doe,EPR Planner, 100%of FTE $5,000.00
> Documentation of EPR activities and
Jane Black, EPR Admin Support, 15 Hours $1,000.00 projects for employees and time periods
listed on invoice
Fringe $1,236.00 > Activities must be directly related to EPR
• Invoice for actual time spent on EPR grant > All of above information is needed even if
• Include Name,Title and Percent of FTE or Hours Worked personnel time is contracted out
EQUIPMENT > Original receipts
> Actual equipment being used appropriately to
2 Computers $5,000.00
2 Pagers $1,000.00 accomplish EPR activities
3 800 Mhz Radios $3,500.00 > Documented check-out system if equipment
1 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 > 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 2 of 3
ATTACHMENT B
Emergency Preparedness and Response
2006 - 2007 Reimbursement Requirements
EXAMPLES OF REQUIRED XPEND
E� ITURE DESCRIPTIONS REQUIRED AGENCY RECORDS
TO BE INCLUDED ON ALL REIMBURSEMENT STATEMENTS FOR SITE VISIT'VERIFICATION
INDIRECT > Documentation of approved%of indirect
LPHA Approved Indirect Rate 10% ➢ 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 rates are effect for the entire term of the
contractual agreement
• Per Capita is not an allowable category for expense reimbursement.
• All expenses must be directly related to specific Emergency Preparedness and Response activities as identified in the
Scope of Work.
• Contractor shall be 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 Health Service Act,
title I, 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 supplanting.
• Department of Public Health&Environment,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 45 days after
the grant end date.
Page 3 of 3
Attachment C
TASK ORDER CHANGE ORDER LETTER
]Date]
Task Order Change Order Letter Number**, Contract Routing Number** *** *****
State Fiscal Year 20**-20**, ***************Proeram
This Task Order Change Order Letter is issued pursuant to paragraph*_*.of the Master Contract identified as
contract routing number** *** ***** and paragraph*. *. of the Task Order identified as contract routing number
** *** *****and contract encumbrance number** ************* This Task Order Change Order Letter is
between the COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT and JLEGAL
NAME OF CONTRACTOR'. The Task Order has been amended by Task Order Option to Renew Letter**
contract routing number** *** *****, and/or Task Order Change Order Letter**, contract routing number** ***
*****, if any. The Task Order, as amended, if applicable,is referred to as the "Original Task Order". This Task
Order Change Order Letter is for the current term of********* ** ****, through********* **,****. The
maximum amount payable by the State for the work to be performed by the Contractor during this current term is
increased/decreased by**********Dollars,($*.**1 for an amended total financial obligation of the State of
**********DOLLARS, (S*.**). The revised specifications to the original Scope of Work and the revised Budget
are incorporated herein by this reference,made a part hereof, and attached hereto as "Attachment *"and
"Attachment *". The first sentence in paragraph*_*.of the Original Task Order is modified accordingly. All
other terms and conditions of the Original Task Order are reaffirmed. This change to the Task Order shall be
effective upon approval by the State controller, or designee, or on ********* ** **** whichever is later.
Please sign, date, and return all **originals of this Task Order Change Order Letter by********* ** **** to the
attention of: ************ ************,Colorado Department of Public Health and Environment,4300
Cherry Creek Drive South,Mail Code ***"**-**,Denver,Colorado 80246. One original of this Task Order
Change Order Letter will be returned to you when fully approved.
]LEGAL NAME OF CONTRACTOR] STATE OF COLORADO
(a political subdivision of the state of Colorado) Bill Owens,Governor
By: By:
Name: For the Executive Director
Title: DEPARTMENT OF PUBLIC HEALTH
FEIN: AND ENVIRONMENT
PROGRAM APPROVAL:
(Seal-Required)
By:
ATTEST(required):
By:
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. Shenefelt
By:
Date:
Revised:11/5/04
Attachment D
TASK ORDER OPTION TO RENEW LETTER
[Date]
Task Order Option to Renew Letter Number**, Contract Routing Number ** *** *****
State Fiscal Year 20**-20** *************** Program
This Task Order Option to Renew Letter is issued pursuant to paragraph*_*.of the Master Contract identified by
contract routing number** *** ***** and paragraph*. *. of the Task Order identified by contract routing number
** *** ***** and contract encumbrance number** *** **********. This Task Order Option to Renew Letter is
between the COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT and JLEGAL
NAME OF CONTRACTOR'. The Task Order has been amended by Task Order Change Order Letter**,contract
routing number** *** *****,and/or Task Order Option to Renew Letter**,contract routing number** ***
*****, if any. The Task Order, as amended, if applicable, is referred to as the"Original Task Order". This Task
Order Option to Renew Letter is for the renewal term of********* ** **** through********* ** **** The
maximum amount payable by the State for the work to be performed by the Contractor during this renewal term is
********** Dollars (*.**)for an amended total financial obligation of the State of********** DOLLARS, This
is an increase/decrease of($*.**)of the amount payable from the previous term. The Budget for this renewal term
is incorporated herein by this reference,made a part hereof, and attached hereto as"Attachment*". The first
sentence in paragraph*_*.of the Original Task Order is modified accordingly. All other terms and conditions of
the Original Task Order are reaffirmed. This Task Order Option to Renew Letter is effective upon approval by the
State Controller, or designee,or on********* **, ****, whichever is later.
Please sign, date,and return all**originals of this Task Order Option to Renew Letter by********* **,****,to
the attention of: ************ ************,Colorado Department of Public Health and Environment,Mail
Code ***-*****,4300 Cherry Creek Drive South,Denver,Colorado 80246. One original of this Task Order
Option to Renew Letter will be returned to you when fully approved.
[LEGAL NAME OF CONTRACTOR] STATE OF COLORADO
(a political subdivision of the state of Colorado) Bill Owens,Governor
By: By:
Name: For the Executive Director
Title: DEPARTMENT OF PUBLIC HEALTH
FEIN: AND ENVIRONMENT
PROGRAM APPROVAL:
(Seal-required)
By:
ATTEST(required):
By:
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.Shenefelt
By:
Date:
Revised:11/5/04
STATE OF COLORADO
Bill Owens,Governor
Dennis E. Ellis,Executive Director of•cO0O
Dedicated to protecting and improving the health and environment of the people of Colorado A, O
4300 Cherry Creek Dr.S. Laboratory Services Division *-9,4„:"*
f •
Denver,Colorado 80246-1530 8100 Lowry Blvd. .iays s
Phone(303)692-2000 Denver,Colorado 80230-6928
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
September 18, 2006
Attn: Mark Wallace
Weld County Department of Public Health
1555 North 17th Avenue
Greeley, CO 80631
Dear Local Health Partner:
Enclosed please find a copy of your agency's fully approved Colorado Department of Public Health and
Environment(CDPHE) Task Order for the 2006-2007 Emergency Preparedness and Response (EPR)
Core Funding.
Please invoice separately from your other EPR agreements and reference the Task Order#PO FHA
EPI0700053 on the required Invoice Reimbursement Statement. It is your agency's responsibility to
ensure compliance with the 06-07 EPR Requirements. Funds are provided on a cost reimbursement basis
only and allowed for expenses incurred September 1, 2006—August 31, 2007.
Sincerely,
J a Sealy
Fiscal Manager
Emergency Preparedness and Response
Phone: (303) 692-2611
Fax: (303) 691-7811
Hello