HomeMy WebLinkAbout20020177.tiff RESOLUTION
RE: APPROVE TASK ORDER FOR HIV INTERVENTION 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 HIV Intervention
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
January 1, 2002, and ending December 31, 2002, with further terms and conditions being as
stated in said Task Order, and
WHEREAS, after review, the Board deems it advisable to approve said Task Order, 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 HIV Intervention 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 16th day of January, A.D., 2002.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ijnetkl ,��� a`� EXCUSED DATE OF SIGNING (AYE)
G Vaad, Chair
Weld County Clerk to t, yQir
W A, David E. L g, Pro
BY: aV
i�i.. 1�1►„-=_il � ' '�
Deputy Clerk to the Boa
M. J. Geile
APPROi'ED AS ORM:
m H. Jerke
un A n y
Robert D. Masden
Date of signature:
2002-0177
HL0029
401,61. 0 Memorandum
WIlD
TO: Glenn Vaad, Chair
CBoard of County Commissioners
• FROM: Mark E. Wallace, MD, MPH, Director
COLORADO Department of Public Health and
Environment
DATE: January 9, 2002 /1411� 111
SUBJECT: HIV Intervention Task Order
Enclosed for Board review and approval is the HIV Intervention Task Order to become part of
the five-year contract between the Colorado Department of Public Health and Environment and
Weld County.
This task order is for the provision of HIV education and prevention services to both individuals
and groups, and also to provide public information services. For these services, Weld County
will receive an amount not to exceed $14,707 for the time period January 1, 2002 through
December 31, 2002.
I recommend your approval of this task order.
Enclosure
2002-0177
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC
HEALTH AND ENVIRONMENT
Department or Agency Number
FHA
Contract Routing Number
02-00139
TASK ORDER
THIS TASK ORDER is made this 20th day of December 2001,by and between:the State of Colorado, for the use
and benefit of 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),whose address or principal place of business is 915 10th Street,
3rd Floor,Greeley,Colorado 80631,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 17th Avenue,Greeley,Colorado
80631,hereinafter referred to as"the Contractor".
FACTUAL RECITALS
Section 29-1-201,9 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,and to
this end all State contracts with its political subdivisions are exempt from the State's personnel rules and the State
procurement code. The State has formulated a comprehensive State plan,with associated budgets,relative to the
State's programs and services which allocates funds to local health agencies in order to provide certain purchased
services to the people of Colorado. This funding is to be allocated through task order contracts with local health
agencies. The State, in order to carry out its lawful powers, duties, and responsibilities under Section 25-1-107,8
C.R.S., as amended and, to effectively utilize legislative appropriations made and provided therefore, in
coordination with like powers,duties, and responsibilities of the Contractor,has determined that public health
services are desirable in Weld County, Colorado.
Pursuant to 25-4-1401, 8 CRS.,as amended,the general assembly declares that infection with human
immunodeficiency virus(HIV),the virus which causes acquired immune deficiency syndrome(AIDS),is an
infectious and communicable disease that endangers the population of this state.
Pursuant to 25-4-1405, 8 CRS.,as amended, it is the duty of state to investigate sources of HIV infection and to use
every proper means to prevent the spread of the disease.
Pursuant to 25-4-1405, 8 CRS.,as amended, it is the duty of state, as part of disease control efforts, to provide public
information and risk-reduction education, to conduct health information programs to inform the general public of the
medical and psychosocial aspects of HIV infection, including updated information on how infection is transmitted
and can be prevented, and the necessity for testing.
Pursuant to the Catalog of Federal Domestic Assistance(CFDA)Number 93.940,the State has been awarded
monies by the U.S.Department of Health and Human Services, Centers for Disease Control and Prevention(CDC)
for Human Acquired Immunodeficiency Syndrome(AIDS)prevention by means of intervention education.
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The Contractor was selected by the State in accordance with the applicable provisions of the Colorado Procurement
Code as the lowest responsive and responsible bidder pursuant to Request for Proposals(RFP)number RO-
SET0001 to provide HIV intervention services in rural communities.
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 Number(s) 100, Organizational Unit Code(s)3877 Appropriation Code(s)377.Program Code(s)9012, and
Object Code(s)5420 under Master Contract Routing Number 00 FAA 00008 and Contract Encumbrance Number
PO FHA 5ET0200139. All required approvals,clearances, and coordination have been accomplished from and with
all appropriate agencies.
As of the made date of this Contract, the State has a currently valid Group H purchasing delegation agreement with
the Division of Purchasing within the Colorado Department of Personnel.
NOW THEREFORE,in consideration of their mutual promises to each other,stated below,the parties hereto agree
as follows:
A. PERIOD OF PERFORMANCE AND CONTRACT TERMINATION.The effective date of this
Task Order is January 1,2002,or on the date this Task Order is approved by the State Controller,
whichever is later. The term of this Task Order shall commence on January 1,2002,and continue
through and including December 31,2002,unless sooner terminated by the parties pursuant to the terms
and conditions of the Master Contract.
B. GENERAL STANDARDS.The subject matter of this Contract concerns the prevention of contracting
and transmitting HIV infection in Rural Communities.The Contractor has been selected to perform HIV
intervention services in accordance with RFP number RO-SET0001 and the Contractor's response to that
RFP,as modified by this Contract.The RFP is incorporated herein by this reference,made a part hereof,
and attached hereto as"Attachment A".The Contractor's Response to the RFP is incorporated herein
by this reference,made a part hereof, and attached hereto as"Attachment B".
C. MODIFICATIONS TO THE PROPOSAL.
Based upon recommendations of the review panel and discussions with the Contractor,the
Contractor shall provide the following services:
• Provide Group Level education and prevention skill-building classes on HIV/STI at
Island Grove Treatment Center in Greeley,to a minimum of 880 DUI, substance abuse
and domestic violence rehabilitation clients.
• Provide HIV testing and counseling to at least 10%of the clients that participate in the
Group Level HIV/STI education and skills development classes at Island Grove
Treatment Center.
• Dispense 4,000 pieces of harm reduction materials(condoms,brochures,and HIV testing
information)to 3-targeted bars for consistent availability to at-risk patrons.
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D. DUTIES AND OBLIGATIONS OF THE CONTRACTOR.
1. Prior to purchase or production,the Contractor shall submit all proposed printed
materials to the State,via the Project Officer,for approval by the State Material Review Panel.
2. The Contractor shall maintain intemal medical and administrative records(including,but not
limited to,labslips and counseling session notes)in a manner which ensures the confidentiality
and security of those records in accordance with all applicable statutes including,but not limited
to, 25-1-107 CRS. et seq(Named reporting of certain diseases and conditions—access to medical
records—confidentiality of reports and records), 18-4-412 CRS. et seg (medical records) and 25-
4-1404 CRS., (HIV Infection and Acquired Immune Deficiency Syndrome-Use of Reports).
3. The Contractor shall perform intervention services in accordance with"Definitions for HIV
Prevention Interventions and Standards of Practice,"as approved on May 24,2000 by the Core
Planning Group of Coloradans Working Together: Preventing HIV/AIDS,a copy of which was
supplied to the Contractor with the RFP.
4. The Contractor shall provide to the State four(4)narrative progress reports which are due within
five(5)business days after the end of the period.These reports shall describe and evaluate the
interventions conducted.March, June, September,and December billings will not be reimbursed
until such time as delinquent progress reports have been received.Reports shall be submitted to
the State to the attention of:Teri Lindsey,4300 Cherry Creek Drive South,DCEED-A3,Denver
Colorado, 80246.Time frames to be addressed are as follows:
Progress Period Due Date
January-March,2002 April 7,2002
April-June,2002 July 10,2002
July-September, 2002 October 6,2002
October-December,2002 January 8,2003
5. The Contractor shall use data collection forms to be provided by the State.
6. The Contractor shall develop and maintain referral agreements with agencies providing other HIV
intervention services,including but not limited to,mental health, substance abuse prevention and
treatment,family planning,clinical,and other services that support behavior change.
7. The Contractor shall participate in State sponsored contractor meetings and trainings and the
District Collaboration.
8. The Contractor shall participate in quarterly program and intervention observation site visits with
the assigned State project officer.
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E. COMPENSATION.
1. The State shall, in consideration of those services satisfactorily and timely performed by the
Contractor under this Contract,cause to be paid to the Contractor a sum not to exceed
FOURTEEN THOUSAND SEVEN HUNDRED SEVEN DOLLARS(14,707.00)for the initial
term of this Contract.Of the total financial obligation of the State referenced above,one hundred
percent is identified as attributable to a funding source of the United States government.
2. The State shall reimburse the Contractor for expenditures in accordance with the budget below.
The Contractor's transfer of funds from one line item to another must have prior,written approval
of the State:
Budget
Public Information Group Level Intervention
Personnel 2,128.00 Personnel 6,384.00
Travel 900.00 Travel 2,700.00
Supplies 450.00 Supplies 150.00
Operating 149,00 Operating 446.00
Indirect 350.00 Indirect 1,050.00
3,977.00 10,730.00
TOTAL $14,707.00
F. PAYMENT MECHANISM.
1. To receive compensation under this Contract,the Contractor shall submit a signed monthly billing
statement,an example of which is incorporated herein by reference, made a part hereof, and
attached hereto as"Attachment C", within sixty(60)calendar days of the end of the billing
period for which services were rendered. Billing statements shall: reference this Contract by its
contract number,which number is located on page one of this document; state the applicable
performance dates,the names of payees;a brief description of the services performed during the
relevant performance dates;expenditures incurred; and,the total reimbursement requested.
Reimbursement during the initial, and any renewal term of this Contract shall be conditioned upon
affirmation by the State that all services were rendered by the Contractor in accordance with the
terms of this Contract. Billing statements shall be sent to:
Teri Lindsey
Colorado Department of Public Health and Environment,
4300 Cherry Creek Drive South,DCEED-HIV-A3,Denver,CO 80246.
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2. The State may prospectively increase or decrease the amount payable under this Task Order
through a Task Order Change Order Letter, a sample of which is incorporated herein by this
reference, made a part hereof, and attached hereto as "Attachment D". To be effective,the 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,the 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. The intended effective date of the funding change; and,
E. A provision stating that the Task Order Change Order Letter shall not be valid until
approved by the State Controller or such assistant as he may designate.
Upon proper execution and approval,the Task Order Change Order Letter shall become an
amendment to this Task Order. Except for the General and Special Provisions of the Master
Contract,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 renewal 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.
If the Contractor agrees to and accepts the proposed change,then the Contractor shall execute and
return the Task Order Change Order Letter to the State by the date indicated in the Task Order
Change Order Letter. If the Contractor does not agree to and accept the proposed change, or fails
to timely return the partially executed Task Order Change Order Letter by the date indicated in the
Task Order Change Order Letter,then the State may, upon written notice to the Contractor,
terminate this Task Order twenty(20)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 this Task Order. If this Task Order is terminated under this clause,then the parties
shall not be relieved of their respective duties and obligations under this Task Order until the
effective date of termination has passed.
Increases or decreases in the level of contractual funding made through this task order change
order letter process during the initial, or renewal,term of this Task Order may only be made under
the following circumstances:
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F. If necessary to fully utilize appropriations of the state of Colorado and/or non-
appropriated federal grant awards;
G. Adjustments to reflect current year expenditures;
H. 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
this Task Order;
I. Closure of programs and/or termination of related contracts or task orders;
J. Delay or difficulty in implementing new programs or services; and,
K. Other special circumstances as deemed appropriate by the State.
3. The State may renew this Task Order through a Task Order Renewal Letter,a sample of which is
incorporated herein by this reference,made a part hereof,and attached hereto as "Attachment
E". To be effective,the Task Order Renewal Letter must be: signed by the State and the
Contractor; and,approved by the State Controller or an authorized designee thereof Additionally,
the Task Order Renewal Letter shall include the following information:
A. Identification of this Task Order by its contract routing number 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. The intended effective date of the renewal;and,
E. A provision stating that the Task Order Renewal Letter shall not be valid until approved
by the State Controller or such assistant as he may designate.
Upon proper execution and approval,the Task Order Renewal Letter shall become an amendment
to this Task Order. Except for the General and Special Provisions of the Master Contract,the
Task Order Renewal 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 renewal letter
process may be used only to:renew this 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 this Task Order,other than those authorized by
the task order change order letter process described above, shall be made by a formal amendment
to this Task Order executed in accordance with the Fiscal Rules of the state of Colorado.
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If the Contractor agrees to and accepts the proposed renewal term,then the Contractor shall
execute and return the Task Order Renewal Letter to the State by the date indicated in the Task
Order Renewal Letter. If the Contractor does not agree to and accept the proposed renewal term,
or fails to timely return the partially executed Task Order Renewal Letter by the date indicated in
the Task Order Renewal Letter,then the State may,upon written notice to the Contractor,
terminate this Task Order twenty(20)calendar days after the return date indicated in the Task
Order Renewal Letter has passed. This written notice shall specify the effective date of
termination of this Task Order. If the Task Order is terminated under this clause,then the parties
shall not be relieved of their respective duties and obligations under this Task Order until the
effective date of termination has passed.
F. ATTACHMENTS.All attachments are incorporated herein by this reference and made a part hereof as
if fully set forth herein. In the event of any conflict or inconsistency between the terms of this Task
Order and those of any attachment hereto,the terms and conditions of this Task Order shall control.
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IN WITNESS WHEREOF,the parties hereto have executed this Task Order as of the day first above written.
CONTRACTOR:
STATE:
BOARD OF COUNTY COMMISSIONERS STATE OF COLORADO
OF WELD COUNTY Bill Owens,Gover
(a political subdivision t the state of Colorado)
By: By:
Name: Glenn•Vaad. For the Executive rector
Title: Chair (01/16/2002) DepartmentofP bl c
FEIN: 84-6000813 Health and Envi on ent
ATTEST: PROGRAM APPROVAL:
t E
61 . i B
Deputy Clerk to the ,
APPROVALS: •
Colorado Department of Law Colorado Department of Personnel
Office of the Attorney General Office of the State Controller
Ken Salazar,Attorney General Arthur L.Barnhart,State Controller
By: BY:4as .�_/1/e.2
WE D COUNTY DEPARTMENT OF
PUB HEALT A VI 0 ENT
BY:
Mark E. Wallace, MD, MPH•Director
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