HomeMy WebLinkAbout20022655.tiff RESOLUTION
RE: APPROVE TASK ORDER FOR PUBLIC HEALTH PREPAREDNESS AND RESPONSE
FOR BIOTERRORISM IN FOCUS AREAS A, B, AND C, 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 Public Health
Preparedness and Response for Bioterrorism in Focus Areas A, B, and C, 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 upon full execution of
said task order, and ending August 30, 2003, 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 Public Health Preparedness and Response for
Bioterrorism in Focus Areas A, B, and C, 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 30th day of September, A.D., 2002.
BOARD OF COUNTY COMMISSIONERS
E~�` WELD COUNTY, C( 9ORAD�
ATTEST: ism :� /!/, J,'�` . _ . . _ L !3-e 4
1861 1" Y a__-, Glenn Vaad, Chair
Weld County Clerk tot B.: 0-
£-ya J EXCUSED
t�� 4 David E. Loy , Pro-Tem
BY: moo• .r` t(//�'
Deputy Clerk to the Board �"" ������,
M. J. G ile
O DA OFpRM: Y4„,
William H. Jerke
ounty EXCUSED
/0/� Robert D. Masden
Date of signature:
2002-2655
Ch Pe_ HL0029
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
DEPARTMENT OR AGENCY NUMBER
FHA
CONTRACT ROUTING NUMBER
03-00101
TASK ORDER
(Public Health Preparedness and Response for Bioterrorism)
This TASK ORDER is made this 1ST day of September,2002,by and between:the state of Colorado,acting by
and through the 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 (apolitical subdivision of
the state of Colorado),whose address or principal place of business is 91510[°Street,3m 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 17`b Avenue,Greeley,Colorado 80631 hereinafter
referred to as"the Contractor".
FACTUAL RECITALS
The United States Department of Health and Human Services,Centers for Disease Control and Prevention(CDC)
has awarded the State federal funds under Notice of Cooperative Agreement Award(NCAA)number
U90/CCU816827-03-2,to fund"Public Health Preparedness and Response for Bioterrorism"activities. (See,
Catalog of Federal Domestic Assistance(CFDA)number 93.283.)The funds from this NCAA are intended to assist
the State to upgrade the ability of state and local public health agencies to prepare for,and respond to:bioterrorism
incidents,outbreaks of infectious disease,and other public health threats and emergencies.These funds are intended
for use in Focus Area A:Preparedness Planning and Readiness Assessment,Focus Area B:Surveillance and
Epidemiology Capacity,and Focus Area C:Laboratory Capacity—Biologic Agents. The State has formulated
a comprehensive State plan,with associated budgets,to distribute these funds to local health agencies.
Section 29-1-201,C.R.S.as amended,encourages governmental entities to contract with each other to the fullest
extent possible to provide any function,service,or facility lawfully authorized to each of the contracting
governmental entities. To this end,all state of Colorado contracts with its political subdivisions are exempt from the
state of Colorado's personnel rules and procurement.
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)3650,Appropriation Code(s)369,Program Code(s)9012,and
Object Code(s)5420 under Master Contract routing number 00 FAA 00008.and Contract Encumbrance Number
PO FHA EPI0300101. All required approvals,clearances, and coordination have been accomplished from and with
all appropriate agencies.
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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. This Task Order is funded entirely with
federal funds. The State's liability for payment for all services rendered 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,then the State may immediately amend or terminate this Task Order without further
liability to the State. The underlying Cooperative Agreement authorizes the State to pay all allowable and
allocable costs that have been incurred from the effective date of that Cooperative Agreement. Therefore,
this Task Order is retroactive to the commencement date of the federal award under that Cooperative
Agreement.
The initial term of this Task Order shall begin as of the commencement date of the federal award and
continue through and including August 30,2003 unless sooner terminated by the parties pursuant to the
terms and conditions of this Task Order and the related Master Contract. The total term of this Task Order,
including any renewals or extensions hereof,may not exceed five(5)years.
B. SCOPE OF WORK. The Contractor,in accordance with the terms and conditions of the related Master
Contract and this Task Order,shall perform and complete,in a timely and satisfactory manner,all work
outlined in Focus Area A Workplan,Focus Area B Workplan,and Focus Area C Workplan,
incorporated herein by this reference,made a part hereof,and attached hereto as"Attachments A,B,and
C".
C. COMPENSATION.
1. In consideration for those services timely and satisfactorily performed by the Contractor under this
Task Order,the State shall cause to be paid to the Contractor a sum not to exceed TWO
HUNDRED TWENTY FOUR THOUSAND FOUR HUNDRED FIVE DOLLARS
($224,405.001 for the initial term of this Task Order. Of this total amount, 100 percent are
identified as attributable to a funding source of the federal government.
Focus Area A $51,392.00
Focus Area B $93,013.00
Focus Area C $80,000.00
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2. To receive compensation under this Task Order,the Contractor shall submit a signed invoice and
copies of receipts for applicable expenditures within sixty(60)calendar days of the end of the
billing period for which services were rendered. A sample invoice is incorporated herein by this
reference,made a part hereof,and attached hereto as"Attachment D". Invoices shall reference
the related Master Contract and this Task Order by their respective contract routing numbers. The
contract routing numbers are located on page one of these documents. As more fully defined in
the Cooperative Agreement,allowable and allocable expenses under this Task Order may include,
but are not limited to the items described in Part B.above. Invoices 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 by the Contractor under that invoice.Reimbursement shall be conditioned upon
affirmation by the State that all services were rendered by the Contractor in accordance with the
teens and conditions of this Task Order. Invoices shall be sent to:
Deanna Butler
Bioterrorism Contracts Monitor
Mail Code DCEED-A 3
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South
Denver,CO 80246
3. The State may prospectively increase or decrease the amount payable under this Task Order
through a"Task Order Change Order Letter". A sample letter is incorporated herein by this
reference,made a part hereof, and attached hereto as"Attachment E". 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 the affected paragraph number(s)of this Task Order;
B. The type(s)of service(s)increased or decreased and the new level of each service;
C. The amount of the increase or decrease in the level of funding for each service and the
new total financial obligation;
D. The intended effective date of the funding change;
E. A provision stating that the Task Order Change Order Letter shall not be valid until
approved the State Controller or such assistant as he may designate.
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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 this Master
Contract,and the Additional Provisions,if any,of this Task Order,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
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 Change Order Letter
has passed. This written notice shall specify the effective date of termination of this Task Order.
In the event of termination under this clause,the parties shall not be relieved of their respective
duties and obligations under this Task Order until the effective date of termination has occurred.
Increases or decreases in the level of funding made through this task order change order letter
process during the initial or renewal terms of this Task Order may be made under the following
circumstances:
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;
J. Delay or difficulty in implementing new programs or services;and,
K. Other special circumstances as deemed appropriate by the State
4. The State may renew this Task Order through a"Task Order Renewal Letter". A sample letter is
incorporated herein by this reference,made a part hereof,and attached hereto as"Attachment r.
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 related Master Contract and this Task Order by their respective
contract routing numbers and the affected paragraph number(s)of the Task Order;
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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 finding for each service or
program and the new total fmancial 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,and the
Additional Provisions,if any, of this Task Order,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 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.
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 Letter has passed. This written notice shall specify the effective date of termination of this
Task Order. In the event of termination under this clause,the parties shall not be relieved of their
respective duties and obligations under this Task Order until the effective date of termination has
occurred.
E. 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
OF WELD COUNTY STATE OF COLORADO
(a political subdivision the state of Colorado) Bill Owens Governor
By: .1/.414/4t2.___ By:
Name: Glenn Vaad For the Executive ector
Title: Chair (09/30/20021 DEPARTMENTO UBLIC
FEIN: 84-6000-R11 HEALTH AND E ONMENT
ATTEST.� �R1` PROGRAM APPROVAL:
ICCaa
G ,��
(Seallb�.^"Y
' 1861 Cj it ritatAs2�� Gat tiltr;
r
Deputy Clerk to the Bo—
WELD COUNTY DEPARTMENT OF
PUBLIC
COLORADO DEPARTMENT OF LAW HEALTH AND ENVIRONMENT
OFFICE OF THE ATTORNEY GENERAL BY,_V V'U" J. Q22e-O
Ken Salazar,Attorney General Mark E. Wallace, MD, MPH-Director
By: NOT REQUIRED
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:
•
By: Gi ci ��� -
Date: to/etc/AI 2—
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ATTACHMENT A
Public Health Preparedness and Response for Bioterrorism
Workplan
for
Weld County Health Department
Focus Area A: Preparedness Planning and
Readiness Assessment
CDPHE Contact:
Susan Jones-Hard
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South
Denver, CO 80246
(303) 692-3019
•
Weld County Health Department
Bioterrorism: Focus Area A
Contract Term: October 1,2002 thru August 30,2003.
Contract Objective: To rapidly and effectively prepare and respond to a Bioterrorist event,or any public health
threat or emergency.
In accordance with Cooperative Agreement U90/CCU 816827-03,the Contractor shall perform the
following duties:
1. Contractor shall complete the Capacity Building Assessment tool as developed by the Office of Local
Liaison(OLL),involving partner input as requested.
2. Contractor shall collect and provide local partner contact information for a 24/7 communication system to
the HAN coordinator as requested,and by the established deadlines.
3. Contractor shall provide information on local health regulations and ordinances,to the Attorney General's
Office as requested.
4. Contractor shall attend all required state and regional exercises conducted by federal agencies as applicable.
5. Contractor shall ensure non-public health agencies,(i.e.fire departments,hospitals etc.)participate in the
planning and implementation of preparedness activities when appropriate.
6. Contractor shall recruit community officials(including at least one hospital or EMS contact from each
county in the region)to attend the Bioterrorism Conference tentatively scheduled for the Summer of 2003.
7. Contractor shall develop and submit a plan to CDPHE identifying the need for,use of,and type of
equipment for the purposes of Bioterrorism preparedness and response,as outlined in the agency's
emergency response plan.
8. Contractor shall collaborate with the Regional Planner to develop and submit a plan outlining the obligation
of staff within their public health agency and designate the optimal number of staff per agency,including
community partners,as available,to participate and train in regional workshops and exercises.
9. Contractor shall designate one contact to work with and provide local information to the Regional Planner
to facilitate the development of an emergency exercise and establish a plan for the public health agency.
10. Contractor shall complete and keep available a copy of the developed or enhanced local and regional
emergency response plans,before the Board of Health deadlines or June 30,2003,whichever is earlier.
11. Contractor shall document their participation in the development and execution of all
Bioterrorism/Weapons of Mass Destruction exercises held in their counties(at least one local exercise,
Hazardous Materials,natural disaster included), in addition to the statewide exercise.
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12. Contractor shall document at least two meetings/discussions with their Regional Planners before the
established deadline,as well as one meeting or discussion with each of the following partners;the county
and/or city emergency manager,the sheriffs office,the RETAC,and all hospital emergency planners,each
calendar year. Contractor shall provide contact information and meeting documentation by the deadline.
Discussions with all fire departments/districts and coroner/medical examiners are encouraged.
13. Contractor shall document no less than one meeting or discussion with the Health Promotion&Disease
Prevention Division,Bioterrorism,and Emergency Medical Services(EMS)coordinator and the provision
of contact information to him of all EMS and hospital agency contacts in the county.
14. Contractor shall participate in a minimum of one technical,managerial, leadership training and career
development activity session held in their region each calendar year.Participation shall be documented and
kept for review by CDPHE.
15. Contractor shall collaborate with the National Pharmaceutical Stockpile(NPS)contractor as requested and
provide information on the local resources to include personnel,storage facilities,security,and
transportation resources.
16. Contractor shall,participate in NPS planning and preparations,orientations,trainings and exercises as
requested.
17. Contractor shall collaborate with environmental health partners to complete preparedness activities when
appropriate.
18. Contractor shall provide to the State four(4)narrative progress reports,which will summarize all
accomplishments,and are due within five(5)business days after the end of the period. December,March,
June and August 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:
Deanna Butler
4300 Cherry Creek Dr.S.
Denver,Colorado 80246-1530
(303)692-2616
All progress reports must be submitted by focus area. Time frames to be addressed are as follows:
Progress Period Due Date
October-December,2002 January 7,2003
January-March,2003 April 7,2003
April-June,2003 July 7,2003
July-August,2003 September 5,2003
Final Report October 1,2003
19. Contractor shall hire a Regional Planner to serve the North East Region, including; Kit Carson,Larimer,
Lincoln,Logan,Morgan,Phillips,Sedgwick,Washington,Weld and Yuma counties. Contractor is
responsible for ensuring the Planner successfully performs the following duties;
a. Planner shall ensure all public health agencies within the region complete the Capacity Building
Assessment within their established deadline.
2
b. Upon receiving the assessment data,Planner shall work with OLL to ensure that strategies to build
capacity in the public health agencies in the region are effective and viable.Assist OLL staff with
comprehensive planning as requested.
c. Planner shall work with other Regional Planners and CDPHE to ensure the timely completion of the
Capacity Building Assessment.Planner shall ensure public health agency staff competency by
developing plans and protocols to provide equipment,supplies and training.
d. Planner shall assist CDPHE in conducting the vulnerability assessment.Assess and revise local plans
to incorporate the resulting data.
e. Planner shall collaborate,when appropriate,and upon request,with the Epidemiologist(s)in their
region in preparedness activities.
f. Planner shall work with all public health agencies and environmental health partners in each county in
the region to ensure that high-level policy makers and elected officials at the state and local level are
updated at least quarterly regarding preparedness activities.Documentation of contacts and outcomes
shall be kept available for review.
g. Planner shall develop and expand the capacity of regional public health agencies to communicate
immediately and reliably with the public,healthcare providers,the response community,the media,as
well as elected and appointed officials.
h. Planner shall collaborate with the public health agencies to develop and submit a plan outlining the
obligation of staff within their public health agency and designate the optimal number of staff per
agency, including community partners as available to participate and train in regional workshops and
exercises.
i. Planner shall participate in,and ensure participation of public health agencies,in local and regional
exercises conducted by local first responders,as well as state and federal agencies.Update local and
regional response plans based on deficiencies noted from exercises and actual events.
j. Planner shall organize and facilitate regional workshops that bring together local partners and
stakeholders,as well as integrate activities of all counties within the region. Ensure that parts of the
public health system not directly involved in bioterrorism preparedness are aware,and participate
when appropriate in the planning and implementation of preparedness activities.
k. Planner shall assist CDPHE and public health agencies in all counties collect local contact information
and establish and maintain a system for 24/7 notification or activation of the public health emergency
response system.Planner shall assist in updating materials and testing the system periodically.
1. Planner shall assist with the collection of information on regulations and ordinances within the local
public health agencies that provide for credentialing,licensure,and delegation of authority for
executing emergency public health measures.
m. Planner shall collaborate with the other Regional Planners to develop an on call 24/7 rotating schedule.
This plan shall be submitted to CDPHE.
n. In coordination with CDPHE and other regional planners,Planner shall develop and deliver training of
incident command and bioterrorism communication to state and local public health officials.
o. In coordination with CDPHE and other regional planners,Planner shall assist with the development of
regional plans as well as a state-wide plan for responding to incidents of bioterrorism,other infectious
disease outbreaks, public health threats and emergencies.This plan will include training and exercises
on the use of emergency mutual aid agreements.The plan will also include a provision for regular
exercises that test regional response proficiency.Planner shall ensure that the development of public
3
health agency preparedness and response plans are integrated with local agencies and are coordinated
within the existing emergency management infrastructure.Planning structure should integrate with the
Federal Response Plan,Metropolitan Medical Response System,disaster medical assistance teams,
mortuary assistance teams,and hospital preparedness planning.
p. Planner shall evaluate and exercise plans at the county level at least once before July 2003,
demonstrating proficiency in responding to bioterrorism,other infectious disease outbreaks,and other
public health threats and emergencies. A summary and evaluation of the exercise shall be completed
and kept available for review by CDPHE.
q. Planner shall develop exercises of local(All counties in the region)and regional emergency plans,at
least on an annual basis,to demonstrate proficiency in responding to bioterrorism, other infectious
disease outbreaks,and other public health threats and emergencies. Identify and recruit control,
simulation and evaluation staff and develop after-action reports following each exercise event.
Documentation shall be kept available for review by CDPHE.
r. Planner shall collaborate with CDPHE,and associated contractors in the implementation of the NPS.
4
Weld
The following budget governs the expenditure of funds for the period of October 1, 2002 through
August 31, 2003 by the Contractor, as well as the subsequent reimbursement by the State. These
dollars will be paid monthly on a cost reimbursement basis only. Contractor shall submit copies
of receipts for the purchase of all specified equipment. Transfer of funds from one line to another is
permissible.Transfer of funds between focus areas must have prior written approval by the State.
Billings must be submitted by focus area.
FOCUS AREA"A"
Personnel Services $33,075
Salary $22,500
Fringe Benefits $4,500
Indirects $6,075
Equipment $2,250
Laptop $1,500
Software $250
Phone/Pager $500
Travel $2,500
In-State $1,800
Mileage $420
Hotel $810
Per Diem $276
Parking,telephone, tolls $294
Out-of State $700
1 trip to national BT meeting @$1,400 $700
Other $13,567
Capacity Assessment $1,000
Planning Training Exercise/Per Capita $11,567
Leadership Training following assessment $1,000
Total A $51,392
5
•
ATTACHMENT#J5
Public Health Preparedness and Response for Bioterrorism
Workplan
for:
Weld County Health Department
Focus Area B: Surveillance and Epidemiology Capacity
CDPHE Contact:
Mark Estock
Colorado Department of Public Health and Environment
4300 Cherry Creek Drive South
Denver, CO 80246
(303) 692-2039
•
Weld County Health Department
Bioterrorism: Focus Area B
Contract Term: October 1,2002 thru August 30,2003
Contract Objective:To rapidly and effectively detect,investigate and respond to a potential terrorist event or other
public health threat or emergency.
In accordance with Cooperative Agreement U90/CCU 816827-03,the Contractor shall perform the
following duties:
1. Contractor shall buy,house and eventually distribute personal protective equipment(PPE)to
local public health agencies,nursing services, and environmental health partner within the
region.Distribution of PPE to the partner agencies will be determined by the results of the
Capacity Building Assessment.
2. Contractor shall ensure representation at all required state and regional Bioterrorism trainings.
3. Contractor shall participate in scheduled online discussion groups/list serves,conference calls and attend all
required state and regional meetings.
4. Contractor shall provide to the State four(4)narrative progress reports,which will summarize all
accomplishments,and are due within five(5)business days after the end of the period.December,March,
June and August 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:
Deanna Butler
4300 Cherry Creek Dr.S.
Denver,Colorado 80246-1530
(303)692-2616
All progress reports must be submitted by focus area.Time frames to be addressed are as follows:
Progress Period Due Date
October-December,2002 January 7,2003
January-March,2003 April 7,2003
April-June,2003 July 7,2003
July-August,2003 September 5,2003
Final Report October 1,2003
5. Contractor shall hire an Epidemiologist to serve the North East Region,including,Kit Carson,Larimer,
Logan,Morgan,Phillips,Sedgwick,Washington,Weld,and Yuma counties.The Contractor is
responsible for ensuring the Epidemiologist performs the following duties:
a. The Epidemiologist shall provide a method of rapid and accurate disease reporting utilizing the
Colorado Electronic Disease Reporting system(CEDRS)to facilitate information flow between all
necessary public health agencies. This will require the Epidemiologist to ensure all necessary
public health agencies have access to CEDRS.
b. The Epidemiologist shall provide training to health care providers,and the laboratory personnel
community on general principles of surveillance and CEDRS use.
d. The Epidemiologist shall develop a structure at the local level to provide an around-the-clock
capacity for immediate response to reports of urgent cases,outbreaks,or other public health
emergencies,including any events that suggest intentional release of a biologic agent,on a 24-
hour by seven-day/week basis.
e. The Epidemiologist shall provide regular monitoring of surveillance data and disseminate
reports to key partners,included but not limited to;those providing surveillance data such
as health care providers,laboratories,hospital infection control practitioners,other
hospital personnel,coroners etc.
f. The Epidemiologist shall create a written protocol for notification of key partners,in the
event that aberrations in the surveillance data are noted.
S. The Epidemiologist shall conduct biannual reviews of the surveillance system(CEDRS)for
timeliness and completeness at the county level(fust report due to CDPHE by March 1,2003)
h. The Epidemiologist shall design and implement a reporting program aimed to increase disease
recognition and reporting with an emphasis on bioterrorism agents for the health care providers,and
laboratory personnel community.
i. The Epidemiologist shall provide training on bioterrorism recognition and response,including the
potential agents and their epidemiology,and including smallpox,to the medical,clinical and
laboratory personnel community.
j. The Epidemiologist shall develop agency specific epidemic response plans,which include an
appendix to address planning for smallpox and pandemic influenza,and which also meet at the
minimum,"Regulations Pertaining to Preparations for a Bioterrorist Event,Pandemic Influenza,
or an Outbreak by a Novel and Highly Fatal Infectious Agent or Biological Toxin",as found in the
Board of Health Regulations. These plans will be integrated with the work undertaken by the
Focus Area"A"Planners.
k. The Epidemiologist shall ensure the integration of the aforementioned epidemic response plans
with the agency's overall plan,local and regional plans,and the local emergency response
structure including hospitals.
I. The Epidemiologist shall ensure that each agency will participate in preparedness drills and
exercises that simulate activation of the epidemic response plans at least annually.
m. The Epidemiologist shall create a written evaluation of the epidemic response/investigation
procedures after completion of drills and exercises to be held in conjunction with Focus Area A by
July 1,2003.This written evaluation will include feedback and suggestions regarding the
successes and failures of the said drills and exercises,and shall be kept available for request by
CDPHE.
n. The Epidemiologist shall attend local and state sponsored training activities.
o. Epidemiologist shall provide training to public health agencies and other response partners,such
as law enforcement,on epidemiology methods and outbreak investigation techniques.
2
P. The Epidemiologist shall encourage and promote the use of HAN,distance-learning opportunities,
and web-based training.
q. The Epidemiologist shall assist in the completion of the Capacity Building Assessment.
r. The Epidemiologist shall assist environmental health partners as needed on food and water system
security.
s. The Epidemiologist shall include a broad range of community partners in planning and response
activities,these partners may include but are not limited to;local emergency response teams,
hospitals,and tribal leaders in Indian health services if applicable to the area.
t. The Epidemiologist shall collaborate,when appropriate,and upon request,with the Planner(s)in
their region in preparedness activities.
3
Weld
The following budget governs the expenditure of funds for the period of October 1, 2002 through
August 31, 2003 by the Contractor, as well as the subsequent reimbursement by the State. These
dollars will be paid monthly on a cost reimbursement basis only. Contractor shall submit copies
of receipts for the purchase of all specified equipment. Transfer of funds from one line to another is
permissible. Transfer of funds between focus areas must have prior written approval by the State.
Billings must be submitted by focus area.
FOCUS AREA "B"
Personnel Services $74,050
Regional Epidemiologist(1 FTE)
Salary $45,015
Fringe Benefits $10,128
Indirects $18,907
Equipment $4,692
Computer $3,000
Software $692
Phone/Pager $1,000
Travel $4,888
In-State $3,488
Mileage $949
Hotel $1,620
Per Diem $552
Parking, telephone, tolls $367
Out-of State $1,400
1 trip to national BT meeting @$1,400 $1,400
Other $9,383
PPE for Regional Distribution $5,230
Regional Training Scholarships $4,153
TOTAL B $93,013
•
ATTACHMENT# l�
Public Health Preparedness and Response for Bioterrorism
Workplan
for
Weld County Department of Public Health and
Environment Laboratory
Focus Area C: Laboratory Capacity-Biological Agents
CDPHE Contact:
Jim Beebe PhD
Laboratory and Radiation Services Division
8100 Lowry Blvd.
Denver, CO 80220-6928
(303) 692-3488
Weld County Department of Public Health and Environment Laboratory
Bioterrorism: Focus Area C
Weld County Department of Public Health and Environment Laboratory
1555 North 17th Avenue
Greeley,CO 80631
Connie O'Neil
(970)304-6411 X2273
Contract Term: October 1,2002 thru August 30,2003
Contract Objective:To develop and implement a jurisdiction-wide program to provide rapid and effective laboratory
services in support of the response to bioterrorism, other infectious disease outbreaks,and other public health threats
and emergencies.
Contractor Duties:
I. The Contractor shall purchase equipment and supplies,modify laboratory facilities and procedures to
ensure security of cultures and laboratory;upgrade computer facilities and communications to allow
laboratory and related staff to access certain websites and communicate by e-mail,pager,phone and fax,
thereby upgrading laboratory to Laboratory Response Network(LRN)Level B.
2. The Contractor shall support the development of capacity to test,according to LRN protocols,for the
following;B. anthracis,F.tularensis,Brucella and Yersinia pestis in human and environmental
samples.
3. The Contractor shall make staff available to participate in training and planning exercises,assessment
studies and conduct proficiency testing.
4. The Contractor shall make staff available to participate in the Colorado Laboratory Forum(CLF).
5. The Contractor shall,when capable,provide needed testing for clinical laboratories and other agencies
within the Region,including;Weld,Larimer,Lincoln,Morgan,Logan,Sedgewick,Phillips,
Washington,Yuma,and Kit Canon counties.
6. The Contractor shall refer isolates and specimens to a higher LRN laboratory as needed.
7. The Contractor shall report testing activity within 24 hours to the Focus Area C leader,James L Beebe,
PhD,and to the CDC on request from the LRN during an event.
8. The Contractor and staff shall adhere to policies adopted by the Bioterrorism Planning Group.
9. The Contractor agrees that no federal funds shall be used for fee-for-service testing.
10. Contractor shall submit copies of receipts for purchase of specified equipment.
11. Contractor shall notify Focus Area C leader of accomplishments in preparation and availability of testing
for each agent.
1
•
12. Contractor shall provide to the State four(4)narrative progress reports,which will summarize all
accomplishments,and are due within five(5)business days after the end of the period.December,March,
June and August 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: James Beebe,PhD,8100 Lowry Blvd
Denver,Colorado 80220-6928,(303)692-3488. All progress reports musts be submitted by focus area.
Time frames to be addressed are as follows:
Progress Period Due Date
October-December,2002 January 7,2003
January-March,2003 April 7,2003
April-June,2003 July 7,2003
July-August,2003 September 5, 2003
Final Report October I,2003
2
•
Weld County
Focus Area C Budget
The following budget governs the expenditure of funds for the period of October 1,2002 and August 30,2003 by
the Contractor,as well as the subsequent reimbursement by the State.These dollars will be paid monthly on a cost
reimbursement basis only.Transfer of funds from one line item to another are permissible. Transfer of funds
between focus areas must have prior written approval by the State.All billings must be submitted by focus area.
Personnel(Salary and Fringe) $36,335.00
Department Director:0.005 FTE $800.00
Staff: Mark Wallace,MD,MPH
Division Director: 0.01 FTE $680.00
Staff: Trevor Jiricek
Laboratory Supervisor: 0.175 FTE $12,700.00*
Staff: Connie O'Neill
Medical Technologist: 0.175 FTE $9,880.00*
Staff: Cheryl Darnell
Laboratory Technician: 0.05 FTE $3,890.00*
Staff: Vicky Krizan
*This salary figure includes position upgrades to accommodate additional responsibilities.
Fringe @ 30% $8,385.00
Equipment/Maintenance $14,350.00
Light box or mirror stand $300.00
Water bath $750.00
Micro centrifuge $2,500.00
Epifluorescent microscope and filters $10,000.00
Microwave $100.00
Vortex mixer $300.00
In-line vacuum filters $200.00
Hood maintenance and certification $200.00
Supplies $6,500.00
Media,reagents,disposables,controls $6,500
Contracted Services $4,500.00
Consultant Pathologist,pagers,cell phones,waste disposal $4,500.00
Travel/Training $3,000.00
Building Modifications/Construction $6,750.00
Dark room modifications $1,150.00
Negative pressure room—exhaust fan $4,000.00
Door locks—punch combo $1,000.00
Buzzer at main lab entrance $100.00
Hands free sink in testing area $500.00
Indirect @ 11.99% $8,565.00
Applies to salary,fringe,equipment,supplies,contact services
Total Award for Focus Area C — $80,000.00
3
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[Date] SAMPLE TASK ORDER CHANGE ORDER LETTER Attachment E
Task Order Change Order Letter Number**, Contract Routing Number** *** *****
State Fiscal Year 20**-20**, *************** Program
This Task Order Change Order Letter is issued pursuant to paragraph_*.of the Master Contract identified as
contract routing number** *** ***** and paragraph*. *. of the Task Order identified as contract routing number
** *** ***** and contract encumbrance number** *** **********. This Task Order Change Order Letter is
between the COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT and JLEGAL
NAME OF CONTRACTOR'. The Task Order has been amended by Task Order Option to Renew Letter**
contract routing number** *** *****,and/or Task Order Change Order Letter**,contract routing number** ***
*****, if any. The Task Order,as amended, if applicable, is referred to as the"Original Task Order". This Task
Order Change Order Letter is for the current term of********* ** **** through********* **,****. The
maximum amount payable by the State for the work to be performed by the Contractor during this current term is
increased/decreased by********** Dollars,(5*.**)for an amended total financial obligation of the State of
********** DOLLARS, ($*.**). 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
(Seal) ATTEST: PROGRAM APPROVAL:
By: 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:
Arthur L.Barnhart
By:
Date:
Revised:08/30/02
[Date] SAMPLE TASK ORDER OPTION.TO RENEW LETTER Attachment F
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
(Seal) ATTEST: PROGRAM APPROVAL:
By: 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:
Arthur L.Barnhart
By:
Date:
Revised:08/30/02
Memorandum
TO: Glenn Vaad, Chair
Board of County CommissiEil'er - ' '
• FROM: Mark E. Wallace, MD, MPH, Director
COLORADO Department of Public Heaalt and^
Environment IN
DATE: September 25, 2002
SUBJECT: Bioterrorism Task Order for Focus Areas A,
B and C
Enclosed for Board review and approval is the Bioterrorism Task order for focus areas A, B, and
C. If approved,this task order will become part of the Master Contract between the Colorado
Department of Public Health and Environment (CDPHE) and Weld County Department of
Public Health and Environment (WCDPHE).
The United States Department of Health and Human Services, Centers for Disease Control and
Prevention (CDC) has awarded the State of Colorado federal funds under a notice of cooperative
agreement award to fund"Public Health Preparedness and Response for Bioterrorism" activities.
The funding from this task order is intended for use in Focus Area A: Preparedness Planning
and Readiness Assessment, Focus Area B: Surveillance and Epidemiology Capacity, and Focus
Area C: Laboratory Capacity—Biologic Agents.
Funding for Focus Area A, $51,392, and Focus Area B, $93013, will be used to hire a half-time
Health Planner, a full-time Epidemiologist, and to pay for equipment and travel for these
positions as well as personal protective equipment for regional distribution and regional training
scholarships.
Funding for Focus Area C, $80,000, will be used to upgrade the existing laboratory at WCDPHE.
These funds will purchase additional equipment and supplies, consultant pathologist services,
travel and training for staff, and some building modifications. It will also pay for three
laboratory personnel position upgrades to accommodate additional responsibilities.
This task order establishes Weld County's allocation of funding for Focus Areas A, B, and C at a
total of$224,405. The time period begins as of the commencement date of the federal award and
continue through August 30, 2003.
I recommend your approval of this task order.
Enc.
2002-2655
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