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Home My WebLink About20052892.tiff RESOLUTION RE: APPROVE TASK ORDER FOR BIOTERRORISM PUBLIC HEALTH PREPAREDNESS 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 Bioterrorism Public Health Preparedness 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, 2005, and ending August 31, 2006,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 the Bioterrorism Public Health Preparedness 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 28th day of September, A.D., 2005, nunc pro tunc September 1, 2005. ` BOARD OF COUNTY COMMISSIONERS ' /``WELD COUNTY, COLORADO ATTEST: / 1 • : ,, � vl � illiam H.erke, Chair Weld County Clerk to the oa • BY: D uty CI k to the Boa 6 Da ' E Long EPRSD AS TO M: M, Mailla ounty Attorney Glenn Vaad Date of signature: 1/466 2005-2892 HL0032 C(.'//L ( 4J /0 - i)- O�- Memorandum TO: William H. Jerke, Chair 'glue Board of County Commissioners From: Mark E. Wallace, MD, MPH, Director COLORADO Department of Public Health and '`a EnvironmentMAI ,/ �' i DATE: September 20, 2005 SUBJECT: Task Order for the Bioterrorism Public Health Preparedness Program Enclosed for Board review and approval is a Task Order for the Bioterrorism Public Health Preparedness 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 $275,761 as pass through from the United States Department of Health and Human Services, Centers for Disease Control and Prevention (CDC) to provide public health preparedness and response to bioterrorism incidents, outbreaks of infectious disease, and other public health threats and emergencies. To accomplish this, statements of work and designated milestones have been established in the following project areas planning and response, information technology and communications infrastructure, training and exercising, disease investigation and control, and laboratory capacity and readiness. The time period for this funding is September 1, 2005 through August 31, 2006. I recommend your approval of this task order. Enc. 2005-2892 DEPARTMENT OR AGENCY NAME COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT DEPARTMENT OR AGENCY NUMBER FHA CONTRACT ROUTING NUMBER 06 FHA 00101 TASK ORDER Bioterrorism Public Health Preparedness Program THIS TASK ORDER is made this 12th day of August,2005,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,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 The United State Department of Health and Human Service, Centers for Disease Control and Preventions("CDC") has awarded the State federal funds under Notice of Cooperative Agreement Award ("NCAA")number U90/CCU816827-06 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: terrorism, outbreaks of infectious disease, and other public health threats and emergencies; The State has formulated a comprehensive State plan, with associated budgets,to disburse these federal funds throughout the State of Colorado. Under this comprehensive State plan,the State shall allocate these federal funds to qualified entities to assist those entities to upgrade and integrate State and local public health jurisdictions' preparedness for and response to terrorism and other public health emergencies with Federal, State, local, and tribal governments, the private sector, and Non-Governmental Organizations(NGOs).These emergency preparedness and response efforts are intended to support the National Response Plan(NRP)and the National Incident Management System(NIMS); As of the made date of this Contract,the State has a currently valid Group II purchasing delegation agreement with the division of finance and procurement within the Colorado Department of Personnel and Administration; 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,and to this end 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. 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 100,Organizational Unit Code 3650 Appropriation Code 369,Program Code 9012, Function Code Page I of 6 FLWT,Object Code 5120,and Grant Budget Line Code HW61 under Contract encumbrance number PO FHA EPI0600101. 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 1,2005. However,in accordance with section 24-30-202(1),C.R.S.,as amended,this Contract is not valid until it has been approved by the State Controller,or an authorized designee thereof. If the underlying NCAA authorizes the State to pay all allowable and allocable expenses of a contractor as of the effective date of that NCAA,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 Contract. If the underlying NCAA does not authorize the State to pay all allowable and allocable expenses of a contractor as of the effective date of that NCAA,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 Contract. The initial term of this Contract shall commence on its effective date and continue through and including August 31,2006. If the State receives additional federal funding for the purposes of this Contract,then this Contract shall automatically renew for the period covered by those additional federal funds. This Contract is funded entirely with federal funds. Therefore,the State's liability for payment for all services rendered,or goods supplied,under this Contract is contingent upon the State's receipt of those federal funds. If the State does not receive all,or any part,of the federal funds necessary to pay its obligations under this Contract,then the State may immediately amend or terminate this Contract without further liability to the State. The total term of this Contract, 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. I. 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 TWO HUNDRED SEVENTY-FIVE THOUSAND,SEVEN HUNDRED SIXTY-FIVE DOLLARS,($275,765.001 for the initial term of this Task Order. Of the total financial obligation of the State referenced above, $275,765.00 are identified as attributable to a funding source of the United States government and, $0.00 are identified as attributable to a funding source of the state of Colorado. 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"Task Order Reimbursement Statement". 3. If this Task Order requires the Contractor submit a"Task Order Reimbursement Statement",then the Contractor shall submit a signed, monthly Task Order Reimbursement Statement within sixty(60) calendar days of the end of the billing period for which services were rendered. The required Task Order Reimbursement Statement Template and Grant Year 2005-2006 Invoice Requirements are 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. Page 2 of 6 Each Task Order Reimbursement Statement shall reference the related Matter 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: Mail Code DCEED-3650 Colorado Department of Public Health and Environment 4300 Cherry Creek Drive South Denver,CO 80246 (303)692-2663 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. 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 Page 3 of 6 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, 7. 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. 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 Page 4 of 6 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 pan 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 STATE OF COLORADO OF 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 tr,t/ej By:Name: William H Jerke Sty 2 8 ?Oti For the ecutiveDiFector Title: Chair DEPAR MENT OF PUBLIC HEALTH 846000813 AND ENVIRONMENT S ATTESr�D ,` ,,��PROGRAM APPROVAL: ` � y By: anitte.t.. XElitifq Deputy Clerk to the Board APPROVALS: 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 WELD COUNTY DEPARTMENT OF PUBliIC HEALTH D E N ENT By: BY:: 141 �r""flfl�l Date: ! 1( p Mark E. Wallace, MD, MPH-Director Page 6 of 6 o1D05 .Q £9c ACTION: C SCREEN: CLIN USERID: RA1022 09/06/05 04:35:35 PM CONTRACT LOGGING INQUIRY TABLE FY: 06 AGCY: FHA ROUT #: 00101 CNTR/PO: C TYPE: GG TOTAL AMT: 275,?65.00 START DATE: 09 01 05 END DATE: 08 31 06 OWNER: A ENC TOTAL: 275,765.00 DESC: BT 04/05 SEL METHD: X RFP/BIDU: CC/CM: N PROJtt: BILLU: PAGE: 0 AG BILL CODE: WA IU ER VENDOR CODE: 846000813 WELD COUNTY ENT DAT: 08 20 05 ROUTING--HR: PUR/BLD: AG: SCO: USER: BIOTERROR REFtt: 06 EPI 00101 PRGM CONTACT: GARY NEWELL PH: 303 692 2153 PAX: 303 782 0095 ACCT CONTACT: MARTI WOOD PH: 303 692 2645 FAX: 303 691 7811 SQ -DATE (MONTH/DAY)- SENT ERROR 1t ORGN/UNIT RECU REUW SENT TO ACT CODE COMMENTS 01-*L031 ALL LINES CHANGED :� LU' HEALTH 33 NUM C' •S • . 1 C 1n ACTION: C SCREEN: CLIN USERID: RA1022 09/06/05 04:35:35 PM CONTRACT LOGGING INQUIRY TABLE FY: 06 AGCY: FHA ROUT U: 00101 CNTR/PO: C TYPE: GG TOTAL AMT: 275,765.00 START DATE: 09 01 05 END DATE: 08 31 06 OWNER: A ENC TOTAL: 275,765.00 DESC: BT 04/05 SEL METHD: X RFP/BIDI$: CC/CM: N PROJit: BILLII: PAGE: 0 AG BILL CODE: WA IV ER VENDOR CODE: 846000813 WELD COUNTY ENT DAT: 08 20 05 ROUTING--HR: PUR/BLD: AG: SCO: USER: BIOTERROR REFI: 06 EPI 00101 PRGM CONTACT: GARY NEWELL PH: 303 692 2153 FAX: 303 782 0095 ACCT CONTACT: MARTI WOOD PH: 303 692 2645 FAX: 303 691 7811 SQ -DATE (MONTH/DAY)- SENT ERROR U ORGN/UNIT RECU REUW SENT TO ACT CODE COMMENTS 01-*L031 ALL LINES CHANGED : � LU• HE•LTH 33 NUM C"S 1 C 15 RA 1022 Marti Wood Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Contract Term: September 1,2005 through August 31, 2006 Contract Objective: The purpose of the cooperative agreement funding provided through this contract is to upgrade and integrate State and local public health jurisdictions' preparedness for and response to terrorism and other public health emergencies with federal, state, local, and tribal governments,the private sector, and Non-Governmental Organizations(NGOs). These emergency preparedness and response efforts are intended to support the National Response Plan (NRP) and the National Incident Management System(NIMS). In addition, the activities described in the cooperative agreement guidance are designed to develop emergency-ready public health departments in accord with the Interim National Preparedness Goal (NPG), the Interim Public Health and Healthcare Supplement to the NPG, and the Centers for Disease Control and Prevention(CDC)Preparedness Goals. Associated with the Interim NPG are two broad-gauged resources to help guide preparedness planning and implementation: a set of scenarios and the Target Capabilities List. The Department of Homeland Security(DHS) developed the Interim NPG and the associated resources in concert with the Department of Health and Human Services and other agencies of the Federal Government as well as with representatives of State and local public health departments and other stakeholders. 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 contract 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 contract is to fund the active participation of the Contractor in the immediate establishment,use, and continuous improvement of a national system using the CDC Preparedness Goals to measure public health system response performance. Each Preparedness Goal has designated Outcome(s)as well as associated Critical Tasks. Agency activities follow each associated Critical Task. Emergency Preparedness and Response staff at the Colorado Department of Public Health and Environment(CDPHE) shall be responsible for taking the lead on any activities referenced in italics. Contractor shall comply with Colorado Revised Statute 25-1.5-102. CDPHE shall be responsible for setting any precedence for actual response to a disease outbreak or emergency over the activity requirements of this contract. The Contractor shall be responsible for the accomplishment of all Local Health Agency Activities through state, regional and local partnerships. NE Weld SOW.doc Page I of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Contractor shall retain or recruit and supervise a full-time Regional Planner and Epidemiologist to serve the North East Region, including Cheyenne,Kit Carson,Larimer,Lincoln, Logan, Morgan, Phillips, Sedgwick, Washington, Weld, and Yuma counties. Contractor is responsible for ensuring staff availability to fulfill the Planner and Epidemiologist Roles and Responsibilities, see attachments B and C. If more than one staff member is recruited to fill the positions,the contractor must assign a lead person that will be responsible for fulfilling the contracted responsibilities and ensuring representation at all required meetings,training sessions,and conference calls. Contractor shall designate at least one staff member as the point of contact for public information,communications,or media relations. Contractor shall be responsible.for required agency and/or regional progress reports. Contractor shall be responsible for appropriate use of grant funds for all staff working on related projects as well as required equipment,supplies,travel, and operating expenses.Contractor shall at no time utilize grant funds to supplant other programs or unrelated projects. Contractor shall utilize the Colorado Preparedness Reporting System (PRS)to document and monitor progress and accomplishments on a quarterly basis. The due dates of the progress reports are December 15, 2005, March 15,2006,June 15,2006 and September I,2006. Billing Schedule: Contractor shall submit monthly invoices to CDPHE using the required Invoice Template, Attachment B to the Task Order,and shall be paid on a cost reimbursement basis only. Contractor shall follow the Guidelines for Invoicing contained in Attachment B to the Task Order for all types of reimbursement requests. Expenditures shall be in accordance with those items identified in the Scope of Work. 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 Purchase Agreement. The Indirect Rate charged to this contract shall not exceed 16.29% of the Total Direct Costs utilized to fulfill the contracted responsibilities of this purchase agreement. The total cost to CDPHE shall not exceed the total budget amount of this agreement. Contractor understands and agrees that none of the funding made available pursuant to this procurement agreement can be used on 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, attached to this procurement agreement, on any invoices to the State. If Contractor mistakenly includes any unrelated work on an invoice, submitted pursuant to this procurement agreement,then Contractor hereby agrees to return this amount of money to the state immediately upon it becoming or being made aware. NE Weld SOW.doc Page 2 of48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Agency Budget: Contractor's total award shall not exceed $275,765.00 and shall include,but is not limited to,the following set criteria: 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 agency activities set forth in the agency scope of work. Any agency housing a Regional Planner,Epidemiologist and/or Trainer shall ensure compliance with the following set salary range for each position. The salary range has been established based on 2004-2005 salaries,the average across all agencies with a set standard deviation. Contractor shall request prior approval from CDPHE to not abide by the minimum or exceed the maximum salary for any position. Average Standard Minimum Maximum Position ' Salary Deviation Salary Salary Planner $63,205 $23,091 $40,114 $86,296 Epidemiologist $65,043 $14,960 $50,083 $80,003 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 agency activity set forth in the agency 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 any travel costs incurred for the accomplishment of any agency activity set forth in the agency scope of work. Contractor shall ensure agency representation at all required meetings as requested by CDPHE. Any agency housing a Regional Planner, Epidemiologist and/or Trainer shall make it a priority to dedicate the necessary funds for each position to attend all required meetings,training sessions, exercises, etc.,to ensure successful accomplishment of the required position tasks set forth within the agency scope of work. Operating and Supplies:Contractor shall dedicate the necessary funds for operating and supply costs directly associated with any agency activity set forth in the agency 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. Contractor shall ensure that all service related expenses will be completed and all goods related expenses committed by August 31,2006.Contractor shall submit all final invoices no later than 45 days after the contractual end date. Contractor shall comply with all applicable Office of Management and Budget(OMB)circulars and shall be subject to performance and/or financial review and site visit as requested by CDPHE. NE Weld SOW.doc Page 3 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Preparedness l melt ease the else and d elo0'jl eg t oT iuterventb?uskiio yn to prevent h:maw illness 'roni c1 Omen btt►l 1 a,4iallog tea llit g #s �Ilttt plpthurally oc'el)it't agh�tlt r pt i , '' „ t a Outcome t rds.p}ainl ttgr if"sttt t'$eaeyy tea ct piap a p ureS t l t Identify prior y stld address all ('using t e 1 tTalflpnal'tiatthin.� flarips a§-a gait to identify or recognize4gsW 'tho role and esponsibIXitt !grim_ t jut jsd1„. 0 talnc. i acres all t tiq 1:1411'!1;f1411' ll plans a c oordinated at levels all of ga'vernmettf alu+ rd tg,:hthe nt iigatina w and ty s igre ettllergende lA Critical Task 1: Support incident response operations according to all-hazards plan. Local Agency Activities: Agency shall: 1. Ensure collaboration with regional staff to(Complete by January 31,2006): • Update the Regional Strategic National Stockpile plan by providing local information as appropriate. • Address the redistribution of pharmaceuticals and supplies within region during an emergency through MOU development. 2. Update all-hazards local emergency operations plans.Must at least address the following(Complete and post on COHAN by July I,2006): • Incorporate local pandemic flu planning. • Incorporate continuity if operations planning to ensure critical public health services are maintained. 3. Provide support to regional All-Hazards Councils and workgroups as necessary to ensure that a public health and epidemiologic response is integrated into regional emergency response planning efforts. 4. Ensure participation of appropriate key personnel(i.e.directors,nursing managers,communicable disease staff,emergency response staff,environmental health staff,etc)in local and regional emergency preparedness training and exercises. Optional Agency Specific Activities: Estimated Completion Date:as stated above Evaluation Plan: 1. Activities are evaluated by accomplishment of the above tasks by their assigned deadline.Successful completion includes posting the revised plans on COHAN under the appropriate folder.Folder structure to be assigned.Local and regional plans will be tested through an evaluated multi-year training and exercise program and when implemented in response to an actual incident. This year(2005-2006)will be the start of a multi-year training and exercise program that is designed to provide opportunities to evaluate the effectiveness of local,regional and state planning efforts.Training and exercise schedule currently under development. IA Critical Task 2: Improve regional,jurisdictional,and state all-hazard plans to support response operations in accordance with NIMS and the National Response Plan. Local Agency Activities: I. (Local health departments only)Per the Colorado Board of Health Rules 6 CCR 1009-5,Regulations 1,agency shall create or maintain an agency(department)operations center within the agency that integrates with the local emergency operations center(s)or provide staffing to and participation in,activities of the local emergency operations center(s)for the purpose of(i) NE Weld SOW.doc Page 4 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work centralizing telephone,radio,and other electronic communications;(ii)compiling surveillance data;and(iii)maintaining a log of operations,decisions,resources,and orders necessary to control the epidemic.Integrate this information,in accordance with NIMS and the National Response Plan,into local emergency operations plan.Complete by July 1,2006. 2. (Nursing services only)Per the Colorado Board of Health Rules 6 CCR 1009-5,Regulations 7,agency shall provide staffing to and participation in activities of the local emergency operations center(s)for the purpose of(i)centralizing telephone,radio, and other electronic communications;(ii)compiling surveillance data;and(iii)maintaining a log of operations,decisions, resources,and orders necessary to control the epidemic.Integrate this information,in accordance with NIMS and the National Response Plan,into local emergency operations plan.Complete by July 1,2006. Optional Agency Specific Activities: Estimated Completion Date:Complete by July 1,2006 Evaluation Plan: 1. Activities are evaluated by accomplishment of the above tasks by their assigned deadline.Successful completion includes posting the revised plan on COHAN under the appropriate folder.Folder structure to be assigned. IA Critical Task 2a:Increase participation in jurisdiction-wide self-assessment using the National Incident Management System Compliance Assessment Support Tool(NIMCAST). Local Agency Activities: I. Local agencies are encouraged to familiarize themselves with NIMCAST as an assessment tool and use it's criteria to bring their departments into compliance with NIMS standards. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Reviewed and became familiar with NIMCAST's assessment tool. 2. Utilized NIMCAST criteria to bring agency into compliance with NIMS standards. I A Critical Task 2b: Agency's Emergency Operations Center meets NIMS incident command structure requirements to perform core functions:coordination,communications,resource dispatch and tracking and information collection, analysis and dissemination Local Agency Activities: 1. Agency shall ensure that their agency(department)emergency operations center is structured to reflect NIMS requirements, and work with other response partners to encourage regional or area command centers(county EOCs or UACs)are structured to perform NIMS core functions. 2. Agency shall incorporate updates to command structure in appropriate local and/regional plans. Optional Agency Specific Activities: Estimated Completion Date: Complete by July 1,2006. NE Weld SOW.doc Page 5 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Evaluation Plan: I. Activities are evaluated by accomplishment of the above tasks by their assigned deadline.Successful completion includes posting the revised plan(s)on COHAN under the appropriate folder.Folder structure to be assigned. IA Critical Task 3:Increase the number of public health responders who are protected through Personal Protective Equipment(PPE),vaccination or prophylaxis. Local Agency Activities: 1. Agency shall review the job duties(both routine and emergency response),assess the need for specific workplace safety requirements,and ensure that staff that have the potential for exposures in either their routine or emergency response roles are instructed in proper safety procedures.Complete by March 1,2006 2. In compliance with Colorado Board of Health Rules CCR 1009-5 Regulation I,agency shall maintain sufficient supplies and a process for the provision of personal protective equipment against bacterial and viral infections to all staff and employees who are assigned to work in areas where they may be exposed to ill and contagious persons or to infectious agents and waste; personal protective equipment shall,at a minimum,be the equipment and supplies used to achieve standard precautions. Incorporate this information into local emergency operations plan.Complete by July 1,2006. 3. In compliance with Colorado Board of Health Rules CCR 1009-5 Regulation I,agency shall have a plan to maintain,procure and/or store at least five days supply of doxycycline or other antibiotic,as determined by the state health department,to be used as chemoprophylaxis for all employees.The plan should include procurement of another antibiotic for a small number of employees who may be unable to take doxycycline.Development of MOUs with other entities to house,provide and/or maintain caches is acceptable as well. Incorporate this information into local emergency operations plan.Complete by July I, 2006. CDPHE strongly encourages agencies to actually procure and store these prophylactic counter measures even though the regulations state that the agency need only have a plan in place. Optional Agency Specific Activities: Estimated Completion Date:as stated above. Evaluation Plan: I. Provide CDPHE with a list of agency responders and their operational status including:training received,vaccinations and annual fit testing of PPE.CDPHE will maintain a database of these responders and their operational status. This will allow the department to enumerate response staff. Goal:To have a 20%increase of staff fit tested and trained. 2. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan on COHAN under the appropriate folder.Folder structure to be assigned. A Critical Task 3a:Have or have access to a system that maintains and tracks vaccination or prophylaxis status of public health responders in compliance with PHIN Preparedness Functional Area Countermeasure and Response Administration. Local Agency Activities: Agency shall: 1. Obtain and update information on public health responders in PVS system in local jurisdiction(If PVS is rolled out to local agencies). 2. Remain informed about PHIN Preparedness Countermeasure and Response Administration development by their regional staff. Optional Agency Specific Activities: NE Weld SOW.doc Page 6 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Estimated Completion Date:08/30/06 Evaluation Plan: 1. PVS will be updated at least annually. 2. Agency leader(s)and emergency management staff shall meet annually with respective regional emergency preparedness staff to be informed of developments at the state,regional and local level. IA Critical Task 4: Increase and improve mutual aid agreements,as needed,to support public health response. Local Agency Activities: Agency shall: I. Annually review all mutual aid agreements related to public health emergency preparedness and revise as needed to comply with local and regional All Hazards plan. 2. As needs are identified that require new agreements draft and obtain signatures from all parties. 3. Complete at least one MAA drill by August 30,2006 Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Complete at least one MAA drill by August 30,2006 Evaluation Plan: I. Activity is evaluated by accomplishment of the above tasks by the assigned deadline.Successful completion includes posting the after action report on COHAN under the appropriate folder.Folder structure to be assigned. IA Critical Task 5: Increase all-hazard incident management capability by conducting regional,jurisdictional and State training to: Include the Emergency Management Independent Study Program,IS 700,"National Incident Management System: An Introduction" in the training plan for all staff expected to report for duty following activation of the public health emergency response plan and/or staff who have emergency response roles documented in their job descriptions. Local Agency Activities: 1. Agency shall ensure that all agency staff expected to report for duty following activation of the public health emergency response plan and/or staff who have emergency response roles documented in their job descriptions are NIMS compliant. In order to be NIMS compliant,employee must obtain the FEMA certificate of completion from the online NIMS IS-700 level course. At least 40%of aforementioned staff per agency are NIMS compliant and their information is recorded and tracked on CO.TRAIN. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. At least 40%of aforementioned staff per agency are NIMS compliant and their information is recorded and tracked on CO.TRAIN. IA Critical Task 6:Provide support for continuity of public health operations at regional,State, tribal, local government,and agency level *CDPHE IS THE LEAD AGENCY NE Weld SOW.doc Page 7 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Pr*panedot+ s 4 2*. $e lte l n db4 tohM k'li �a vvnt a #er#rnnsm or iiitturall, oee►ktf.A f i p;Y srshlp''k�' j litrrri ge7��C1.e6t r 5 t t Ev t s et+a it x2,,dt ,,,,.,d. a- t . 133 t„IvttliH r Outcoute ZM Trtorrnatlon clolfeetion and!#'1!Ca#Re o4t ftnon T 11 Ir. td JiWe h th threat att4 Outer terrariatrFareS ilibt tt otleetal,DIO S 4p prtaie analiysis eenterss and aced upon as '11 kt�T i 5 t ) 2A Critical Task 1: Increase the use of disease surveillance and early event detection systems Local Agency Activities: I. Agency shall ensure timely and accurate reporting of reportable conditions 24/7/365 within jurisdiction to Colorado Electronic Disease Reporting System(CEDRS). Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Regional preparedness staff and local agency will review quarterly timeliness and completeness reports disseminated by CDPHE,DCEED. 2. Regional preparedness staff and local agency will ensure compliance with timeliness and completeness guidelines established by CDPHE DCEED for select conditions. 2A Critical Task la:Select conditions that require immediate reporting to the public health agency(at a minimum, Category A agents). *CDPHE IS THE LEAD AGENCY 2A Critical Task lb: Develop and maintain systems to receive disease reports 24/7/365 Local Agency Activities: Agency shall: I. Ensure timely and accurate reporting of reportable conditions 24/7/365 within jurisdiction to CEDRS. 2. Identify factors that contribute to reporting delays. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Agency shall review quarterly timeliness and completeness CEDRS reports disseminated by CDPHE DCEED to evaluate timeliness of reporting within 24-hour and 7-day requirements. 2. Agency shall annually evaluate factors that contribute to reporting delays. NE Weld SOW.doc Page 8 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 2A Critical Task lc:Have or have access to electronic applications in compliance with Public Health Information Network(PHIN)Preparedness Functional Area Early Event Detection to support: 1)Receipt of case or suspect case disease reports 24/7/365,2)Reportable diseases surveillance,3)Call triage of urgent reports to knowledgeable public health professionals,4)Receipt of secondary use health-related data and monitoring of aberrations to normal data patterns. Local Agency Activities: Agency shall: I. Utilize CEDRS for disease reporting and surveillance 24/7/365,and ensure timely reporting of diseases. 2. Identify factors that contribute to reporting delays. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Agency shall review quarterly timeliness and completeness CEDRS reports disseminated by CDPHE DCEED to evaluate timeliness of reporting within 24-hour and 7-day requirements. 2. Agency shall annually evaluate factors that contribute to reporting delays. 2A Critical Task Id:Develop and maintain protocols for the utilization of early event detection devices located in your community(e.g.,BioWatch) Local Agency Activities: I. Within those regions with BioWatch monitors,agency shall participate in BioWatch activities,meetings and response as necessary and ensure knowledge of BioWatch and other novel surveillance systems for early detection. 2. If your region has a US Post Offices that uses the BDS system agency shall participate in coordinated planning,drills and exercises to ensure an appropriate public health response can occur if a detector gives a positive signal. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Protocols will be evaluated and updated annually via tabletop exercises with partnering agencies. 2A Critical Task 1 e:Assess timeliness and completeness of disease surveillance systems annually Local Agency Activities: I. Agency shall conduct quarterly reviews of reporting timeliness and completeness to ensure compliance. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 NE Weld SOW.doc Page 9 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Evaluation Plan: 1. Agency shall review quarterly timeliness and completeness CEDRS reports disseminated by CDPHE DCEED to evaluate timeliness of reporting within 24-hour and 7-day requirements. 2. Agency shall annually evaluate factors that contribute to reporting delays. 2A Critical Task 2:Increase sharing of health and intelligence information within and between regions and States with Federal and local and tribal agencies. Local Agency Activities: Agency shall: 1. Participate in regional All-Hazards Councils and homeland security workgroups as necessary to ensure the sharing of health and intelligence information within and between regions,state and federal agencies. 2. Southwest Region Only:Ensure public health and intelligence information sharing occurs with Tribal Nations. 3. Unusual events and occurrences should be reported to CDPHE and the Colorado Information Analysis Center(CIAC) 4. Ensure Health Alert Network broadcasts,EPI-X reports,and other health information is disseminated to law enforcement, emergency management,fire,environmental health and other essential response partners per local notification protocols. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Documented attendance at regional all-hazard planning meetings. 2. Review of effectiveness of health information reaching tribal contacts. 3. Review incident logs at CDPHE and the CIAC. 5. At least biannually conduct a rapid phone survey with one partner organization after material is disseminated to ensure the material reached the intended recipients.(Can be included as part of HAN testing). 2A Critical Task 2a: Improve information sharing on suspected or confirmed cases of immediately notifiable conditions,including foodbome illness,among public health epidemiologists,clinicians,laboratory personnel, environmental health specialists,public health nurses,and staff of food safety programs. Local Agency Activities: Agency shall: I. Ensure information sharing with regional epidemiologist,other disease control staff and environmental health staff by notifying these individuals of outbreak investigations within jurisdiction. 2. Ensure that regional epidemiologists share information from monthly EpiForum conference calls,or that local agencies are notified of calls and invited to participate. 3. Ensure that environmental health staff and food inspection staff are active participants in disease reporting and investigation of food or other potential environmentally linked disease cases or clusters. Ensure active communication is occurring between public health and environmental health agencies and staff. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. CDPHE will host a minimum of I I EpiForum conference calls annually and will invite all local CO public health entities. Local agencies will remain informed of EpiForum topics and discussion via direct participation or monthly updates from regional epidemiologists. 2. See above 3. CDPHE will survey the Statewide Environmental Health Directors during March of 2006 to assess partnering activities surrounding preparedness deliverables. NE Weld SOW.doc Page 10 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 2A Critical Task 2b:Maintain secret and/or top secret security clearance for the state health official,local health officials,preparedness directors,and preparedness coordinators to ensure access to sensitive information about the nature of health threats and intelligence information. Local Agency Activities: 1. All local health departments and nursing services who house regional emergency preparedness staff shall select at least one health official to apply for and maintain a secret or top-secret security clearance. Local health officials must apply for security clearance by June,2006. Optional Agency Specific Activities: Estimated Completion Date:must apply by June 1,2006. Evaluation Plan: 1. Name of person applying for security clearance must be submitted to Emergency Response Coordinator along with proof of application by above deadline. 2A Critical Task 3:Decrease the time needed to disseminate timely and accurate national strategic and health threat intelligence. *CDPHE IS THE LEAD AGENCY 2A Critical Task 3a:Maintain continuous participation in CDC's Epidemic Information Exchange Program(Epi-X). Local Agency Activities: I. Agency shall maintain necessary digital certificates and continuous participation in EPI-X.As necessary,participate in CDC notification proficiency testing. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Agency appointee for Epi-X participation shall log on to Epi-X at least weekly. 2A Critical Task 3b:Participate in the Electronic Foodbome Outbreak Reporting System(EFORS)by entering reports of foodbome outbreak investigations and monitor the quality,completeness or reports and time from onset of illnesses to report entry. Local Agency Activities: 1. Agency shall participate with CDPHE DCEED EFORS coordinator by assisting in foodbome and enteric outbreak investigations. Local environmental health staff and food inspection staff should jointly participate. Optional Agency Specific Activities: NE Weld SOW.doc Page II of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Estimated Completion Date:08/30/06 Evaluation Plan: I. For the grant period ending 08/30/06,75%of outbreaks will have a preliminary report in EFORS within 60 days of the first case becoming ill.For the same period,agencies will maintain the EFORS goal for timeliness(80%). 2A Critical Task 3c:Perform real-time subtyping of PulseNet tracked foodborne disease agents. Submit the subtyping data and associated critical information(isolate identification,source of isolate,phenotype characteristics of the isolate,serotype,etc)electronically to the national PulseNet database within 72 to 96 hours of receiving the isolate in the laboratory. *CDPHE IS THE LEAD AGENCY 2A Critical Task 3d:Have or have access to a system for 24/7/365 notification/alerting of the public health emergency response system that can reach at least 90%of key stakeholders and is compliant with PHIN Preparedness Functional Area Partner Communications and Alerting. Local Agency Activities: Per strategic planning objectives,Agency shall: I. Maintain accurate profile/contact information on COHAN for at least 5 individuals in an organized health department or at least I person for a nursing service agency. All Regional FTE are required to maintain their accurate profile/contact information on COHAN. 2. Maintain 24x7 emergency contact information in COHAN,update as necessary and at least quarterly. 3. Maintain key stakeholder information in COHAN and/or Dialogics at a minimum for the required I6 public health roles,as stated in the PHIN Partner Communication and Alerting guidance. 4. All agencies,including nursing services,must have in 3 yrs(by 2008)or have access to 24x7x365 notification/alerting of the public health emergency response system that can reach at least 90%of key stakeholders and is compliant with PHIN Partner Communication and Alerting requirements. Notification/alerting systems must have the ability to generate a real-time delivery status report containing the number of recipients targeted to receive a communication or alert and the number who have confirmed receipt.For 2005-2006 grant year,agency must have or have access to 24x7x365 notification/alerting system. The agency must review PHIN PCA requirements and complete a self-assessment of this system. Specifically,the notification/alerting system must have the ability to generate a real-time delivery status report containing the number of recipients targeted to receive a communication or alert and the number who have confirmed receipt. 5. Agency will have firewall and virus protection software to protect their computers. 6. Agency will maintain high-speed connection to the Internet. 7. For Elbert County,El Paso HD,Montrose County,Mineral County,San Juan Basin HD,Otero and Crowley HD, Pueblo HD only. Agency will ensure appropriate use of the state blastfax system. By signing this contract,you agree to use the blastfax system for emergency preparedness related activities,you agree and understand that CDPHE reserves the right to apply usage charges for this service in the upcoming grant years,starting no earlier than September 1,2006. You will be notified of any such changes and will have the opportunity to decide on your continued use of the blastfax system. You agree not to use or disclose any data for any purpose or end inconsistent with the purpose of the system for which access is granted. You understand and agree that for audit purposes,CDPHE may monitor all of your activities while using the system. You agree to protect and confidential information and data. You agree to protect the user account and password information which was issued to you from any unauthorized access and use. 8. Agency will ensure that public health workforce will have continuous access to computer equipment and high-speed Internet link. 9. Agency will ensure participation in the quarterly testing of the 24x7 emergency contact role conducted by CDPHE.The tests will occur in October,January,April and July. Agency will ensure that all necessary individuals in their agency are informed of these tests and know how to respond to the notification system. 10. Agency will ensure participation in the quarterly HAN coordinators conference calls conducted by a state HAN Coordinator. The conference calls are scheduled on a 3rd Wednesday in October,January,April,July. 11. Agency will ensure participation in the quarterly fax tests conducted by CDPHE. The tests will occur in October,January, April and July. 12. Agency will conduct quarterly tests and assess response rates for fax and at least I other device/notification method. 13. Agency will ensure the improvement of use,through testing and exercises,of multiple methods of contact(phone,fax,radio, email)according to the need of receiver and emergency conditions(e.g.no cell phone). The agency will conduct at least 2 tests(in addition to regular quarterly tests)where all but I device,i.e.radio,have failed. The agency will assess the response results. 14. Agency will test and assess time to obtain message approval and authorization for distribution of public health and medical information to clinicians and other responders. Target is 60 minutes from confirmation of health threat. Optional Agency Specific Activities: NE Weld SOW.doc Page 12 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Estimated Com letion Date:08/30/06 Evaluation Plan:For 2005-2006 grant year,agency must have or have access to 24x7x365 notification/alerting system. If agency is using own system,the agency must review PHIN PCA requirements and complete a self-assessment of this system. Specifically, the notification/alerting system must have the ability to generate a real-time delivery status report containing the number of recipients targeted to receive a communication or alert and the number who have confirmed receipt. Submit status report to CDPHE upon request. Describe how your agency is accomplishing this deliverable. I. Maintain high-speed connection to the Internet. 2. Maintain 24x7 emergency contact information in COI IAN,update as necessary and at least quarterly. 3. Maintain key stakeholder information in COHAN and/or Dialogics at a minimum for the required 16 public health roles,as stated in the PHIN Partner Communication and Alerting guidance. 4" Participate in quarterly testing of the 24x7 emergency contact role conducted by CDPHE.The tests will occur in October, January,April and July. Agency will ensure that all necessary individuals in their agency are informed of these tests and know how to respond to the notification system. 5. Participate in the quarterly HAN coordinators conference calls conducted by a state HAN Coordinator. The conference calls are scheduled on a 3'a Wednesday in October,January,April,July. 6. Participate in the quarterly fax tests conducted by CDPHE. The tests will occur in October,January,April and July. 7. Conduct quarterly tests and assess response rates for fax and at least I other device/notification method. Submit assessment report to CDPHE upon request. 8. Agency will ensure the improvement of use,through testing and exercises,of multiple methods of contact(phone,fax,radio, email)according to the need of receiver and emergency conditions(e.g.no cell phone). The agency will conduct at least 2 tests(in addition to regular quarterly tests)where all but 1 device,i e radio,have failed. The agency will assess the response results. Submit assessment report to CDPHE upon request. 9. Agency will test and assess time to obtain message approval and authorization for distribution of public health and medical information to clinicians and other responders. Target is 60 minutes from confirmation of health threat.Submit assessment report to CDPHE upon request. OCtt ume 'Hazard d td Se a�s≥�i gc ii L � I IIc#s t � yy�,may g,nt€fied aSnld assessed to IaaM�e appro ate t k l i4nt �,a m1t l or art sot t at the e&usegnen es ole lntldett ak ttitlsi e 2B Critical Task 1: Prioritize the hazards identified in the jurisdiction hazard/vulnerability assessment for potential impact on human health with special consideration for lethality of agents and large population exposures within 60 days of cooperative agreement award. Local Agency Activities: I. Agency shall work with local/regional LEPCs and All-Hazard Planning Committees to prioritize available data on community hazards based the lethality of agents and locations to population centers.Ensure that emergency managers in region understand the role of public health in all hazard response. Optional Agency Specific Activities: Estimated Completion Date:10/31/05 Evaluation Plan: I. Development of a prioritized list for your all hazard region. 2B Critical Task 2: Decrease the time to intervention by the identification and determination of potential hazards and NE Weld SOW.doc Page 13 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work threats,including quality of mapping,modeling,and forecasting. Local Agency Activities: I. Work with local/regional LEPCs and All-Hazard Planning Committees to prioritize available data on community hazards based the lethality of agents and locations to population centers.Ensure that emergency managers in region understand the role of public health in all hazard response. 2. Assess the feasibility of geocoding hazard data and advise CDPHE on the benefits/issues of creating a statewide database. 3. Work with LEPCs,environmental health agencies,and CDPHE to identify modeling and forecasting resources that local jurisdictions can utilize if a release occurs in their areas. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Development of a prioritized list for your all hazard region by 10/31/05. 2. Report(phone,e-mail,etc.)on availability and ease of geocoding the hazard locations in your jurisdiction/region. 3. In partnership with CDPHE a resource list will be developed of agencies and contractors that have this expertise. 2B Critical Task 3: Decrease human health threats associated with identified community risks and vulnerabilities (i.e.,chemical plants,hazardous waste plants,retail establishments with chemical/pesticide supplies). Local Agency Activities: 1. Work with LEPCs,environmental health agencies,CDPHE,and community partners to mitigate identified hazards in your jurisdiction/region. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. CDPHE is waiting on guidance from CDC on this task. 2B Critical Task 4: Through partners increase the capability to monitor movement of releases and formulate public health response and interventions based on dispersion and characteristics over time. *CDPHE IS THE LEAD AGENCY NE Weld SOW.doc Page 14 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Prepare tgl s oat • ter se the im n tt ttl tll d t hni lr �xhgmlcalx birlogieal,,r. dIolagl agents..in tIissues ftpod or eitvlran.bent l sa tes than cane threats°to the pttbllc� * Outcome 3A Laboratory Testing:t oteutial exposure slpd dses� wltl be ute�tgled rnipidly�reported to multiple locations`amns@dtatply,and avouratel"epgtirmed tp ensure altproprla$preven a pr,;. curative couptern easurea ace u lamente i.q."auatty,puiblie bealtf l:laboratory#eating is coordinated ,11.41:1#10, iifo cembn and o ar appropriate ag 3A Critical Task 1: Increase and maintain relevant laboratory support for identification of biological,chemical, radiological and nuclear agents in clinical(human and animal),environmental and food specimens. Local Agency Activities: Agency shall: 1. Maintain and upgrade as needed to establish LRN laboratory capability at Biosafety level 3 to test for B.anthracis,F. tularensis,Brucella,Yersinia pestis and other agents of bioterrorism in human and environmental samples. 2. As each laboratory is approved for LRN confirmatory laboratory status provide analytic services for approved tests for the region specified*using state triage guidelines for non-credible threats. 3. Expedite the referral of culture isolates to the CDPHE laboratory. 4. Expedite the reporting of the results of LRN testing to CDPHE,and the LRN. 5. Ensure laboratory staff and other personnel are available for training and planning. 6. Obtain and Maintain needed permits,licenses and certification to allow for LRN testing. 7. Provide a representative to the meetings of Colorado Laboratory Forum and attend audio conferences as needed. 8. Perform testing according to the LRN protocols and is not to share these protocols for any non-approved agency. 9. Participate in exercises and assessment studies and conduct proficiency testing. 10. Provide progress reports as required. 11 Conduct testing of environmental specimens classified as non-credible threats by FBI or other qualified law enforcement authority. 12. Report rapidly(within 24 hrs)on testing activity to CDPHE and to the CDC on request from the LRN during an event. 13. Upgrade computer facilities and communications to allow laboratory and related staff to access certain websites and communicate via c-mail,pager,phone and fax,and when capable of providing laboratory testing for emergency laboratory response,when needed,on a 24/7 basis. 14. Follow the policies and guidelines adopted by the CDPHE grant planning group in response to Bioterrorist acts and related public health threat events. 15. Participate in exercises and assessment studies and conduct proficiency testing. Optional Agency Specific Activities: Conduct PCR testing for non-LRN agents as appropriate to maintain proficiency Estimated Completion Date:08/30/06 Evaluation Plan: I. Provide quarterly progress reports thru by PRS. NE Weld SOW.doc Page 15 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 3A Critical Task 1 a:Develop and maintain a database of all sentinel(biological)/Level Three(chemical)labs in the jurisdiction using the CDC-endorsed definition that includes:(Name,contact information,BioSafety Level,whether they are a health alert network partner,certification status,capability to rule-out Category A and B bioterrorism agents per State-developed proficiency testing or CAP bioterrorism module proficiency testing and names and contact information for in-state and out-of-state reference labs used by each of the jurisdiction's sentinel/Level Three labs). Local Agency Activities: Agency shall: I. Provide CDPHE with information regarding possible new enrollees in the CLF database. 2. Provide updates on LHD laboratory staff and laboratory status. 3. Participate in proficiency testing challenges provided by CDPHE. 4. Provide a representative for each CLF meeting. 5. Provide progress reports by PRS at six-month intervals Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Provide quarterly progress reports thm by PRS. 3A Critical Task lb: Test the competency of a chemical terrorism laboratory coordinator and a bioterrorism laboratory coordinator to advise on proper collection,packaging, labeling,shipping,and chain of custody of blood, urine and other clinical specimens. *CDPHE IS THE LEAD AGENCY 3A Critical Task 1 c:Test the ability of sentinel/Level Three labs to send specimens to a confirmatory Laboratory Response Network(LRN)laboratory on nights,weekends,and holidays. Local Agency Activities: I. Agency shall participate in exercises as requested by CDPHE. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. If no real events occur in the off-hours time frame,sentinel laboratories will be recruited to participate in a rapid response scenario to determine effectiveness of call-down procedures,communications,laboratory response time assembly,testing and reporting. NE Weld SOW.doc Page 16 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 3A Critical Task Id:Collect,package,label,ship,and coordinate routing of clinical,environmental,and food specimens/samples to laboratories that can test for agents used in biological and chemical terrorism. Local Agency Activities: -_ 1. Agency shall ensure that at least one individual in each laboratory has taken the packing and shipping course in the past year. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. As requested by CDPHE,participate in packaging and shipping training events to be held during the coming 05-06 year at the CDPHE Training laboratory facility with an anticipated 60 trainees. 3A Critical Task le:Continue to develop or enhance operational plans and protocols that include: * specimen/samples transport and handling, *worker safety,*appropriate Biosafety Level(BSL)working conditions for each threat agent, *staffing and training of personnel, *quality control and assurance, *adherence to laboratory methods and protocols, *proficiency testing to include routine practicing of LRN validated assays as well as participation in the LRN's proficiency testing program electronically through the LRN website,*threat assessment in collaboration with local law enforcement and Federal Bureau of Investigations(FBI)to include screening for radiological,explosive and chemical risk of specimens, *intake and testing prioritization,*secure storage of critical agents, *appropriate levels of supplies and equipment needed to respond to bioterrorism events with a strong emphasis on surge capacities needed to effectively respond to a bioterrorism incident. Local Agency Activities: Agency shall: 1. Ensure the staff are familiar with the CDPHE emergency response plan for Colorado Laboratory Forum member laboratories. 2. Establish lines of communications with regional partners including public health,environmental health,public safety, hospitals and others as needed. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Effectiveness will be measured by exercises. NE Weld SOW.doc Page 17 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 3A Critical Task If: Ensure the availability of at least one operational Biosafety Level Three(BSL-3)facility in your jurisdiction for testing for biological agents.If not immediately possible,BSL-3 practices,as outlined in the CDC-NIH publication"Biosafety in Microbiological and Biomedical Laboratories,4th Edition"(BMBL),should be used(see www.cdc.gov/od/ohs)or formal arrangements(i.e.,MOU)should be established with a neighboring jurisdiction to provide this capacity. Local Agency Activities: Agency shall: I. As needed conduct such physical facility upgrades as are required to allow the laboratory to comply with CDC requirements for safety and security. 2. Apply for and secure CDC Select Agent Certification. 3. Apply for and secure USDA import permit. 4. Apply for and secure LRN confirmatory laboratory approval. 5. Apply for and maintain CLIA certification. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. The CDPHE laboratory staff will complete design for an all-hazards triage and rapid response facilities by February 2006,and renovation of LSD facilities to allow implementation of activities by late 2006. 2. All six LHD laboratories are anticipated to receive select agent certification by October 2005,USDA permits by December 2005 and LRN Level B enrollment by April 2006.These laboratories will serve as regional LRN confirmatory laboratories for plague,anthrax,tularemia and brucellosis.Other agents will be added as needed. 3A Critical Task I g: Ensure that laboratory registration,operations,safety,and security are consistent with both the minimum requirements set forth in Select Agent Regulation(42 CFR 73)and the US Patriot Act of 2001 (P.L. 107-56) and subsequent updates. Local Agency Activities: Agency shall: I. Have laboratory supervisor and staff available for inspections by CDPHE. 2. Maintain safely and security to comply with CDC Select Agent regulations. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. CDPHE laboratory was inspected and recertified in May 2005;Dr Beebe and Mr.Safer will visit and inspect all LHD laboratories after select agent certification and LRN enrollment has been accomplished. NE Weld SOW.doc Page 18 of48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 3A Critical Task 1 h: Ensure at least one public health laboratory in your jurisdiction has the appropriate instrumentation and appropriately trained staff to perform CDC-developed and validated real-time rapid assays for nucleic acid amplification(Polymerase Chain Reaction,PCR)and antigen detection(Time-Resolved Fluorescence, TRF). Local Agency Activities: Agency shall: 1. Establish PCR testing for LRN protocols for anthrax,plague,tularemia and brucellosis. 2. Maintain proficiency with LRN testing including PCR by regular activity. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Monthly small exercises will continue to be conducted:twice-yearly PT challenges will be provided to the LHD laboratories. It is expected that all six LHD laboratories will be enrolled as LRN confirmatory laboratories by August 2006. 3A Critical Task 1 is Ensure the capacity for LRN-validated testing and reporting of Variola major,Vaccinia and Varicella viruses in human and environmental samples either in the public health laboratory or through agreements with other LRN laboratories. Local Agency Activities: I. Agency shall notify CDPHE laboratory of the occurrence of rash illness and possible testing need. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 2. Laboratory will maintain capability to perform LRN poxvirus testing;response of LHD laboratories will be evaluated by table- top exercises held at CLF meetings. 3A Critical Task 2: Increase the exchange of laboratory testing orders and results. Local Agency Activities: I. Mesa Lab: Agency shall implement use of LITS+information system. 2. Denver Lab:Agency shall implement routine Electronic Laboratory Reporting to CDPHE Integrated Data Repository(IDR). Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Evaluate accuracy and completeness of communicable disease reporting for laboratories for the Mesa and Denver laboratories. NE Weld SOW.doc Page 19 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 3A Critical Task 2a:Monitor compliance with public health agency(or public health agency lab)policy on timeliness of reporting results from confirmatory LRN lab back to sending sentinel/Level Three lab(i.e.,feedback and linking of results to relevant public health data)with a copy to CDC as appropriate. *CDPHE IS THE LEAD AGENCY 3A Critical Task 2b: Comply with PIIIN Preparedness Functional Areas Connecting Laboratory Systems and Outbreak Management to enable:a)the linkage of laboratory orders and results from sentinel/Level Three and confirmatory LRN labs to relevant public health (epi)data and b)maintenance of chain of custody. *CDPHE IS THE LEAD AGENCY .. Preparedness boa#4J atps the tom rand.a ,ra of$nfortnatlon itegard#ng:.. threat$.to the pubhcts �I isiropootb cl`t!lltcian '4nd through eti ctronilc riy aig event deteeton in read to#h a m.,. m "Ontcltnle4t>t,r BeMtttl*te a ee `}I "r'} t .yri r s actto�latrleheaith�teiti �� t� 'a ��d ar `��`a��ud�rtee,dme��'x neanr�te,and geode ot lnfnctn l '$n S$io,4` ofpr*fie i rn,aw*tenossr 4eterxei e, response and a u*Oai a rates , 4A Critical Task 1:Increase source and scope of health information. *CDPHE IS THE LEAD AGENCY 4A Critical Task 2:Increase speed of evaluating, integrating,analyzing and interpreting health data to detect aberrations in normal data patterns. *CDPHE IS THE LEAD AGENCY 4A Critical Task 3:Improve integration of existing health information systems, analysis, and distribution of information consistent with PHIN Preparedness Functional Area Early Event Detection. *CDPHE IS THE LEAD AGENCY 4A Critical Task 4:Improve effectiveness of health intelligence and surveillance activities. Local Agency Activities: I. Agency shall participate in meetings and trainings on health intelligence and surveillance,and will ensure that epidemiologists and other preparedness staff within their region remain aware of surveillance programs and activities. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Agency shall meet quarterly with regional emergency preparedness staff for updates on health information and surveillance systems. NE Weld SOW.doc Page 20 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 4A Critical Task 5: Improve reporting of suspicious symptoms,illnesses or circumstances to the public health agency. Local Agency Activities: Agency shall: 1. Provide support for surveillance activities and implement other surveillance mechanisms as appropriate within your jurisdiction that could improve early detection. 2. Working with emergency preparedness staff,assess their ability for surveillance within their jurisdiction,identify obstacles and provide suggestions for improvement. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Local agency will meet quarterly with regional emergency preparedness staff for updates on health information and surveillance systems. 2. At least annually,along with emergency preparedness staff,local agency shall assess their ability for surveillance within their jurisdiction,identify obstacles and provide suggestions for improvement. 4A Critical Task 5a:Maintain a system for 24/7/365 reporting cases,suspect cases,or unusual events consistent with PHIN Preparedness Functional Area Early Event Detection. *CDPHE IS THE LEAD AGENCY 4A Critical Task 6: Increase number of local sites using BioSense for early event detection. Local Agency Activities: I. Agency shall ensure knowledge of BioSense and other novel surveillance systems for early detection. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Local agency shall be apprised of BioSense capability at least semi-annually by regional epidemiologist. 2. Local agency shall evaluate utility of BioSense for their jurisdiction at least semi-annually. NE Weld SOW.doc Page 21 of48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Prcpa cdp # l c rn tt, t vl ale tct *ni apP lick dfl t `It is 1feete istit *tut j 1 lit0 witsmys ECM Q tltetMRttc hlie palth l itf o t i$seg tYttlt ore alt ��d d s tg SY identified`ra y reprtfl dtomugip iosa ou mmWaeesfi l Impfly at ac€nrgte ecnflrn4ed to easuroappropriate pre*nse or e thve eppt,�tnctneastme4 4rp' tlemrnt+y AddidonaIlyt public be$tb eitidemtptog�caj invgsugatlon is eoorditiated f'I h i�iv entoreesnent and outer appropriate enetesfint, udtng$tat pnd jai agencies. SA Critical Task 1: Increase the use of efficient surveillance and information systems to facilitate early detection and mitigation of disease. Local Agency Activities: 1. Agency shall provide support for surveillance activities and implement other surveillance mechanisms as appropriate within your jurisdiction that could improve early detection and ensure that reports can be received on a 24/7/365 basis. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. By 08/30/06 100%of regional,state and local epidemiologists will have access to daily and weekly surveillance reports and will have assessed their utility for epidemiological information. SA Critical Task 2:Conduct epidemiological investigations and surveys as surveillance reports warrant. Local Agency Activities: Agency shall: I. Ensure epidemiological investigations of anomalies in surveillance data are conducted with completed outbreak investigation reports. 2. Ensure integration of investigations with other public health partners at the local,regional and state levels. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Local agency will ensure that regional emergency preparedness staff are integrated into routine outbreak investigation activities. 2. Local agency will involve regional emergency preparedness staff in production or review of outbreak investigation reports and control activities. NE Weld SOW.doc Page 22 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 5A Critical Task 3:Coordinate and direct public health surveillance and testing,immunizations,prophylaxis, isolation or quarantine for biological,chemical,nuclear,radiological,agricultural,and food threats. Local Agency Activities: Agency shall: I. Incorporate local isolation and quarantine planning into local emergency operations plans.Complete by July 1,2006. 2. Work with regional emergency preparedness staff to conduct an annual review of local mass prophylaxis plans per communications test(see below),real events and exercises.Post current revision on COHAN.Complete by July I,2006. 3. Test communications capacity of local facility designated to provide mass immunizations/prophylaxis to the public.Ensure adequate phone,fax,computer,cell phone reception,etc to conduct mass clinic operations.Should facility prove to not be adequate,identify a new location that is adequate or ensure facility will become adequate.Complete by June 1,2006. 4. Ensure a partnership with environmental health agencies within your jurisdiction/region that allows for coordinated public health planning/investigation/response activities involving for biological,chemical,nuclear,radiological,agricultural,and food threats. Optional Agency Specific Activities: Estimated Completion Date:as stated above. Evaluation Plan: 1. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan on COHAN under the appropriate folder.Folder structure to be assigned. 2. CDPHE will survey the Statewide Environmental Health Directors during March of 2006 to assess partnering activities surrounding preparedness deliverables. 5A Critical Task 4:Have or have access to a system for an outbreak management system that captures data related to cases,contacts,investigation,exposures,relationships and other relevant parameters compliant with PHIN preparedness functional area Outbreak Management. Local Agency Activities: 1. Agency shall ensure access to and knowledge of the Outbreak Management System(OMS). Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Local agency shall be trained on access to and use of OMS after beta-testing by state,regional and local emergency preparedness staff. NE Weld SOW.doc Page 23 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work .Preparedness GSal£tFDCCW+ase'the tinxe nrt4ecd top, uldt:} inW as l es and' henitlY.gfldAnee tht>se atfe cted Feitbreais tt1 theplfblletsheaith ~ a Onteons 6A mergers Itespi ageotr mnnieatittns,A eb*tintttona iiow O lnformation Ia maintained among energeney responders,eommnnd`postst sgeq! ,tkndgovernmentof'fetats forthe duration of the emery response operation i 6A Critical Task 1:Decrease the time needed to communicate internal incident response information. *CDPHE IS THE LEAD AGENCY 6A Critical Task la: Develop and maintain a system to collect,manage,and coordinate information about the event and response activities including assignment of tasks,resource allocation,status of task performance,and barriers to task completion. Local Agency Activities: Agency shall: I. Determine a system to collect,manage and coordinate local information about event and response activities including assignment of tasks,resource allocation and status of performance.Incorporate this information as appropriate into local emergency operations plan.Complete by August 1,2006. 2. Test this system in at least once in a drill.Complete by August 30,2006 Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan on COI IAN under the appropriate folder.Folder structure to be assigned. 6A Critical Task 2: Establish and maintain response communications network. Local Agency Activities: Agency shall: I. Use COHAN routinely as resource sharing tool by posting or encouraging posting of documents such as plans,After Action Reports,training materials,etc. 2. Encourage local agency participation in Digital Truncked Network(DTN) 3. Test emergency communications network between public health responders and other emergency responders at least annually. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Plans,After Action Reports,training materials and other relevant agency and/or regional materials are posted on COHAN. 2. Evaluate emergency response communications network between public health responders and other emergency responders at least annually,to include gaps in communications,areas for improvement,and resources needed. NE Weld SOW.doc Page 24 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6A Critical Task 3:Implement communications interoperability plans and protocols. Local Agency Activities: Agency shall: I. Implement communication interoperability plans and protocols. Protocols should define and document the persons authorized to send communications and alerts and the process(es)for approving the content,and should ensure that all communications and alerts sent are in compliance with these operating procedures.The protocols should also include the usage of message template attributes. The protocols should also indicate that"Colorado Health Alert Network"language in heading and/or messages is reserved for use at CDPHE only. At a minimum,the following attributes need to be included in all HAN communications templates:initiating jurisdiction identification,message identification,severity level,delivery time, acknowledgement,and message type. The protocols should be consistent with PHIN Partner Communication and Alerting guidance. Incorporate at least one quarterly test of call-down protocol as an objective in a drill or exercise. 2. Work with appropriate Regional Planner on the development of a statewide standardized checklist for agency's communication protocols. Checklist shall include all communication devices the agency uses,including all redundant systems (phones,cell phones,pagers,radios,email,etc). Agency will ensure that written communication protocols include all elements of the communication checklist. 3. Ensure that"Colorado Health Alert Network"headings or messages will not be used for local HAN notifications and/or drill and exercises. The agency agrees to notify the state HAN Coordinator of any local Dialogic Communicator NxT notification tests'dates and times. 4. Have a system to post/route key situation updates to all agency staff. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Agency communication protocols are written and tested during regular drills and exercises. Incorporate at least one quarterly test of call-down protocol as an objective in a drill or exercise. 2. Standardized checklists will be developed for local agencies and will be included as part of the protocol. 6A Critical Task 4:Ensure communications capability using a redundant system that does not rely on the same communications infrastructure as the primary system. Local Agency Activities: Agency shall: I. Ensure testing and evaluation of specific communication objectives on the use of redundant communication systems as part of other exercises. 2. Ensure the communication capability using a redundant system doesn't rely on the same communication infrastructure as the primary system. 3. Assess,through regular tests,a percent of key stakeholders that are notified/alerted when electricity,telephones,cellular telephone service,and Internet service are unavailable. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Submit assessment report to CDPHE,upon request. 2. Describe how your agency is achieving testing and evaluation of specific communication objectives on the use of the redundant communication systems. 3. Describe how your agency is achieving the communication capability using a redundant system doesn't rely on the same communication infrastructure as the primary system. NE Weld SOW.doc Page 25 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6A Critical Task 5:Increase the number of public health experts to support incident command(IC)or unified command(UC). Local Agency Activities: Agency shall: I. Increase,by 20%,the number of agency public health experts to support incident command or unified command by ensuring that public health staff that would be expected to respond to a public health emergency participates in NIMS/ICS training. 2. Ensure participation by senior level staff in advanced NIMS/ICS training. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan on COHAN under the appropriate folder.Folder structure to be assigned. 2. In PRS,indicate the number of staff that would be expected to respond to a public health emergency.If 100%of staff has not received training,then must increase current level by 20%.Number will vary based on agency. 3. In PRS,indicate the number of senior staff that participated in advanced NIMS/ICS training. 6A Critical Task 6: Increase the use of tools to provide telecommunication and information technology to support public health response. Local Agency Activities: 1. Agency shall be integrated with local and/or county communication plan and test communications capacity in at least one exercise. Complete by August 30,2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Evaluate through multi-year training and exercise program that is designed to provide opportunities to evaluate the effectiveness of local,regional and state planning efforts. 2. Evaluate emergency response communications network between public health responders and other emergency responders at least annually,to include gaps in communications,areas for improvement,and resources needed. 3. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the after action report on COHAN under the appropriate folder.Folder structure to be assigned. 6A Critical Task 6a:Ensure that the public health agency has "essential service"designation from their telephone provider and cellular telephone provider. *CDPHE IS THE LEAD AGENCY 6A Critical Task 6b:Ensure that the public health agency has priority restoration designation from their telephone provider. *CDPHE IS THE LEAD AGENCY 6A Critical Task 7:Have or have access to a system for 24/7/365 notification/alerting of the public health emergency response system that can reach at least 90%of key stakeholders and is compliant with PHIN Preparedness Functional Area Partner Communications and Alerting. Local Agency Activities are the same as for Goal 2,outcome 2A, critical task 3d. *CDPHE IS THE LEAD AGENCY NE Weld SOW doc Page 26 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Outcolr $f, r en Ifl,thgt nIfor natj n ThepuNt #hli�q& fr dtcc�yt $y i , itiOsted ton$ i about'thr is th them health,pop*44nrr pt'A ty au , ghat 4teet1te measu€r4 ttleyshoffl tat j !' i u 6B Critical Task 1: Decrease time needed to provide specific incident information to the affected public,including populations with special needs such as non-English speaking persons,migrant workers,as well as those with disabilities,medical conditions,or other special health care needs,requiring attention. Local Agency Activities: Agency shall: I. Ensure that the amount of time required to develop,review/authorize,and disseminate emergency public health information to appropriate communications channels is 60 minutes or less. 2. Ensure that emergency public health communications during 50%of all exercises and actual public health emergencies statewide have been tracked to establish a baseline by August 30,2006. 3. Track the time needed to issue public warnings,instructions,and information updates in conjunction with response partners from August 31,2005,to August 30,2006. 4. Ensure that community partners are included in the development and dissemination of communication materials. 5. Ensure that leadership assets in"special populations"are inventoried,by identifying leaders who can be advocates for health risk communication within their communities,and distributing inventory to public health risk communication/public information staff. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Track emergency public health communications during at least 50%of all exercises and actual public health emergencies statewide from August 31,2005,to August 30,2006,and report results in PRS quarterly. 2. Track the time needed to issue public warnings,instructions,and information updates in conjunction with response partners from August 31,2005,to August 30,2006,to establish a baseline by August 30,2006,and report results in PRS quarterly. 3. Offer agency's community partners the opportunity to participate in at least 80%of agency's public information and risk communications trainings and exercises and report results in PRS quarterly. 4. Identify and create,or strengthen and maintain,relationships with relevant community organizations and leaders. 5. Inventory leadership assets in special populations,and distribute inventory to public health risk communication/public information staff,and report results in PRS quarterly. 6B Critical Task Ia: Advise public to be alert for clinical symptoms consistent with attack agent. Local Agency Activities: I. Agency shall provide alternative means of notifying residents of emergency public health situations. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 NE Weld SOW.doc Page 27 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Evaluation Plan: 1. Provide quarterly report results to CDPHE by PRS in which agency has identified and identify at least one alternative means of notifying residents of emergency public health situations(e.g.,reverse 911,door-to-door delivery of flyers in all necessary languages). 6B Critical Task 1b:Disseminate health and safety information to the public. Local Agency Activities: I. Agency shall provide alternative means of notifying residents of emergency public health situations. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Provide quarterly report of results to CDPHE by PRS in which agency has identified and identify at least one alternative means of notifying residents of emergency public health situations(e.g.,reverse 911,door-to-door delivery of flyers in all necessary languages). 6B Critical Task lc:Ensure that the Agency's public information line can simultaneously handle calls from at least I%of the jurisdiction's population. *CDPHE IS THE LEAD AGENCY 6B Critical Task 2: Improve the coordination,management and dissemination of public information. Local Agency Activities: Agency shall: 1. Provide alternative means of notifying residents of emergency public health situations. 2. Identify public information and risk communication skills and staffing deficits. 3. Ensure that health risk communication staff are sufficiently trained and able to support public health information needs in the state. 4. Ensure that public information and risk communication components are incorporated into public health emergency preparedness exercises throughout the state,and included in the exercise evaluation. 5. Ensure that at least one new public information skill and one community contact are incorporated into at least 50%of local exercises. 6. Ensure that 100%of statewide public health planning and exercises have public information and risk communications integrated into them,if applicable(i.e.,if a laboratory exercise,there may not be a need for public information). Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Report results quarterly to CDPHE by PRS in which agency has identified at least one alternative means of notifying residents of emergency public health situations(e.g.,reverse 911,door-to-door delivery of flyers in all necessary languages). 1 Report staffing deficits to CDPHE by PRS. 3. Identify training needs and provide opportunity for health risk communication staff to participate in training and to support public health information needs statewide and report results quarterly to CDPHE by PRS. 4. Incorporate public information and risk communication components in exercises and exercise evaluations and report results NE Weld SOW.doc Page 28 of48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work quarterly to CDPHE by PRS. 5. Incorporate at least one new skill and one community contact in at least 50%of all exercises and report results quarterly to CDPHE by PRS. 6. Include public information and risk communications in all planning and exercises,and report results quarterly to CDPHE by PRS. 6B Critical Task 3:Decrease the time and increase the coordination between responders in issuing messages to those that are experiencing psychosocial consequences to an event. Local Agency Activities: Agency shall: 1. Decrease time needed to issue public wamings,instructions,and information updates in conjunction with response partners. 2. Coordinate efforts with mental health practitioners and offer them the opportunity to participate in at least 50%of public health Public Information and Risk Communication exercises. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Provide quarterly report of results of efforts to coordinate with mental health practitioners and their participation in public information and risk communication exercises by PRS. 6B Critical Task 4: Increase the frequency of emergency media briefings in conjunction with response partners. Local Agency Activities: I. Agency shall participate in at least one tabletop exercise for state and local public information and risk communication staff, with the cooperation and participation of communications staff from at least three other responders and/or media representatives. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Provide results,including exercise evaluations from after-action reports,in quarterly report to CDPHE by PRS. 613 Critical Task 5:Decrease time needed to issue public warnings,instructions,and information updates in conjunction with response partners. Local Agency Activities: Agency shall: I. Participate in at least one tabletop exercise for state and local public information and risk communication staff,with the cooperation and participation of communications staff from at least three other responders and/or media representatives. 2. Decrease time needed to issue public wamings,instructions,and information updates in conjunction with response partners. 3. Track the time needed to issue public wamings,instructions,and information updates in conjunction with response partners to establish a baseline by August 30,2006. Optional Agency Specific Activities: NE Weld SOW.doc Page 29 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Estimated Completion Date:08/30/06 Evaluation Plan: 1. Provide results,including exercise evaluations from after-action reports,in quarterly report to CDPHE by PRS. 6B Critical Task 6:Decrease time needed to disseminate domestic and international travel advisories. Local Agency Activities: Agency shall: I. Decrease time needed to issue public warnings,instructions,and information updates in conjunction with response partners. 2. Track the time needed to issue public warnings,instructions,and information updates in conjunction with response partners to establish a baseline by August 30,2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Provide results in quarterly report to CDPHE by PRS. 6B Critical Task 7:Decrease the time needed to provide accurate and relevant public health and medical information to clinicians and other responders. Local Agency Activities: Agency shall: 1. Decrease time needed to issue public warnings,instructions,and information updates in conjunction with response partners. 2. Track the time needed to issue public warnings,instructions,and information updates in conjunction with response partners to establish a baseline by August 30,2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Provide results in quarterly report to CDPHE by PRS. NE Weld SOWdoc Page 30 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work i a �e b ' 4 lkyr ltt y et ut to aiky fik'.5k resp9nderibospifal s t er5 St of1Er reiiefprovideti topifle 0,I,O1e a nr o reCon 1apy f raki lad ebenuteal, infeetious&s W yska a'kld,, o , to4o a aiSsa1#er ii a uveikf utdkkk'jingd1tontakrtfna ion 1;fatt.dt,event,#iialkp ar 6C Critical Task 1: Increase the availability of worker crisis counseling and mental health and substance abuse behavioral health support. Local Agency Activities: Agency shall: I. Link with local employee assistance programs 2. Partner with local mental health support agencies. 3. Work with the Division of Mental I ealth and CDPIIE as needed to encourage at least 50%of Disaster Response Coordinators and 25%Mental Health agency Executive Directors to be trained in NIMS IS 700. 4. Assist Division of Mental Health and CDPHE as needed with the delivery of the specialized training curriculum. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Agency shall link with local employee assistance programs 2. Agency shall partner with local mental health support agencies. 3. Agencies will work with the Division of Mental Health and CDPHE as needed to ensure at least 50%of Disaster Response Coordinators and 25%Mental Health agency Executive Directors will be training in NIMS IS 700. 4. Assist Division of Mental Health and CDPHE as needed with the delivery of the specialized training curriculum. 6C Critical Task 2: Increase compliance with public health personnel health and safety requirements. Local Agency Activities: I. Local agencies should use all applicable OSHA guidelines when drafting worker protection policies. Agencies should ensure all staff are trained on the agency's policies and procedures. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Policies and procedures should be the referenced in agency emergency response plan. CDPHE may review policies during site visits. NE Weld SOW.doc Page 31 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6C Critical Task 2a:Provide Personal Protection Equipment(PPE)based upon hazard analysis and risk assessment. Local Agency Activities: 1. Review likely response scenarios and job duties for agency staff;maintain worker protection program that includes an appropriate respiratory protection program component. Procure and maintain adequate material for staff that may be required to respond to an event. Provide training on the effective use of all PPE that the agency would or may use in responding to an event. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. CDPHE mat review as part of a site visit. 6C Critical Task 2b:Develop management guidelines and incident health and safety plans for public health responders(e.g.;heat stress,rest cycles,PPE). Local Agency Activities: I. Review likely response scenarios and job duties for agency staff;maintain worker protection program that includes an appropriate respiratory protection program component. If staff are called on to respond to an event,a safety officer should be prepared to draft an incident specific safety plan for response staff. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Incorporate and exercise both the concepts and safety officer position in ongoing drills and exercises. 6C Critical Task 2c: Provide technical advice on worker health and safety for IC and UC. Local Agency Activities: I. Agency should be prepared to provide health specific advice on worker health and safety issues during an event. Agency should identify resources and subject matter experts that can be used for guidance in providing technical advice. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Incorporated into drills and exercises. NE Weld SOW.doc Page 32 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6C Critical Task 3: Increase the number of public health responders that receive hazardous material training. Local Agency Activities: Agency shall: I. Increase the number of public health and environmental health staff expected to respond to an emergency that are trained at the basic hazardous materials awareness level.Complete by August 30,2006. 2. Ensure that any public health staff or environmental health staff that are expected to respond on-site to hazardous materials events receives 40-hour OSHA training(technician level)and annually after that the 8-hour refresher training.Complete by August 30,2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Increase the percentage of agency staff expected to respond to an emergency that received basic hazardous materials training by 20%. 2. Increase the percentage of agency staff responsible for responding to hazardous materials spills that receives 40-hour OSHA or 8-hour refresher to 100%. lirnaitroamiSmaimahotgac Outcome GO,(solution attd Qutaat1Se ut* safe¢ept0' nip r trrSLq (q v sit f tc it t AR tnonitorill*g nr.lodtytduaisrattd mpswito ar 111,exiMs n ill to b4 tap d,,iu*'der to stop tom:, spread oc a conitagious disease outbreak. gal autierity gyp! tlliese ioeasut e, el 1y defned and communicated to the`public, o istica snppol t la pro ufdcd ea *t gnres attt# daup N flt contagion has elapsed 6D Critical Task I: Assure legal authority to isolate and/or quarantine individuals,groups,facilities,animals and food products. Local Agency Activities: Agency shall: I. Agency shall work with regional emergency preparedness staff,local law enforcement and district attorneys to address quarantine and isolation activation and enforcement in their county. Optional Agency Specific Activities: Estimated Completion Date:as stated above Evaluation Plan: I. Local Health Agency will work with CDPHE regarding Colorado statutes pertaining to human and veterinary public health will be reviewed to ascertain gaps in legal authorities for responding to health threats arising from human and/or animal communities. NE Weld SOW.doc Page 33 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6D Critical Task 2: Coordinate quarantine activation and enforcement with public safety and law enforcement. Local Agency Activities: 1. Agency shall work with regional emergency preparedness staff,local law enforcement and district attorneys to address quarantine and isolation activation and enforcement in their county. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Local agency will work with local and/or regional public health emergency preparedness staff,local law enforcement and district attorneys to review Q&I laws and practices,and to ensure understanding by all parties of documentation,including public health orders. 6D Critical Task 3:Improve monitoring of adverse treatment reactions among those who have received medical countermeasures and have been isolated or quarantined. *CDPHE IS THE LEAD AGENCY 6D Critical Task 4:Coordinate public health and medical services among those who have been isolated or quarantined. *CDPHE IS THE LEAD AGENCY 6D Critical Task 5:Improve comprehensive stress management strategies,programs,and crisis response teams among those who have been isolated or quarantined. Local Agency Activities: Agency shall: I. Link with local employee assistance programs 2. Partner with local mental health support agencies. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Agency shall link with local employee assistance programs 2. Agency shall partner with local mental health support agencies. NE Weld SOW.doc Page 34 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6D Critical Task 6: Direct and control public information releases about those who have been isolated or quarantined. Local Agency Activities: Agency shall: 1. Identify unique information needs for situations involving isolation and/or quarantine 2. Create at least 30%of the required information,with full review and authorization from subject matter experts and leadership. 3. Store the information,ready for publication,on a secure website by May 31,2006. Optional Agency Specific Activities: Estimated Completion Date:05/31/06 Evaluation Plan: I. Identify and create information unique to its jurisdiction;store information on secure website;and provide work products to CDPHE by PRS by May 31,2006. 6D Critical Task 7:Decrease time needed to disseminate health and safety information to the public regarding risk and protective actions. Local Agency Activities: Agency shall: 1. Decrease time needed to issue public warnings,instructions,and information updates in conjunction with response partners. 2. Track the time needed to issue public warnings,instructions,and information updates in conjunction with response partners to establish a baseline by August 30,2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Provide results in quarterly report of results to CDPHE by PRS. 6D Critical Task 8:Have or have access to a system to collect,manage,and coordinate information about isolation and quarantine, compliant with PHIN Preparedness Functional Area Countermeasure and Response Administration. *CDPHE IS THE LEAD AGENCY NE Weld SOW.doc Page 35 of48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work t'tlu€bsr"'r'�€€t+ ll �}(.,�rry� � � Ca ��p�'�,,�vj�}�y},�.yy �'{ g'1}.�j }.�,,y,. L "*k } '� r i" � Soliv chut,114* t t LtyyytlS L` 4 X?11Fa It i I et lie I { tL � � stk�#egiee*i tt0 tttt,li pn a Tile l t tKllegl aced 1v3tit rspnlading ptlbtie nibr r M 6E Critical Task 1: Decrease the time needed to dis Dense mass thera.eutics and/or vaccines. Local Agency Activities: Agency shall: 1. Per the Colorado Board of Health Rules 6 CCR 1009-5,Regulations I and 7,agency shall address the organization,staffing, security,and logistics of the distribution and delivery of antibiotics,antiviral medications,vaccines,or other medications needed in an emergency epidemic following the provisions of State Emergency Function#8,"Health,Medical and Mortuary".SNS 2. Test components of mass vaccination/prophylaxis c plan and regional SNSlans and rplan inlat least lans,as one exercise.e.Complete by August 30,ropriate.Complete by July 12006 6 0 tional A.enc S ecifie Activities: Estimated Come letion Date:as stated above. Evaluation Plan 1. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan on COHAN under the appropriate folder.Folder structure to be assigned. 6E Critical Task la: lm.lement local, tribal,where a..ro.riate ,re_•ional and State .ro.h laxis .rotocols and .fans. Local Agency Activities: I. Agency shall implement local prophylaxis protocols and plans in response to an emergency epidemic following the provisions of State Emergency Function#8,"Health,Medical and Mortuary".Ongoing until August 30,2006. O tional A L enc S.ecific Activities: Estimated Com letion Date:08/30/06 Evaluation Plan: I. Provide quarterly report of results to CDPHE by PRS. NE Weld SOW.doc Page 36 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6E Critical Task lb: Achieve and maintain the Strategic National Stockpile(SNS)preparedness functions described in the current version of the Strategic National Stockpile guide for planners. Local Agency Activities: 1. Agency shall work with regional staff to:(Complete by July 1,2006) • Utilize the CDC Local SNS Checklist and regional SNS planning template and update the Regional Strategic National Stockpile plan by providing local information where appropriate; • Address the redistribution of pharmaceuticals and supplies within region during an emergency through MOU development and Memorandum of Agreement. 2. Using current version of the Strategic National Stockpile guide for planners agency shall: • Collaborate with CDPHE to ensure that drafts of its local/regional special populations groups'public information and risk communication strategies are available at the Colorado Department of Public Health and Environment by April 30,2006. • Ensure public information and risk communications staff meet to coordinate with state,regional and other local public health agencies and the local media,at least twice during the grant year,with resources provided to the media. • Agency will manufacture,test,and evaluate a pilot set of signs for SNS functions,and create a full set of SNS signs based on the evaluation results. Optional Agency Specific Activities: Estimated Completion Date:as stated above. Evaluation Plan: I. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan on COHAN under the appropriate folder.Folder structure to be assigned. 2. Provide quarterly report of results to CDPHE by PRS. 6E Critical Task 1 c: Ensure that smallpox vaccination can be administered to all known or suspected contacts of cases within 3 days and,if indicated,to the entire jurisdiction within 10 days. Local Agency Activities: I. Agency shall test components of mass vaccination/prophylaxis clinic plans pertaining to the administration of vaccine in at least one drill. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the after action report on COHAN under the appropriate folder.Folder structure to be assigned. 6E Critical Task Id:Have or have access to a system to collect,manage,and coordinate information about the administration of countermeasures,including isolation and quarantine,compliant with PHIN Preparedness Functional Area Countermeasure and Response Administration. *CDPHE IS THE LEAD AGENCY NE Weld SOW.doc Page 37 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6E Critical Task 2: Decrease time to provide prophylactic protection and/or immunizations to all responders, including non-governmental personnel supporting relief efforts. Local Agency Activities: I. Agency shall collaborate,as needed and if requested,with CDPHE to develop plans and Standard Operating Guidelines (SOG's)to provide prophylactic protection and/or immunizations to all responders including volunteers.Test as an objective in at least one exercise.Complete by August 30,2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the after action report on COHAN under the appropriate folder.Folder structure to be assigned. 6E Critical Task 3: Decrease the time needed to release information to the public regarding dispensing of medical countermeasures via the jurisdiction's BC(if JIC activation is needed) Local Agency Activities: Agency shall: I. Collaborate with CDPHE to ensure that it has the capacity to participate in an effective JIC;to test its capacity in exercises; and to train based on exercise after-action reports,in coordination with local,county,regional,and state public information and risk communication staff. 2. Decrease the amount of time required to develop,review/authorize,and disseminate emergency public health information to appropriate communications channels by August 30,2006. 3. Ensure that emergency public health communications during 50%of all exercises and actual public health emergencies statewide have been tracked to establish a baseline by August 30,2006. 4. Exercise and evaluate public information and risk communication plans related to prophylaxis and mass vaccination. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Provide quarterly report of results to CDPHE by PRS,including applicable after-action reports and corrective measures. ©0tcons 6 Sedkal and 1b)Sc*:*th aS -ne:lar to„legated b+pubti£bheatth to reasonably.; nnnlrn#ze lnorbidtty d p(�vttaitty rags,£� o uvtl£tn ntr h4 rt itt s�talt exeS tfie tttnt of the normal►oe ical lnlrastt n£tgt a fob an atta£tad£otn v ItC�Gy 6F Critical Task I:Improve tracking of cases, exposures,adverse events, and patient disposition. *CDPHE IS THE LEAD AGENCY 6F Critical Task la:Have or have access to a system that provides these capabilities consistent with PHIN Preparedness Functional Area Outbreak Management. *CDPHE IS THE LEAD AGENCY NE Weld SOW.doc Page 38 of48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6F Critical Task 2:Decrease the time needed to execute medical and public health mutual aid agreements. Local Agency Activities: I. Agency shall test execution of local public health mutual aid agreements in at least one drill. Complete by August 30,2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the after action report on COHAN under the appropriate folder.Folder structure to be assigned. 6F Critical Task 3:Improve coordination public health and medical services. Local Agency Activities: I. Agency shall,if not already addressed,collaborate with regional staff,local hospitals,emergency management and other appropriate partners to determine how the issue of`treatment centers'or`alternative care centers'will be addressed during a public health emergency for persons who are symptomatic and contagious and who do not have a primary care physician. Incorporate planning into mass clinic and regional SNS plans,where appropriate. Complete by July I,2006 Optional Agency Specific Activities: Estimated Completion Date:07/01/06 Evaluation Plan: 1. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan(s)on COHAN under the appropriate folder.Folder structure to be assigned. 6F Critical Task 3a:Ensure epidemiology response capacity consistent with hospital preparedness guidelines for surge capacity. Local Agency Activities: Agency shall: 1. Understand regional epidemiologist roles and responsibilities related to mutual aid agreements(MAA). 2. Communicate with local hospital(s)regarding local and regional epidemiologic response capacity,and inform hospital(s)of method for communicating to local agency when enhanced epidemiologic response is needed. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. At least annually,local agency shall review regional epidemiologist roles and responsibilities related to MAA. 2. At least annually,local agency shall communicate with local hospital(s)regarding enhanced epidemiologic response for surge capacity. NE Weld SOW.doc Page 39 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 6F Critical Task 3b:Participate in the development of plans,procedures,and protocols to identify and manage local, tribal,and regional public health and hospital surge capacity. Local Agency Activities: 1. Agency shall work with regional and state staff to address public health and hospital surge capacity planning in your county. Incorporate into appropriate local and regional plans.Complete by July 1,2006 Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan(s)on COHAN under the appropriate folder.Folder structure to be assigned. 6F Critical Task 4:Increase the proficiency of volunteers and staff performing collateral duties in performing epidemiology investigation and mass prophylaxis support tasks. Local Agency Activities: Agency shall: 1. Invite volunteers into at least one mass clinic training and one mass clinic exercise.Complete by August 30,2006. 2. Incorporate an objective that tests epidemiological investigation capacity in at least one exercise.Complete by August 30, 2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the after action report on COHAN under the appropriate folder.Folder structure to be assigned. 6F Critical Task 5:Increase the number of physicians and other providers with experience and/or skills in the diagnosis and treatment of infectious,chemical,or radiological diseases or conditions possibly resulting from a terrorism-associated event who may serve as consultants during a public health emergency. *CDPHE IS THE LEAD AGENCY NE Weld SOW.doc Page 40 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work :ILPrepar es Deer a them d t Sic k$t !e"*1CS an4 euvirozunental safes q ` ant J `�s5 k i f,1, �l i.it St t 1 immi . i. "+f 2 t I I i 0 t. 4I i .. i trn i ps e Ihil I Nom Outtomo"t.#L Eanom1c s4 O:ffir h fU ovvir t Rt o t ,� •et l tar!4 p 44 and coordb$at d wit the n lrtutt seeto� d Mod #� � ad ors of d'$h Ill e s 4 gotet tlineh,,t mie1t41ct is tin Iri k' set oi1:re ver, 'aeti B dl of raMSO lndivtdttu7a''an4Ira p ded*ith appro rlat 'le S a t,}' art i R 'tS fi relief` itltm�oln l delay t 7A Critical Task l:Conduct post-event planning and operations to restore general public health services. Local Agency Activities: I. Agency shall incorporate post-event recovery planning to restore general public health services following an emergency into local emergency operations plan.Complete by July 1,2006 Optional Agency Specific Activities: Estimated Completion Date:07/01/06 Evaluation Plan: 1. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the revised plan on COHAN under the appropriate folder.Folder structure to be assigned. 7A Critical Task 2: Decrease the time needed to issue interim guidance on risk and protective actions by monitoring air,water, food,and soil quality,vector control,and environmental decontamination,in conjunction with response partners. Local Agency Activities: Agency shall: L Decrease the amount of time required to develop,review/authorize,and disseminate emergency public health information to appropriate communications channels. 2. Ensure that emergency public health communications during 50%of all exercises and actual public health emergencies statewide have been tracked to establish a baseline by August 30,2006. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: I. Provide quarterly report of results to CDPHE by PRS. NE Weld SOW.doc Page 41 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work I .'1 is`a � '` i ';„{Y7;� i t ia'h, I a+13ll I{ps,i i*r ? t emse I:IIt. Prep 8,if:¢ elo "a;Sm10114 u p y`�*;A� a by :. tlYr4.A't$to tIi pumi be8' t a t' r lY',k, i c.�;� 5 F v I s t•' 7r i 1 ' 1r : {` ti v id ai 7 .: .r C. i s :'QilYl )r 82 QY Pio gid,: ° ,: : : b e :'E i, kt#, a t a°9 '� 4:y£ u ti4,' 8A Critical Task I:Develop and coordinate plans for long-term tracking of those affected by the event. *CDPHE IS THE LEAD AGENCY 8A Critical Task 2. Improve systems to track cases, exposures,and adverse event reports. *CDPHE IS THE LEAD AGENCY 8A Critical Task 3: Increase the availability of information resources and messages to foster community's return to self-sufficiency. Local Agency Activities: 1. Agency shall identify at least one additional avenue for either widespread or targeted dissemination of public information related to community recovery at the local level. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Provide quarterly report of results to CDPHE by PRS. NE Weld S0W.doc Page 42 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work :}y �,� s; I y }{y!. }.��4 +}� '�Lr t'rx! 1u.15 '� �oyyr Ic !s` i�� '•fit 1 1 m Prpw, I n 4 9�Y ptW norther t m0 n I l t a i it e t 6 - on. -from i ep�til ,,';i ag hr i x *p1, i a F Pai 9A Critical Task 1: Exercise plans to test horizontal and vertical integration with response partners at the federal, State,tribal,and local level. Local Agency Activities: L Agency shall participate in two and a half year exercise schedule that begins in September 2005.Training and Exercise workgroup comprised of regional and state staff will determine full schedule but allow for flexibility in dates and objectives. Schedule will end in culmination of a true statewide full-scale exercise of SNS and mass clinic operations in October 2007.At a minimum,must complete at least one drill and one tabletop exercise. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. Activity is evaluated by accomplishment of the above task by the assigned deadline.Successful completion includes posting the exercise plans,after action reports etc on COHAN under the appropriate folder.Folder structure to be assigned. 9A Critical Task 2: Decrease the time needed to identify deficiencies in personnel,training,equipment,and organizational structure,for areas requiring corrective actions. Local Agency Activities: Agency shall: I. Complete needs assessment survey conducted by a regional training coordinator. Complete at least 4 areas of survey (Leadership,Communication,Communicable disease,Clinical)and have at least 25%of agency staff complete the survey. Complete the survey with at least 25%of agency staff and at least 4 specified areas by 10/30/05 and receive$1000.00 2. Work with Regional Training Coordinator to track all emergency preparedness training on CO.TRAIN(Colorado teaming Management system). 3. Participate in the customer service and satisfaction survey developed,conducted and administered by CDPHE.Date TBD. 4. Participate in public health portion(s)of Department of homeland Security assessment once received by DHS. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. By 10/30/05 completed at least 25%of agency staff and at least 4 specified areas of the needs assessment are completed. 2. Track 100%of trainings on CO.TRAIN 3. At least one senior agency member will participate in survey. 4. Dependant upon receipt of assessment by DHS. NE Weld SOW.doc Page 43 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work 9A Critical Task 3:Decrease the time needed to implement corrective actions. Local Agency Activities: Agency shall: I. For every local exercise completed,an after action report using Homeland Security Exercise Evaluation Program templates and formats must be used. 2. After action reports must be completed within 45 days of exercise completion and posted on COHAN. 3. All after action reports must include an Improvement Matrix identifying areas for improvement,corrective actions,responsible parties and a deadline for implementation of corrective actions. 4. All corrective actions will begin implementation within six months of identification. 5. Assist,where appropriate,in completion of regional after action reports that agency participated in. Optional Agency Specific Activities: Estimated Completion Date:08/30/06 Evaluation Plan: 1. 100%of local exercises will follow HSEEP guidance and formats. 2. 100%of local exercises will post all exercise materials on COHAN within 45 days of exercise completion.Folder structure to be determined. 3. 100%of after action reports will include an Improvement Matrix. 4. 100%of corrective actions will begin within six months of identification. 5. Participate in 100%of Hotwashes following regional exercises;provide constructive measurable recommendations for improvement. 9A Critical Task 4:Decrease the time needed to re-test areas requiring corrective action. Local Agency Activities: I. Agency shall utilize Improvement Matrix from previous exercises to develop goals and objectives for future exercises. Optional Agency Specific Activities: Estimated Completion Dale:08/30/06 Evaluation Plan: I. Retest identified corrective actions from Improvement Matrices within one year. NE Weld SOW.doc Page 44 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work LPHA AGENCIES WITH PLANNERS ONLI Regional Public Health Planners Task List 2005-2006 • Participate in regional `All-Hazards' council/committee to integrate public health planning activities into `All- Hazards' regional response planning. Address the following: • Incorporate public health planning efforts into regional response plan. • Decrease human health threats associated with identified community risks and vulnerabilities(i.e., chemical plants,hazardous waste plants, and retail establishments with chemical/pesticide supplies). • Conduct post-event recovery planning to restore general public health services following an emergency. • Address the redistribution of pharmaceuticals and supplies within region during an emergency through MOU development. • Incorporate pandemic flu planning into local emergency operations planning. • Participate in workgroups with other state and regional public health staff to address Strategic National Stockpile planning,volunteer management,mass prophylaxis/vaccination clinic,pandemic influenza, quarantine/isolation, public health law,emergency operations centers or exercise development.Must lead or actively participate in at least two workgroups. • Update Regional SNS plans using the regional SNS Workgroup template.Draft to be completed and posted on COHAN by January 31,2006.Comments from the SNS Unit will be returned by March 3,2006.Final to be completed and posted on COHAN by July 1,2006. • Work with local public health and medical community in region to improve coordination of providing treatment to symptomatic,contagious persons during a public health emergency.Protocol and standard operating guidelines should be developed and included in local mass vaccination/prophylaxis clinic plans by February 28, 2006. • Participate in 3-year exercise schedule with tabletops, drills, and functional exercises ending with a complete statewide exercise of all nine regions and the state using a pandemic influenza scenario in October 2007. Additional local or regional drills and exercises may occur and participation or involvement may be requested at that time.Full schedule to be determined and maintained on the Division of Emergency Management exercise calendar.Utilize the previous exercise Improvement Matrices and Department of Homeland Security Target Capabilities List(public health portions only)to coordinate goals and objectives for exercises. Date Exercise Type January—March 2006 Drill April—June 2006 Drill July—September 2006 Drill October—December 2006 Tabletop January—March 2007 Functional October 2007 Full Scale • Utilize HSEEP documents and guidance in 100%of exercise design and evaluation. All AARs will incorporate the use of an Improvement Matrix to identify areas for improvement,corrective actions,responsible parties and deadlines for implementation.Ongoing,August 30,2006.All exercise documentation shall be posted on COHAN within 45 days of exercise completion. NE Weld SOW.doc Page 45 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work • Work with environmental health partners to increase the capability to monitor movement of releases and formulate public health response and interventions based on dispersion and characteristics over time(e.g.LEPC involvement). Meet with all-hazard regional staff to review and prioritize regional hazard assessments within 60 days of the beginning of this year's contract. • Decrease the time needed to communicate internal incident response information by exercising internal call-down lists at least quarterly. • Participate in CDC assessment of regional SNS planning and mass vaccination/prophylaxis clinic planning.Dates and location to be determined. • Participate in Department of Homeland Security assessment.Date to be determined. • Attend at least one Federal Emergency Management Agency—Emergency Management Institute(FEMA-EMI) training of Regional Planner's choice. Other FEMA-sponsored training may be substituted.May bring an additional staff member to training but not in lieu of Regional Planner. • Host,co-host or attend four Regional Planner Meetings in the 2005-2006 grant year. See tentative schedule below.Dates to be determined. • Attend two-day UCLA Regional Planner training in Denver Metro area during late October. Date to be determined. • Attend the weeklong Strategic National Stockpile(SNS)training in Atlanta,GA(dependant upon acceptance into course).Dates to be determined. • Encouraged to attend at least one additional SNS training or SNS conference. • Attend at least one Federal Emergency Management Agency—Emergency Management Institute (FEMA-EMI)training of Regional Planner's choice. May bring an additional staff member to training but not in lieu of Regional Planner. • Complete at least one FEMA-EMI Independent Study course of Regional Planner's choice. • Attend at least one national emergency preparedness conference of Regional Planner's choice. • Encouraged to attend the Centers for Disease Control and Prevention(CDC)emergency preparedness conference. • Attend at least one Colorado state-level emergency preparedness conference or a conference that has an emergency preparedness track. • Encouraged to attend the Western Colorado Emergency Preparedness conference. • Participate in monthly conference calls/meetings with local public health in region. Schedule determined by region. • Participate in regional or state 'All-Hazards' councils/committee meetings with partners such as emergency management,homeland security,RETACs,etc. Schedule to be determined by region. • Participate in regional quarterly conference calls with Regional Epidemiologist(s),Regional Planner(s) and Regional Training Coordinator(s),CDPHE regional liaisons and CDPHE Emergency Response Coordinator. • Participate in monthly Regional Planner conference calls. See tentative schedule below. NE Weld SOW.doc Page 46 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work Current Schedule of Regional Planner Meetings and Conference Calls: Date Type Location/Time September 13,2005 Planner Conference Call 2:00-3:00 October,2005 UCLA Planner Training Denver Planner Meeting October 11,2005 Planner Conference Call 2:00-3:00 November,2005 Regional Conference Calls TBD December 13,2005 Planner Conference Call 2:00-3:00 January,2006 Planner Meeting TBD February 14,2006 Planner Conference Call 2:00-3:00 February,2005 Regional Conference Calls TBD March 7, 2006 Strategic Planning Meeting Denver March,2006 Western Slope Conference Durango,Montrose or Epi/Planner/Trainer Meeting Grand Junction April 11, 2006 Planner Conference Call 2:00-3:00 May,2005 Regional Conference Calls TBD May 9,2006 Planner Conference Call 2:00-3:00 June 13— 15, 2006 Epi/Planner/Trainer Meeting Salida July 11,2006 Planner Conference Call 2:00-3:00 August,2005 Regional Conference Calls TBD August 8,2005 Planner Conference Call 2:00-3:00 NE Weld SOW.doc Page 47 of 48 Attachment A Weld County Department of Public Health Public Health Preparedness and Emergency Response 2005-2006 Scope of Work LPHA AGENCIES WITH EPI'S ONLY Regional Public Health Epidemiologists Task List 2005-2006 During the 2005 strategic planning session,the Epidemiology and Laboratory thematic group developed priorities for activities during the 2005-06 grant year. The thematic group included members from several different local public health agencies and CDPHE. Based on the experiences of the regional epidemiologists over the past several years and the current needs for epidemiological capacity, three priorities were established for the next year.These priorities reflect a shift from the didactic and classroom-based trainings of the past several years to experience-based skill building and integration into routine agency operations,in order for epidemiologists to provide greater assistance in local and regional disease surveillance and control. • Comprehensive integration: Emergency preparedness epidemiologists need to be fully integrated into daily public health activities. • Improving detection capabilities:Maintain a competent epidemiological workforce to ensure the rapid detection of public health threats. • Improving response competencies: Enhance the epidemiological readiness to respond to public health threats,including epidemics. In order to address these priorities,grant year 2005-06 contracts shall include the following deliverables from regional epidemiologists and/or the agencies that host them.All regional epidemiologists shall: • Participate in at least 80%of monthly All Hands on Deck and monthly Epi Forum conference calls. • Participate in regular conference calls/meetings with all local public health agencies or services in region.Schedule to be determined by region. • Participate in regional'All-Hazards'councils/committees with partners such as emergency management,homeland security,RETACs,etc.Schedule to be determined by region. • Participate in regional quarterly conference calls with Regional Epidemiologist(s),Regional Planner(s)and Regional Training Coordinator(s),CDPHE regional liaisons and CDPHE Emergency Response Coordinator. • Attend,host and/or co-host quarterly meetings of regional emergency preparedness staff,with schedule to be determined by consensus with CDPHE and regional staff. • Attend trainings to maintain and enhance epidemiologic skills. • Conduct outbreak investigations throughout the designated region and conduct cross-regional investigations when requested by CDPHE or other public health agency(ies). • At least annually,prepare and present comprehensive outbreak investigation reports detailing epidemiologic investigations. • Participate in regional and/or state emergency preparedness exercises that include an epidemiologic component. • When requested by CDPHE-EPRS,participate in a Public Health Information Network(PHIN)—related planning workgroup for Early Event Detection,Outbreak Management System,or Countermeasures Response Administration. All agencies shall: • Designate a'point'person to fulfill the roles and responsibilities of the regional epidemiologist and ensure that person fulfills the obligations stated above. • Direct the integration of regional emergency preparedness epidemiologists into routine epidemiologic investigation and disease control activities in the host agency and throughout the region. NE Weld SOW.doc Page 48 of 48 Attachment B BIOTERROR1S C+C N A C' ' *S O1U R I IMBL RSEMNT;S' ATEMZNT .`..:': . . To: Colorado Dept. of Public Health&Environment From: Address: 4300 Cherry Creek Drive South,A-3 Address: Denver,CO 80246 Attu: Sonia Gonzales Fax: 303-691-7811 Contact: Phone: Program: Emergency Preparedness&Response Date of Expenditure: From: To: Contract/PO Number: Final Invoice: Yes No FEIN: D t nptton of Expenditarr Re Isetn p#„ Name of Employee Job Title Hours or % : Personnel: Personnel Related Expenses Sub-Total: $0.00 Equipment: Equipment Relatet Expenses Sub-Total: $0.00 Travel: Travel Related Expenses Sub-Total: $0.00 Operating/Supplies: :' Operatiug/Supply Related Expenses Sub-Total: $0.00 Indirect: MINE ' 10 AY QTR TE RR`I IB�L EI T AM9v rt$0 UD . . .'. ...._:.•.' ...;.. ..�...?_t... �"�. n. .it :i.:il.:..� ......... ``. ?.;.....: g-tt, 4 i Ri" I 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(coNTaaCroa) Date: As a State designee,I hereby certify that all contract requirements have been met, the requested amounts are correct and the payment is authorized Signature(cnpHe. Date: Monitor Initial: Attachment B Colorado Public Health Emergency Preparedness and Response Grant Year 2005-2006 Invoice Requirements Agency Required Information To Be Included Agency Required Information And Records On ALL Invoice/Reimbursement Statements To Be Maintained For Site Visit Verification PERSONNEL ✓ List actual time spent on EPR grant ➢ Breakout of actual amounts for salary, fringe and indirect rates,per employee listed on any invoice ✓ Include Name,Title and Percent of FTE or ➢ Documentation of program related activities for each Hours Worked for each employee employee as listed on invoices For Example: ➢ All activities must be directly related to specific program objectives and critical tasks John Doe,Planner, 100%of FTE $5,000.00 Jane Black,Admin Support, 15 Hours $1,000.00 ➢ All of above information is needed even if personnel Fringe $1,236.00 time is contracted out Total Personnel $7,236.00 EQUIPMENT ✓ List equipment items separately ➢ Original receipts to be maintained for all program related equipment V. Laboratory expenses are to be included on the same invoice but must be identified SoAll equipment must be used and maintained appropriately to support program needs separately If equipment is used by other programs, agency must For Example: have a documented"check-out system"to track and verify equipment location and availability 2 Computers $1,700.00 2 Pagers $500.00 Laboratory Incubator $3500.00 Total Equipment $5,700.00 TRAVEL ✓ List each employee who traveled separately ➢ Signed agency mileage expense forms with itemized list of travel related expenses for each traveler ✓ If possible,list name or purpose of expense (including applicable receipts for hotel,parking,per diem etc.) For Example: ➢ Meeting/conference(reason for travel)documentation, Jane Dough,EPR Quarterly Meeting $250.00 i.e.registration confirmation,meeting John Smith,NDMS Conference $1,500.00 minutes/attendance list etc. Total Travel $1,750.00 S. All travel expenses charged to EPR must be directly related to specific program objectives and critical tasks Page I of 3 Attachment B Colorado Public Health Emergency Preparedness and Response Grant Year 2005-2006 Invoice Requirements Agency Required Information To Be Included Agency Required Information And Records On ALL Invoice/Reimbursement Statements To Be Maintained For Site Visit Verification OPERATING/SUPPLIES ✓ Laboratory expenses are to be included on ➢ All standard operating and/or supply related expenses the same invoice but must be identified charged to EPR must be directly related to specific separately program objectives,critical tasks or to directly support staff performing EPR duties ✓ Expenses must be itemized by type of expense(i.e. copies,office supplies) ➢ Original receipts to be maintained for each grant year ➢ Support documentation of operating expenses(phone For Example: records,rental agreements,equipment maintenance agreements,etc.) Copies$100.00 ➢ Documented formula for expenses that are allocated Office supplies $23.46 across multiple grants or programs Postage $10.34 Telephone service(Cell and Main Line) $200.00 Rent $300.00 Equipment Maintenance or Rental $250.00 Registration Fee $1,000.00 Software $125.00 Laboratory reagents, supplies $500.00 Total Operating/Supplies $2,508.80 INDIRECT ✓ List indirect costs in compliance with the ➢ Documentation of approved%of indirect approved CDPHE negotiated rate and ➢ Specific documentation may be required and will be terms identified on an individual basis ✓ Indirect costs can be charged at a lower rate,but cannot exceed the negotiated rate ✓ If your agency does not have a negotiated rate, up to the default amount of 10% can to be charged for salary and fringe Page 2 of 3 Attachment B Colorado Public Health Emergency Preparedness and Response Grant Year 2005-2006 Invoice Requirements Additional Criteria: ✓ Per Capita is not an allowable category for expense reimbursement under this cooperative agreement ✓ All expenses must be directly related to specific program objectives and invoiced by actual cost on a reimbursement basis only ✓ All expenses must be invoiced as Personal Services,Equipment, Travel, Operating/Supplies or Indirect ✓ 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 service related expenses must be completed and all goods related expenses committed by 08/31/2006 ✓ All final invoices must be submitted no later than 45 days after the contractual end date ✓ Contact CDPHE prior to incurring any type of expense that may not meet the set criteria Page 3 of 3 [Date] SAMPLE TASK ORDER CHANGE ORDER LETTER Attachment C 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,($*.**)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: Leslie M.Shenefelt By: Date: [Date] SAMPLE TASK ORDER OPTION TO RENEW LETTER Attachment D\ 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,f*.**1 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: Leslie M.Shenefelt By: Date: Hello