HomeMy WebLinkAbout20041450.tiff RESOLUTION
RE: APPROVE STATEMENT OF WORK FOR ALL-HAZARDS STRATEGIC NATIONAL
STOCKPILE PLAN FOR SMALLPDX VACCINATION 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 Statement of Work for All-Hazards
Strategic National Stockpile Plan for Smallpox Vaccination 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 June 1, 2004, and ending August 31, 2004,with
further terms and conditions being as stated in said statement, and
WHEREAS,after review,the Board deems it advisable to approve said statement, 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 Statement of Work for All-Hazards Strategic National Stockpile Plan for
Smallpox Vaccination 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 statement.
The above and foregoing Resolution was,on motion duly made and seconded, adopted by
the following vote on the 19th day of May, A.D., 2004.
BOARD OF COUNTY COMMISSIONERS
EIL MAI WF UN Y COLORADO
Jul 1'.o��ti: .
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� Robert D. Masden, Chair
un `I k to the Board
O 6C? • William rke, Pro-Tem
Deputy Clerk to he Board
M. J. e
A OV AS TO M:
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Date of signature: 7—Ci
2004-1450
HL0031
Memorandum
TO: Robert D. Masden, Chair
Board of County Commissioners
IFROM: Mark E. Wallace,MD, MPH, Director
O Department of Public Health &
Environment
• cM,1„5 titeeou,J
COLORADO DATE: May 17, 2004
SUBJECT: Statement of Work for the National
Smallpox Vaccination Program Activities
Enclosed for Board review and approval is the Statement of Work for the All-hazards
Strategic National Stockpile Plan, Focus: National Smallpox Vaccination Program
Activities. This contract is between Weld County Department of Public Health and
Environment and Colorado Department of Public Health and Environment. The amount
budgeted for Weld County is $32,177.00 for the period of approximately three months
beginning approximately June 1, 2004 through August 31, 2004.
The program goal is to continue smallpox education and preparedness for the citizens of
Weld County. If accepted, the grant will provide funding to build on the smallpox
preparedness program that was established in 2003. The funds will assist in exercising
Weld County's mass clinic plan, continuing education, and collaboration with Weld
County First Responders.
I recommend your approval of this statement of work.
Enclosure
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2004-1450
Statement of Work
All-hazards Strategic National Stockpile Plan
Focus: National Smallpox Vaccination Program Activities
Weld County Department of Public Health
April, 30, 2004
1. Appoint or continue to support a coordinator for the Vender Managed
Inventory including National Smallpox Vaccination Program components :
Weld County Department of Public Health has appointed a mass
Immunization/prophylaxis coordinator for planning the Vender Managed Inventory as
specified in the Weld County Department of Public Health and Environment Mass
Immunization/Prophylaxis Plan including National Smallpox Vaccination Program
components. He or she is responsible for the overall management of Weld County
Department of Public Health prophylaxis/vaccination and preparedness activities
including:
a. coordination of public health emergency (including smallpox) response team
planning (August 1, 2004),
b. development of a county-specific protocol, and
c. if sufficient risk were established (e.g., 1 case anywhere in the world),
promotion of increased smallpox vaccinations among health care workers and
first responders.
2. Develop a system to enhance public health capacity for recruitment and tracking
of participants, data collection, storage, and management, reporting and
evaluation activities related to the Strategic National Stockpile including the
National Smallpox Vaccination Program:
Any current and future smallpox vaccination program participants will be tracked
using standard tools. If sufficient risk were established, Weld County Department of
Public Health would use Center for Disease Control's (CDC) Pre-Event Vaccination
System (PVS) or a similar system being developed by Colorado Department of Public
Health(CDPHE)to recruit and track participants, collect data, store and manage
inventory, and report and evaluate activities related to the National Smallpox
Vaccination Program.
Weld County Department of Public Health will employ surveillance system software
developed by CDPHE to enhance these activities. Data collected for these activities
will use structures consistent with the Colorado's Integrated Data Repository (IDR)
built to conform to National Electronic Disease Surveillance System (NEDSS)
standards. The common IDR at CDPHE will be the conduit for electronic data
transmissions to CDC.
3. Develop and regularly update a community-based online inventory that lists all
available technical, clinical, epidemiological, and other expertise that could
provide needed services during a smallpox outbreak:
All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
Weld County Department of Public Heath and Environment will provide support
and information as requested or needed to CDPHE for their community-based
online inventory.
Weld County Department of Public Health will use the Virtual Alert system, if the
system becomes available by July 15`h,2004, to support and provide information for
the community-based online inventory of technical, clinical, epidemiologic and other
expertise to draw on during a smallpox outbreak.
4. Identify the number and type of healthcare and public health personnel to serve
as members on public health and healthcare emergency (including smallpox
outbreak) response teams who will be target recipients for prophylaxis/vaccine
(Focus Area B)
Weld County Department of Public Health will maintain an electronic list of all
known smallpox vaccinated health care workers in the county. Known vaccinated
workers will be asked to inform county contact prior to permanently leaving the
county and thus no longer available for response. Having already received the
vaccine, these individuals will constitute the core of an initial smallpox response
team. This group will be trained in a Weld County Department of Public Health
specific version of the National Smallpox Vaccination Program protocol. If sufficient
risk were established, this group would staff the public health vaccination clinic
directed at expanding the number of public health and healthcare workers with
adequate smallpox protection.
This strategy and protocol will be shared with partner healthcare and public health
organizations, security staff, law enforcement, emergency medical services and others
who would need to respond during a smallpox outbreak. Contact information for
vaccinated individuals will be solicited from partner agencies and collated for public
health use. Agencies will be encouraged to maintain contact lists for potential
vaccinees. If sufficient risk were established, contact procedures would be initiated to
facilitate first responder access to prophylaxis/smallpox vaccination.
5. Develop and provide education and training sessions on all components of the
public health emergency (smallpox response) plan, especially smallpox disease
identification and reporting, contact tracing, training of vaccinators,training
people to read "takes", and recognition and management of adverse events after
vaccination of public health and health care response teams, and other
individuals who may be involved in a response (key healthcare workers, key
public health workers, key security staff needed to maintain public order, key
EMS staff needed to transport ill patients, key hospital staff, key private
physicians and their staff who may be occupationally at risk:
Weld County Department of Public Health will undertake the following to meet this
activity:
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All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
a. Consult with Focus Area G Instructional Design/Trainer Liaison to assess and
review workforce training opportunities (e.g., informational, action drills and
exercises) for Strategic National Stockpile and National Smallpox Vaccination
Program. Should training opportunities become available,the Weld County
Department of Public Health will encourage participation from the first
responder community.
b. Review the current county plan for mass immunization and prophylaxis and
modify based on the lessons learned from these training opportunities.
c. Provide feedback to instructional design/trainer liaison to guide changes,
additions and/or deletions required to update/improve training materials
available at county or partner agency levels.
d. Establish a cascade system by which individuals with public health(including
smallpox outbreak) response and prophylaxis/vaccination clinic operational
expertise may assist with training others to support large-scale clinic
operations.
6. Ensure that hospitals, clinics, and other participants in the Strategic National
Stockpile (including National Smallpox Vaccination Program) response plan
maintain a directory of smallpox vaccination team members and are provided
regular updates on implementation of program activities with appropriate
technical assistance:
Weld County Department of Public Health will encourage that local agencies and
stakeholders maintain team member directories, and provide updates concerning the
National Smallpox Vaccination Program.
7. Improve the adequacy of state and local public health surveillance and reporting
capacities related to smallpox, such as active surveillance for rash illnesses, case
contact tracing, and monitoring for adverse events following vaccination (Focus
Area B):
If sufficient risk were established or upon request of CDC or CDPHE, we would
begin to trace rash illness in Weld County hospitals and emergency departments. For
those metro Weld County Department of Public Health hospitals, utilizing
EMSystem, assistance will be provided to analyze these data as time and resources
permit. Where accepted, Weld County Department of Public Health will encourage
and if necessary assist with hospital and public health entity implementation of
EMSystem in the county. If sufficiently deployed in hospitals and emergency
facilities, the system might aid in rash illness surveillance and response.
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All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
CDPHE will develop a stand-alone smallpox data management system (with online
download to a secured internet website capacity). Weld County Department of
Public Health would use this system for contact tracing and tracking following the
detection of a single case of smallpox; CDPI-IE beta testing will require the Weld
County Department of Public Health regional epidemiologist to utilize and test this
system during a statewide exercises.
Weld County Department of Public Health will encourage use of the CDPHE-
sponsored Rocky Mountain Poison and Drug Center vaccinia adverse events
reporting and clinician/vaccine referral line developed and piloted during FY2002
Colorado Phase I smallpox efforts.
8. Develop a comprehensive public health emergency (including smallpox) response
plan that incorporates post-event plans from participating hospitals. Exercise
the plan so it can be rapidly executed to control and contain the consequences of
a smallpox outbreak should the outbreak occur within the project's jurisdiction
(Focus Area B):
In collaboration with HRSA-funded hospital preparedness grant activities, Weld
County Department of Public Health will:
a. develop a short template for post-event hospital public health emergency
(including smallpox) response plan
b. solicit hospital-specific responses, and
c. exercise that plan in a table-top regional exercise (August 1, 2004)
d. refine, incorporate and exercise local, hospital, and statewide smallpox and
pandemic flu plans.
9. Describe the procedure that will be used to monitor, store, and manage large
quantities of Strategic National Stockpile resources (including smallpox vaccine)
within SNS response resources (hospitals, healthcare facilities, public health
clinics (Focus Area A):
Weld County Department of Public Health will work with CDPHE to enhance and
refine the current state SNS (including National Smallpox Vaccine Program) plan,
and the regional planners will do the same with their regional plans. Weld County
Department of Public Health will review and comment on all materials or
deficiencies identified by the Colorado SNS Program Consultant and those identified
by the regional planners in their review of the Northeast Region SNS plan
10. Identify staff needed to support large-scale clinic operations. This includes:
vaccinators, security personnel, traffic control staff,vaccine storage and
handling staff, clinic managers, screeners, medical staff, and others needed to
run a large-scale prophylaxis/smallpox vaccination clinics, according to
previously issued CDC guidance:
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All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
Weld County Department of Public Health will use Colorado's enumeration
database of health professionals at the state and local public health level and the
Nurse Alert Program for nursing and other professionals to volunteer when renewing
licenses in the Department of Regulatory Agencies. The enumeration database, part
of the community-based online inventory system, will allow the county to credential,
manage and train volunteers at the local level. The Nurse Alert Program will be
administered through the HRSA Hospital grant whereby volunteers will be managed
by the various professional associations. Details of this process are still under
discussion and will be collaboratively worked out by Focus Areas A/E/G and HRSA
Coordinators. The process will integrate these data across: the Health Alert Network
(HAN) Call Down System, community-based online inventory for smallpox and the
Learning Management System. Specific strategies involve:
a. developing a community-based online inventory listing available vaccinators,
security personnel, traffic control staff, vaccine storage and handling staff,
clinic managers, screeners, medical staff and others available to support large-
scale clinic operations, and
b. linking the inventory to a Call Down System and portal (Activity # 3), and
c. will support and provide information if the system is made available by
CDPHE before July15th, 2004.
11. Train staff needed to support large-scale clinic operations. This includes:
vaccinators, security personnel, traffic control staff,vaccine storage and
handling staff, clinic managers, screeners, medical staff, and others needed to
run a large-scale smallpox clinic, according to previously issued CDC guidance
(Focus Area G):
Weld County Department of Public Health will use materials developed by the SNS/
Smallpox training coordinator for a broad- based large-scale training response.
If sufficient risk were established, develop a"Training of Trainers (TOT) cascade
training plan" to address role-based knowledge/skill gaps for individual training to
support a large-scale clinic operation.
12. Develop and exercise a large-scale prophylaxis/smallpox vaccination plan that
will provide prophylaxis/vaccine for the project's entire population and can be
rapidly executed once a case of smallpox disease has been identified anywhere in
the world. This plan will be implemented in conjunction with the smallpox
response plan mentioned above that will aid in controlling and containing a
smallpox disease outbreak should it occur within the project's jurisdiction. The
plan should address: patient screening, clinic operations, outreach, adverse event
monitoring and management, reading of takes, and evaluation (Focus Area B):
Weld County Department of Public Health will participate in maintaining the
CDPHE developed statewide list of experienced infectious disease clinicians
experienced in the treatment of smallpox, medical epidemiologists taking emergency
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All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
after hours call and the PHIL vaccinia adverse events and referral line.
Weld County Department of Public Health will participate in a CDPHE organized
exercises that tests the prophylaxis/vaccination plans on facilities, counties and
statewide level.
13. Following any exercise, assess training needs for prophylaxis/vaccination
preparedness as it pertains to large-scale clinic operations—with special
emphasis on emergency department personnel, intensive care unit staff, general
medical staff(including physicians who will likely encounter adverse events),
infectious disease specialists, security personnel, housekeeping staff, other
healthcare providers, and public health staff(Focus Area G):
a. Weld County Department of Public Health will use resources developed by
the Strategic National Stockpile/National Smallpox Vaccination Program
Instructional Design/Trainer Liaison.
b. Weld County Department of Public Health will test the mass
prophylaxis/vaccination plan.
The Weld County Department of Public Health will include the regional
training coordinator in any exercise and/or exercise assessment, so that the
regional training coordinator can provide the following:
c. Review and evaluate information from drills and exercises from all clinics to
assess level of competencies and determine what changes need to be made to
improve training materials for both pre/post event to conduct large-scale
prophylaxis/vaccination clinics.
d. Continue to update and disseminate materials based on clinic feedback and
exercises/drills to determine what changes, additions, or deletions need to be
made to improve/update training materials.
14. Identify participants in a public information system, including call-down lists of
public health and clinical contacts that can be activated to address
communications and information dissemination needs regarding smallpox
(Focus Area G):
Weld County Department of Public Health will maintain a public information
system that includes: contacts list for all employees (e.g., home and cellular/pager
phone numbers) and annually review the procedures for public health and clinical
contacts. Weld County Department of Public Health will quarterly test information
dissemination procedures for public health employees.
a. As the new statewide Dialogics alert system is implemented, methods will be
used to contact Weld County Department of Public Health staff via this
system.
b. Produce report with updated Health Alert Network contacts, August 2004.
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All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
15. Test responsiveness of participants within the public information system,
including call-down lists of public health and clinical contacts that can be
activated to address communications and information dissemination needs
regarding public health emergency (including smallpox) (Focus Area E):
Weld County Department of Public Health will bi-annually test responsiveness and
time to response for the entire contact list for all public health employees
a. Produce a report of test results, August 2004.
16. Develop for dissemination communications materials regarding public health
emergency (including smallpox) training and education for local stakeholders,
such as community members, school representatives, physician, local emergency
service responders, and the general public (Focus Area F):
Weld County Department of Public Health will utilize public health emergency
(including smallpox) communication tools developed by CDC and CDPHE for
emergency responders. These will be adapted to serve other audiences, including
schools, health care providers, and the general public.
17. Develop a plan to dispense medications to the public. Ensure that the Plan
contains standard operating procedures/protocols for the operation and
management of dispensing sites and has been developed for patient tracking
that will include the patient's Name/Address/Patient/History (NAPH) forms.
This plan will have the ability to reproduce and distribute NAPH forms to
dispensing sites Triage/Transport for those who are symptomatic. This plan will
also have the ability to provide prophylaxis to first responders, essential
personnel and their families
Weld County Department of Public Health will identify the Dispensing Site
Managers as well as encourage the Dispensing Site Managers to identify the Safety,
Security, Logistics and Communications Lead with back-ups and POC information
for each dispensing site. Each dispensing sites will be identified by state and or local
jurisdiction with a current and updated (as needed) call-down rosters for SNS
Leads/volunteers. The following Materials and supplies to support dispensing site
operations will be provided:
a. Material Handling Equipment: if needed.
b. Office supplies
c. Medical supplies
d. Drug Fact Sheets
e. Agent Fact Sheets
18. As a deliverable of these smallpox dollars Weld County Department of Public
Health is required to purchase digital camera's that will meet or exceed the
specifications listed below for half of the hospitals in the Northeast Region that
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All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
don't currently have digital cameras (as determined through poll conducted for
State Focus area B).
Camera:
-Writes to memory stick (other media optional, i.e.: 3" CD's)
-3.2-mega pixel resolution (minimum) with 3x optical lens (minimum)
-MPEG movie mode (optional)
Optional:
Memory Stick:
-256 Mb memory stick (128 Mb minimum)
-Memory Stick reader(connected to your PC) or Memory Stick Reader Mouse
(optional)
The purpose of these cameras will be to take pictures of unidentified rash illnesses
and other unknown conditions that could then be sent to the Colorado Department of
Public Health and Environment or other institutes for identification. These cameras
are to be purchased for the ICP's at the hospitals, local health departments, and/or
nursing services.
(3 or 4 as listed below ,to be determined by CDPHE,the others will be purchased by
Larimer County Health Department)
Sterling Regional Medical Center(1)
Sedgwick County Memorial Hospital (1)
Melissa Memorial Hospital (1)
Haxtun Hospital (1)
Kit Carson County Memorial Hospital (1)
Project Dates: June 1 through August 31, 2004
Contractor understands and agrees that none of the funding made available
pursuant to this purchase order 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 purchase
order, on any invoices to the State. If Contractor mistakenly includes any unrelated
work on an invoice, submitted pursuant to this purchase order, then Contractor
hereby agrees to return this amount of money to the state immediately upon it
becoming or being made aware.
Billing Schedule: Contractor shall submit monthly invoices to CDPHE and shall be paid
on a reimbursement basis only. Total cost to CDPHE shall not exceed the total budget
amount.
Signature of Contractor Date
8
All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
Attachment A: Budget
Attachment A: Project Budget
Description of Budget Item Budget Amount
Staff time and administrative support as needed to include
Personnel: salary,fringe benefits and indirect 21,177
Personnel Sub-Total: 21,177
Cameras 1,500
Equipment: Dispensary site Supplies 1,000
Miscellaneous equipment 1,000
Equipment Sub-Total: 3,500
Mileage 1,000
Travel: Meals and Lodging 1,500
Travel Sub-Total: 2,500
Mass Clinic Exercise 2,000
Operating/ Copying and Printing 1,000
Supplies: Meeting supplies 500
Operating/Supply Sub-Total: 3,500
Training 1,500
Other:
9
All-hazards Strategic National Stockpile Plan National Smallpox Vaccination Program Activities
Other Sub-Total: 1,500
TOTAL BUDGET AMOUNT: $32,177.00
10
Granting Agency: Colorado Department of Public Health and Environment
Applicant's Name: Weld County Department of Public Health and Environment
Applicant's Address: 1555 N. 17th Avenue
Greeley, CO 80631
Applicant's Phone: (970) 304-6410
Applicant's Fax: (970)304-6412
Project Tide: All-hazards Strategic National Stockpile Plan
Focus: National Smallpox Vaccination Program Activities
Contact Person: JoRene Peden
Amount Request: $32,177
Time Period of Request: June 1,2004 through August 31, 2004
Weld County Department of Public Weld County Board of
Health and Environment Commissioners
In c, .Inj 4 /fns
Mark E.Wallace,MD,MPH,Director I'�,'1t%, . en Masd , Chair
MAY 19 2004
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