HomeMy WebLinkAbout20041002 RESOLUTION
RE: APPROVE TASK ORDER CHANGE ORDER LETTER #1 FOR PUBLIC HEALTH
PREPAREDNESS AND RESPONSE FOR BIOTERRORISM 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 Task Order Change Order Letter#1 for the
Public Health Preparedness and Response for Bioterrorism 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 March 15,2004,and ending August 31,2004,with
further terms and conditions being as stated in said task order change order letter, and
WHEREAS,after review,the Board deems it advisable to approve said task order change
order letter, 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 Change Order Letter#1 for the Public Health Preparedness
and Response for Bioterrorism 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 change order letter.
The above and foregoing Resolution was,on motion duly made and seconded,adopted by
the following vote on the 31st day of March, A.D., 2004, nunc pro tunc March 15, 2004.
BOARD OF COUNTY COMMISSIONERS
,w�` WELD COUNTY, COLORADO
ATTEST: L �II��
�''/� E 6 'S Robert D. Masden, Chair
Weld County Clerk tot = ' .j,� ,�`lf% _
, William Jerke, Pro-Tern
BY:
Deputy Clerk to the B:
M. eile
AP V D AS T C C,N,G
7
David . Long
/u
County Attorney ,�/tL1 �
Glenn Vaa
Date of signature: yl�
2004-1002
H L0031
January 25,2004 TASK ORDER CHANGE ORDER LETTER
Task Order Change Order Letter Number 1, Contract Routing Number 04 FHA 00260
State Fiscal Year 2004-2005, Bioterrorism Public Health Preparedness Program
This Task Order Change Order Letter is issued pursuant to paragraph F. of the Master Contract identified as
contract routing number 00 FAA 00008 and paragraph C.4. of the Task Order identified as contract routing number
04 FHA 00103 and contract encumbrance number PO FHA EPI0400103. This Task Order Change Order Letter is
between the COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT and the BOARD
OF COUNTY COMMISSIONERS OF WELD COUNTY for the use and benefit of the Weld County
Department of Public Health and Environment. The Task Order is referred to as the"Original Task Order".This
Task Order Change Order Letter is for the current term of March 15,2004 through August 31,2004. The
maximum amount payable by the State for the work to be performed by the Contractor during this current term is
increased by ZERO DOLLARS ($0.00)for an amended total financial obligation of the State of THREE
HUNDRED TWENTY-EIGHT THOUSAND,THIRTY-FIVE DOLLARS,($328,035.00). 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 1", "Attachment 2",and"Attachment 3". 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 March 15,2004,whichever is later.
Please sign,date, and return all 3 originals of this Task Order Change Order Letter by February 15,2004,to the
attention of:Jennifer Spencer,Colorado Department of Public Health and Environment,4300 Cherry Creek
Drive South,Mail Code DCEED-ADM-A3,Denver,Colorado 80246. One original of this Task Order Change
Order Letter will be returned to you when fully approved.
BOARD OF COUNTY COMMISSIONERS STATE OF COLORADO
OF WELD COUNTY, Bill Owens,Governor
for the use and benefit of the Weld County
Department of Public Health and Environment
(a politic ubdivision of the State of Colorado)
By: , u'1,\r" By:
Name: Robert D. Masden 03/31/2004 Fort xe five i ector
Tide: Chair DEPART NT OF PUBLIC HEALTH
FEIN: 84-6000813 AND ENVIRONMENT
(Seal) A '� S +d � PROGRAM APPROVAL:
By: (Lei. c rh� r By: A. k'/L/U%4L1LYr �
eL.'
nan
'Deputy Clerk . .. /
ALL CON mow. ; ' 'OVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the S � approve all state contracts.This contract is not valid until
the State Controller,or such assistant as he may delegate,has signed it.The contractor is not authorized to
begin performance until the contract is signed and dated below.If performance begins prior to the date
below,the State of Colorado may not be obligated to pay for the goods and/or services provided.
STATE CONTROLLER:
Arthur L.Barnhart
By:
Date: /5°-c�/
ATTACHMENT#
Weld County Department of Public Health and Environment
Bioterrorism: Strategic National Stockpile (SNS)
Contract Term: September 1, 2003 thru August 31, 2004
2003-2004 SNS Objective: To ensure state, regional, and local preparedness and
planning (including management, security, and training) should the Strategic National
Stockpile be implemented).
In accordance with Cooperative Agreement U90/CCU 816827-04, the
Contractor shall perform the following duties:
1. Contractor shall continue to develop and augment their local SNS preparedness
program by participating in all SNS preparedness planning, meetings,
orientations, and trainings, as requested and scheduled by CDPHE. Ongoing until
August 30, 2004.
2. Contractor shall collaborate with their Regional Planner, as requested, and
provide information on local resources (to include personnel, storage and
dispensing facilities, security, and transportation resources as well as any
additional information that may be required for the Regional Planner to complete
the regional SNS plan) by December 1, 2003.
3. In conjunction with activity#12 in the Focus Area A workplan; Contractor shall
document their participation in all their local;and regional SNS preparedness
exercises funded under this contract,and as well as the state health
department SNS preparedness exercise(s), as requested or required by CDPHE.
a. Individual counties will dictate timelines for local SNS exercises. Only
Part 5 organized health departments, as defined by Board of Health
Rules,are required to conduct a local SNS preparedness exercise by
August 30,2004.
b. All regional SNS exercises will be completed by May 31, 2004. Local
health departments will exercise a portion of their mass vaccination clinic
plans in conjunction with the regional exercise.
c. The statewide functional exercise will occur sometime during June or July
2004. Testing of the state and regional SNS plans will be part in this
exercise and will include the Training,Education, and Demonstration
(TED)package. Contractor shall participate,as requested, in one of
the scheduled state health department SNS preparedness exercises.
4. In conjunction with activity#10 in the Focus Area A workplan; Contractor will
receive comments and suggestions from Focus Area B regarding their mass
vaccination clinic plan/smallpox plan by January 31, 2004. If not already
accomplished,Contractor shall augment local mass vaccination plans to
Page I of 4
accommodate larger quantities of any vaccine which may potentially arrive as
part of the overall SNS package by March 31, 2004 December 1, 2003.
5. Contractor shall provide to the State two (2)four(1)nefrative progress reports
(March 1, 2004 and September 1, 2004) and one final report, which will
summarize all accomplishments, and are due within five (5)business days after
the end of the period. December, March, June and August bBillings will not be
reimbursed until such time as delinquent progress reports have been received.
Reports shall be submitted to the State to the attention of:
Deanna Butler
4300 Cherry Creek Dr. S.
Denver, Colorado 80246 1530
(303) 692 2616
•
Progress Period Due Date
September November, 2003 December 5, 2003
December 2003 February, 2001 March 5, 2001
March May, 2001 June 1, 2001
June August, 2001 September 5, 2001
Final Report October 1, 2001
Contractor shall continue to house a Regional Planner to serve North East Region,
including: North East Region, including: Kit Carson, Larimer, Lincoln,Logan,
Morgan, Phillips,Sedgwick,Washington, Weld and Yuma counties. Contractor is
responsible for ensuring the Planner successfully performs the following duties:
a. In conjunction with activity "a" of the Focus Area A workplan, Planner shall
collaborate with all other Regional Planners, Epidemiologist(s), Trainer(s) and
Focus Areas funded under this Cooperative Agreement within and between
regions, when appropriate and upon request in all SNS preparedness activities
and deliverables. Ongoing until August 30, 2004.
b. In conjunction with activity "b" of the Focus Area A workplan, Planner shall
document and provide technical assistance to all counties within their region,
as appropriate and as requested to ensure the timely completion of all SNS
preparedness deliverables and activities. However,Planner is not responsible
for actually preparing deliverables or conducting activities that are the
responsibility of the Contractor. Ongoing until August 30, 2004.
Page 2 of 4
c. Planner shall update and append their regional SNS plan by March 31, 2004
December 1, 2003 to include (but not limited to) the following information:
• All appropriate Memoranda of Understanding;
• An Organizational Chart of key personnel and the functions of
each;
• All local SNS risk communication plans;
• Physical addresses of all dispensing sites or clinics in their
region;
• Transportation routes to all dispensing sites; and
• Reference local mass prophylaxis/immunization clinic plan
that allows for larger quantities of vaccine that may potentially
arrive as part of the SNS package.
d. Planner shall assist all counties within their region, as requested or required, in
updating and enhancing their local/county mass vaccination clinic plans per
suggestions and recommendations from Focus Area B as well as to
accommodate larger quantities of the vaccine that may potentially arrive as
part of the overall SNS package by March 31, 2004.December 1, 2003.
e. In conjunction with activity "o" of the Focus Area A workplan, Planner shall
document their participation in all local (within their region), regional, and
state health department SNS preparedness exercises funded under this
grant, as requested or required by CDPHE. Additionally, Planner shall
document their participation in the development and execution of all SNS
exercises held within their counties.
• Individual counties will dictate timelines for local exercises.
Only Part 5 organized health departments (as defined by
Board of Health Rules)are required to conduct a local
bioterrorism/emergency preparedness exercise by August
30,2004.
• All regional exercises will be completed by May 31, 2004.
Regional tabletops will be developed by the statewide exercise
contractor and launched by regional planners with participation
from all indicated partner agencies prior to the statewide
functional exercise. Local health departments will exercise a
portion of their mass vaccination clinic plans in conjunction
with the regional exercise.
• The statewide exercise will occur sometime during June or July
2001. Testing of the state and regional SNS plans will be part
of this exercise and will include the TED package. Planner
shall participate,as requested, in one of the scheduled state
health department SNS preparedness exercises.
Page 3 of 4
r. In conjunction with the Regional Training Coordinator and activity "s" of the
Focus Area A workplan, Planner shall schedule and conduct no less than two
(2)NIMS trainings in their region by August 30, 2004. Dates of the regional
trainings are contingent upon completion of activity "s"of the Focus Area A
workplan. In the event that the DHS does not hold this training during the
2003-2004 grant period, Planner shall ensure their agency requests approval
from the Focus Area A Manager or Focus Area A Coordinator for monies to
be reallocated and used for additional leadership/management training or
advanced concepts in incident command training.
g. Planner shall document assistance to all counties within their region, as
requested, to develop or enhance a local SNS risk communication plan by
December 1, 2003.
h. Planner shall continue to develop and augment their regional SNS
preparedness program by participating, as requested, in all SNS preparedness
activities and deliverables. Ongoing until August 30, 2004.
Page 4 of 4
ATTACHMENT#
Weld County Department of Public Health and Environment
Bioterrorism: Focus Area A
Contract Term: September 1, 2003 thru August 31, 2004
2003-2004 Focus Area A Contract Objective: To ensure state, regional, and local
collaboration as well as preparedness for and response to bioterrorism, other outbreaks of
infectious disease, and other public health threats and emergencies.
In accordance with Cooperative Agreement U90/CCU 816827-04, the
Contractor shall perform the following duties:
1. Contractor shall document four(4) quarterly meetings/discussions with their
Regional Planner and provide meeting documentation, including all participant
contact information, meeting minutes, and any follow-up activities by August 30,
2004.
2. Contractor shall document one (1) meeting with each of the following partners:
the county and/or city emergency manager, the sheriff's office, the Regional
Emergency and Trauma Advisory Council (RETAC), and all hospital emergency
planners and provide meeting documentation, including all participant contact
information, meeting minutes, preparedness outcomes, and any "follow-on"
activities by August 30, 2004. Discussions with non-public health and partner
agencies (i.e. fire departments/districts, coroner/medical examiners, and
veterinarians) are strongly encouraged. Ongoing until August 30, 2004.
3. The Office of Local Liaison (OLL) - Colorado Public Health Capacity Building
Steering Committee will begin Phase II of the assessment of the ten (10) essential
services of public health and supplemental assessment of public health emergency
preparedness and response capabilities related to bioterrorism and disease
outbreaks. OLL will develop public health performance standards(with
deadlines) by which counties will conduct a self assessment and a public health
infrastructure improvement plan that includes recommended corrective actions,
goals, and timelines for local public health to begin developing capacity in
identified areas of deficiency by February 27, 2004. OLL staff will provide
guidance to regional planners and local health directors on how to interpret
key findings of the assessment, technical assistance,as well as "boilerplate
language" to update all appropriate plans by March 15,2004.
a. Contractor shall provide any additional information, as requested, to OIL
to facilitate completion of the public health performance standards by
December 1, 2003.
Page 1 of 11
b. Contractor shall complete a self assessment using the public health
performance standards developed by OLL. The self assessment must be
completed and submitted to OLL by January 16, 2001.
c. Based on findings from the Public Health Infrastructure Improvement Plan
developed and guidance provided by OLL, Contractor shall update or
enhance all local county plans, as appropriate, and submit to their
Regional Planner by April 30, 2004.
4. Contractor shall participate in the public health portion of the 2003 Centers for
Disease Control and Prevention (CDC)co-sponsored Department of Homeland
Security (DHS)Assessment. All assessments will be completed before December
31, 2003. All local/county plans shall be updated, as appropriate, based on
findings and suggested corrective measures and submitted to their Regional
Planner by April 30, 2004. If the DHS Assessment results are not distributed
by April 2,2004, Contractor will not be required to update their local/county
plans with this information during this contract period.
5. The Colorado Department of Human Services (CDHS) and local mental health
agencies will conduct an assessment regarding state and local capacity for a
mental health preparedness and response assessment as it relates to bioterrorism,
other infectious disease outbreaks, and other public health threats and
emergencies. The CDHS will provide guidance on mental health planning to
Regional Planners by March 15,2004.
a. Contractor shall document a meeting/discussion with each community
mental health agency Community Mental Health Center (CMHC) in
the Contractor's county by August 30, 2004.and provide all information,
as requested, to the Colorado Department of Human Services regarding
integration of local capacity for mental health preparedness and response
into public health plans by November 11, 2003.
b. Based on findings guidance provided by from the Department of Human
SST CDHS as a result of the mental health preparedness and
response assessment, Contractor shall update or enhance all local/county
plans, as appropriate, and submit to their Regional Planner by April 30,
2004.
c. Contractor shall include, and document inclusion of, community mental
health agencies in all public health emergency preparedness training or
exercises.
6. Contractor shall provide all information, as requested, to the State (contact person
and agency to be identified)regarding state and local public health jurisdictions
that provide for credentialing, licensure, and delegation of authority for executing
emergency public health measures, as well as special provisions (in coordination
with adjacent states) for the potential liability of healthcare personnel aiding in-an
emergency situation, by January 30, 2001. Workers' compensation issues and the
Page 2 of 11
health issues of workers and their families who may be involved in emergency
response will be addressed.
7. Contractor shall provide all information, as requested, to the Attorney General's
Office and the Colorado Department of Labor and Employment (CDLE)by
February 15, 2004,December 5, 2003, regarding statutes, regulations, and
ordinances within local public health jurisdictions that include special provisions
for liability protection and compensation for adverse events related to vaccination
of healthcare personnel who participate in the National Smallpox Vaccination
Program.
8. Contractor shall participate in a minimum of one public health leadership and
management development training of their choice as well as training in one
advanced concepts of incident command and or bioterrorism communication.
Documentation of all courses must be provided to the Bioterrorism Contracts
Monitor etler, including name of course, list of participants, and course
content, by August 30, 2004. Participation in any courses not listed on the Focus
Area A Public Health Leadership Training website must be approved in writing
(E-mail will suffice)by the Focus Area A Manager or Focus Area A Coordinator
prior to enrollment. Approval must be documented and submitted with the
quarterly progress reports.
9. Contractor shall participate in the statewide bioterrorism conference (tentatively
scheduled for June or July 2004). If the Contractor is not able to attend, the
Contractor shall recruit at least two community officials (i.e. emergency manager,
fire department command staff, mental health representative, or EMS
management hospital safety officers) to attend in their place.
10. In conjunction with Focus Area B, Contractor will receive comments and
suggestions from Focus Area B regarding their mass vaccination clinic
plan/smallpox plan by January 31, 2004. If not already accomplished,
Contractor shall update and enhance their local/county mass vaccination clinic
plans to include:
• Performing healthcare facility-based triage;
• Providing short term On-site acute psychosocial interventions as as
longer term services to large populations;
• Statewide emergency mutual aid and assistance agreements (MAAA); and
• Hospitals and pre hospital facilities; and
• Distribution to ambulance services and hospitals as well as their family
members to minimize the impact of the lost work time.
All mass vaccination clinic plans must be updated by March 31, 2004.submitted
to OLL by December 1, 2003.
Page 3 of 11
II. In conjunction with Focus Area E, Contractor shall provide updated contact
information for the long-term circular web-based communication system to
ensure 24/7 messaging capability. by March 31, 2001. Deadline for providing
current contact information to be determined by Focus Area E Coordinator
as functional and technical enhancements are being made to the system.
Contractor shall verify and update own information, monthly, via the Internet or
telephone. Ongoing, monthly, until August 30, 2004.
12. In conjunction with activity#3 of the Strategic National Stockpile (SNS)
workplan, Contractor shall document their participation in all their local;and
regional exercises funded under this contract, and one or more of the state
health department bioterrorism preparedness exercises, as requested or required.
Additionally, Contractor shall document their participation in the development
and execution of all bioterrorism/emergency preparedness exercises held in their
county or counties.
a. Individual counties will dictate timelines for local exercises. Only Part 5
organized health departments, as defined by Board of Health rules,
are required to conduct a local bioterrorism/emergency preparedness
exercise by August 30,2004.
b. All regional exercises must be completed by May 31, 2004. Local health
departments will exercise a portion of their mass vaccination clinic plans
in conjunction with their regional exercise.
c. Statewide exercise will occur sometime during June or July 2001. Testing
of the state and regional SNS plans will be part in this exercise and will
include the Training, Education, and Demonstration (TED). Contractor
shall participate,as requested,in one of the scheduled state health
department bioterrorism preparedness exercises.
13. CDPHE will hire a contractor to conduct a vulnerability assessment in terms of
human health outcomes related to a variety of biological, chemical, and mass
casualty terrorist scenarios as well as predictions of human health effects resulting
from releases of chemical or etiologic material.
a. Contractor shall provide information, as requested,to the vulnerability
assessment contractor by November 28, 2003.
b. Contractor shall update and enhance all local/county plans based on
findings and suggested corrective measures of the vulnerability assessment
by April 30, 2004.
14. In conjunction with the Health Resources and Services Administration (HRSA)
Cooperative Agreement for Hospital Preparedness, Contractor shall provide all
information, as requested, to the Planner and participate, as requested, by the
Planner to ensure the successful collaboration with hospitals, the medical
community, acute care, pre-hospital entities, and others to plan coordinated
delivery of critical health and mental health services and effective medical
Page 4 of 11
management of emergencies by August 30, 2004.
15. Contractor shall ensure at least one public health leader within their agency shall
participate in National Incident Management System (NIMS) training by August
30, 2004. Date of training is contingent upon announcement by the DHS. In the
event that the DHS does not hold this training during the 2003-2004 grant period,
Contractor shall request approval from the Focus Area A Manager or Focus Area
A Coordinator for monies to be reallocated and used for additional
leadership/management training or advanced concepts of incident command
training.
16. Contractor shall assist their Regional Planner, as requested, to identify
environmental health specialists to conduct environmental sampling following a
terrorist attack, as well as identify mental health teams to conduct follow up
health assessments of victims of terrorist attacks by November 1, 2003
17. In collaboration with the HRSA Cooperative Agreement for Hospital
Preparedness, Contractor shall provide information, as requested, to the
assessment contractor regarding current capacity to respond to injuries (including
psychological)resulting from terrorist events, including the capacity to develop
and standardize instruments used in conducting needs assessments of the
healthcare system, capacity to provide optimal trauma care, and the capacity to
conduct injury surveillance in an acute event, and to survey ongoing victim needs
by May 1, 2001.
18. Contractor shall provide information, as requested, to the Colorado Attorney
General's Office and the Colorado Department of Regulatory Affairs regarding
worker health and safety data related to bioterrorism by December 1, 2003. The
primary focus will remain on protection of emergency response workers,
remediation workers, workers responsible for restoring essential public services,
and other exposed occupational groups such as postal workers and healthcare
workers.
19. Contractor shall collaborate and provide information participate, as requested, to
in the Mobilization for Action Through Planning and Partnerships (MAPP)
process led by OLL.contractor or OLL(contact person to be determined) to
conduct comprehensive system and community health improvement planning.
Contractor shall update or enhance all local or county plans, as appropriate.—This
process will be piloted in two-four local public health agencies (to be
determined)This project will be implemented following completion of Focus
Area A activities and as determined by CDPHE.
20. Contractor shall provide to the State four(1)two (2)narrative progress reports
(March 1,2004 and September 1, 2004),and one final report, which will
summarize all accomplishments, and are due within five (5) business days after
the end of the period. December, March, June and August bBillings will not be
Page 5 of 11
reimbursed until such time as delinquent progress reports have been received.
Reports shall be submitted to the State to the attention of:
Deanna Butler
4300 Cherry Creek Dr. S.
Denver, Colorado 80216 1530
(303) 692-2616
Time frames to bo addressed arc as follows:
Progress Period Due Date
September November, 2003 December 5, 2003
December 2003 February, 2001 March 5, 2001
March May, 2001 June 1, 2004
Juno August, 2001 September 5, 2001
Final Report October 1, 2004
Contractor shall continue to house a Regional Planner to serve the North East
Region, including: Kit Carson, Larimer, Lincoln,Logan,Morgan, Phillips,
Sedgwick,Washington, Weld and Yuma counties. Contractor is responsible for
ensuring the Planner successfully performs the following duties to the benefit of all
counties of the region:
a. In conjunction with activity "a" of the SNS workplan, Planner shall
collaborate with all other Regional Planners, Epidemiologist(s), Trainer(s) and
Focus Areas funded under this Cooperative Agreement within and between
regions, when appropriate and upon request in all bioterrorism preparedness
activities and deliverables. Ongoing until August 30, 2004.
b. In conjunction with activity "b" of the SNS workplan, Planner shall document
and provide technical assistance to all counties within their region, as
appropriate and as requested to ensure the timely completion of all
bioterrorism preparedness deliverables and activities. However, Planner is not
responsible for actually preparing deliverables or conducting activities that are
the responsibility of the Contractor. Ongoing until August 30, 2004.
c. Planner shall document participation in scheduled quarterly bioterrorism
preparedness meetings with other focus areas, as requested. In the event that
the Planner cannot attend the meetings, the Planner shall send regional written
input on all agenda items no less than one week prior to the meeting as well as
send an appropriate replacement to the meeting. The State shall be responsible
for scheduling all meetings, developing the agenda, and funding the venue and
materials, unless otherwise indicated. The Planner may be responsible for
Page 6 of 11
assisting with the scheduling of and contracting for meetings in his/her region,
as requested. Ongoing, quarterly until August 30, 2004.
d. Planner shall participate in monthly scheduled conference calls with the
Focus Area A Manager and Focus Area A Coordinator, and provide an update
on regional progress and requests for clarification/assistance, unless other
wise indicated. Ongoing until August 30, 2004.
e. Planner shall document four(4)quarterly meetings/discussions with each
county health agency/nursing service in their region and provide meeting
documentation, including all participant contact information, meeting minutes,
and any follow-up activities to contracts management by August 30, 2004.
f. Planner shall document no less than two tee,(2) meeting/discussions with all
public health agencies, environmental health agencies partners, CMHCs,
mental health agencies, emergency management agencies, RETAC, hospitals,
EMS, and fire departments, in each county in the region to ensure a
collaborative effort in all bioterrorism preparedness planning, training, and
exercises as well as ensure that high-level policy makers and elected officials
at the state and local level are updated at least quarterly regarding
preparedness activities. Documentation must include a list of participants,
meeting minutes, and any "follow-on" action items. Ongoing until August 30,
2004.
g. Planner hall ancict t The OLL Colorado Public Health Capacity Building
Steering Committee, as requested, with will conduct Phase II of the 2003
Public Health Capacity Assessment. This includes the development of public
health performance standards (with deadlines)by which counties will conduct
a self assessment and a public health infrastructure improvement plan that
includes recommended corrective actions, goals, and timelines for local public
health to begin developing capacity in identified areas of deficiency by
December 1, 2003 February 27,2004. OLL staff will provide guidance to
regional planners and local health directors on how to interpret key
findings of the assessment,technical assistance,as well as "boilerplate
language"to update all appropriate plans by March 15,2004.
• Planner shall also assist counties within their region, as
requested or required, in completing the self assessment that is
due to OLL by January 16, 2001.
• Based on the findings from Phase I(Capacity Assessment) and
Phase II (Performance Standards and Public Health
Infrastructure Improvement Plan)developed and guidance
(recommended corrective actions, goals, and timelines)
provided by the OLL Public Health Capacity Building
Steering Committee, Planner shall assist counties within their
region, as requested or required, in updating or enhancing all
Page 7 of 11
local or county plans, as appropriate, as well as all regional
plans (public health emergency response and SNS) by April 30,
2004.
h. Planner shall assist each county in their region in the completion of the public
health portion of the 2003 CDC/DHS co-sponsored Homeland Security
Assessment. All assessments will be completed by December 31, 2003. OLL
will tabulate the results of this assessment and analyze them against the 2000
DOJ Survey and 2002 Capacity Assessment results. All local and regional
plans will be updated, as appropriate, based on findings and suggested
corrective measures by April 30, 2004. If the DHS Assessment results are
not distributed by April 2,2004,Planner will not be required to assist
counties within their region in updating local/county plans nor their
regional plans with this information during this contract period.
i. Planner shall assist each county in their region in providing information, as
requested, to the State (agency or contractor to be identified) regarding local
public health jurisdictions that provide for credentialing, licensure, and
delegation of authority for executing emergency public health measures, as
well as special provisions for the liability of healthcare personnel in
coordination with adjacent states by January 30, 2001. Workers'
compensation issues and the health issues of workers and their families who
may be involved in emergency response will be addressed.
j. Planner shall assist each county in their region in providing information, as
requested, to the Colorado Department of Human Services regarding the local
capacity for mental health preparedness and response as it relates to
bioterrorism, other infectious disease outbreaks, and other public health
threats and emergencies by November 14, 2003. CDHS will conduct a
mental health preparedness and response assessment and provide
guidance on mental health planning to the Planner by March 15, 2004.
Based on guidance provided by CDHS, findings from the Colorado
Department of Human Services' mental health preparedness and response
ansessrnent,Planner shall assist counties within their region, as requested or
required, in updating or enhancing all local or county plans, as appropriate.
The planner will also integrate information on mental health preparedness in
the regional plan by April 30, 2004.
k. Planner shall assist each county in their region in providing information to the
Attorney General's Office and the CDLE, as requested, with the collection of
information regarding statutes, regulations, and ordinances within local public
health jurisdictions that include special provisions for liability protection and
compensation for adverse events related to vaccination of healthcare
personnel who participate in the National Smallpox Vaccination Program by
February 15,2004. December 5, 2003.
Page 8 of 11
1. In collaboration with the Regional Training Coordinator, the Planner shall
schedule and attend a minimum of two one public health leadership and
management development training&in their region as well as twe one
training&in the region in advanced concepts of incident command and or
bioterrorism communication. Documentation of all courses must be provided
to the Bioterrorism Contracts Monitor and include, date, location,name of
course, list of participants, and course content, by August 30, 2004.
Participation in any courses not listed on the Focus Area A Public Health
Leadership Training website must be approved in writing (Email will
suffice)by the Focus Area A Manager or Focus Area A Coordinator prior to
scheduling the training. Approval must be documented and submitted with the
quarterly progress reports.
m. Planner shall participate in the statewide bioterrorism conference tentatively
scheduled for June or July 2003. Planner is strongly encouraged to recruit and
document at least two (2) community officials from each county in the region
(i.e. emergency manager, fire department or law enforcement command staff,
mental health representatives, EMS command staff, or hospital safety officers)
to attend the conference.
n. In conjunction with Focus Area E, Planner shall provide current contact
information as well as document and ensure all counties within their region
provide updated contact information for the long-term circular web-based
communication system to ensure 24/7 messaging capability. by March 31,
2004. Deadline for providing current contact information to be
determined by Focus Area E Coordinator as functional and technical
enhancements are being made to the system.All contact information from
public health partners as well as officials and external partners, such as
coroners, fire departments, law enforcement, EMS, mental health,etc. is
required. Planners shall verify and update own information, monthly, via the
Internet or telephone. Ongoing, monthly, until August 30, 2004.
o. In conjunction with activity "e" of the SNS workplan, Planner shall document
their participation in all local (within their region), and regional;exercises
funded under this contract and one or more state health department
bioterrorism preparedness exercises, as requested or required. Additionally,
Planner shall document their participation in the development and execution
of all bioterrorism/emergency preparedness exercises held within their
counties.
• Individual counties will dictate timelines for local exercises. Only
Part 5 organized health departments,as defined by Board of
Health rules, are required to conduct a local
bioterrorism/emergency preparedness exercise by August 30,
2004.
Page 9 of I I
• All regional exercises will be completed by May 31, 2004. Regional
tabletops will be developed by the statewide exercise contractor and
launched by regional planners including participation from (but not
limited to) local emergency managers, local/county law enforcement,
local fire departments, and hospital planners prior to the statewide
functional exercise. In addition, local health departments must exercise
a portion of their mass vaccination clinic plans in conjunction with
their regional exercise.
• The statewide exercise will occur sometime during June or July 2001.
Testing of the state and regional SNS plans will be part of this exercise
and will include the TED package.Planner shall participate,as
requested,in one of the scheduled state health department
bioterrorism preparedness exercises.
p. Planner shall provide information, as requested, by November 28, 2003; to the
vulnerability assessment contractor hired by CDPHE, in terms of human
health outcomes related to a variety of biological;chemical, and mass casualty
terrorist scenarios as well as predictions of human health effects resulting
from releases of chemical or etiologic material.
q. Planner shall update refine, and enhance their regional public health response
plans based on the '02 '03 vulnerability assessment. All regional publie
health response plans must be submitted by April 30, 2003.
r. In conjunction with the HRSA Cooperative Agreement for Hospital
Preparedness, Planner shall collaborate with hospitals, the medical
community, acute care, pre-hospital entities, and others to plan coordinated
delivery of critical health and mental health services and effective medical
management of emergencies. Planner shall follow the model for surge
capacity planning (to be provided by CDPHE) and update all regional plans,
as applicable, with surge capacity planning, mass casualty planning, and pre-
hospital care planning by August 30, 2004.
s. In conjunction with activity "f" of the SNS workplan,Planner shall participate
in NIIMS training by August 30, 2004. Date of training is contingent upon
announcement by the DHS. In the event that the DHS does not hold this
training during the 2003-2004 grant period, Planner shall ensure their agency
requests approval from the Focus Area A Manager or Focus Area A
Coordinator for monies to be reallocated and used for additional
leadership/management training or advanced concepts in incident command
training.
t. Planner shall assist the State, as requested, in identifying environmental health
specialists to conduct environmental sampling following terrorist attacks by
November 1, 2003 August 30, 2004.
Page 10 of 11
u. In conjunction with Focus Area B, and HRSA, Planner, as requested, will
assist the state in identifying teams to conduct follow up health assessments of
victims of terrorist attacks by November 1, 2003.
v. In conjunction with the HRSA Cooperative Agreement for Hospital
Preparedness, Planner shall provide information, as requested, to the
assessment contractor regarding current capacity, by county, to respond to
injuries (including psychological) resulting from terrorist events;including the
capacity to develop and standardize instruments used in conducting needs
assessments of the healthcare system capacity to provide optimal trauma care,
and the capacity to conduct injury surveillance in an acute event, and to
survey ongoing victim needs by May 1, 2001.
w. Planner shall provide information, as requested, to the Colorado Attorney
General's Office and the Colorado Department of Regulatory Affairs
regarding worker health and safety data related to bioterrorism by December
1, 2003. The primary focus will remain on protection of emergency response
workers,remediation workers, workers responsible for restoring essential
public services, and other exposed occupational groups such as postal workers
x. Planner shall participate, collaborate and provide information, as requested,
to with the MAPP process led by OLL.contractor or OLL to conduct
eomprehensive system and community health improvement planning. This
process will be piloted in two-four local public health agencies (to be
determined) and following Contractor shall update or enhance all regional
plans, as appropriate. This project will be implemented pending the
completion of all other Focus Area A activities and as determined by
CDPHE. Timelines will be established once it is determined that this activity
will be completed.
y. Planner shall continue to develop and augment their regional preparedness
program by participating, as requested, in all other bioterrorism preparedness
activities and deliverables. Ongoing until August 30, 2004.
Page 11 of 11
Weld County Department of Public Health
The following budget governs the expenditure of funds for the period of September 1,2003 through
August 31,2004 by the Contractor,as well as the subsequent reimbursement by the State.
These dollars will be paid monthly on a cost reimbursement basis only.Contractor shall submit
copies of receipts for all purchases.Transfer of funds from one line item to another is permissible.
Transfer of funds between focus areas must have prior written approval by the State.
Billings must be submitted by focus area.
Focus Area A
ORIGINAL BUDGET: REVISED BUDGET
Personnel Services $33,075.00 $33,075.00
Regional Planner(.5 FTE)
Salary $22,500.00
Fringe Benefits $4,500.00
Indirects $6,075.00
Equipment For Planners $4,000.00 $4,000.00 $4,000.00
Per Capita $24,189.00 $24,189.00 $24,189.00
To ensure state,regional,and local collaboration and coordination,as well as
complete assessments/evaluations.
Planning,Training,and Exercises $5,000.00 $5,000.00 $8,000.00
To conduct planning,training,and exercise activities to ensure preparedness
for and response to bioterrorism,other outbreaks of infectious disease,and
other public health threats and emergencies.
Other $7,000.00 $4,000.00
Leadership Training $2,000.00
NIMS Training $1,000.00
CDC/DHS Assessment $1,000.00
$1,000.00
Update Local/County Plans $2,000.00
Total Budget for Focus Area A $73,264.00 $73,264.00
**The"Mental Health Assessment"deliverable has been deleted;therefore,funds associated with this deliverable are being
reallocated to the"Planning,Training,and Exercises"category for use in other bioterrorism/emergency preparedness-related
activities.
**Because the"Update Local/County Plans"deliverable will be the result of more than one associated activity(i.e.OLL
quality improvement,exercises,trainings,etc),funds associated with this budget line item are being reallocated to the
"Planning,Training,and Exercises"category to support any activities that may assist with updating local/county plans.
Ca.
Weld County Department of Public Health and Environment
Bioterrorism: Focus Area F
Contract Term: September 1, 2003 thru August 31, 2004
2003-2004 Focus Area F Objective: To provide needed health/risk information to the
public and key partners during a terrorism event by establishing critical baseline
information about the current communication needs and barriers within individual
communities, and identifying effective channels of communication for reaching the
general public and special populations during public health threats and emergencies.
In accordance with Cooperative Agreement U90/CCU 816827-04,the Contractor shall
perform the following duties:
1. Contractor shall designate one staff member and one alternate for public information,
communications, or media relations, and submit the names to the Focus Area F
Manager by September 30, 2003. Contractor shall require at least one of the
designated staff to attend and fully participate in a two-day training to be scheduled
by Focus Area F (tentatively scheduled for December 15-16, 2003).
2. Contractor shall help coordinate and participate in one or more regional meetings
with their Regional Planners, Regional Trainers, Regional Epidemiologists, and other
same-region counties' public information, communications, and media relations staff,
to review and coordinate crisis and emergency risk communication plans, particularly
among adjacent counties/agencies, by February 29, 2004. Contractor shall document
activities and submit a brief summary of activities and dates to CDPHE by August 31,
2004.
3. Contractor shall help coordinate and participate in regional exercises to practice
implementation of crisis and emergency risk communication plans and identify
strengths and weaknesses that become evident during the exercise(s). Contractor shall
document activities related to regional exercises, and submit a brief analysis of the
strengths and weaknesses and a plan for remedying the weaknesses to the Focus Area
F Manager by May 31, 2004 June 30, 2004.
4. Contractor shall apply information from coordinating meeting(s) and exercise(s) to
finalize the Contractor's Crisis and Emergency Risk Communication plan. Crisis and
Emergency Risk Communication plan shall be submitted to the Focus Area F
Manager by electronic mail or U.S. mail by July 31, 2004.
5. Contractor shall submit the Crisis and Emergency Risk Communication Plan for
review and approval to its agency/county chief executive and/or Board of Health,
after review and approval by Focus Area F Manager. After approvals are obtained,
Contractor shall integrate the final Crisis and Emergency Risk Communication plan
into the agency's/county's all-hazards emergency response plan by August 31, 2004,
and submit copy of approval and Crisis and Emergency Risk Communication plan to
Focus Area F Manager by August 31, 2004.
Page 1 of 3
6. Contractor shall participate in the crisis and emergency risk communication
component of the statewide exercise (date(s)to be determined tentatively scheduled
for late August or early September, 2004) to practice implementation and
coordination. Contractor shall document crisis and emergency risk communication
activities related to statewide exercise and keep documentation available upon request
by CDPHE.
7. Contractor shall contact each hospital within its county(ies), to initiate coordination
of outreach education for special populations outreach education with hospital
communications staff,based on the 2003 research on special populations and the
community's needs,by November 30, 2003 January 31,2004. Focus Area F
Contractors, as well as identified individual community needs, will determine specific
details regarding the outreach education. Contractor shall document activities related
to coordination with hospitals and special populations' outreach and submit a brief
summary of activities and dates to CDPHE by December 31, 2003 July 31, 2004.
Outreach education in this item can be interpreted as informational or
educational materials/events/resources that can be used to make contact with
special populations. See report referenced below in #8 for additional
information about special populations in Colorado.
8. Contractor shall develop or adapt existing State or CDC electronic and print
materials for special populations as needed for Contractor's county(ies), using the
results and recommendations of the 2003 needs assessment, called "The Capacity of
Public Health Systems in Colorado" (Omni Research and Training, May 2003), and
2003 research on special populations, called "Colorado Demographics and Effective
Risk Communication" (Judith Cohen, PhD, Market Views, LLC, July 11, 2003,
available at www.cdphe.state.co.us/bt/focusf), and using prepared information from
Focus Area F, as it becomes available (to be distributed by the Focus Area F
Manager, tentatively scheduled for distribution in June 2004), by March 31, 2004
July 31,2004. Contractor shall submit any electronic and print materials developed
or adapted for local or regional needs, if applicable, to Focus Area F Manager by
April 30, 2004 August 31, 2004.
9. Contractor shall incorporate strategies for special populations' needs and
psychosocial consequences of Strategic National Stockpile (SNS) activation (some
strategies will be provided electronically by the State for adaptation by the
Contractor)into local and regional Crisis and Emergency Risk Communication
plan(s), and into local and regional SNS plan(s), if applicable, and by r
2003 July 31,2004. Contractor shall document activities and submit a brief summary
of strategies, activities, and dates to CDPHE by December 31, 2003 August 31, 2004.
See report referenced in#8 above for additional information about special
populations in Colorado.
10. Contractor shall contact local emergency response communicators by September 30,
2003 January 31,2004, document contacts for records, and begin the ongoing
process of sharing strategies and tools for risk communication planning throughout
Page 2 of 3
the grant year, until August 31, 2004. Contractor shall provide drafts of strategies
and tools for risk communication planning resulting from coordination with local
emergency response communicators to Focus Area F Manager by July 31, 2004
August 31,2004.
11. Contractor shall participate in Health Alert Network (HAN) system training provided
by Focus Area E and its contractor, to learn how to update the Contractor's public
information/communications/media relations contact information, and shall make
updates accurately and promptly as needed throughout the grant year, until August
31, 2004. Contractor shall determine which of its staff will participate in the
training and conduct updates of contact information and provide the staff names
and positions to the HAN Coordinator and Focus Area F Manager by August 31,
2004.
12. Using demographic data and recommendations of area human services agencies (i.e.,
public and private mental health and social welfare assistance agencies, and agencies
serving persons of non-majority ethnic/racial groups or national origins), Contractor
shall identify populations of non-English speaking citizens in the Contractor's
county(ies). Contractor shall determine by February 29, 2004 whether translation and
interpretation services will be needed for these populations in a public health
emergency. If translation and interpretation services are needed, Contractor shall
contact potential translator and interpreter services to locate credible services with
adequate surge capacity and develop contingency contracts and/or memoranda of
understanding with those credible services by July 31, 2004. Contractor shall submit
copies of completed and executed contingency contracts and/or memoranda of
understanding to Focus Area F Manager by August 31, 2004.
43.Contractor shall provide to the State four(4)narrative two (2) progress reports and
one final report, (March 1, 2004 and September 1,2004) which will summarize all
accomplishments, and are due within five (5) business days after the end of the
period. December, March,June, and August Billings will not be reimbursed until
such time as delinquent progress reports have been received. Reports shall be
submitted to the State to the attention of:
Deanna-Butler
Colorado Department of Public Health and Environment
4300 Cherry Creek Dr. S.
Denver, Colorado 80246 1530
(303) 692-2616
deanna.butler@state.co.us
Time frames to be addressed are as follows:
Progress Period Due Date
September December, 2003 January 7, 2004January March, 2004
April June, 2004 July 7, 2004
July August, 2001 (Final Rcport) September 7, 2004
Page 3 of 3
IrAHtt( '
Memorandum
TO: Rob Masden, Chair
Board of County Commissioners
0 From: Mark E. Wallace, MD, MPH, Director
• Department of Public Health and LD
COLORADO Environment
DATE: March 2, 2004 /(AP V4
SUBJECT: Bioterrorism Task Order Change Order
Letter#1
Enclosed for Board review and approval is Task Order Change Order Letter#1 to the
Bioterrorism Task Order. If approved, this Change Order will become part of the Master
Contract between the Colorado Department of Public Health and Environment (CDPHE) and
Weld County Department of Public Health and Environment (WCDPHE). This Task Order
change is for the term of March 15, 2004, through August 31, 2004.
There is no modification of funding levels attached to this Change Order (this Task Order was
previously presented to you in July 2003). The order merely deletes numerous contract
"deliverables"that were determined to be unnecessary or unreasonable and amends a few other
"deliverable" achievement dates.
Funding Source: The United States Department of Health and Human Services, Center for
Disease Control and Prevention (CDC)has awarded the State of Colorado federal funds under a
notice of cooperative agreement award to fund "Public Health Preparedness and Response for
Bioterrorism" activities.
I recommend your approval of this Task Order Change.
Enc.
2004-1002
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