HomeMy WebLinkAbout20042054 RESOLUTION
RE: APPROVE TASK ORDER FOR DISEASE SURVEILLANCE 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 Disease Surveillance
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 July 1,
2004, and ending June 30, 2005, 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 Disease Surveillance 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 21st day of July, A.D., 2004, nunc pro tunc July 1, 2004.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
• Lguiladith EXCUSED
t •� - Robert D. Masden, Chair
1861 Clerk to the Board
%r�crl `1--c_ 71,
William H. e, Pro-Tem
P• ' �' v mss_ «���i
uty Cler to the Board
M. eile
APPR AS TO F J
David Long
unty Marne (/
Glenn Vaad
Date of signature: ‘9-6--707
2004-2054
H L0031
CO ; HI_ Coo-,-(5) Dg-o419y
Memorandum
TO: Rob Masden, Chairman, Board of County
ICommissioners
CDATE: July 15, 2004alts&0adV1/4", /l ,, "S
COLORADO FROM: Mark E. Wallace, MD, MPH, Department
of Public Health and Environment
SUBJECT: Task Order for Disease Surveillance
Program (West Nile Virus
Surveillance and Testing)
Enclosed for Board review and approval is a Task Order from the Colorado Department
of Public Health and Environment for surveillance and laboratory testing of West Nile
Virus.
The Task Order is for$58,203. Of this amount, $35,874 is for Personnel, $8,500 for
laboratory supplies, $3,777 for field surveillance equipment, $1,000 for educational
supplies, $280 for travel, and $8,772 for fringe. The funds are passed through the
Colorado Department of Public Health & Environment from the Centers for Disease
Control. The term for the Task Order remains from July 1, 2004, through June 30,
2005.
I recommend your approval of this Task Order Renewal Letter.
Enclosure
2004-2054
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
DEPARTMENT OR AGENCY NUMBER
FHA
CONTRACT ROUTING NUMBER
05-00098
TASK ORDER
Disease Surveillance Program
This Task Order is made this 17th day of June, 2004,by and between: the state of Colorado,acting by and through
the COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT, whose address or principal
place of business is 4300 CHERRY CREEK DRIVE SOUTH,DENVER,COLORADO 80246 hereinafter
referred to as"the State"; and,the BOARD OF COUNTY COMMISSIONERS OF WELD COUNTY (a
political subdivision of the state of Colorado),whose address or principal place of business is 915 10th Street,
3rd Floor,Greeley,Colorado 80631 for the use and benefit of the Weld County Department of Public Health
and Environment whose address or principal place of business is 1555 North 17th Avenue,Greeley,Colorado
80631,hereinafter referred to as "the Contractor".
FACTUAL RECITALS
Section 25-1-107,C.R.S, as amended,requires the State to investigate and control the causes of epidemic and
communicable disease affecting the public health.
The United State Department of Health and Human Services,Centers for Disease Control and Prevention("CDC"),
has awarded the State federal funds under Notice of Cooperative Agreement Award("NCAA")number
U50/CCU812430,"Epidemiology and Laboratory Capacity("ELC")for Infectious Diseases,West Nile Virus
("WNV")Prevention and Control Activities". (See,Catalog of Federal Domestic Assistance("CFDA")number
93.283).The State has formulated a comprehensive State plan,with associated budgets,to disburse these funds
throughout the state of Colorado. Under this comprehensive State plan,the State shall allocate these funds to
qualified entities to provide prevention and control of communicable disease to the citizens of the state of Colorado
on behalf of the State.
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. Section 29-1-
201,C.R.S.,as amended,further states that 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 00 FAA 00008. 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(s) 100,Organizational Unit Code(s)FHA Appropriation Code(s)367,Program Code(s)9012,
Function Code(s)FLWT Object Code(s)5120,and Grant Budget Line Code(s)OW5D under Contract
encumbrance number PO FHA EPI0500098. All required approvals,clearances,and coordination have been
accomplished from and with all appropriate agencies.
Page 1 of 7
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
July 1,2004.However,in accordance with section 24-30-202(1),C.R.S.,as amended,this Task Order 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 Task Order. 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 Task Order. The initial term of this Task Order shall commence on its effective date and continue
through and including June 30,2005. If the State receives additional federal funding for the purposes of
this Task Order,then this Task Order 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 Task Order is contingent upon the State's
receipt of those federal funds. If the State does not receive all,or any part,of the federal funds necessary to
pay its obligations under this Task Order,then the State may immediately amend or terminate this Task
Order without further liability to the State. In accordance with section 24-103-503,C.R.S.,as amended,
and Colorado Procurement Rule R-24-103-503,the total term of this Task Order, 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 below.
1. The Contractor shall conduct regional testing of dead birds and mosquito pools.
2. The Contractor shall provide surge capacity for human serological testing.
3. The Contractor shall provide the State with a weekly report on serologic testing results from chickens,
birds and human specimens.
4. The Contractor shall promote public health education on West Nile Virus prevention and personal
mosquito control.
5. The Contractor shall purchase the following field surveillance equipment:
• Mosquito Collection equipment including CDC light and Gravid traps. Rechargeable
batteries,larvae dippers,dissecting microscopes,GPS units,dry ice and disposable supplies
• Maintenance of a sentinel mosquito trap site including weekly collection, identification and
submission of all collected mosquitoes for West Nile Virus(WNV),Western Equine
Encephalitis(WEE), Saint Louis Encephalitis(SLE)testing at the CDPHE lab.
Page 2 of 7
6. The Contractor shall purchase the following laboratory supplies:
• Reagents,disposable supplies including Microplates pipette tips,gloves,kimwipes,tubes,
glassware,tMB peroxidase,substrates,buffer regents,etc.
7. The Contractor shall maintain internal medical and administrative records in a manner which ensures
the confidentiality and security of those records in accordance with all applicable statutes including,
but not limited to,sections 25-1-122,C.R.S.,as amended,and 18-4-412 C.R.S.,as amended.
C. DUTIES AND OBLIGATIONS OF THE STATE.
1. 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 FIFTY EIGHT
THOUSAND TWO HUNDRED THREE DOLLARS,($58,203.00)for the initial term of this
Task Order. Of the total financial obligation of the State referenced above, $58,203.00 are
identified as attributable to a funding source of the United States government.
Weld County Health Department
West Nile Virus
July 1,2004—June 30,2005
Budget($58,203.00)
Personnel 35,874.00
Fringe 8,772.00
Travel 280.00
Laboratory Supplies 8,500.00
Field Surveillance Equipment 3,777.00
Educational Supplies 1,000.00
TOTAL $58,203.00
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,duplicate monthly Task Order Reimbursement Statement
within sixty(60)calendar days of the end of the billing period for which services were rendered.
A sample Task Order Reimbursement Statement is incorporated herein by reference,made a part
hereof,and attached hereto as"Attachment A". Expenditures shall be in accordance with those
items identified above. 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 3 of 7
Each Task Order Reimbursement Statement shall reference the related Master 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:
John Pape
Disease Control&Environmental Epidemiology Division
Colorado Department of Public Health and Environment
DCEED A-3 DSI
4300 Cherry Creek Drive South
Denver,CO 80246
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 B". 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.
Page 4 of 7
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
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,
J. 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 C". 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.
Page 5 of 7
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
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
part 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 6 of 7
•
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
By: lip — By:
Name: William H. Jerke or Exe utive Director
Title: Chair, Pro—Tern DEPART ENT OF PUBLIC HEALTH
FEIN: 846000813 AND ENVIRONMENT
t` JUL 2 1 ZUU4 Date:
Elbe
//E,aT� IG PROGRAM APPROVAL:
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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
r1
By:
Date: Sr 231l>4
WELD COUNTY DEPARTMENT OF Page 7 of 7
LIC HEALTH A 'U ENVIi20NM
BY.
Mark E. Wallace, MU, MPH-Dirac
INVOICE NUMBER
REIMBURSEMENT STATEMENT
TO: FROM:
FAX: ( ) DATE OF EXPENDITURE:
TYPE OF FROM: Final
PROGRAM: Bill?
x Yes
x No
FEDERAL ID TO:
NUMBER:
Description of Expenditure Reimbursement Total
Amount Requested
GRAND TOTAL
This is to certify that the above expenses were incurred per Contract# and we are requesting reimbursement for same.
a
SIGNATURE(CONTRACTOR): DATE: a
I hereby certify that all contract requirements have been met and the amounts are correct. Payment is authorized.
AUTHORIZED DESIGNEE (STATE): DATE:
Contractor Notified of G No
Amount Change?
G Yea GNo Initial:
[Date] SAMPLE TASK ORDER CHANGE ORDER LETTER Attachment B
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 CONTRACTORI. 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 f$*.**1 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 C
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*.**)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 fast
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