HomeMy WebLinkAbout20012271.tiff RESOLUTION
RE: APPROVE TASK ORDER RENEWAL LETTER#1 FOR CANCER PREVENTION
OUTREACH 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 Cancer Prevention
Outreach 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 August 15, 2001, and ending August 14, 2002, 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 Cancer Prevention Outreach 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 13th day of August, A.D., 2001.
BOARD OOUNTY COMMISSIONERS
! _�A WELD Seilthair
TY, COLORADO
ATTEST: J�E" 1 //Aj<� ��'�``�
, ,,,,,,,„
Weld County Clerk to thn ��
(� Glenn Vaad, Prod�J
BY: 101 -. ,,, j,,,,
hi T..' '°. � P;� ,,
Deputy Clerk to the Board . "- EXCUSED DATE OF SIGNING (AYE)
Will' Je ,)
AP D AS TO M:
i David E. Long
unty ttorn y - EXCUSED DATE OF SIGNI G (AYE)
Robert D. Masden
Date of signature: 2�7
2001-2271
HL0028
. Memorandum
1.7
TO: M.J. Geile, Chair
WI I Board of County Commissioners
O FROM: Mark E. Wallace, MD, MPH, Director
COLORADO Department of Public Health an
Environment itai4o 1
DATE: August 9, 2001
SUBJECT: Task Order Renewal Letter for the Cancer
Prevention Outreach Program
Enclosed for Board review and approval is a renewal letter for the task order between the
Colorado Department of Public Health and Environment and Weld County Department of Public
Health and Environment for the outreach program of the Colorado Women's Cancer Control
Initiative.
This letter will provide renewal funding for WCDPHE to conduct public education and outreach
activities to recruit women for breast and cervical cancer screening services. It is the intent of the
task order to provide these services to women age 40 years and older whose household income is
less than or equal to 250% of the current federal poverty guidelines, who do not have health
insurance that would cover these services, and who have not had a mammogram or Pap test in
the past twelve months. For these services, WCDPHE will be reimbursed an amount not to
exceed $25,890 for the time period August 15, 2001 through August 14, 2002.
I recommend your approval of this renewal letter.
Enclosure
2001-2271
STATE OF COLORADO
Bill Owens,Governor
Jane E. Norton,Executive Director ��ipe
Dedicated to protecting and improving the health and environment of the people of Colorado sT(
4300 Cherry Creek Dr.S. Laboratory and Radiation Services Division • +
Denver,Colorado 80246-1530 8100 Lowry Blvd. ••�•+ �
Phone(303)692-2000 Denver,Colorado 80230-6928 tars
TDD Line(303)691-7700 (303)692-3090 Colorado Department
Located in Glendale,Colorado of public Health
http://www.cdphe.state.co.us and Environment
July 10,2001
State Fiscal Year 2001-2002, Task Order Renewal Letter Number 1, Task Order Routing Number 02-00107
Pursuant to paragraph G of the Task Order with Task Order routing number 01-00030 and Task Order encumbrance number
PPG0100030, hereinafter referred to as the"Original Task Order"(a copy of which is attached hereto and by this reference
incorporated herein and made a part hereof)between the State of Colorado,Department of Public Health and
Environment and the Board of County Commissioners of Weld County,for the renewal term from August 15.2001,
through August 14.2002,the parties agree that the maximum amount payable by the State for the eligible services
referenced in section B of the Original Task Order is TWENTY-FIVE THOUSAND.EIGHT HUNDRED NINETY
DOLLARS,($25,890.00)for a new total financial obligation of the State of forty-nine thousand.eighty-eight dollars,
1$49.088.00). The first sentence in paragraph Cl of the Original Task Order is hereby modified accordingly. The revised
Work Plan,which is attached hereto as "Attachment 1",and the revised Budget,which is attached hereto as"Attachment 2",
and the revised Duties of the State,which is attached hereto as"Attachment 3"are incorporated herein by this reference and
made a part hereof All other terms and conditions of the Original Task Order are hereby reaffirmed. This amendment to the
Original Task Order is intended to be effective as of August 15,2001. However, in no event shall this amendment be
deemed valid until it shall have been approved by the State Controller or such assistant as he may designate.
Please sign,date, and return all four originals of this Task Order Renewal Letter by July 31,2001,to the attention of:
Gleneda Hayes,Colorado Department of Public Health and Environment,4300 Cherry Creek Drive South,Denver,
Colorado 80246,Mail Code: EMSP-CC-A5. One original of this Task Order Renewal Letter will be returned to you when
fully approved.
Board of County Commissioners.Weld County STATE OF COLORADO
Bill Owens,Governor
II t_aci�.!
By: By:
For e utiv- P ecto
Print Name: X• J. Geile DEPARTMENT O PUBL'C HEALTH
AND ENVIRONME
Title: Chair (C /a,.3/p1L
FEIN: 846000813
APPROVALS:
CONTROLLER: PROGRAM //_
By: By: .�K a 7E�cv
rthur L.Barnhart o
State Controller
WELD COUNTY DEPARTMENT OF
PUBLIC HEALTH AND NVIR E T
BY: //'((77
Mark E. MPH-Director
Attachment 1: Workplan
CWCCI Coordinator Outreach Workplan
August 15,2001—August 14,2002
Agency/Region Weld County Department of Public Health&Environment/Weld County
Goals Performance Indicators
1. A minimum of 300 women will have accessed the coordinator hotline number
1. Identify,educate,and refer program eligible women for breast and cervical cancer
screening services 2. A minimum of 260 women will have been referred for screening by outreach
coordinator
2. Ensure that women referred for screening services follow through with recommended
screening exams(is it necessary to state this as a goal or can it be described in an 3. A minimum of 75%of women referred to screening by outreach coordinator will have had
objective?) a completed breast and/or cervical cancer screening exam(statewide indicator) (195)
Timeframe for
Objectives Activities Planned To Achieve This Objective Data Utilized Assessing Team Members Responsible
Progress
1. To recruit and refer a minimum of I a. Will recruit eligible women at N/A
260"program eligible'women for grocery/department stores i.e.Wal-Mart,Kmart, June 2002 Community Coordinator
CWCCI screening services through one- Mall.
on-one counseling,education and
support,by August 2002.A minimum of
fifty(50%)of the Contractor's time
shall be dedicated to one-to-one
(individual)recruitment and counseling
of women eligible for screening
services.
'statewide objective is 5000
lb. Will recruit eligible women at clinics(i.e. N/A
Health Department,Sunrise,and North Family June 2002 Community Coordinator
Medical Clinic by 1:1 contact while clients wait for
clinical appointment.
t CWCCI eligibility criteria:
I. Women who are age 40 years and older;
2. Women whose household income is less than or equal to 250%of the current federal guidelines established by the United States Department of Health and Human Services.Current percent of
poverty and federal poverty guidelines have been provided to the Contractor and when the guidelines and/or percents are updated in future years that information will be provided to the
Contractor by the State. The state will inform the contractor the effective date of the new guidelines.
3. Women who do not have health insurance that would cover these services(women with Medicare-Part B coverage are not eligible for these services);and
4. Women who have not had a mammogram or Pap test in the past twelve(12)months.
Special efforts will be made to reach priority populations who are racial,ethnic,and cultural minorities,i.e.,American Indians,African Americans,Asian/Pacific Islanders and Hispanics;lesbians;
women with disabilities;and women who live in hard to reach urban and rural areas,including those counties where less than 5%of CWCCI eligible women receive services. These activities shall
include,but are not limited to:conducting community-based media campaigns,coordinating promotional events and conducting educational presentations(on a need basis).
Timeframe for
Objectives Activities Planned To Achieve This Objective Data Utilized Assessing Team Members Responsible
Progress
I c. Will do presentations at Avon meetings,Mary N/A
Kay meetings and have 1:1 contact with Avon or June 2002 Community Coordinator
Mary Kay representatives. Volunteers
Id. Will make 1:I contact at Daycare centers, N/A
schools,and social services agency. August 2002 Community Coordinator
Volunteers
le. Will recruit eligible women at community N/A
centers,Island Grove Village apartments,Pine August 2002 Community Coordinator
Meadow apartments,Woodside apartment,Rodarte Volunteers
Center
2. To conduct a minimum of 12* 2a. Will set table with promotional materials at N/A August 2002 Community Coordinator
marketing events in local region to reach_ Wal-Mart,Kmart and the Mall. Volunteers
244 program eligible women by August
2002
*statewide objective is 750
2b. Will set table at Health Fairs i.e.Senior's N/A August 2002 Community Coordinator
Health Fair,Children's Festival,Migrant Fair Volunteers
3. To conduct a minimum of 6 * 3a. Will send PSAs&Press releases a couple of N/A August 2002 Community Coordinator
media events(print and broadcast) weeks before each event: Senior Health Fair,
through local media releases to reach Children Festival,and Migrant Fair
program eligible women by August
2002
*statewide objective is 750
4.To collaborate*on a minimum of_a 4a. Conduct Breast Cancer Awareness Month in N/A October 2001 Community Coordinator
promotional campaigns to advertise October.
CWCCI's hotline number and promote
the screening services to IQQQ program
eligible women by August 2002
*eg.Konen,ACS,business,provider etc.
Timeframe for
Objectives Activities Planned To Achieve This Objective Data Utilized Assessing Team Members Responsible
Progress
4b. Conduct Cervical Cancer Awareness Month in N/A January 2002 Community Coordinator
January.
4c. Conduct Mother's Day Campaign in May. N/A May 2002 Community Coordinator
5. To direct or support_j._ * 5a. Will support the ACS community coalition by N/A August 2002 Community Coordinator
community coalitions or other breast attending monthly meetings to plan and assist with
cancer advocacy groups to plan and CWCCI outreach and screening activities.
assist with CWCCI outreach and
screening activities throughout Colorado
•(I)is minimum requirement
5b. Will participate in ACS community outreach N/A August 2002 Community Coordinator
activities.
6) Meet with Case Managers and other appropriate staff at agencies providing CWCCI breast and cervical cancer screening services on a quarterly
basis to collaborate on recruitment of women eligible for services into those agencies
7) Within fifteen (15) days following the end of the month during which services were rendered:
a) Complete and submit to the State the CWCCI Community Coordinator Contact Logs. These monthly logs shall describe all outreach
activities and meetings, including the dates, the types of activities, the location, the number of women reached, the hours spent on one-to-one
contact and the total hours. Copies of print and, when feasible, electronic media shall also be submitted to the state.
b) Submit to the State a summary of the minutes and attendance records of community coalition meetings OR breast cancer advocacy group
meetings. The number of hours volunteered by members while attending meetings and/or conducting outreach activities will be submitted on
the CWCCI Community Coordinator Contact Log.
c) Submit to the state the number of hotline calls received regarding program services on the Summary of CWCCI Coordinator Hotline Calls
form. This information will be used to track and evaluate outreach efforts.
d) Submit to the state a list of names and date-of-birth of women who are referred for program services and the clinic they are referred to on the
CWCCI Screening Referral List form. This information will be used to determine if women have followed-through with recommended
screening exams.
e) Provide documentation on in-kind or cash contributions received by the Contractor while conducting public education, outreach and media
activities. Documentation shall be recorded on the Affidavit of In-Kind Donation/Match form. In-kind may also include donated operating
and/or administrative expenses which shall be recorded on the monthly Contract Reimbursement Statement. Matching funds information is
required to maintain the covenant of the federal grant from the Centers for Disease Control and Prevention. The State shall require a
summary of this information at the end of the fiscal year(August 14, 2001).
8) Acknowledge the CWCCI on any material developed and distributed through these activities.
9) Participate in two (2) conference calls and two (2) meetings and/or trainings with Community Coordinators statewide. One of the meetings will
be held in Denver, Colorado and one will be a regional meeting including both the Coordinators and Service Providers working in that region.
ATTACHMENT 2: Budget
This attachment replaces the Budget(Cl. Duties and Obligations of the State) in the Original
Contract.
The State shall, in consideration of those services satisfactorily and timely performed by
Contractor under this Contract, cause to be paid to the Contractor a sum not to exceed Twenty-
five thousand , eight hundred and ninety dollars for this renewal term. Of the total financial
obligation of the State referenced above, $25.890 are identified as attributable to a funding
source of the United States government and $0.00 are attributable to a funding source of the state
of Colorado.
The following budget shall govern the expenditure of funds by the Contractor as well as the
subsequent reimbursement by the State:
Personnel/fringe $17,705
Travel $1,130
Equipment $100
Supplies $ 200
Operating $2,000
Total Direct $21,135
Indirect Cost $4,755
Total Request $25,890
ATTACHMENT 3: Duties and Obligations of the State
Section C. of the Original Contract is modified as outlined below:
C3. The State shall produce a limited number of CWCCI promotional materials,training and
technical assistance for the Contractor's personnel in conducting public education and
outreach activities. The State shall distribute statewide media releases to complement
local media activities in Contractor's region. The Contractor is encouraged to develop
and utilize specific materials and strategies that are targeted for women in their
community.
C4. The State shall schedule and originate two (2) conference calls for the Contractor staff.
The State shall also schedule, convene and reimburse the Contractor for its reasonable
travel expenses for two (2)training meetings. One meeting will be held in Denver,
Colorado and the second one will be a regional meeting to include local service
providers.
C8. The State shall provide a list of women referred by the Contractor who have not received
recommended screening exams so that Contractor can conduct follow up activities with
those women in their community. This list will be provided on a quarterly basis.
C9. The State shall pay Contractor an amount not to exceed $5.00 per woman that receives
one or more initial screening exams at a CWCCI service provider through a Coordinator
screening referral documented on the CWCCI Screening Referral List.
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