HomeMy WebLinkAbout20231326.tiffRESOLUTION
RE: APPROVE STATEMENT OF WORK FOR ADDITIONAL COVID-19 IMMUNIZATION
FUNDING (ROUND THREE [3]) - (COV-IMMR3) 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, on November 21, 2022, the Board of Weld County Commissioners approved
Resolution #2022-3236, Statement of Work for additional COVID-19 Immunization Funding
(Round Three [3]) — (COV-IMMR3), for the reimbursement, in the amount of $13,418.60, from the
Colorado Department of Public Health and Environment for a pre -approved vaccine refrigeration
equipment purchase, and
WHEREAS, the Board has been presented with a Statement of Work for Additional
COVID-19 Immunization Funding (Round Three [3]) — (COV-IMMR3), in the amount of
$11,919.00, between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Department of Public Health and Environment,
and the Colorado Department of Public Health and Environment, with further terms and conditions
being as stated in said statement of work, and
WHEREAS, after review, the Board deems it advisable to approve said statement of work,
a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Statement of Work for additional COVID-19 Immunization
Funding (Round Three [3]) — (COV-IMMR3) between the County of Weld, State of Colorado, by
and through the Board of County Commissioners of Weld County, on behalf of the Department of
Public Health and Environment, and the Colorado Department of Public Health and Environment,
be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said statement of work.
GC: KL
061,443
2023-1326
BC0054
HL0056
STATEMENT OF WORK FOR ADDITIONAL COVID-19 ADDITIONAL FUNDING (ROUND
THREE [3]) - (COV-IMMR3)
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 10th day of May, A.D., 2023.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: GIB)
Weld County Clerk to the Board
Count ttorney
Date of signature: OS /S0/2
Twat
Mikes eeman, Chair
2023-1326
BC0054
HL0056
Ctn4vac- it1 (o1Z(
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
TITLE: COVID-19 Immunization Funding Round 3 (COV-IMM R3) Refrigerator Purchases — Agreement to
Abide by SOW Requirements
DEPARTMENT: PUBLIC HEALTH & ENVIRONMENT
PERSON REQUESTING: Jason Chessher, Executive Director
DATE: April 28, 2023
Brief description of the problem/issue:
For the Board's review and approval for placement on the agenda and signature by the Chair is an
acknowledgement form to permit the Weld County Department of Public Health and Environment (WCDPHE)
to receive reimbursement from the Colorado Department of Public Health and Environment CDPHE for a pre -
approved vaccine refrigeration equipment purchase.
With the prior approval of CDPHE, the WCDPHE plans to purchase two additional vaccine refrigerators for the
storage of all vaccines that are administered at the Health Department. As a condition of reimbursement for
this equipment purchase that totals $11,919, WCDPHE is required to sign an acknowledgment form,
Attachment A, that indicates what WCDPHE will agree and abide by the requirements outlined in the C0V-IMM
R3 equipment provision of the statement of work for these refrigerators.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
Signing this Attachment A will allow WCDPHE to receive reimbursement in the amount of $11,919 from
CDPHE for this pre -authorized equipment purchase.
If the Board does not agree to have the Chair sign this document, WCDPHE will not be able to receive
reimbursement for this expenditure and the entire amount of $11,919 will become a county -funded expenditure
if we continue with this purchase.
Recommendation: I recommend approval for the Chair to sign this Attachment A from CDPHE for this
equipment purchase.
Perry L. Buck, Pro-Tem
Mike Freeman, Chair
Scott K. James
Kevin Ross
Lori Saine
Approve Schedule
Recommendation Work Session Other/Comments:
2023-1326
AO
gC 00514
HLUUSIo
STATEMENT OF WORK
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified
above.
Project Description: This project aims for Local Public Health Agencies (LPHA) to plan and provide
direct services for COVID-19 vaccine. Local public health agencies will promote and provide COVID-19
immunization services throughout the State, according to established best practices and standards, and in
alignment with the State of Colorado Off -Site Vaccination Clinic Operational Playbook.
II. Definitions:
1. ACIP: Advisory Committee on Immunization Practices
2. CDC: Centers for Disease Control and Prevention
3. CDPHE: Colorado Department of Public Health and Environment
4. CIIS: Colorado Immunization Information System
5. Evidence -based: Conscientious use of current scientific evidence and clinical expertise.
6. Jurisdiction: Power or right of a legal or political agency to exercise its authority over a person, subject
matter, or territory.
7. Quarters
a. Quarter I: July 1- September 30
b. Quarter 2: October 1 - December 31
c. Quarter 3: January 1 - March 31
d. Quarter 4: April 1 - June 30
8. Target Populations: The persons within jurisdiction who are prioritized to receive vaccine during each
phase of vaccine distribution.
9. Throughput: Measurements related to vaccine administration, which includes amount of time per
vaccine administration, number of vaccine doses administered, and number of patients served.
IV. Work Plan:
Goal #1: Reduce vaccine -preventable diseases in Colorado by increasing or maintaining immunization
coverage.
Objective #1: No later than the expiration of the contract, the Contractor shall implement evidence -based
strategies to provide COVID-19 immunizations in their jurisdiction.
Primary Activity #1
The Contractor shall promote COVID-19 immunizations within their jurisdiction.
Sub -Activities #1
1. The Contractor shall identify strategies to provide COVID-19 vaccine within
their jurisdiction.
2. The Contractor shall determine the need for allocation of doses of
COVID-19 vaccine to serve the target populations during each phase of
vaccine distribution.
3. The Contractor shall determine the need for redistribution of doses of
COVID-19 vaccine to other enrolled COVID-19 vaccine providers to serve
the target populations during each phase of vaccine distribution.
4. The Contractor shall work with community stakeholders to implement
additional vaccination services to serve target populations during each phase
of vaccine distribution.
5. The Contractor shall submit immunization data to CIIS for all COVID-19
immunizations administered by their agency no later than 72 hours following
vaccine administration.
Updated 07/20/2021
6. The Contractor shall promote informed COVID-19 vaccine decision making
by educating a minimum of one (1) of the following groups:
a. Consumers
b. Health care providers
c. Staff who administer immunizations
d. Policy makers
7. The Contractor shall address COVID-19 vaccine hesitancy by educating a
minimum of one (l) of the following groups:
a. Consumers
b. Health care providers
c. Staff who administer immunizations
d. Policy makers
8. The Contractor shall promote COVID-19 vaccine services availability by
educating a minimum of one (1) of the following groups:
a. Consumers
b. Health care providers
c. Staff who administer immunizations
d. Policy makers
9. The Contractor shall prepare a quarterly progress report.
10. The Contractor shall expand COVID-19 vaccine operations at their agency
to increase throughput.
11. The Contractor shall report the following throughput measurements on
quarterly progress reports:
a. Description of expanded operations
b. Number of COVID-19 immunization clinics held during the quarter
c. Number of COVID-19 vaccine doses administered during the
quarter
12. The Contractor shall promote vaccinations to increase vaccine confidence in
the following:
a. Racial minority groups
b. Ethnic minority groups
c. Other minority groups, as identified by Contractor.
13. The Contractor shall report, on quarterly progress reports, the activities
completed to increase vaccine confidence in racial and ethnic minority
groups.
14. The Contractor shall increase vaccine accessibility for people with
disabilities.
15. The Contractor shall report, on quarterly progress reports, the activities
completed to increase vaccine accessibility for people with disabilities.
16. The Contractor shall participate in CDPHE led calls to receive up-to-date
guidance on vaccines.
Primary _Seivity #2
The Contractor shall prepare a 39 month budget.
Sub-Acriviies #2
The Contractor shall revise the budget annually.
Standerdb and
Requi-ements
1. The content of electronic documents located on CDPHE and non-CDPHE
websites and information contained on CDPHE and non-CDPHE websites
may be updated periodically during the contract term. The Contractor shall
monitor documents and website content for updates and comply with all
updates.
2. The Contractor shall comply with the requirements for participation in the
national COVID-19 Vaccination Program as agreed to in the CDC
Updated 07020/2021
COVID-19 Vaccination Program Provider Agreement found within the
online CIIS Resource Center located on the following website,
https://www.ciisresources.com. The content of this website is incorporated
and made part of this contract by reference.
3. The Contractor shall comply with the ACIP recommendations for vaccine
administration located on the following website,
http://www.cdc.gov/vaccines/acip/index.html. The content of this website is
incorporated and made part of this contract by reference.
4. The Contractor shall comply with the State of Colorado's COVID-19
vaccine distribution phases located on the following website,
https://covid 19.colorado. aov/for-coloradans/vaccine/find-out-when-voure-el i
Bible-for-a-covid-19-vaccine . The content of this website is incorporated
and made part of this contract by reference.
5. CDPHE will provide programmatic technical assistance, upon request.
6. The Contractor shall complete an electronic quarterly progress report.
CDPHE will provide reporting requirements.
7. The Contractor shall utilize recommendations from State of Colorado
Off -Site Vaccination Clinic Operational Playback located on the following
website,
https://docs.google.com/document/d/13PXKz4OEAZKpm6gSWSpcHvbG71
ubs2RoaoYtOhYRecA/edit?usp=sharing. The content of this website is
incorporated and made part of this contract by reference.
8. The Contractor shall refer clients to health care providers within their
jurisdiction in instances that COVID-19 vaccine is not available at their
agency.
9. The Contractor shall refer clients to health care providers outside of their
jurisdiction in instances that COVID-19 vaccine is not available within their
jurisdiction.
10. CDPHE will email the quarterly progress report form no later than 30 days
before the completion date.
11. The Contractor shall comply with allowability of expenditures as listed in
the CDPHE COVID-19 Immunization Allowability document located on the
following website,
https://sites.cooele.com/state.co.us/covid-19fiscalresnonse/immunization-va
ccines-for-covid-19?authuser=0. The content of this website is incorporated
and made part of this contract by reference
12. The Contractor shall use the CDPHE budget template for the COVID
immunization project budget. CDPHE will provide the budget template no
later than five (5) business days after contract execution.
13. If the Contractor is unable to attend the CDPHE led calls to receive
up-to-date guidance on vaccines, the Contractor shall listen to the recording
of the call(s).
14. The Contractor shall include demographic data when entering vaccination
records into CIIS.
15. If CDPHE approved equipment is purchased by the Contractor, the
Contractor shall answer the question in the quarterly report regarding
Equipment productivity and benefit analysis.
16. If CDPHE approved equipment is purchased by the Contractor, the
Contractor shall prepare a final report. The final report shall include a
one -page summarization of the impact equipment purchase had on the
execution of the scope of work.
Updated 07/20/2021
18.
17.
later
If
Contractor
provided
CDPHE
the
than
CDPHE
template.
will
60
shall
provide
days
approved
prepare
prior
equipment
to
equipment
an
the
equipment
end
final
date
is
purchased
final
inventory
of
the
inventory
contract.
by
report
the
Contractor,
report
to the
in CDPHE
Contractor
the
no
Expected
Activity(s)
Results
of
1.
2.
3.
COVID-19
COVID-19
COVID-19
vaccines
vaccines
vaccines
are
are
are
promoted
offered
administered
within
within
the
within
the
Contractor's
the
Contractor's
Contractor's
jurisdiction.
jurisdiction.
jurisdiction.
Measurement
of
Results
Expected
1.
2.
3.
Data
Number
Data
contained
contained
of
in
COVID-19
in
CIIS.
quarterly
vaccinations
progress
administered.
reports.
Completion
Date
Deliverables
I
email
.The
Contractor
to the
Contract
shall
submit
Monitor.
the
39 -month
budget
via
No
after
contract.
later
execution
than
45
of
days
the
2.The
revision
Contractor
via
email
shall
to
the
submit
CDPHE
the
annual
Contract
budget
Monitor.
No
after
Quarter
later
the
than
3,
last
annually.
day
30
days
of
3.
progress
The
Contractor
report
forms.
shall
submit
the
electronic
quarterly
No
after
each
end
contract.
later
the
quarter
term
than
last
of
the
day
and
30
days
of
by
the
4.
demographic
administered
The
Contractor
data
by
shall
the
for
Contractor
all
submit
COVID-19
immunization
to
CIIS.
immunizations
and
No
following
administration.
later
than
vaccine
72
hours
5.
equipment,
final
If
the
report
Contractor
the
via
Contractor
email
purchases
to
shall
the
CDPHE
CDPHE
submit
approved
the
Contract
equipment
Monitor.
No
expiration
contract.
later
than
date
the
of the
_
6. If
equipment,
final
Contract
the
inventory
Contractor
Monitor.
the
Contractor
report
purchases
via
email
shall
CDPHE
submit
to
the
approved
the
CDPHE
equipment
No
after
contract.
later
the
than
end
30 days
date
of
the
V.
Additional Provisions - Invoicing
To receive compensation under the Purchase Order, the Contractor shall submit a signed Monthly Invoice
Form. The IMM Simplified Invoice template is accessible from the CDPHE COVID Fiscal website located
at this link
https://docs.google.com/spreadsheets/WIEGBW145CIEw0Ny i_M0zeCuhA idOsXcjaION A m970a1Q/editi+gi
d=751733208 the form is incorporated and made part of this SOW by reference. The 1MM Simplified
Invoice Form must be submitted no later than forty-five (45) calendar days after the end of the billing
period for which services were rendered. Expenditures shall be in accordance with the Statement of Work
and Budget.
Scan the completed and signed Invoice Form and supporting documentation into an electronic
document. Email the Invoice form and general ledger supporting documentation to: your
regional contract monitor, cdphe_contractmonitoring@state.co.us.
Updated 07/20/2021
Final billings under the Purchase Order must be received by the State within a reasonable time after the
expiration or termination of the Purchase Order; but in any event no later than forty-five (45) calendar
days from the effective expiration or termination date of the Purchase Order.
Unless otherwise provided for in the Purchase Order, "Local Match", if any, shall be included on all
invoices as required by the funding source.
The Contractor shall not use federal funds to satisfy federal cost sharing and matching requirements
unless approved in writing by the appropriate federal agency.
VI. Additional Provisions - Equipment and Capital requests
The Contractor shall obtain CDPHE approval prior to the purchase or lease of capital equipment. Approved
equipment shall be appended to the PO as Attachment A.
1. The Contractor, in accordance with the terms and conditions of this contract, shall perform and complete, in
a timely and satisfactory manner, all activities described in the approved Scope of Work.
2. The Contractor shall submit a revised budget reflecting the approved equipment prior to any reimbursement
request.
3. The Contractor is required to purchase or lease any equipment through a competitive process to ensure fair
and reasonable pricing. Quotes shall be provided to CDPHE and reflect the most economical option to
accomplish the scope of work.
4. The Contractor is required to provide proof of payment of equipment, prior to any reimbursement request.
5. The Contractor is required to provide proof of acceptance within the contract period, testing of equipment
and equipment performance in accordance with manufacturer's specifications, prior to any reimbursement
request.
6. For testing equipment, the Contractor is required to provide documentation of placement in a CLIA
certified lab or a CLIA waiver on file prior to any reimbursement request.
7. The Contractor agrees to allow CDPHE to conduct site visits as determined necessary.
8. The Contractor is responsible for all repair and maintenance costs outside of manufacturer's warranty for
the duration of the useful life of the equipment.
9. The Contractor and any of its employees are required to operate the equipment in accordance with the
manufacturer's safety and operation instructions.
10. The Contractor shall repair or replace any equipment which is damaged, destroyed, lost, stolen, or involved
in any other form of casualty.
11. The Contractor shall not charge any costs for equipment after the end of the contract period.
12. The Contractor agrees that equipment will be used in accordance with the project goals outlined in the
scope of work.
13. The Contractor shall maintain property records for the duration of the award and at minimum three (3)
years after final report which at a minimum include:
a description of the property
b. a serial number or other identification number
c. the source of funding for the property (including the FAIN)
d. who holds title
e. the acquisition date
f. cost of the property
g. percentage of Federal participation in the project costs for the Federal award under which the
property was acquired
h. the location, use and condition of the property
i. Any ultimate disposition data including the date of disposal and sale price of the property.
14. The Contractor will not sell, transfer or dispose of equipment for the entire term of the contract without the
prior written authorization of CDPHE.
15. The Contractor is required to notify CDPHE during the contract period, if project goals change or if the
Contractor is unable to utilize the equipment due to changes in business status, and must surrender the
equipment to CDPHE for sale or reallocation to another organization.
Updated 07/20/2021
16. The Contractor may request the release of any security interest or lien requirement after a period
deternined by CDPHE to allow complete ownership of equipment by the Contractor.
17. If approved equipment is purchased, the equipment final report shall include a one -page summarization of
the it ipoct equipment purchase had on the execution of the scope of work.
18. If approved equipment is purchased, the Contractor shall include in a description of productivity and
benefit onalysis of the equipment usage in the quarterly online surveys.
19. Capitalked equipment paid for with awards made by CDPHE will be reported back to CDPHE at the end of
the contact term, at which time CDPHE will determine what is to be done with the equipment (ie. returned,
kept, said, etc). A final inventory report will be required within 30 days of award end date on a template to
be pi -Dv -Jed by CDPHE.
VII. Moritm'ing:
CDP=1Ps monitoring of this contract for compliance with performance requirements will be conducted
throughout the contract period by the CDPHE Contract Monitor. Methods used will include a review of
documentation determined by CDPHE to be reflective of performance to include progress reports and other
fiscal aid programmatic documentation as applicable. The Contractor's performance will be evaluated at
set irterrals and communicated to the contractor.
VIII. Resaiuton of Non -Compliance:
The Cortractor will be notified in writing within 15 calendar days of discovery of a compliance issue.
With_n► 50 calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to
deternine the action(s) necessary to rectify the compliance issue and determine when the action(s) must be
completed. The action(s) and timeline for completion will be documented in writing and agreed to by both
parties. If extenuating circumstances arise that requires an extension to the timeline, the Contractor must
emai a request to the CDPHE Contract Monitor and receive approval for a new due date. The State will
overseethe completion/implementation of the action(s) to ensure timelines are met and the issue(s) is
resoled. If the Contractor demonstrates inaction or disregard for the agreed upon compliance resolution
plan, the State may exercise its rights under the Terms and Conditions of this Purchase Order.
Updated 07/23/2021
Attachment A
Please enter the following information:
Equipment Approval for Funding Source
Please enter the funding source (e.g. ELC#2, IMM#4)
IMM3
Subrecipient: Please enter agency name
Weld County Dept of Public Health & Enviro
Agreement number: Please enter the PO#
202100010318
Approval Date
Date the Subrecepient is approved to purchase
318/2023
Total Cost of Purchase
$12,300.00
The Subrecipient has requested the purchase/lease of the capital equipment documented in the
attached quote with the following justification:
List justification:
This relates to the equipment portion of our work plan. Specifically these vaccine storage units will
help ensure that we have the needed/required storage for our immunization program, and provide the
capacity and back units needed in order to be better prepared for emergencies and surge events.
Weld needs additional units to store COVID vaccine for the CDPHE vans operating in our region; to
support vaccine operation for Sunrise (FQHC); and to store COVID vaccine for local hospitals and
other vaccine providers.
Weld purchased two larger units last year to replace older refrigerators at the North and South clinic
locations. This request is to purchase additional units for our vaccine preparation room, and one for
our off -site vaccine storage site for emergency backup and storage surge events. These last two
purchases will fully update our storage units, ensuring we have the total overall storage capacity we
believe we need, and provide storage capacity in the areas where it is most needed for daily
operations..
Upon review, the request has been determined to be:
Allowable:
Please Explain
According to CDC Guidelines IMM Funds can be used to purchase any equipment needed to store
vaccines
Allocable:
Please Explain
Weld County has only used 58% of IMM3 Funds ($331,720.00) and has not spent any IMM4 funds to
date. There are ample funds available for this purchase.
Reasonable:
Please Explain
Weld County received 4 bids for storage units. They will proceed with the 2nd lowest bid from
LABRepCO. Previously purchased larger vaccine storage units from LABRepCO which work well.
The Maintenance Vendor can support them and Weld County Staff understand how to operate the
equipment.
Necessary:
Please Explain
Without these storage units, we may be in a position in the future, where we are unable to support
vaccine campaign responses from CDPHE or local partners. We have units that are at the end stage
of their performance life and this is the best available funding source for us right now.
Print this document to PDF and sign the following:
This request has been programmatically approved by:
Marianne Koshak Digitally signed by Marianne Koshak
Date: 2023.03,08 08:30:31 -07'00'
I have determined that the request is reasonable and necessary for the execution of the subrecipient scope of
work and aligns with sponsor guidance.
Subrecipient Authorized Representative: Mike Freeman, Chair, Board of Weld County Commissioners
MAY 1 0 2023
I have read, understand, and agree to abide by the requirements outlined in the equipment provision of the
scope of work for the above referenced equipment.
92,23 -4.6.2-‘-
New Contract Request
Enti
❑ New Entity?
Entity Name*
COLORADO DEPT OF PUBLIC
HEALTH / ENVIRONMENT
Entity ID*
@00001926
Contract Name* Contract ID
CDPHE COVID19 IMMUNIZATION EQUIPMENT APPROVAL 6926
FORM
Contract Status
CTB REVIEW
Contract Lead*
AGOMEZ
Contract Lead Email
agomez@weldgov.com
Parent Contract ID
Requires Board Approval'.
YES
Department Project #
Contract Description*
COVID-19 IMMUNIZATION FUNDING ROUND 3 VACCINE REFRIGERATOR; EQUIPMENT PURCHASE APPROVAL FORM
Contract Description 2
Contract Type*
AGREEMENT
Amount.
$12,300.00
Renewable*
NO
Automatic Renewal
NO
Grant
NO
IGA
NO
Department
HEALTH
Department Email
CM-HealthOweldgov.corn
Department Head Email
CM-Health-
DeptHead@veldgov.com
County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COU NTYATTORN EYWEL DG
OV.COM
Requested BOCC Agenda
Date*
05 10/2023
Due Date
05;06/2023
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept to be included?
NO
If this is a renewal enter previous Contract ID
If this is part of a NSA enter MSA Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
Ontase
Contract Dates
Effective Date
05110/2023
Review Date*
06/01/2023
Renewal Date
Termination Notice Period Committed Delivery Date
Expiration Date*
06/30/2025
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
Approval Process
Department Head
TANYA GEISER
DH Approved Date
05/07/2023
Final Approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
05/1012023
Originator
ACOMEZ
Contact Type Contact Email
Finance Approver
CHRIS D OV1DIO
Contact Phone 1
Purchasing Approved Date
Finance Approved Date
05/0812023
Tyler Ref #
AG 051023
Legal Counsel
MATTHEW CONROY
Contact Phone 2
Legal Counsel Approved Date
05/08/2023
Hello