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Home My WebLink About20223236.tiffRESOLUTION RE: APPROVE STATEMENT OF WORK FOR 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, the Board has been presented with a Statement of Work for 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, 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 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. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 21st day of November, A.D., 2022. BOARD OF COUNTY COMMISSIONERS WEID COUNTY, COLORADO ATTEST: ditA4,Oto%,rk Weld County Clerk to the Board BY: eputy Clerk to the Board APPRVED County Attorney Date of signature: I 1123 /23 - cc L (T6) 12/.2/22 (YAY) t K. James, Chair (YAY) man, Pro-Te teve Moreno Lori Saine 0%. �M (YAY) (YAY) (NAY) 2022-3236 HL0054 BC0054 Conkvack iotltcLfln8' Memorandum TO: Scott James, Chair Board of County Commissioners FROM: Gene O'Hara, Interim Executive Director Department of Public Health & Environment DATE: November 8, 2022 SUBJECT: COVID-19 Immunization Funding Round 3 (COV-IMM R3) Refrigerator Purchases - Agreement For the Board's approval is an acknowledgement form for an equipment purchase that is being requested by the Colorado Department of Public Health and Environment (CDPHE) to permit the Weld County Department of Public Health and Environment (WCDPHE) to receive reimbursement from CDPHE for a pre - approved equipment purchase. By signing this document, as the Subrecipient Authorized Representative, the Board will confirm WCDPHE's adherence to the COV-IMM R3 statement of work's equipment provision. In August of 2022, with the prior approval of CDPHE, the WCDPHE purchased two 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 totaled $13,418.60, WCDPHE is required to sign an acknowledgment form, Attachment A, that indicates what WCDPHE will agree and abide by the requirements outlined in the COV-IMM R3 equipment provision of the statement of work for these refrigerators. Assistant Weld County Attorney, Karin McDougal, has reviewed this agreement and determined that its terms are acceptable. The Board approved placement of the agreement on the Board's agenda via pass - around dated October 31, 2022. I recommend approval of this agreement. 2022-3236 �1LDO5`1 tco05`1 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW RE: COVID-19 Immunization Funding Round 3 (COV-IMM R3) Refrigerator Purchases — Agreement to Abide by SOW Requirements DEPARTMENT: PUBLIC HEALTH & ENVIRONMENT PERSON REQUESTING: Gene O'Hara, Interim Executive Director DATE: October 31, 2022 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 for an equipment purchase that is being requested by the Colorado Department of Public Health and Environment (CDPHE) to permit the Weld County Department of Public Health and Environment (WCDPHE) to receive reimbursement from CDPHE for a pre -approved equipment purchase. By signing this document, as the Subrecipient Authorized Representative, the Board will confirm WCDPHE's adherence to the COV-IMM R3 statement of work's equipment provision. In August of 2022, with the prior approval of CDPHE, the WCDPHE purchased two 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 totaled $13,418.60, WCDPHE is required to sign an acknowledgment form, Attachment A, that indicates what WCDPHE will agree and abide by the requirements outlined in the COV-IMM R3 equipment provision of the statement of work for these refrigerators. Attachment A and its ancillary documents are currently under review with the Weld County Attorney's office, and we will await their approval of the terms of this agreement prior to placement on the Board's agenda. 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 $13,418.60 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 $13,418.60 will become a county -funded expenditure. Recommendation: I recommend approval for the Chair to sign this Attachment A from CDPHE for this equipment purchase. Perry L. Buck Mike Freeman Scott K. James, Pro-Tem Steve Moreno, Chair Lori Saine Approve Schedule Recommendation Work Session Other/Comments: STATEMENT OF WORK These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above. I. 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 1: 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 O2o " 2,2 old, 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 (1) 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 ill 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 Activity #2 The Contractor shall prepare a 39 month budget. Sub -Activities #2 The Contractor shall revise the budget annually. Standards and Requirements 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 07/20/2021 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.aov/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://covid19.colorado.gov/for-coloradans/vaccine/find-out-when youre-eli 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 Playbook located on the following website, https://docs.google.com/document/d/13PXK z4OEAZKpm 6gSWS pcHvbG 71 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. gooele.com/state.co.us/cov d- l 9fiscalresponse/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 17. 18. later If Contractor provided CDPHE the than CDPHE template. will 60 shall provide days approved prepare prior equipment equipment an to the equipment end final date is inventory purchased final of the inventory report contract. by the Contractor, report to the in Contractor the CDPHE no Expected Activity(s) Results of 1. 2. 3. COVID-19 COVID-19 COVID-19 vaccines are vaccines are vaccines are promoted offered administered within within the within the Contractor's Contractor's the Contractor's jurisdiction. jurisdiction. jurisdiction. Measurement Results of Expected 1. 2. 3. Data Number Data contained contained of COVID-19 in in quarterly O1S. vaccinations progress administered. reports. Completion Date Deliverables 1.The email Contractor to the shall Contract submit Monitor. the 39 -month budget via No after contract. later execution than 45 days of the 2.The revision Contractor via email shall to the submit CDPHE the annual Contract budget Monitor. No after Quarter later than the 3, last annually. 30 day days of 3. The progress Contractor report shall forms. submit the electronic quarterly No after each end contract. later term the quarter than last of the day and 30 days of by the 4. demographic administered The Contractor data by the shall 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 the shall CDPHE CDPHE submit Contract approved the equipment Monitor. No expiration contract. later than date the of the 6. equipment, final Contract If the inventory Contractor Monitor. the Contractor report purchases via shall email CDPHE to submit the approved the CDPHE equipment No after contract. later the than end 30 date days of the V. Additional Provisions - Invoicing To receive compensation under the Purchase Order, the Contractor shall submit a signed Monthly Invoice Form. The 1MM Simplified Invoice template is accessible from the CDPHE COVID Fiscal website located at this link https://docs.gonle.com/spreadsheets/d/ I EGBW 145CIEw0NyiJVI6zeCuhAidOsXcjaIONAm970aIQ/edit#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. 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 determined 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 impact 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 analysis of the equipment usage in the quarterly online surveys. 19. Capitalized equipment paid for with awards made by CDPHE will be reported back to CDPHE at the end of the contract term, at which time CDPHE will determine what is to be done with the equipment (ie. returned, kept, sold, etc). A final inventory report will be required within 30 days of award end date on a template to be provided by CDPHE. VII. Monitoring: CDPHE's 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 and programmatic documentation as applicable. The Contractor's performance will be evaluated at set intervals and communicated to the contractor. VIII. Resolution of Non -Compliance: The Contractor will be notified in writing within 15 calendar days of discovery of a compliance issue. Within 30 calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine 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 email a request to the CDPHE Contract Monitor and receive approval for a new due date. The State will oversee the completion/implementation of the action(s) to ensure timelines are met and the issue(s) is resolved. 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 07/20/2021 Attachment A Please enter the following information: Approval enter the funding for source Funding Source (e.g. ELC#2, lMM#4) IMMR3 Equipment Please Subrecipient: Please enter agency name Weld Environment County Department of Public Health & Agreement number: Please enter the PO# PO, 2021 *10318 FHJA, Approval Date the Subrecepient Date is approved to purchase 06/21/2022 The Subrecipient has requested the purchase/lease of the capital equipment documented in the attached quote with the following justification: List justification: Limited vaccine storage capacity as Weld currently has two storage units that aged out as of last year. Upon review, the request has been determined to be: Allowable: Please Explain According allowable: equipment to CDC General over $5,000, IMM equipment, guidance with in vaccine prior approval. the allowabilities storage equipment, section display the following monitors, are and Allocable: Please Explain This expense will be allocated 100% to IMM based on use for COVID vaccination. Reasonable: Please Explain Weld place matches familiarity quotes them. our of are We other operation. have based storage went upon with units equipment/storage the for vendor continuity that of needs has equipment provided and the for us maintenance available the lowest space price and to and Necessary: Please Explain This is a quality product with competitive pricing and this is necessary for storage. Print this document to PDF and sign the following: This request has been programmatically approved by: I have determined that the request is reasonable and necessary for the execution of the subrecipient scope of work and aligns with sponsor guidance. Subre9lpient Authorized Representative: Scott K. James, BOCC Chair NOV 1 9n'V 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. to2o0,02 c_5?3(0 Contract Form New Contract Request Entity Information Entity Name. COLORADO DEPT OF PUBLIC HEALTH; ENVIRONMENT Entity ID* 000001926 El New Entity? Contract Name" Contract ID CDPHE COVID-19 IMMUNIZATION FUNDING R3 AGREEMENT 6468 FOR PURCHASE Contract Status CTB REVIEW Contract Lead. AGOMEZ Contract Lead Email agomez@weldgov.com Parent Contract ID Requires Board Approval YES Department Project # Contract Description* CDPHE COVID-I 9 IMMUNIZATION FUNDING ROUND 3 -AGREEMENT TO ABIDE BY SOW REQUIREMENTS FOR REFRIGERATORS (21 PURCHASE Contract Description 2 Contract Type. AGREEMENT Amount. 81 3,418.60 Renewable NO Automatic Renewal NO Grant YES IGA NO Department HEALTH Department Email CM-HealthAweldgov.com Department Head Email CM-Health- DeptHead0weldgov.con County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COU NTYATTO RN EYWWEL DG OV.COM Grant Deadline Date If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested B0CC Agenda Date. 11 14;"2022 Due Date 1 1 10/2022 Will a work session with BQCC be required?* NO Does Contract require Purchasing Dept. to be included? NO Note. the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Review Date* 11;15:2022 Renewal Date Termination Notice Period Contact Information Contact Info Contact Name Purchasing Committed Delivery Date Expiration Date* 1 1 , 1 5 2022 Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date Approval Process Department Head TANYA GEISER DH Approved Date 11 /1©12022 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 1 1 / 16,+2022 Originator AGOMEZ Finance Approver CHERYL PATTELLI Legal Counsel BRUCE BARKER Finance Approved Date Legal Counsel Approved Date 11 /12/2022 11:14/2022 Tyler Ref # AC 111622 Hello