HomeMy WebLinkAbout20192358.tiffRESOLUTION
RE: APPROVE CONTRACT AMENDMENT #1 FOR WOMEN'S WELLNESS CONNECTION
CANCER PREVENTION AND EARLY DETECTION 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 Contract Amendment #1 for the Women's
Wellness Connection Cancer Prevention and Early Detection Program 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, commencing June 30, 2019, and ending June 29, 2020, with
further terms and conditions being as stated in said amendment, and
WHEREAS, after review, the Board deems it advisable to approve said amendment, 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 Contract Amendment #1 for the Women's Wellness Connection Cancer
Prevention and Early Detection Program 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 amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 24th day of June, A.D., 2019.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COL•RADO
ATTEST: dithiv jidAo, eik,
Weld County Clerk to the Board
Deputy Clerk to the Board
APP'e, DAST
my Attorney
Date of signature: O(. 188Y(9
ara Kirkmeyer, I hair
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Mike Freeman, Pro-Tem
. James
Steve Moreno
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2019-2358
H L0051
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Memorandum
TO: Barbara Kirkmeyer, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH
Executive Director
Department of Public Health & Environment
DATE: June 11, 2019
SUBJECT: Women's Wellness Connection - Cancer
Prevention & Early Detection Contract
Amendment #1 with CDPHE
For the Board's approval is Contract Amendment #1 between the Colorado Department of Public
Health and Environment and the Board of County Commissioners for the County of Weld, State
of Colorado, on behalf of the Weld County Department of Public Health and Environment
(WCDPHE) to add funding for FY2020 for the Women's Wellness Connection (WWC) Cancer
Prevention & Early Detection (CPED) program.
The WWC program provides low-income, uninsured and underserved women, who are lawfully
present in Colorado, access to timely, high quality screening and diagnostic services to detect
breast and cervical cancer at the earliest stages. In addition, the Targeted Outreach component of
the program helps recruit qualifying women and reduce barriers to screenings, while providing
education about the importance of breast, cervical and colorectal cancer screenings to all eligible
women. In 2018, the Targeted Outreach program contacted 1,610 clients in the community and
Clinical Services provided screenings to 165 women, detecting three cases of breast cancer that
resulted in successful treatment.
This contract amendment #1 will provide additional funding in the amount of $155,354.00 and
shall be effective June 30, 2019, through June 29, 2020. Of this amount, $31,037.00 is Federal
funding and $124,317.00 is State funding.
Assistant Weld County Attorney, Karin McDougal, has reviewed this contract and determined that
its terms are acceptable.
Furthermore, this amendment was approved for placement on the Board's agenda via pass -around
dated June 3, 2019.
I recommend approval of this Women's Wellness Connection Cancer Prevention & Early
Detection Contract Amendment #1 with CDPHE.
2019-2358
1-Vg.(4
CONTRACT AMENDMENT #1
SIGNATURE AND COVER PAGE(S)
State Agency :
Colorado Department Of Public Health and Environment
PSD/WWC- Cancer Prevention Early Detection
4300 Cherry Creek Drive South
Denver, CO 80246
Original Contract Number
18 FHLA 104208
Contractor
Board of County Commissioners of Weld County
(a political subdivision of the state of Colorado)
1180 "O" Street Greeley, Colorado 80631
for the use and benefit of the
Weld County Department of Public Health and Environment
1555 North 17th Avenue, Greeley, Colorado 80631
Amendment Contract Number
2018*3282 Amendment #1
Contract Performance Beginning Date :
The later of the Effective date or January 1, 2018
Current Contract Expiration Date :
June 29, 2020
CONTRACT MAXIMUM AMOUNT TABLE
Document
Type
Contract Number
Federal Funding
Amount
State Funding
Amount
Other Funding
Amount
Term (dates)
Total
Original Contract
18 FHLA 104208
$6,650.00
$73,514.00
$0
1/1/18 - 6/29/18
$80,164.00
GFCL #1
18 FHLA 110269
$35,850.00
$144,321.00
$0
6/30/18 - 6/29/19
$180,171.00
Option Letter #1
2018*3282 OLI
($1,526.00)
($20,104.00)
$0
4/1/18 - 6/29/19
($21,630.00)
Contract
Amendment #1
2018*3282
Amendment#1
$31,037.00
$124,317.00
$0
6/30/19 - 6/29/20
$155,354.00
Current Contract Maximum
Cumulative Amount
$394,059.00
THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT
Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment
and to bind the Party authorizing his or her signature.
CONTRACTOR
Board of County Commissioners of Weld County
for the use and benefit of the ,
Weld County Depart ent of Public Health and
E ' on ! ent
dam
Barbara Kirkmeyer, Chair
By: Print Name & Title
Date: '%JUN 2 4 2019
Amendment Contract Number: 2018'3282 Amendment #1
/1
Page 1 of 3
STATE OF COLORADO
Jared S. Polis, Governor
Colorado Department Of Public Health and Environment
Jill Hunsaker Ryan, MPH
Executive Director
By: Lisa McGovern, Procurement and Contracts Section
Director, DPHE
7&I(11
Date:
version 31.1.19
020/f,4,568(0
PROGRAM APPROVAL
Colorado Department of Public Health and Environment
By:
C
Signature of Authorized CDPHE Program Approver
Date: (O1Jq tet
In accordance with §24-30-202 C.R.S., this Amendment is
not valid until signed and dated below by the State Controller
or an authorized delegate.
By:
STATE CUNTROLLER
Robert Ja s, QUA, MBA, JD
ntroller, CDPHE
Amendment Effective Date: Le_ 27, 1.11
t. PARTIES
This Amendment (the "Amendment") to the Original Contract shown on the Signature and Cover
Page for this Amendment (the "Contract") is entered into by and between the Contractor, and the
State.
2. TERMINOLOGY
Except as specifically modified by this Amendment, all terms used in this Amendment that are
defined in the Contract shall be construed and interpreted in accordance with the Contract.
3. AMENDMENT EFFECTIVE DATE AND TERM
A. Amendment Effective Date
This Amendment shall not be valid or enforceable until the Amendment Effective Date
shown under the State Controller Signature. The State shall not be bound by any provision of
this Amendment before that Amendment Effective Date, and shall have no obligation to pay
Contractor for any Work performed or expense incurred under this Amendment either before
or after of the Amendment term shown in §3.B of this Amendment.
B. Amendment Term
The Parties' respective performances under this Amendment and the changes to the Contract
contained herein shall commence on the Amendment Effective Date shown under the State
Controller Signature or June 30, 2019, whichever is later and shall terminate on the
termination of the Contract or June 29, 2020, whichever is earlier.
4. PURPOSE
The Parties entered into the agreement that serves to implement strategies to address cancer
prevention and early detection at one or more levels of the socio-ecological framework,
depending on the needs of the underserved population served by and living within the service
area.
The Parties now desire to renew for an additional term and change current Contract Maximum
Total for the following reason: updating additional provisions, updating statement of work and adding
funding for FY20's services and operational costs for this project.
Amendment Contract Number: 2018*3282 Amendment #1
Page 2 of 3 version 31.1.19
5. MODIFICATIONS
The Contract and all prior amendments thereto, if any, are modified as follows:
A. The Contract Maximum Amount is deleted and replaced with the Current Contract
Maximum Amount shown on the Signature and Cover Page for this Amendment.
B. The Contract Initial Contract Expiration Date on the Contract's Signature and Cover Page
is hereby deleted and replaced with the Current Contract Expiration Date shown on the
Signature and Cover Page for this Amendment.
C. The Amendment and all prior amendments thereto, if any, are modified as follows:
i. The Parties now agree to modify Exhibit: A, Additional Provisions of the
agreement. Exhibit A, Additional Provision is deleted and replaced in its entirety
with Exhibit G Additional Provisions, changes were made to align with revised
program requirements.
ii. The Parties now agree to modify Exhibit: B, Statement of Work of the agreement.
Exhibit B, Statement of Work is deleted and replaced in its entirety with Exhibit H,
Statement of Work for an additional term.
iii. The Parties now agree to modify Exhibit: Revised Exhibit F, Budget of the
agreement. Revised Exhibit F, Budget is deleted and replaced in its entirety with
Exhibit I, Budget to renew for an additional term.
6. LIMITS OF EFFECT AND ORDER OF PRECEDENCE
This Amendment is incorporated by reference into the Contract, and the Contract and all prior
amendments or other modifications to the Contract, if any, remain in full force and effect except
as specifically modified in this Amendment. Except for the Special Provisions contained in the
Contract, in the event of any conflict, inconsistency, variance, or contradiction between the
provisions of this Amendment and any of the provisions of the Contract or any prior modification
to the Contract, the provisions of this Amendment shall in all respects supersede, govern, and
control. The provisions of this Amendment shall only supersede, govern, and control over the
Special Provisions contained in the Contract to the extent that this Amendment specifically
modifies those Special Provisions.
Amendment Contract Number: 20 18*3282 Amendment #1
Page 3 of 3 version 31.1.19
EXHIBIT G
ADDITIONAL PROVISIONS
To Contract Dated —09/27/2017 — To Original Contract Routing Number 18 FHLA 104208
Contract Routing Number 2018*3282 Amendment #1
These provisions are to be read and interpreted in conjunction with the provisions of the Contract specified above.
1. This Contract contains federal and state funds (see Catalog of Federal Domestic Assistance (CFDA)
numbers 93.898 and 93.800).
2. The United States Department of Health and Human Services ("USDHHS"), through the Centers for
Disease Control and Prevention ("CDC") has awarded as of 07/20/2017 anticipated federal funds of
$3,476,055.00 under Notice of Cooperative Agreement Award, hereinafter "NCAA", number 1
NU58DP006347-01-00, to perform the following — Colorado Cancer Prevention and Control.
The United States Department of Health and Human Services ("USDHHS"), through the Centers for
Disease Control and Prevention ("CDC") has awarded as of 06/26/2017 anticipated federal funds of
$2,191,193.00 under Notice of Cooperative Agreement Award, hereinafter "NCAA", number 5
NU58DP006082-03-00, to perform the following — Organized Approaches to Increase Colorectal Cancer
Screenings.
If the underlying Notice of Cooperative Agreement Award "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 by the Contractor since the proposed Effective Date of this Contract. 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 are incurred by the Contractor on or after the Effective Date of this
Contract, with such Effective Date being the later of the date specified in this Contract or the date the
Contract is signed by the State Controller or delegee.
3. To receive compensation under the Contract, the Contractor shall submit a signed Monthly CDPHE
Reimbursement Invoice Form. This form is accessible from the CDPHE internet website
https://www.colorado.gov/pacific/cdphe/standardized-invoice-form-and-links and is incorporated and made
part of this Contract by reference. CDPHE will provide technical assistance in accessing and completing
the form. The CDPHE Reimbursement Invoice Form and Expenditure Details page 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 CDPHE Reimbursement Invoice Form into an electronic document. Email
the scanned invoice and Expenditure Details page to: Cancer Prevention and Early Detection Contracts
Monitor via email at cdphe Cancerstate.co.us
Final billings under the Contract must be received by the State within a reasonable time after the expiration
or termination of the Contract; but in any event no later than forty-five (45) calendar days from the
effective expiration or termination date of the Contract.
Unless otherwise provided for in the Contract, "Local Match", if any, shall be included on all invoices as
required by 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.
Page 1 of 5
Contract Exhibit-A_AdditionalProvisions_l7.5.3
EXHIBIT G
The Contractor shall not use state funds to satisfy federal cost sharing and matching requirements unless
approved in writing by CDPHE.
If applicable, the Contractor shall be reimbursed for the purchase of allowable HealthNavigation and
Clinical Services supplies/operating costs identified in the Women's Wellness Connection (WWC) Health
Navigation and Clinical Services Allowable Purchases document. This document is located at the
following website www.cdphecancer.org and is incorporated and made part of this Contract by reference.
To receive compensation for Health Navigation and Clinical Services provided to eligible individual clients
as identified in the Statement of Work under this Contract, the Contractor shall:
a. Navigate eligible low-income women to timely and complete breast and cervical cancer
screening procedures (HealthNavigation); and/or,
b. Provide CDPHE-funded breast and cervical cancer screening and/or diagnostic
procedures (Clinical Services), to eligible clients.
Colorectal cancer screening and diagnostic services are not eligible for health navigation or clinical
services reimbursement.
The Contractor shall be paid for Health Navigation or Clinical Services to individual clients in accordance
with rates as outlined in the Cancer Prevention and Early Detection Bundled Payment System for Health
Navigation with or without the Clinical Services.
Contractors shall only be paid for cases that meet eligibility, performance, and data requirements. Rates
may be revised or updated during the contract term. Reimbursement policies are defined in the Cancer
Prevention and Early Detection Program Manual. This manual is located at the following website
www.cdphecancer.org and is incorporated and made part of this Contract by reference.
Data entered into the electronic cancer surveillance and tracking (eCaST) data system are the basis for
calculating reimbursement for each client receiving Health Navigation or Clinical Services. To be
considered for payment, all Cancer Prevention and Early Detection Health Navigation and Clinical
Services related cancer screening and diagnostic procedures shall be entered into eCaST within thirty (30)
days of service being performed. Health Navigation or Clinical Services cases that exceed sixty (60)
calendar days in screening length and negatively affect WWC's Performance Indicators may not be
reimbursed at the discretion of the State.
Reimbursement is determined by the clinical outcome of each case; therefore, cases must be clinically
complete or administratively closed before reimbursement occurs.
The Contractor shall receive a contracted eCaST funding amount each fiscal year to provide Health
Navigation or Clinical Services to individual clients. Once the eCaST funding cap is reached, the Cancer
Prevention and Early Detection Program will not pay for additional expenses incurred by Contractor unless
CDPHE opts to increase funding. Based on performance, the Cancer Prevention and Early Detection
Program may unilaterally change the groups of eligible clients who may be served with eCaST funding.
The Contractor shall not charge the Cancer Prevention and Early Detection program for Clinical Services
not listed on the CPT Code List. This document is incorporated and made part of this Contract by reference
and is available on the following website: www.cdphecancer.org.
4. Time Limit For Acceptance Of Deliverables.
a. Evaluation Period. The State shall have fifteen (15) calendar days from the date a deliverable is
delivered to the State by the Contractor to evaluate that deliverable, except for those deliverables
that have a different time negotiated by the State and the Contractor.
Page 2 of 5
Contract_Exhibit-A AdditionalProvisions_l7.5.3
EXHIBIT G
b. Notice of Defect. If the State believes in good faith that a deliverable fails to meet the design
specifications for that particular deliverable, or is otherwise deficient, then the State shall notify
the Contractor of the failure or deficiencies, in writing, within fifteen (15) calendar days of: 1) the
date the deliverable is delivered to the State by the Contractor if the State is aware of the failure or
deficiency at the time of delivery; or 2) the date the State becomes aware of the failure or
deficiency. The above time frame shall apply to all deliverables except for those deliverables that
have a different time negotiated by the State and the Contractor in writing pursuant to the State's
fiscal rules.
c. Time to Correct Defect. Upon receipt of timely written notice of an objection to a completed
deliverable, the Contractor shall have a reasonable period of time, not to exceed fifteen (15)
calendar days, to correct the noted deficiencies.
5. Health Insurance Portability and Accountability Act (HIPAA) Business Associate Determination.
The State has determined that this Contract does not constitute a Business Associate relationship under
HIPAA.
6. This award does not include funds for Research and Development.
7. The State, at its discretion, shall have the option to extend the term under this Contract beyond the Initial
Term for a period or for successive periods, of 1 year at the same rates and under the same terms specified
in the Contract. In order to exercise this option, the State shall provide written notice to Contractor in as
form substantially equivalent to Exhibit D. If exercised, the provisions of the Option Letter shall become
part of and be incorporated in the original contract. The total duration of this contract shall not exceed 5
years.
8. The State, at its discretion, shall have the option to increase or decrease the statewide quantity of Goods
and/or Services based upon the rates established in this Contract, and increase the maximum amount
payable accordingly. In order to exercise this option, the State shall provide written notice to Contractor in
a form substantially equivalent to Exhibit D. Delivery of Goods and/or performance of Services shall
continue at the same rates and terms as described in this Contract.
9. The State, at its discretion, may unilaterally increase or decrease the total funds available under this Grant,
the funds available under the Grant during any State fiscal Year or the funds available for any specific line
items described in this Grant. In order to exercise this right, the State shall provide written notice to
Grantee in a form substantially equivalent to Exhibit E. The exercise of this right shall not be valid until it
has been approved by the contractor.
10. Notwithstanding the terms contained in General Provisions, Section 8, Insurance -Contractor, of this
Contract, the parties agree to add the following language to the end of Paragraph 8:
The Contractor agrees to maintain in full force and effect a Professional Liability Insurance Policy in
the minimum amount of $1,000,000 per occurrence and $1,000,000 in the aggregate, written on an
occurrence form that provides coverage for its work undertaken pursuant to this Contract. If a policy
written on an occurrence form is not commercially available, the claims -made policy shall remain in
effect for the duration of this Contract and for at least two (2) years beyond the completion and
acceptance of the work under this Contract, or, alternatively, a two (2) year extended reporting period
must be purchased.
11. If Contractor indicates full expenditure of funds under this Contract by March 29 of each grant year and the
full expenditure does not occur, CDPHE has the option to reduce current or upcoming Contract by said
amount or a percent deemed reasonable by CDPHE. CDPHE will notify the Contractor of the potential
need to decrease the current or upcoming budget. If the Contractor indicates at a later date than March 29
of each grant year an expectation of surplus of funds or inability to fully expend said funds for unforeseen
Page 3 of 5
Contract Exhibit -A_ AdditionalProvisions_17.5.3
EXHIBIT G
circumstances that Contractor had not anticipated by March 29, CDPHE will reallocate unspent funds
without any penalties to the Contractor.
Upon receipt of timely written notice of an objection by the State for inability to fully expend funds, the
Contractor shall have a reasonable period of time not to exceed ten (10) calendar days to respond to the
action. If no dispute is received by the State within ten (10) calendar days, the State has the option to
reduce the current budget for the current year and any upcoming budget for future contractual agreements.
12. The Contractor shall request prior approval in writing from the Cancer Prevention and Early Detection
Program for any modification to the eCaST budget line item.
13. Contractor shall request prior approval in writing from the State for all modifications to the Statement of
Work/Work Plan or for any modification to the direct costs in excess of twenty-five percent (25%) of the
total budget for direct costs. Any request for modifications to the Budget in excess of twenty-five percent
(25%) of the total budget for direct costs shall be submitted to the State at least ninety (90) days prior to the
end of the contract period and may require an amendment in accordance with General Provisions, Section
16, Contract Modifications, of this Contract.
14. All data collected, used or acquired shall be used solely for the purposes of this Contract. The Contractor
and its subcontractors agree not to release, divulge, publish, transfer, sell, or otherwise make known any
such data to unauthorized persons without the express prior written consent of the State or as otherwise
required by law. This includes a prior written request by the Contractor to the State for submission of
abstracts or reports to conferences, which utilize data collected under this Contract.
Notwithstanding the foregoing, the Contractor shall be entitled to retain a set of any such data collected or
work papers necessary to perform its duties under this Contract and in accordance with professional
standards.
15. Neither the U.S. Department of Health and Human Services (HHS) nor the Centers for Disease Control
(CDC) logo may be displayed on any conference materials if such display would cause confusion as to the
conference source or give false appearance of Government endorsement. Use of the HHS name or logo is
governed by U.S.C. 1320b-10, which prohibits misuse of the HHS name and emblem in written
communication. A non-federal entity is unauthorized to use the HHS name or logo governed by U.S.C.
1320b-10. The appropriate use of the HHS logo is subject to review and approval of the Office of the
Assistant Secretary for Public Affairs (OASPA).
16. The Contractor agrees to provide services to all Program participants and employees in a smoke -free
environment in accordance with Public Law 103227, also known as "the ProChildren Act of 1994", (Act).
Public Law 103227 requires that smoking not be permitted in any portion of any indoor facility owned or
leased or contracted for by an entity and used routinely or regularly for the provision of health, day care,
early childhood development services, education or library services to children under the age of 18, if the
services are funded by Federal programs either directly or through State or local governments, by Federal
grant, contract, loan, or loan guarantee.
17. Notwithstanding the terms contained in the General Provisions, Section 10, Confidential or Proprietary
Information, Contractor shall protect the confidentiality of all applicant or recipient records and other
materials that are maintained in accordance with this Contract. Except for purposes directly connected with
the administration of this Contract, no information about or obtained from any applicant or recipient shall
be disclosed in a form identifiable with the applicant or recipient without the prior written consent of the
applicant or recipient, or the parent or legal guardian of a minor applicant or recipient with the exception of
information protected by Colorado Statute as it applies to confidentiality for adolescent services in which
case the adolescent minor and not the parent or legal guardian must provide consent or as otherwise
properly ordered by a court of competent jurisdiction. Contractor shall have written policies governing
access, duplication, and dissemination of all such information. Contractor shall advise its employees,
agents, servants, and any subcontractors that they are subject to these confidentiality requirements.
Page 4 of 5
Contract_Exhibit-A_AdditionalProvisions_l
EXHIBIT G
20. The Contractor affirms that it maintains no affiliations or contractual relationships, direct or indirect, with
tobacco companies, owners, affiliate, subsidiaries, holding companies, or companies involved in any way
in the production, processing, distribution, promotion, sales, or use of tobacco.
21. The State of Colorado, specifically the Colorado Department of Public Health and Environment, shall be
the owner of all equipment as defined by Federal Accounting Standards Advisory Board (FASAB)
Generally Accepted Accounting Principles (GAAP) purchased under this Contract. At the end of the term
of this Contract, the State shall approve the disposition of all equipment.
22. Contractor shall not use state or federal funds provided under this Contract for the purpose of lobbying as
defined in Colorado Revised Statutes (C.R. S.) 24-6-301(3.5)(a).
Page 5 of 5
Contract_Exhibit-A AdditionalProvisions_17.5.3
EXHIBIT H
STATEMENT OF WORK
To Original Contract Routing Number 19 FHLA 104208
Contract Amendment # 1 Routing Number 2018*3282 Amendment #1
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
I. Entity Name: Weld County Department of Public Health and Environment
II. Project Description:
This project serves to implement strategies to address cancer prevention and early detection at one or
more levels of the socio-ecological framework, depending on the needs of the underserved population served by
and living within the service area.
III. Definitions:
1. Assessment and Planning Process: The Assessment and Planning Process was used to identify: 1) the needs
of the underserved population served by and living within the organization's service area, 2) ongoing
activities and gaps related to promoting and improving prevention and early detection of cancer, and 3) a
strategic plan for the organization to apply to continue, discontinue or include new Additional Strategies to
improve cancer prevention and early detection based upon the Assessment and Planning Process results.
2. Cancer screening data: Data on the Contractor's breast, cervical and colorectal cancer screenings provided
to their screening -eligible patient population.
3. Direct assistance: Assistance to individuals who are in need of breast or cervical cancer screening services
and have identified barriers to accessing services at a health system. Assistance may include such things as
providing additional in depth one-on-one breast and cervical health education to address needs (health
literacy, fear of screening, how to access the health system, etc.), providing language interpretation and
translation services prior to and at the first screening appointment, scheduling a screening appointment,
arranging transportation to the first screening appointment, assisting to enroll in health insurance, and
addressing any other barriers that may arise.
4. eCaST data system: A program management and public health surveillance tool used by CDPHE to meet
program reporting and documentation requirements.
5. Health system: Individual health clinic (includes provider -owned clinic), Federally Qualified Health Center
(FQHC), community health center, hospital, hospital network for the use and benefit of a hospital within their
network (may include hospital foundations), safety net clinic, rural health center, or a local public health
agency.
6. Individual or client -level data: Data elements specific to each individual or client participating in the
program.
7. Health navigation: Individualized assistance offered to clients to help overcome health care system barriers
and facilitate timely access to quality screening and diagnostics as well as initiation of treatment services for
persons diagnosed with cancer.
8. Service area: Geographic area served by the organization.
9. Socio-ecological framework: A systems framework with multiple bands of influence (illustrated by a
rainbow -like figure) in which the core of the model is the individual, surrounded by four bands of influence
representing the interpersonal, organizational, community, and policy levels.
10. Subpopulation: Unique populations (example, uninsured or Hispanic) served by the organization for this
project, as approved by CDPHE.
IV. Work Plan:
Goal #1: Reduce breast, cervical and colorectal cancer health disparities, and morbidity and mortality rates, in
Colorado.
Objective #1: No later than the expiration date of the contract, promote and improve prevention and early
detection of breast, cervical and colorectal cancer among underserved Coloradans served by and living within
the service area of the Contractor.
Primary
The Contractor shall provide education to individuals in the communities within the service
Page 1 of 4
Contract_SOW Exhibit B_December_20
EXHIBIT H
Activity #1
area about breast, cervical and colorectal cancer prevention and early detection (including
during cancer awareness months), and provide direct assistance to women to access breast and
cervical cancer screening services at a health system.
Sub-
Activities #1
1. The Contractor shall provide education in the community through presentations,
trainings, and distribution of information, at a minimum number of community events, as
approved by CDPHE.
2. The Contractor shall provide direct assistance to a minimum number of women from the
identified community subpopulation to access breast and cervical cancer screening
services, as approved by CDPHE.
3. The Contractor shall provide aggregate data on education provided in the community.
4. The Contractor shall provide individual -level data on women receiving direct assistance
to access breast and cervical cancer screening.
Primary
Activity #2
The Contractor shall navigate eligible low-income women to timely and complete breast and
cervical cancer screening procedures.
Sub-
Activities #2
1. The Contractor shall provide health navigation for the group(s) of eligible low-income
women as approved by CDPHE.
2. The Contractor shall enter client -level data on qualifying breast and cervical cancer
screening procedures and health navigation services into the eCaST data system.
Primary
Activity #3
The Contractor shall provide CDPHE-funded breast and cervical cancer screening procedures
to eligible low-income women.
Sub-
Activities #3
1. The Contractor shall enter data on qualifying procedures into the eCaST data system.
Standards
and
Requirement
s
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 any changes, revisions, inclusions, and exclusions to
the CDPHE Cancer Prevention and Early Detection Program. The CDPHE Cancer
Prevention and Early Detection Program is subject at any time to changes, revisions,
inclusions, and exclusions as needed and/or pursuant to directives or changes required by
rule, regulation, statute or guidance.
3. The Contractor shall comply with all requirements stated in the CDPHE Cancer
Prevention and Early Detection Program Manual. This document is incorporated and
made part of this contract by reference and is available on the following website:
www.cdphecancer.org.
4. The Contractor shall use all CDPHE-required forms.
5. The Contractor shall submit all final reports as non -reimbursable deliverables.
6. The Contractor shall be guided by the annual CDPHE Cancer Prevention and Early
Detection continuing application that identifies CDPHE-approved planned strategies. The
annual CDPHE Cancer Prevention and Early Detection continuing application shall be
based on the CDPHE Cancer Prevention and Early Detection Assessment and Planning
Process. The Cancer Prevention and Early Detection continuing application template
shall be incorporated and made part of this contract by reference and is located on the
following website: www.cdphecancer.org.
7. CDPHE will review and provide feedback of the CDPHE Cancer Prevention and Early
Detection continuing application within 30 calendar days of the receipt.
8. The Contractor shall prepare for implementation of any new strategies approved by
CDPHE during the annual CDPHE Cancer Prevention and Early Detection continuing
application.
9. The Contractor shall attend a post -award orientation provided by CDPHE as well as other
required meetings, trainings, webinars and telephone calls for the purpose of information -
sharing, training, technical assistance and contract monitoring.
10. The Contractor shall notify CDPHE within 15 days of a change in key staff responsible
for the performance of work outlined in this statement of work (SOW).
Page 2 of 4
Contract SOW Exhibit B_ December_2015.doc
EXHIBIT H
11. The Contractor shall have new staff members receive required training within two (2)
months of hire.
12. The Contractor shall participate in CDPHE evaluation efforts.
13. The Contractor shall compile required evaluation and program monitoring data.
14. The Contractor shall submit, unless otherwise stated, all deliverables to CDPHE via the
method indicated in the CDPHE Cancer Prevention and Early Detection Program
Manual.
15. If purchasing gift cards, the Contractor shall provide to CDPHE upon request written
procedures related to gift card purchasing and handling. At a minimum, the procedures
shall include the following:
a. How the gift card inventory is tracked and maintained
b. Gift card storage and safeguards against theft
c. The primary person responsible for securing and distribution of gift cards
d. A gift card distribution log that records each gift card number, dollar amount, and
the printed name and signature of each gift card recipient.
Clinical Services and Health Navigation Strategies:
1. The Contractor shall enter client -level data on qualifying breast and cervical cancer
screening procedures and health navigation services, performed on or before June 29,
into the eCaST data system no later than July 29, annually and in the final year by
December 31.
2. The Contractor shall comply with required current national clinical guidelines. Current
national clinical guidelines are incorporated and made part of this Contract by reference
and are available on the following website at www.cdphecancer.org
3. Contractors that provide direct services to individuals 18 years of age and older shall
ensure they only provide services of benefit to individuals lawfully present in the United
States. The Contractor shall maintain documentation demonstrating the individual's
establishment of lawful presence, which shall include documentation of an appropriate
identification document and an affidavit as required by Colorado Revised Statutes
(C.R.S.), Section 24-76.5-103. [This does not apply to Non-profit charitable
organizations, 8 U.S.C. § 1642(d). In addition, Federally Qualified Health Centers
(FQHCs) that are not solely government owned are also exempt from verifying lawful
presence, 42 U.S.C. § 254b(b)(1).J
4. For Clinical Services only, the Contractor shall comply with the requirements for
enrollment of eligible low-income women with an eligible breast or cervical cancer
diagnosis into Health First Colorado's Breast and Cervical Cancer Treatment Program
(BCCP).
5. For Clinical Services only, the Contractor shall offer clients printed resource and referral
materials that direct them to the nearest community Medicaid and Connect for Health
Colorado enrollment location(s), including online enrollment options. Printed resource
materials for Medicaid and Connect for Health Colorado shall be available for clients
with Limited English Proficiency (LEP). Contractors that routinely offer enrollment
services onsite are exempt from this requirement because the services go beyond this
minimum requirement. Information on enrollment resources, referral locations, LEP and
outreach and promotional materials is incorporated and made a part of this contract by
reference and is available on the following website www.cdphecancer.org.
Expected
Results of
Activity(s)
1. Increased number of individuals screened for breast, cervical and colorectal cancer.
2. Increased number of quality breast, cervical and colorectal cancer screenings provided
within priority populations
Measurement
of Expected
Results
Analysis of programmatic data submissions, including progress reports, assessments,
continuing applications and evaluation information.
Completion Date
Deliverables
1. The Contractor shall submit a CDPHE Cancer Prevention and
Early Detection continuing application for the next funding
year (June 30 through June 29) for CDPHE review and
No later than January 8
Page 3 of 4
Contract SOW_Exhibit B_December 2015.doc
EXHIBIT H
approval.
2. The Contractor shall submit final numbers (if applicable) and
budget for CDPHE Cancer Prevention and Early Detection
strategies for which the Contractor is funded for the next
funding year (June 30 through July 1).
No later than February 21
3. The Contractor shall submit progress reports using a CDPHE-
provided template.
No later than January 15
and August 15
4. The Contractor shall submit breast, cervical and colorectal
cancer screening data, if applicable.
No later than within 45
calendar days of end of
CDPHE-approved
reporting period
V. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by CDPHE Cancer Prevention and Early Detection Program 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. A Final Contractor Performance Evaluation will be
conducted at the end of the life of the contract.
VI. 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
Cancer Prevention and Early Detection Program 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 provisions of this contract.
Page 4 of 4
Contract_SOW_Exhibit B_December 2015.doc
Exhibit I Budget
COLORADO
Department of Public
Health & Environment
PREVENTION SERVICES DIVISION- 12 MONTH BUDGET WITH JUSTIFICATION FORM
Contract Routing 2018*3282 Amendment #1
Contractor Name
Weld County Department of Public Health
and Environment
Program Contact Name,
Title, Phone and Email
Cynthia Horn, Clinical Manager
970-400-2433 chorn@weldgov.com
Budget Period
06/30/2019 - 06/29/2020
Fiscal Contact Name, Title,
Phone and Email
Tanya Geiser, Director, Admin. Services
970-400-2122, tgeiser@weldgov.com
Project Name
Cancer Prevention and Early Detection (CPED)
Targeted Community Outreach (TCO)
Health Navigation and Clinical Services (HN&CS)
Contract (CT or PO)
Number
CT FAAA FHLA 201800003282
Expenditure Categories
Personal Services
Salaried Employees
Position Title
Description of Work
Gross or
Annual Salary
Fringe
Percent of
Time on
Project
Total Amount Requested
from CDPHE
Supervisor
Provide supervision and oversight to the TCO staff
and program; assist with progress reports,
evaluation of program; participate in webinars and
site visits; provide input and assistance for
completion of the contiuing application for
Targeted Community Outreach.
$117,211.00
$45,630.24
2.00%
$3,256.82
Clinical Manager
Provide Clinical supervision and grant oversight;
assure clinic is prepared to serve clients; complete
progress reports, program evaluations, participate
in webinars, site visits and chart audits; complete
continuing appication, review recommendations
and implement tool for Health Navigation and
Clinical Services.
$132,610.00
$51,625.07
2.00%
$3,684.70
$0.00
Personal Services
Hourly Employees
Position Title
Description of Work
Hourly Wage
Hourly
Fringe
Total # of
Hours on
Project
Total Amount Requested
from CDPHE
Targeted Community
Health Outreach Worker
Attend community events and work with
community agencies to provide outreach and
education about breast, cervical and colon cancer
screenings, provide information about local
resources, and provide eligible women direct
assistance in obtaining cancer screenings. Assist
with progress reports, participate in webinars, site
visits and required trainings; provide input &
assistance for completion of the contiuing
application. For Targeted Community Outreach.
$21.40
$8.33
2,028.00
$60,294.51
Office Technician
Support Health Navigation/Clinical Services (Make
copies, answer phones, interpret as needed).
Administrative program support; answering phone
calls, clerical support to assist TCO program.
$22.13
$8.62
78.00
$2,398.13
Page 1 of 5
January 2018
Exhibit I Budget
PREVENTION SERVICES DIVISION- 12 MONTH BUDGET WITH JUSTIFICATION FORM
Contract Routing 2018'3282 Amendment #1
Contractor Name
Weld County Department of Public Health
and Environment
Program Contact Name,
Title, Phone and Email
Cynthia Horn, Clinical Manager
970-400-2433 chorn@weldgov.com
Budget Period
06/30/2019 - 06/29/2020
Fiscal Contact Name, Title,
Phone and Email
Tanya Geiser, Director, Admin. Services
970-400-2122, tgeiser@weldgov.com
Project Name
Cancer Prevention and Early Detection (CPED)
Targeted Community Outreach (TCO)
Health Navigation and Clinical Services (HN&CS)
Contract (CT or PO)
Number
CT FAAA FHLA 201800003282
Patient Navigator
Assist with progress reports, chart audits, program
evaluation and site visits for Health Navigation and
Clinical Services.
$21.40
$8.33
52.00
$1,546.01
$0.00
Total Personal Services (including fringe benefits)
$71,180.17
Supplies & Operating Expenses
Item
Description of Item
Rate
Quantity
Total Amount Requested
from CDPHE
Misc. Operating & Office
Supplies
Office and outreach supplies to support Targeted Community
Outreach and/or A/P process (not included in indirect). May
include allocations and/or small items of equipment for Targeted
Community Outreach.
$12.50
12.00
$150.00
Printing
Printing costs for culturally and liguistically appropriate relevent
small media to be distributed for educational benefits of the
community. This includes appropriate and approved education
materials for breast, cervical, and colorectal cancer screening and
early prevention for Targeted Community Outreach.
$0.50
500.00
$250.00
Outreach and Education
Expenses
Development and purchase of education materials and outreach
supplies to promote awareness of breast, cervical, and colorectal
cancer prevention and early detection as well as the availability of
direct assistance. This includes items to improve engagement of
the community during outreach events for Targeted Community
Outreach.
$500.00
1.00
$500.00
Postage
Postage for mailing of small media to targeted zip codes, reminder
letters and follow-up questions for Targeted Community Outreach.
$0.50
120.00
$60.00
Registration
Registration costs for Targeted Community Outreach staff to
attend relevant trainings such as health navigation or motivational
interviewing training.
$200.00
1.00
$200.00
Translation Services
Translation of outreach materials as needed for culturally and
liguistically appropriate relevent small media and education
materials to be distributed for educational benefits of the
community for Targeted Community Outreach.
$25.00
1.00
$25.00
Electronic Medical Record
(EMR) Fees
The TCO worker will take a laptop to outreach events and will
utilize EMR to schedule screening appointments for clients who
qualify for direct assistance ($15 monthly fee x 12 months) for
Targeted Community Outreach.
$15.00
12.00
$180.00
Phone Services
The program will use a cell phone for outreach and contacting
clients who qualify for direct assistance; in addition, the phone will
be used as a WIFI hot spot when at community events ($70
monthly fee x 12 months) for Targeted Community Outreach.
$70.00
12.00
$840.00
Page 2 of 5
January 2018
Exhibit I Budget
PREVENTION SERVICES DIVISION- 12 MONTH BUDGET WITH JUSTIFICATION FORM
Contract Routing 2O18*3282 Amendment #1
Contractor Name
Weld County Department of Public Health
and Environment
Program Contact Name,
Title, Phone and Email
Cynthia Horn, Clinical Manager
970-400-2433 chorn@weldgov.com
Budget Period
06/30/2019 - 06/29/2020
Fiscal Contact Name, Title,
Phone and Email
Tanya Geiser, Director, Admin. Services
970-400-2122, tgeiser@weldgov.com
Project Name
Cancer Prevention and Early Detection (CPED)
Targeted Community Outreach (TCO)
Health Navigation and Clinical Services (HN&CS)
Contract (CT or PO)
Number
CT FAAA FHLA 201800003282
Program supplies
Coffee/food for area coalition meetings and community
orgnizations to promote direct assistance and available clinical
services for Targeted Community Outreach.
$50.00
4.00
$200.00
Operating/supplies
Allowable purchase of supplies/operating expenses listed on the
Patient Navigation and Clinical Services allowable purchase
document on the Cancer Prevention and Early Detection website:
www.cdphecancer.org for Health Navigation and Clinical Services.
$2,500.00
1.00
$2,500.00
$0.00
Total Supplies & Operating
$4,905.00
Page 3 of 5
January 2018
Exhibit I Budget
PREVENTION SERVICES DIVISION- 12 MONTH BUDGET WITH JUSTIFICATION FORM
Contract Routing 2018*3282 Amendment #1
Contractor Name
Weld County Department of Public Health
and Environment
Program Contact Name,
Title, Phone and Email
Cynthia Horn, Clinical Manager
970-400-2433 chorn@weldgov.com
Budget Period
06/30/2019 - 06/29/2020
Fiscal Contact Name, Title,
Phone and Email
Tanya Geiser, Director, Admin. Services
970-400-2122, tgeiser@weldgov.com
Project Name
Cancer Prevention and Early Detection (CPED)
Targeted Community Outreach (TCO)
Health Navigation and Clinical Services (HN&CS)
Contract (CT or PO)
Number
CT FAAA FHLA 201800003282
Travel
Item
Description of Item
Rate
Quantity
Total Amount Requested
from CDPHE
Participant travel expenses
Gas cards (5 x $10) to assist participants in traveling to health
system for screening for Targeted Community Outreach.
$10.00
5.00
$50.00
Mileage to outreach events
Mileage to attend community events and meetings, and visit
community organizations to promote breast, cervical & colorectal
screenings and offer direct assistance to women who are identified
as eligible and in need. Current mileage rate is $0.56/mile.
$0.56
2,996.50
$1,678.04
Meals
Per diem for meals for (2) staff to attend in -person training and
overnight meetings. Per diem is $20 per person per day (estimated
2 people x 2 meals x $20 per meal x 2 days) for Targeted
Community Outreach and Health Navigation and Clinical Services.
$20.00
8.00
$160.00
Mileage
Mileage for staff to attend in -person training and meetings
(estimated 480 miles) and to travel to other community and clinic
locations (estimated 90 miles) as needed. Current mileage
reimbursement rate is $.56/mile for Targeted Community
Outreach and Health Navigation and Clinical Services.
$0.56
570.00
$319.20
Lodging
Lodging for staff to attend in -person overnight training and
overnight meetings for Targeted Community Outreach and Health
Navigation and Clinical Services. (estimated 3 people @
$200/night)
$200.00
3.00
$600.00
Travel
Travel expenses for staff to attend cancer/clinical conference, as
listed on the Patient Navigation & Clinical Services allowable
purchase document on the Cancer Prevention & Early Detection
website: www.cdphecancer.org for Health Navigation and Clinical
Services.
$500.00
1.00
$500.00
$0.00
Total Travel
$3,307.24
Contractual
Subcontractor Name
Description of Item
Rate
Quantity
Total Amount Requested
from CDPHE
TBD
Work with local media outles and advertisers to promote breast,
cervical and colorectal cancer screening for Targeted Community
Outreach.
$300.00
1.00
$300.00
North Colorado Health
Alliance
EMR vendor support for reports and data collection to complete
continuing application for Health Navigation and Clinical Services.
$100.00
2.00
$200.00
Page 4 of 5
January 2018
Exhibit I Budget
PREVENTION SERVICES DIVISION- 12 MONTH BUDGET WITH JUSTIFICATION FORM
Contract Routing 2018*3282 Amendment #1
Contractor Name
Weld County Department of Public Health
and Environment
Program Contact Name,
Title, Phone and Email
Cynthia Horn, Clinical Manager
970-400-2433 chorn@weldgov.com
Budget Period
06/30/2019 - 06/29/2020
Fiscal Contact Name, Title,
Phone and Email
Tanya Geiser, Director, Admin. Services
970-400-2122, tgeiser@weldgov.com
Project Name
Cancer Prevention and Early Detection (CPED)
Targeted Community Outreach (TCO)
Health Navigation and Clinical Services (HN&CS)
Contract (CT or PO)
Number
CT FAAA FHLA 201800003282
$0.00
Total Contractual
eCaST
Item
Description of Item
Rate
Quantity
Total Amount Requested from
CDPHE
Patient Navigation with
Clinical Services Procedures
Billed in eCaST through 6/29/20 for Eligible
Uninsured/Underinsured Clients Ages 21-39
$160.00
65.00
$10,400.00
Patient Navigation with
Clinical Services Procedures
Billed in eCaST through 6/29/20 for Eligible
Uninsured/Underinsured Clients Ages 40-64
$300.00
161.00
$48,300.00
Total eCaST
(eCaST budget amounts are fixed amount awards and will not be included in the indirect total below)
SUB -TOTAL OF DIRECT COSTS
58,700,00
$138,592.41
Indirect
Item
Description of Item
Total Amount Requested from
CDPHE
CDPHE-Negotiated Indirect
Cost Rate
Indirect costs, not including eCaST lines. CDPHE negotiated rate for CY2019: 20.98% TDC
excluding capital.
$16,761.59
Total Indirect
$16,761.59
Page 5 of 5
January 2018
Contract Form
Grant
YES
IGA
New Contract Request
Entity Information
Entity Name*
COLORADO DEPT OF PUBLIC @000019255
HEALTH/ENVIRONMENT
Entity ID *
Contract Name*
WOMEN'S WELLNESS CONNECTION TARGETED
COMMUNITY OUTREACH PROGRAM FY20 TASK ORDER
AMENDMENT #1
Contract Status
CTB REVIEW
Contract ID
2734
Contract Lead *
TOEISER
❑ New Entity?
Parent Contract ID
Requires Board Approval
YES
Contract Lead Email Department Project it
tgeiser@co weld co us
Contract Description*
TASK ORDER CONTRACT AMENDMENT #1 RENEWAL FOR THE '0,`OMEN'S WELLNESS CONNECTION (VO C) TARGETED
COMMUNITY OUTREACH PROGRAM FY19-20
Contract Description 2
PREVIOUS CONTRACT NUMBER 16 FHLA 104208
PREVIOUS CONTRACT NUMBER 17-99140
PREVIOUS CONTRACT NUMBER 15-75542
Contract Type*
GRANT
Amount*
515.5.354.00
Renewable*
NO
Department
HEALTH
Department Email
C1.1-Hea4higheldgov corn
Department Head Email
CI'.I-Heath-
DeptHead- veidgov.co n
Automatic Renewal
NO County Attorney
GENERAL COUNTY
ATTORNEY EMAIL
County Attorney Email
CM-
COUNTYA I I ORNEY@WELD
G- ,
COM
Grant Deadline Date
If this is a renewal enter previous Contract ID
1162
if this is part of a MSA enter MSA Contract ID
Requested BOCC Agenda
Date*
06/17/2019
Due Date
06/13/2019
Will a work session with BOCC 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
On Base
Contract Dates
Effective Date
07/01/2019
Review Date .t
05/01r2020
Renewal Date
Termination Notice Period
Committed Delivery Date
Expiration Date
0;130/2020
Contact Information
Contact Info
Contact Name
Purchasing
Purchasing Approver
Approval Process
Department Head
TANYA GEISER
DH Approved Date
06/14/2019
Final Approval
BOCC Approved
YES
BOCC Signed Date
D6/24/2019
BOCC Agenda Date
06/24/2019
Originator
TGEDSER
Contact Type Contact Email
Finance Approver
BARB CONNOLLY
Contact Phone 1 Contact Phone 2
Purchasing Approved Date
Finance Approved Date
D6/1712019
Tyler Ref #
CTB TEMP
Legal Counsel
KAPJN MCD0UGAL
Legal Counsel Approved Date
06/17'2019
Submit
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