HomeMy WebLinkAbout20181881.tiffRESOLUTION
RE: APPROVE TASK ORDER CONTRACT AMENDMENT #2 FOR PUBLIC HEALTH
EMERGENCY PREPAREDNESS AND RESPONSE CONTINUATION CONTRACT 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 Task Order Contract Amendment #2 for
the Public Health Emergency Preparedness and Response Continuation Contract between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Weld County Department of Public Health and Environment, and the
Colorado Department of Public Health and Environment, commencing July 1, 2018, and ending
June 30, 2019, with further terms and conditions being as stated in said task order contract
amendment, and
WHEREAS, after review, the Board deems it advisable to approve said task order contract
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 the Task Order Contract Amendment #2 for the Public Health Emergency
Preparedness and Response Continuation Contract between the County of Weld, State of
Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the
Weld County Department of Public Health and Environment, and the Colorado Department of
Public Health and Environment, be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said task order contract amendment.
CC: NLC-r G)
1/3o/ict
2018-1881
H L0050
RE: TASK ORDER CONTRACT AMENDMENT #2 FOR PUBLIC HEALTH EMERGENCY
PREPAREDNESS AND RESPONSE CONTINUATION CONTRACT
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 18th day of June, A.D., 2018.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dettifigiv jdo;e1
Weld County Clerk to the Board
Deputy Clerk to the B
y torney
Date of signature: O?-'�
Steve Moreno, Chair
Mike Freeman
2018-1881
H L0050
Nrytrad- D cl O5
Memorandum
TO: Steve Moreno, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH
Executive Director
Department of Public Health & Environment
DATE: June 14, 2018
SUBJECT: FY18-19 CDPHE Public Health Emergency
Preparedness & Response Task Order
Amendment #2
For the Board's approval is a FY18-19 Public Health Emergency Preparedness & Response task
order amendment between the Colorado Department of Public Health and Environment (CDPHE)
and the Board of County Commissioners of Weld County for the use and benefit of the Weld
County Department of Public Health and Environment (WCDPHE).
Public health related emergency preparedness and response remains a crucial function for
WCDPHE and residents of Weld County. This grant will enable WCDPHE to plan and train for a
variety of population -based disease outbreak emergencies, including pandemics, bioterrorism
and emergent diseases. The preparation also supports mass -dispensing of vaccines and
antibiotics and emphasizes coordination between emergency management and public health.
With the approval of the Board, the WCDPHE will enter into a one-year task order contract with
CDPHE in the amount of $270,389. The term of the contract begins July 1, 2018, and ends June
30, 2019. No new FTE will be required to perform the grant deliverables in this contract.
Assistant Weld County Attorney, Frank Haug, has reviewed this contract and determined that its
terms are acceptable.
This contract was approved for placement on the Board's agenda via pass -around dated June
12, 2018
I recommend approval of this Public Health Emergency Preparedness & Response continuation
contract with CDPHE.
2018-1881
N L OO5O
Coh8
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
4500-OEPR
DEPARTMENT OR AGENCY NUMBER
FAAA
TASK ORDER AMENDMENT ROUTING NUMBER
19-108864
To Original Task Order Routing Number
18-98472
TASK ORDER AMENDMENT #2
This Task Order Amendment is made this 10th day of May, 2018, by and between the State of Colorado, acting by and
through the DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT, whose address or principal place of
business is 4300 Cherry Creek Drive South, Denver, Colorado 80246, hereinafter referred to as the "State"; and,
Board of County Commissioners of Weld County (A Political Subdivision of the State of Colorado) For the use
and benefit of the Weld County Department of Public Health and Environment, whose address or principal place
of business is 1555 North 17th Avenue Greeley, Colorado 80631 hereinafter referred to as the "Contractor".
FACTUAL RECITALS
The parties entered into a Master Contract dated November 23, 2016, with contract routing number 18 FAA 00051.
Pursuant to the terms and conditions of the Master Contract the parties entered into a Task Order Contract dated March
20 2017, with encumbrance number CT FAAA 201700003395, and task order contract routing number 18 FHJA
98472, hereafter referred to as the "Original Task Order Contract", whereby the Contractor was to provide to the
State the following:
The Public Health Emergency Preparedness Program (PHEP) supports public health departments across the
nation to upgrade their ability to effectively respond to a range of public health threats, including infectious
diseases, natural disasters, and biological, chemical, nuclear, and radiological events.
Changes were required to extend for an additional term.
The State promises to pay the Contractor the sum of Two Hundred Seventy Thousand Three Hundred Eighty Nine
Dollars, ($270,389.00) for the renewal term of one (1) year, ending on June 30, 2019, in exchange for the promise of
the Contractor to perform the specifications to the work described herein.
NOW THEREFORE, in consideration of their mutual promises to each other, stated below, the parties hereto agree as
follows:
1. Consideration for this Contract Amendment to the Original Task Order Contract consists of the payments and
services that shall be made pursuant to this Contract Amendment, and promises and agreements herein set
forth.
2. It is expressly agreed to by the parties that this Contract Amendment is supplemental to the Original Task
Order Contract, contract routing number 18 FHJA 98472, as amended by 18 FHJA 105322, collectively
referred to herein as the Original Task Order Contract, which is by this reference incorporated herein. All
terms, conditions, and provisions thereof, unless specifically modified herein, are to apply to this Contract
Amendment as though they were expressly rewritten, incorporated, and included herein.
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3. It is expressly agreed to by the parties that the Original Task Order Contract is and shall be modified, altered,
and changed in the following respects only:
A. The period of performance of the current term is hereby extended by twelve (12) months, changing the
current ending date from June 30, 2018 to June 30, 2019. The revised period of performance is July 1,
2018 through and including June 30, 2019.
I. This Contract Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract. This
Contract Amendment is for the renewal term of July 1, 2018, through and including June 30, 2019.
The maximum amount payable by the State for the work to be performed by the Contractor during
this renewal term is Two Hundred Seventy Thousand Three Hundred Eighty Nine Dollars,
($270,389.00) for an amended total contract financial obligation of the State of Five Hundred
Forty Three Thousand Six Hundred Seventy Three Dollars, ($543,673.00).
a. For this renewal term the maximum amount payable attributable to United States Government
funding source (see Catalog of Federal Domestic Assistance (CFDA) number 93.074) is Two
Hundred Seventy Thousand Three Hundred Eighty Nine Dollars, ($270,389.00), and the
amended total contract financial obligation attributable to United States Government funding
source (see Catalog of Federal Domestic Assistance (CFDA) number 93.074) is Five Hundred
Forty Three Thousand Six Hundred Seventy Three Dollars, ($543,673.00).
The modified specifications to the original Statement of Work, Regional EPR Statement of Work,
Regional EPI Statement of Work and Budget are incorporated herein by this reference and identified
as Exhibit F, Exhibit G, Exhibit H and Exhibit I.
4. The Effective Date of this Contract Amendment is July 1, 2018, or upon approval of the State Controller, or an
authorized delegate thereof, whichever is later.
5. Except for the General Provisions and Special Provisions of the Original Task Order Contract, in the event of
any conflict, inconsistency, variance, or contradiction between the terms and provisions of this Contract
Amendment and any of the terms and provisions of the Original Task Order Contract, the terms and provisions
of this Contract Amendment shall in all respects supersede, govern, and control. The Special Provisions shall
always control over other provisions of the Original Task Order Contract or any subsequent amendments
thereto. The representations in the Special Provisions to the Original Task Order Contract concerning the
absence of personal interest of state of Colorado employees are presently reaffirmed.
6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT FISCAL YEAR ARE
CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING APPROPRIATED, BUDGETED, AND
OTHERWISE MADE AVAILABLE.
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SIGNATURE PAGE
Contract Routing Number: 19 FHJA 108864
THE PARTIES HERETO HAVE EXECUTED THIS TASK ORDER AMENDMENT
Each person signing this Task Order Amendment represents and warrants that he or she is duly authorized to execute this Task Order Amendment and to
bind the party authorizing his or her signature.
CONTRACTOR
Board of County Commissioners of Weld County (A
Political Subdivision of the State of Colorado) For the
use and benefit of the Weld County Department of
Public Health and Environment
By:
Signature of Authorized Individual
JUN 182018
Steve Moreno
Print Name of Authorized Individual
Chair
B
Print Title of Authorized Individual
Date
PROGRAM APPROVAL
Colorado Department of Public Health and Environment
Jamison Lee
is Branch Manager
By:
Signat ' f uthorized CDPIlt Program Approver
Date
STATE OF COLORADO
John W. Hickenlooper, Governor
Colorado Department of Public Health and
Environment
Larry Wolk, MD, MSPH, Executive Director and
Chief Medical Officer
Lisa McGovern
Purchasing and Contracting Section Director, CDPHE
Date
LEGAL REVIEW
Cynthia H. Coffman, Attorney General
Signature — Senior Aicistant Attorney General
Date
In accordance with §24-30-2O2 C.R.S., this Task Order Amendment is not valid until signed and dated below by the State
Controller or an authorized delegate.
STA E C
R
By:
Effective Date:
R
BA, JD
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EXHIBIT F
STATEMENT OF WORK
To Original Task Order Routing Number 18 FHJA 98472
Task Order Amendment #2 Routing Number 19 FHJA 108864
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
I. Project Description:
This project serves to improve medical and public health care preparedness, response, and recovery capabilities at
the federal, state and local level. The aligned HPP-PREP cooperative agreement provides technical assistance and
resources to support state, local, and territorial public health departments, along with HCCs and health care
organizations, to show measurable and sustainable progress toward achieving the preparedness and response
capabilities that promote prepared and resilient communities.
11. Definitions:
1. AAR: After Action Report
2. AFN-Access and Functional Needs
3. CDPHE-Colorado Department of Public Health and Environment
4. CNS-Colorado Notification System
5. COOP: Continuity of Operations Plan
6. CO -SHARE: Colorado State Health and Readiness Exchange
7. CO.TRAIN: Colorado Training Finder Real -Time Affiliate Integrated Network
8. CPG: Capability Planning Guide
9. CVM: Colorado Volunteer Mobilizer
10. EOP-Emergency Operations Plan
11. ESAR-VHP- Emergency System for Advance Registration of Volunteer Health Professionals
12. HAN: Health Alert Network
13. HCC: Healthcare Coalition
14. ICS -Incident Command Structure
15. IMATS- Inventory Management and Tracking System
16. IP: Improvement Plan
17. LPHA: Local Public Health Agency
18. MCM: Medical Countermeasure
19. MYTEP-Multi-Year Training and Exercise Plan
20. NIMS-National Incident Management System
21. POD -Point of Dispensing
22. TEPW: Training and Exercise Planning Workshop
III. Work Plan:
Goal #1: Increase capacity for preparedness, response and recovery in Colorado.
Objective #1: No later than the expiration date of the Contract, provide public health preparedness; improve response and
recovery activities through planning.
Primary Activity #1
The Contractor shall participate in the HCC Response Plan development via local HCC chapter.
Sub -Activity #1
The Contractor shall document the LPHA role in HCC emergency operations, ICS and NIMS
implementation, and Emergency Support Function 8 integration.
Page 1 of 6
EXHIBIT F
Primary Activity #2
The Contractor shall complete a Responder Safety and Health Plan.
Primary Activity #3
The Contractor shall create a 2018-2019 MCM ORR Action Plan.
Sub -Activity #1
The Contractor shall select three (3) MCM ORR priority areas to work on from gaps identified in
the MCM ORR Distribution Survey and Dispensing Survey to update MCM ORR Action Plan.
Primary Activity #4
The Contractor shall update the County MCM Dispensing Vaccination (POD) Plan.
Primary Activity #5
The Contractor shall update the Pandemic Influenza Plan.
Primary Activity #6
The Contractor shall address one (1) gap identified within the CPG survey.
Objective #2: No later than the expiration date of the Contract, provide public health preparedness, and improve response
and recovery activities through exercises.
Primary Activity #1
The Contractor shall participate in an HCC-based Tabletop Exercise.
Primary Activity #2
The Contractor shall conduct a minimum of two (2) HAN communication drills.
Primary Activity #3
The Contractor shall participate in quarterly Redundant Communications Drills.
Primary Activity #4
The Contractor shall conduct a drill twice a year with volunteers using CVM or other ESAR-VHP
compliant system.
Primary Activity #5
The Contractor shall participate in a minimum of two (2) tactical communication drills.
Primary Activity #6
The Contractor shall document a minimum of two (2) Strategic National Stockpile resource
request drills.
Objective #3: No later than the expiration date of the Contract, provide public health preparedness, and improve response
and recovery activities through training.
Primary Activity #1
The Contractor shall participate in county TEPW.
Sub -Activities #1
The Contractor shall update agency MYTEP.
Primary Activity #2
The Contractor shall attend the 2018 OEPR Annual Partners Meeting.
Objective #4: No later than the expiration date of the Contract, provide public health preparedness, and improve response
and recovery activities through additionally identified needs.
Primary Activity #1
The Contractor shall update the LPHA Contact List in EMResource when changes occur.
Primary Activity #2
The Contractor shall complete the Administrative Emergency Preparedness Procedures.
Page 2 of 6
EXHIBIT F
Primary Activity #3
The Contractor shall complete FY 2018-2019 CPG Survey.
Standards and
Requirements
The Contractor shall maintain NIMS compliance, a current emergency preparedness and
response plan, and participate in standardizing incident command structures amongst
LPHA, HCC, and ESF8.
2. The Response and Safety Plan shall be completed for LPHA response personnel.
3. The Contractor shall adhere to the Emergency Operations Plans Guidance Document
when completing Emergency Operations Plans. This document is incorporated and made
part of this contract by reference and is available at the following website:
https://sites.google.com/a/state.co.us/co-share/home/resources.
4. The Contractor shall use the MCM ORR Action Plan analysis when completing regional
MCM ORR Action Plan. This document is incorporated and made part of this contract
by reference and is available at the following website:
https://sites.google.com/a/state.co.us/co-share/home/resources
5. CDPHE will provide state guidance for MCM dispensing/prophylaxis/ vaccination
(POD) plans to align with the first year of the Contract's MCM ORR tool, revised
Capability 8 to address gaps in the local CPG-Capability 8 data upon request.
6. The Contractor shall use the MCM Dispensing Plan Template/Checklist when
completing County MCM Dispensing Vaccination Plan. This document is incorporated
and made part of this contract by reference and is available at the following website:
hftps://sites.google.com/a/state.co.us/co-share/home/resources
7. The Contractor shall use Closed POD planning and training documentation when
completing County Closed POD. This document is incorporated and made part of this
contract by reference and is available at the following website:
hftps://sites.google.com/a/state.co.us/co-share/home/resources
8. The Contractor shall use Colorado Pandemic Guidance/Template when completing
update for Pandemic Influenza Plan. This document is incorporated and made part of this
contract by reference and is available at the following website:
hftps://sites.google.com/a/state.co.us/co-share/home/resources
9. The Contractor shall use 2018-2019 CPG Survey Template when addressing one (1) gap.
This document is incorporated and made part of this contract by reference and is
available at the following website: https://sites.google.com/a/state.co.us/co-
share/home/resources
10. HCC-based Tabletop Exercise shall be based on a scenario and resources to be provided
by CDPHE.
I 1. The Contractor shall include CDPHE_SIT_EPR@state.co.us in Communication Drills
through HAN drills.
12. Quarterly communications drills will be conducted by CDPHE.
13. A minimum of one (1) regional staff and and/or one (1) EPR Coordinator per agency
must respond to the quarterly redundant communication drills conducted by CDPHE.
Participation is verified by the Colorado Notification System response reports. One
Colorado Notification System drill will be a "No -Notice" drill.
14. The Contractor shall provide documentation of ESAR-VHP compliant system if not
using CVM.
IS. All tactical communications drills will be initiated and documented by CDPHE.
16. Tactical Communication drills shall focus on information sharing between state and
local department operation centers and communication between the Receive, Store,
Stage site and Regional Transfer Point and Local Transfer Points.
17. Strategic National Stockpile [MATS resource request drills will be initiated and
documented by CDPHE.
18. The Contractor shall use the Emergency MCM Ordering Tool to place orders for
Strategic National Stockpile supplies with a minimum of one (1) POD, hospital or other
partner. During the drill, the Contractor shall send the order to the regional office
responsible for inputting county's orders into IMATS. The tool is incorporated and made
part of this contract by reference and is available at the following website:
Page 3 of 6
EXHIBIT F
https://docs.google.com/spreadsheets/d/ 1 K5 kPggav W el-
bZfFaGvKBdV pIrGnZNs31 xw4Odmlpso/edit?usp=sharing
19. CDPHE will inform Contractor thirty (30) days prior to the first drill of the year's
schedule.
20. The Contractor shall coordinate with local for the dates of the TEPW.
21. The Contractor shall have a representative at the 2018 OEPR Annual Partners Meeting.
22. CDPHE will provide meeting information regarding the 2018 OEPR Annual Partner
Meeting as it becomes available.
23. The Contractor shall register using Co -Train for the OEPR Annual Partners Meeting.
24. Contractor shall update information in the LPHA contact list on EMResource a
minimum of twice a year, six months in separation.
25. The Contractor shall use Administrative Preparedness Template when completing
Administrative Preparedness Procedures. This document is incorporated and made part
of this contract by reference and is available at the following website:
https://sites.google.com/a/state.co.us/co-share/home/resources
26. The Contractor shall complete CPG Survey within sixty (60) calendar days upon
receiving form.
27. 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.
28. AAR/IPs are required for all exercises and actual emergency incidents.
29. The Contractor shall adhere to the AAR/IPs template when completing AAR/IPs. This
document is incorporated and made a part of this contract by reference and is available
on the following website: https://www.colorado.gov/pacific/dhsem/atom/59986
30. The Contractor shall the enter dates of delivery completions in the grant reporting sheet
in CO -SHARE.
31. Drills can be notification, exercise, or real event.
32. CDPHE Coordinators with less than two (2) years, and new EPR employees without
Colorado OEPR experience must complete the "Public Health Emergency Preparedness
and Response 101" online course.
33. The Contractor shall assure they have members trained in the following systems
(EMResource, eICS, EMTrack, CNS, CO -SHARE, CVM, COTRAIN)
34. CDPHE will provide training on systems provide upon request.
35. The Contractor shall register in Co.Train for trainings. This information is located on
the following website: https://www.train.org/colorado and is incorporated and made a
part of this contract by reference.
36. The Contractor shall assist regional staff to fulfil the requirements of the Statement of
Work upon request.
Expected Results of
Activity(s)
Colorado public health agencies will have increased capacity to respond to public health
emergencies and related events to which a public health response is necessitated.
Measurement of
Expected Results
CPG survey data
Completion Date
Page 4 of 6
EXHIBIT F
Deliverables
1. The Contractor shall submit documentation of the LPHA's role
in HCC emergency operations, ICS and NIMS implementation,
and Emergency Support Function 8 integration electronically via
CO -SHARE.
No later than
6/01/2019
2. The Contractor shall submit the Responder Safety and Health
plan electronically via CO -SHARE.
No later than
6/01/2019
3. The Contractor shall submit the COOP electronically via CO-
SHARE.
No later than
6/01/2019
4. The Contractor shall submit the FY 18-19 MCM ORR Action
Plan electronically via CO -SHARE.
No later than
9/30/2018
5. The Contractor shall submit the County MCM
Dispensing/Vaccination POD Plan electronically via CO-
SHARE.
No later than
6/01/2019
6. The Contractor shall submit a revised Pandemic Plan
electronically via CO -SHARE.
No later than
6/01/2019
7. The Contractor shall submit the completed CPG template
electronically via CO -SHARE.
No later than
8/1/2018
8. The Contractor shall submit the Tabletop Exercise AAR/IP
electronically via CO -SHARE.
No later than
6/01/2019
9. The Contractor shall upload the volunteer drill report
electronically via CO -SHARE.
No later than
6/01/2019
10. The Contractor shall register for the [MATS drills in CO.TRAIN.
No later than
6/01/2019
11. The Contractor shall submit the updated MYTEP electronically
via CO -SHARE.
No later than
9/30/2018
12. The Contractor shall submit the names of attendees to 2018
OEPR Annual Partners Meeting in the Grant Reporting
Spreadsheet.
No later than
12/28/2018
13. The Contractor shall submit updated contact information
electronically via CO -SHARE.
No later than
8/1/2018 &
2/1/2019
14. The Contractor shall submit the completed Emergency
Administrative Preparedness Template electronically via CO-
SHARE.
No later than
6/01/2019
IV. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by the Contract Monitor. Methods used will include a review of documentation determined by
CDPHE to be reflective of performance to include progress reports, invoices, site visit results, electronic data 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.
V. Resolution of Non -Compliance:
The Contractor will be notified in writing within thirty (30) calendar days of discovery of a compliance issue.
Within ten (10) 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 Grants Manager 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
Page 5 of 6
EXHIBIT F
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 6 of 6
EXHIBIT G
STATEMENT OF WORK
To Original Task Order Routing Number 18 FHJA 98472
Task Order Amendment /12 Routing Number 19 FHJA 108864
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
Project Description:
This project serves to improve medical and public health care preparedness, response, and recovery capabilities at
the federal, state and local level. The aligned HPP-PHEP cooperative agreement provides technical assistance and
resources to support state, local, and territorial public health departments, along with HCCs and health care
organizations, to show measurable and sustainable progress toward achieving the preparedness and response
capabilities that promote prepared and resilient communities.
II. Definitions:
1. AAR: After Action Report
2. CNS: Colorado Notification System
3. CO -SHARE: Colorado State Health and Readiness Exchange
4. CO.TRAIN: Colorado Training Finder Real -Time Affiliate Integrated Network
5. CVM: Colorado Volunteer Mobilizer
6. HCC: Healthcare Coalition
7. IMATS: Inventory Management and Tracking System
8. IP: Improvement Plan
9. JRA: Joint Risk Assessment
10. LPHA: Local Public Health Agency
11. MCM: Medical Countermeasure
12. MYTEP: Multi -Year Training and Exercise Plan
13. ORR: Operations Readiness Review
14. PH TEPW: Public Health Training and Exercise Planning Workshop
15. POD: Point of Dispensing
16. SNS: Strategic National Stockpile
17. TEPW: Training and Exercise Planning Workshop
III. Work Plan:
Goal #1: Increase capacity for preparedness, response and recovery in Colorado.
Objective #1: No later than the expiration date of the Contract, provide public health preparedness; improve response and
recovery activities through training.
Primary Activity #1
The Contractor shall assist with the coordination of a minimum of two (2) trainings for public
health and healthcare coalition partners from the MYTEP.
Primary Activity #2
The Contractor shall complete the online course "Public Health Emergency Preparedness and
Response 101"
Primary Activity #3
The Contractor shall participate in a cold chain management training via webinar.
Primary Activity #4
The Contractor shall coordinate a training to their local LPHA on Mass Vaccination POD
operations.
Page 1 of 5
Contract_S0W_Exhibit B_December_20I 5.doc
EXHIBIT G
Primary Activity #5
The Contractor shall complete a minimum of one (1) IMATS training.
Objective #2: No later than the expiration date of the Contract, provide public health preparedness, response and recovery
activities through planning.
Primary Activity #1
The Contractor shall participate in county TEPW.
Primary Activity #2
The Contractor shall attend the 2018 Annual OEPR Partners Meeting.
Sub Activity #1
The Contractor shall attend Statewide PH TEPW at the 2018 Annual OEPR Partners Meeting.
Primary Activity #3
The Contractor shall update their county MCM Distribution Plan.
Objective #3: No later than the expiration date of the Contract, provide public health preparedness, response and recovery
activities through exercises.
Primary Activity #1
The Contractor shall provide technical support to the HCC Tabletop Exercise to prepare for the
full-scale exercise.
Primary Activity #2
The Contractor shall participate quarterly redundant communications drills.
Primary Activity #3
The Contractor shall participate in a minimum of two (2) SNS drills using IMATS.
Page 2 of 5
Contract_SO W_Exhibit B_December_20 I 5.doc
EXHIBIT G
Standards and
Requirements
1. The Contractor shall enter all trainings into Co.Train.
2. The Contractor shall enter training information into the OEPR Training after
providing two (2) trainings for public health and healthcare coalition partners. This
document is incorporated and made part of this contract by reference and is available
at the following website:
https://docs.google.com/spreadsheets/d/1 puWcrXLFCGghj6S2SpMTTJZi Wh90xZsD
G0 Ac zuD 7-s M/edit#gi d=0
3. Trainings for public health and healthcare coalition partners shall be from identified
gaps from the MYTEP.
4. Regional Staff with less than two (2) years, and new EPR employees without
Colorado OEPR experience must complete the "Public Health Emergency
Preparedness and Response 101" Co.Train course.
5. CDPHE will provide two (2) opportunities for Regional Staff to participate in a cold
chain management training via webinar.
6. CDPHE will coordinate with CDC and regional staff to provide training for Mass
Vaccination POD operations as requested by local LPHA.. This activity is dependent
upon the needs of the counties in the region.
7. CDPHE will provide IMATS training through Co.Train
8. The Contractor shall register using Co.Train for IMATS drills.
9. CDPHE will provide meeting information regarding the OEPR Annual Partners
Meeting as it becomes available.
10. The Contractor shall register for the OEPR Annual Partners Meeting using Co -Train.
11. Statewide PH TEPW will be facilitated by CDPHE at the OEPR Annual Partners
Meeting.
12. Contractor shall provide support for the 2018 Annual OEPR Partners Meeting upon
requested with training development, session facilitation, or general event staffing.
13. CDPHE will distribute state guidance for MCM Distribution Plans to align with the
BP 1 MCM ORR tool, revised PHEP Capability 9 and to address gaps in the local
CPG-Capability 9 data.
14. The Contractor shall adhere to the MCM Distribution Plan Template/Checklist when
completing regional updated MCM Distribution Plan. This document is incorporated
and made part of this contract by reference and is available at the following website:
https://sites.google.com/a/state.co.us/co-share/home/resources
15. The Contractor shall provide documentation to CDPHE of any activities completed in
the region -specific work plan developed during 2017-2018.
16. The Contractor shall use the Homeland Security Exercise Evaluation Program
Guidance when providing support for the Table Top Exercise. This document is
incorporated and made part of this contract by reference and is available at the
following website:
https://preptool kit. fema.gov/documents/ 1269813/ 1269861 /HSEEP_Revision_Apr 13_
F inal. pdf/65bc7843-1 d l 0-47b7-bc0d-45118a4d21 da
17. Quarterly communications drills will be conducted by OEPR.
18. The Contractor shall provide technical support to Healthcare Coalition chapter in their
region to development of Response Plans upon request.
19. A minimum of one (1) regional staff and/or one (1) EPR Coordinator per agency must
respond to the quarterly redundant communication drills conducted by OEPR.
Participation is verified by the Colorado Notification System response reports. One
Colorado Notification System drill will be a "No -Notice" drill.
20. SNS Inventory Management System resource request drills will be initiated by
CDPHE and documented by the OEPR Inventory Management Coordinator.
21. The Contractor shall register for IMAT's Drill using Co -Train.
22. The Contractor shall enter orders in IMAT's for each participating LPHA
23. CDPHE will inform Contractor thirty (30) days prior to the first drill of the year's
schedule.
24. The Contractor shall support LPHAs/Tribes in completing their Emergency
Preparedness Scopes of Work as applicable
25. The Contractor shall provide CDPHE with a full position description for any regional
staff hired, or for changes in duties, ten (10) business days prior to hire or duties
Page 3 of 5
Contract_S0W_Exhibit B_December_20 15.doc
EXHIBIT G
change.
26. The Contractor shall register in Co.Train for trainings. This information is located on
the following website: https://www.train.org/colorado and is incorporated and made a
part of this contract by reference.
27. 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.
28. The Contractor shall assure they have members trained in the following systems
(EMResource, eICS, EMTrack, CNS, CO -SHARE, CVM, COTRAIN)
29. OEPR will provide training on systems provide upon request.
public health
Expected Results of
Activity(s)
Colorado public health agencies will have increased capacity to respond to
emergencies and related events to which a public health response is necessitated.
Measurement of
Expected Results
Review of plans and identified gap response.
Completion
Date
Deliverables
1. The Contractor shall submit county MYTEP electronically via
CO -SHARE.
No later than
6/01/2019
2. The Contractor shall submit any training materials utilized for
public health and healthcare coalition partners based off the
MYTEP electronically via CO -SHARE.
No later than
6/01/2019
3. The Contractor shall submit an attendance sheet of participants
of Mass Vaccination POD operations trainings.
No later than
6/01/2019
4. If applicable, Regional Staff shall list tasks performed in
support of the 2018 Annual OEPR Partners Meeting in their
Grant Reporting Spreadsheet.
No later than
12/28/2018
5. Regional Staff shall submit updates on the progress of the
Response Plan within CO -SHARE.
No later than
September 28, 2018
and December 28,
2018
6. The Contractor shall submit County MCM Distribution Plan
No later than
Page 4 of 5
Contract_ S0W_ Exhibit B_December_20I5.doc
EXHIBIT G
electronically via CO -SHARE
6/01/2019
7. Regional staff shall submit Tabletop AAR/IP electronically via
CO -SHARE.
No later than
3/31/2019
8. The Contractor shall submit their region's completed order
electronically via IMAT's
No later than
6/01/2019
IV. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by the OEPR Grants Manager. 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.
V. Resolution of Non -Compliance:
The Contractor will be notified in writing within thirty (30) calendar days of discovery of a compliance issue.
Within ten (10) 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 time line for completion will be documented in writing and agreed to by both
parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a
request to the OEPR Grants Manager and receive approval for a new due date. The State will oversee the
completion/implementation of the action(s) to ensure time lines 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 5 of 5
Contract_ S0W_ Exhibit B_ December_2015.doc
EXHIBIT H
STATEMENT OF WORK
To Original Task Order Routing Number 18 FHJA 98472
Task Order Amendment #2 Routing Number 19 FHJA 108864
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
Project Description:
This project serves to improve medical and public health care preparedness, response, and recovery capabilities at
the federal, state and local level. The aligned HPP-PHEP cooperative agreement provides technical assistance and
resources to support state, local, and territorial public health departments, along with HCCs and health care
organizations, to show measurable and sustainable progress toward achieving the preparedness and response
capabilities that promote prepared and resilient communities.
II. Definitions:
1. CDC -Center for Disease Control
2. CEDRS- Colorado Electronic Disease Reporting System
3. DCEED-Disease Control and Environmental Epidemiology Division
4. NORS- National Outbreak Reporting System
5. OEPR-Office of Emergency Preparedness and Response
HI. Work Plan:
Goal #1: Develop, sustain, and improve upon public health surveillance and epidemiological investigation systems and processes
in Colorado.
Objective #1: No later than the expiration date of the Contract, provide public health surveillance and epidemiological
investigation activities for Colorado local public health agencies.
Primary Activity #1
The Contractor shall attend and participate in scheduled epidemiology -related conference calls,
meetings, and trainings.
Sub -Activities #1
1. The Contractor shall attend twice -monthly epidemiologist conference calls coordinated by OEPR.
2. The regional epidemiologist shall attend the fall 2018 meeting organized by OEPR.
Primary Activity #2
The Contractor shall assess public health surveillance data.
Sub -Activities #2
1. The Contractor shall assess the disease reporting metrics reports supplied by OEPR for the clinical
laboratories and hospitals within the regional epidemiologist's jurisdiction/region, and address any
reporting issues.
2. The Contractor shall assess the disease investigation metrics reports supplied by OEPR for the
regional epidemiologist's jurisdiction/region, and address any disease investigation issues.
3. The Contractor shall complete a surveillance data analysis project on a topic relevant to the
regional epidemiolo ist s Lurisdiction/region
Primary Activity #3
The Contractor shall share public health surveillance data and concepts with community partners.
Sub -Activities #3
1. The Contractor shall present on a surveillance or epidemiologic topic during one or more health
care coalition meetings within the regional epidemiologist's jurisdiction/region.
2. The Contractor shall present on a surveillance or epidemiologic topic to a public health or
community partner in the regional epidemiologist's jurisdiction/region.
3. The Contractor shall share OEPR provided surveillance data reports, or internally generated
surveillance data reports, with public health associates and stakeholders within the regional
epidemiologist's jurisdiction/region either quarterly or bi-annually.
Page 1of5
EXHIBIT H
Primary Activity #4
The Contractor shall conduct or assist with timely and complete disease case and outbreak
investigations, and respond to incidents with public health implications in order to implement
appropriate disease control and mitigation activities.
Sub -Activities #4
1. The Contractor shall monitor CEDRS to ensure local public health disease investigators within the
jurisdiction/region are completing the "follow-up outcome" variable in CEDRS in the "contact
attempts" section for diseases/conditions for which the local public health agency has primary
investigatory responsibilities.
2. The Contractor shall complete National Outbreak Reporting System (NORS) forms to OEPR within
two months of the first illness onset of the outbreak.
3. The Contractor shall complete outbreak summary reports to OEPR within 6 months of the first
illness onset of the outbreak.
Primary Activity #5
The Contractor shall contact the clinical laboratories within the regional epidemiologist's
jurisdiction/region and administer a laboratory testing practices survey to assess testing capacity and
the testing practices currently in place for selected diagnoses.
Primary Activity #6
The Contractor shall participate in one of the following workgroups:
1. Workgroup focused on developing epidemiological trainings for health care coalition
members.
2. Workgroup focused on developing a system to track public health case and contact
monitoring.
3. Workgroup focused on developing an epidemiology rapid response team.
Primary Activity #7
The Contractor shall develop the surveillance and epidemiological components of the Health Care
Coalition response plan within their agency/jurisdiction.
Standards and
Requirements
1. The Contractor shall serve as an epidemiological resource within their assigned region, and outside
their assigned region in real situations of need or urgency, for disease case, outbreak, and incident
investigations, including but not limited to enteric, respiratory, health care associated, zoonotic,
vectorborne, bloodborne, and vaccine -preventable diseases, and other incidents with public health
implications.
2. OEPR will notify regional epidemiologists of real situations requiring regional epidemiologist
assistance outside of the regional epidemiologist's jurisdiction/region via email or conference call.
3. The content of electronic documents located on OEPR and non-OEPR websites and information
contained on OEPR and non-OEPR websites may be updated periodically during the contract term.
The regional epidemiologist shall monitor documents and website content for updates and comply
with all updates.
4. Additional details to assist the regional epidemiologist in completing this work plan table will be
provided by the OEPR Communicable Disease Branch in the form of a guidance document prior to
the start date of this contract.
5. The twice -monthly epidemiologist conference calls will occur on the first and third Wednesdays of
every month from 9:30 am to 10:30 am.
6. The Contractor shall attend at least 80% of the twice -monthly epidemiologist conference calls.
7. OEPR will record and monitor attendance of the epidemiologist conference calls.
8. OEPR will record and monitor attendance at the fall 2018 meeting organized by OEPR.
9. The disease reporting metrics reports will be supplied by OEPR in August 2018 and February 2019.
The reports are generated from data within the CEDRS.
10. The disease investigation metrics reports will be supplied by OEPR in August 2018 and February
2019. The reports are generated from data within CEDRS.
11. The topic/focus area of the surveillance data analysis project is at the discretion of the regional
epidemiologist.
12. The surveillance or epidemiologic topic presented during a health care coalition meeting can
include but are not limited to: sharing surveillance data, discussing the agency's or region's
epidemiological response plan, reviewing an outbreak investigation, reviewing the role of
Page 2 of 5
EXHIBIT H
epidemiology in emergency preparedness and response, and sharing epidemiological
be used in emergency preparedness and response.
13. The surveillance or epidemiologic topic presented to a public health or community
discretion of the regional epidemiologist.
14. At a minimum, surveillance data reports must contain data on reportable conditions
region/jurisdiction. Additional items may be added at the regional epidemiologist's
15. Primary disease case investigation responsibility (i.e., local or state public
suggested public health response timelines are outlined on the CDPHE Communicable
Manual website in the document found at the link titled "CDPHE guidance
case investigation". This document and website are incorporated and made
work by reference and is available on the following website:
https://www. colorado.gov/paci fic/OEPR/communicable-disease-manual .
tools that can
partners is at the
reported in the
discretion.
health agency) and
Disease
on diseases needing
part of the scope of
conditions in
target for completed
this field.
to OEPR using the CDC
is incorporated
website:
.
16. The "follow-up outcome" variable in CEDRS shall be completed for all reportable
which the local public health agencies have primary investigation duties. The
case interviews is 90%.
17. OEPR will run reports throughout the grant year to evaluate completion of
18. The Contractor shall comply with the requirements for reporting outbreaks
NORS forms. This information is located on the DCEED website. This information
and made part of the scope of work by reference and is available on the following
https://www.co lorado.gov/pacific/OEPR/outbreak-investi gation-guidelines
19. The Contractor shall write outbreak summary reports that contain the following elements:
background, investigation start date, methods, results, discussion/conclusion, and
recommendations.
20. OEPR will provide the survey to be used for the clinical laboratory survey by March 10, 2019.
21. The OEPR Communicable Disease Branch will organize the workgroups and recruit regional
epidemiologists to participate in each group.
22. The OEPR Communicable Disease Branch will provide guidance and a template that can be used
when developing the surveillance and epidemiological components of the Health Care Coalition
response plan. Regional epidemiologists serving in regions with multiple regional epidemiologists
shall collaborate on the surveillance and epidemiological components of the Health Care Coalition
response plan.
Expected Results of
Activity(s)
High quality public health surveillance and epidemiological investigation will occur within the
Contractor's jurisdiction/region in line with functions described in capability 13 of the CDC PHEP
cooperative agreement (Public Health Surveillance and Epidemiological Investigations), contributing to
statewide public health preparedness and response capability.
Measurement of
Expected Results
Data in CEDRS and data provided to OEPR will be tabulated to assess compliance
performance measures for PHEP Capability 13: Public Health Surveillance and
Investigation. (PHEP capability 13 performance measures can be found at this
http://www.cdc.gov/phpr/capabilities/capability13.pdt)
with CDC
Epidemiological
website:
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Completion Date
Deliverables
1. The Contractor shall update their agency's CO -SHARE Grant Reporting
Spreadsheet to document any issues identified in the disease reporting
metrics reports and how those issues were addressed.
No later than
September 28, 2018
(for reports from Jan -
June 2018)
No later than March 29,
2019 (for reports from
July — Dec 2018)
2. The Contractor shall submit update their agency's CO -SHARE Grant
Reporting Spreadsheet to document any issues identified in the disease
investigation metrics reports and how those issues were addressed.
No later than
September 28, 2018
(for reports from Jan -
June 2018)
Page 3 of 5
EXHIBIT H
No later than March 29,
2019 (for reports from
July — Dec 2018)
3. The Contractor shall update their agency's CO -SHARE Grant Reporting
Spreadsheet with a summary of the surveillance data analysis project.
No later than June 7,
2019
4. The Contractor shall update their agency's CO -SHARE Grant Reporting
Spreadsheet to record the name of the health care coalition to which a
surveillance or epidemiologic topic was presented, the date of the
presentation, and a brief topic synopsis.
No later than June 7,
2019
5. The Contractor shall update their agency's CO -SHARE Grant Reporting
Spreadsheet to record the name of the public health or community
partner to which a surveillance or epidemiologic topic was presented,
the date of the presentation, and a brief topic synopsis.
No later than June 7,
2019
6. The Contractor shall update their agency's CO -SHARE Grant Reporting
spreadsheet to record the method, and the frequency (either quarterly or
bi-annually), and date they provided the quarterly and year-to-date
surveillance data reports from OEPR, or internally generated surveillance
data reports, with public health associates and stakeholders within the
Contractor's jurisdiction/region.
No later than December
7, 2018 (for data
covering the first half
of 2018 or 2"d and 3rd
quarters of 2018)
No later than June 7,
2019 (for data covering
the second half of 2018
or 4th quarter of 2018
and 1St quarter of 2019)
7. The Contractor shall submit a completed National Outbreak Reporting
System (NORS) form to the OEPR Communicable Disease Branch via
email (to kerri.brown@state.co.us) or fax (303-782-0338) for outbreaks
occurring within the regional epidemiologist's jurisdiction/region.
No later than 2 months
following the first
illness onset of the
outbreak
8. The Contractor shall submit infectious disease outbreak reports to the
OEPR Communicable Disease Branch via email (to
kerri.brown@state.co.us) or fax (303-782-0338) for outbreaks that occur
within the regional epidemiologist's jurisdiction/region.
No later than 6 months
following the first
illness onset of the
outbreak
9. The Contractor shall return completed clinical laboratory surveys to the
OEPR Communicable Disease Branch.
No later than April 30,
2019
10. The Contractor shall update their agency's CO -SHARE Grant Reporting
spreadsheet with the name of the workgroup on which they participated.
No later than June 7,
2019
11. The Contractor shall update their agency's CO -SHARE Grant Reporting
spreadsheet with the date they completed the surveillance and
epidemiological components of the Health Care Coalition response plan.
No later than June 7,
2019
IV. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by the DCEED EPI Manager. 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.
V. Resolution of Non -Compliance:
Page 4 of 5
EXHIBIT H
The Contractor will be notified in writing within thirty (30) calendar days of discovery of a compliance issue.
Within ten (10) 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 time line for completion will be documented in writing and agreed to by both
parties. If extenuating circumstances arise that requires an extension to the time line, the Contractor must email a
request to the DCEED EPI Manager and receive approval for a new due date. The State will oversee the
completion/implementation of the action(s) to ensure time lines 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 5 of 5
Exhibit I
Budget
To Original Task Order Routing Number 18 FHJA 98472
Task Order Amendment #2 Routing Number 19 FHJA 108864
Contractor Name
Weld County
VC#
VC00000000069549
Encumbrance Number
CT FAAA 201700003395
Expenditure Categories
Personal Services
Contract Budget
Position Title
Description of Work
Division Director
Oversees Regional Generalist & HAN coordinator activities (0.025 FTE & FRINGE)
$3,696.00
Admin
HAN message coordinator and general EPR support (.25 FTE & FRINGE)
$13,305.00
Regional Generalist
Coordinates EPR programming and LPHA deliverables (1.0 FTE & FRINGE)
$97,317.00
Regional Epidemiologist
Regional Epidemiological Investigations (1.0 FTE & FRINGE)
$96,316.00
Total Personal Services
$210,634.00
Supplies & Operating Expenses
Contract Budget
Item
Description of Work
Supplies
NAPH Overlays, go kits, training materials, field operating supplies, POD supplies
$1,500.00
Equipment
Small items of equipment, medical cache supplies and maintenance
$665.00
Training
OSHA Fit Tester Training x 2 staff
$3,350.00
Office & Operating
Supplies
General office and operating supplies $10/month x 12 months (may include allocations)
$620.00
Printing
General printing costs (avg $10/month); may include allocations
$620.00
Total Supplies
$6,755.00
Travel
Contract Budget
Item
Description of Work
Mileage
Travel to HCC meetings, workgroups, OEPR Partners Meeting 2 staff x 1000miles x $0.53/mile
$2,060
Lodging
Lodging for 2 staff x 2 Nights x $150 each for OEPR Partners Meeting
$1,600
Conference Travel
NACCHO Emergency Preparedness Summit x 2 Staff (lodging, air, meals,registration)
$4,500
Total Travel
$8,160.00
Contractual (payments to third parties or entities)
Contract Budget
Item
Subcontractor Entity Name and/or Description of Item
Total Contractual
$0.00
SUB -TOTAL BEFORE INDIRECT
$225,549.00
Indirect
Total Budget
Item
Description of Item
Indirect Cost Rate
CDPHE Negotiated Indirect Cost Rate is 19.88% for 2018
$44,839.14
Total Indirect
$44,839.14
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