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HomeMy WebLinkAbout20171800.tiffRESOLUTION RE: APPROVE TASK ORDER CONTRACT AMENDMENT #3 FOR WOMEN'S WELLNESS CONNECTION 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 #3 for the Women's Wellness Connection 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 June 30, 2017, and ending December 31, 2017, 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 #3 for the Women's Wellness Connection 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. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 19th day of June, A.D., 2017. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST:d^Qtp'g1, Weld County Clerk to the Board puty Clerk to the Board APP E ► AS ttorney Date of signature: —It (3 (1 7 Julie A. Cozad, Chair Sean P. Conway arbara Kirkmey Gc' HI.C3T/TC,l(Vv ) SI gl 17 Steve Moreno, Pro-Tem 2017-1800 HL0049 /D4 --//C2 Memorandum TO: Julie A. Cozad, Chair Board of County Commissioners FROM: Mark E. Wallace, MD, MPH Executive Director Department of Public Health & Environment DATE: June 13, 2017 SUBJECT: Women's Wellness Connection —Targeted Outreach Program (WWC-TOP) Six -Month Extension Contract with CDPHE Enclosed for the Board's review and approval is an extension contract for the Women's Wellness Connection - Targeted Outreach Program (TOP) between the Colorado Department of Public Health and Environment ("CDPHE") and the Weld County 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"). The Health Department has received a 6 -month contract extension for the Women's Wellness Connection Targeted Outreach Program (TOP) grant, from June 30, 2017, to December 31, 2017. The six-month contract extension amount of $45,517 will enable the Health Department to continue its outreach work for the recruitment and referral of women for breast and cervical cancer, with the goal of reducing morbidity and mortality rates in Weld County and increase equity in screening, identification, and treatment of breast and cervical cancer. Many women in Colorado remain uninsured and are not receiving routine screenings for breast and cervical cancer. The WCDPHE is a current recipient of WWC funding providing breast and cervical cancer screening to qualifying uninsured and underinsured women age 40-64. There is a need for expanded outreach efforts to identify hard -to -reach women in WWC's targeted population groups. This funding opportunity allows WCDPHE to support a full-time Community Health Outreach Worker to recruit, screen, and schedule qualifying women for WWC clinical services, provide a breast and cervical education and awareness program in the community, and conduct a small media campaign encouraging women to get recommended mammograms and cervical cancer screenings for prevention and early cancer detection. This contract was approved for placement on the Board's agenda via pass -around dated June 2, 2017. I recommend approval of this Task Order Amendment with CDPHE for the Women's Wellness Connection Targeted Outreach Program contract renewal. 2017-1800 DEPARTMENT OR AGENCY NAME COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT FHLA-HSCB DEPARTMENT OR AGENCY NUMBER FAAA TASK ORDER AMENDMENT ROUTING NUMBER 17-99140 To Original Task Order Routing Number 15-75542 TASK ORDER AMENDMENT #3 This Task Order Amendment is made this 5th day of May, 2017, 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 17_`x'. Avenue, Greeley, Colorado 80631, hereinafter referred to as the "Contractor". FACTUAL RECITALS The parties entered into a Master Contract dated January 17, 2012, with contract routing number 13 FAA 00051, Pursuant to the terms and conditions of the Master Contract the parties entered into a Task Order Contract dated December 24, 2014, with encumbrance number CT FHLA2015000000000697, hereinafter encumbrance number CTFAAAFHLA201700003833., and task order contract routing number 15 FHLA 75542 hereafter referred to as the "Original Task Order Contract", whereby the Contractor was to provide to the State the following: Increase outreach to WWC-eligible women, with an emphasis on prioritized populations, and to connect those women to local breast and cervical cancer screening services at WWC-funded service delivery providers. Changes were required to extend for an additional term of six months and two days. The State promises to increase the amount of funds to be paid to the Contractor by Forty Five Thousand Five Hundred Seventeen Dollars ($45,517.00) during the current term of the Original Task Order Contract 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 15 FHLA 75542, as amended by Option Letter 1, routing number 15 FHLA 78853, Contract Amendment 1 routing number 16 FHLA 79796, and Contract Amendment 2 routing number 17 FHLA 89377, 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 Page 1 of 4 17FHLA99I40_AMD3. docx O2p/7-/P-b included herein. 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: The following new provision is hereby added to the body of the Original Task Order Contract: A. The period of performance of the current term is hereby extended by six (6) months and two (2) days, changing the current ending date from June 29, 2017 to December 31, 2017. The revised period of performance is February 16, 2015 through and including December 31, 2017. B. This Contract Amendment is issued pursuant to paragraph 5 of the Original Task Order Contract. This Contract Amendment is for the fiscal year of June 30, 2017, through and including December 31, 2017. The maximum amount payable by the State for the work to be performed by the Contractor during this fiscal year is increased by. Forty Five Thousand Five Hundred Seventeen Dollars ($45,517.00) for an amended financial obligation of the State for the fiscal year of Forty Five Thousand Five Hundred Seventeen Dollars ($45,517.00) and for an amended total contract financial obligation of the State of Two Hundred Forty Two Thousand Eight Hundred Fifty One Dollars ($242,851.00).. a. Of the increased amount of Forty Five Thousand Five Hundred Seventeen Dollars ($45,517.00) for the current term Forty Thousand Five Hundred Seventeen Dollars ($40,517.00) is attributable to a State of Colorado funding source. The amended total contract financial obligation attributable to a State of Colorado funding source is Two Hundred Thirty Seven Thousand Eight Hundred Fifty One Dollars ($237,851.00). b. Of the increased amount of Forty Five Thousand Five Hundred Seventeen Dollars ($45,517.00) for the current term Five Thousand Dollars, ($5,000.00) is attributable to United States Government funding source (see Catalog of Federal Domestic Assistance (CFDA) number 93.752). The amended total contract financial obligation attributable to United States Government funding source (see Catalog of Federal Domestic Assistance (CFDA) number 93.752) is Five Thousand Dollars, ($5,000.00). c. The revised specifications to the original Statement of Work and Budget are incorporated herein by this reference and identified as "Exhibit H" and "Exhibit I" respectively. The Original Task Order Contract is modified accordingly. All other terms and conditions of the Original Task Order Contract are reaffirmed. 4. The Effective Date of this Contract Amendment is June 30, 2017, 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. Page 2 of 4 I7FHLA99140_AMD3.docx IN WITNESS WHEREOF, the parties hereto have executed this Task Order Amendment on the day first above written. * Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's behalf and acknowledge that the State is relying on their representations to that effect. 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 Signature of Authoylzel Officer JUN 1 9 2017 Date Julie A. Cozad Print Name of Authorized Officer Chair Print Title of Authorized Officer By: By: STATE: STATE OF COLORADO John W. Hickenlooper, Governor For the Executive Director DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT PROGRAM APPROVAL: ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER CRS §24-30-202 requires the State Controller to approve all State Contracts. This Contract is not valid until signed and dated below by the State Controller or delegate. Contractor is not authorized to begin performance until such time. If Contractor begins performing prior thereto, the State of Colorado is not obligated to pay Contractor for such performance or for any goods and/or services provided hereunder. By: Date: 17FHLA99140_AMD3.docx STATE CONTROLLER Robert Jaros, CPA, MBA, JD &4LOwY id&b7. Page 3 of 4 O20/7./riD (A) This page left intentionally blank. Page 4 of 4 17 FH LA99140_AM D3doc x EXHIBIT H STATEMENT OF WORK To Original Contract Routing Number 15 FHLA 75542 Contract Amendment #3 Routing Number 17 FHLA 99140 These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above. 1. Entity: Weld County Department of Public Health and Environment II. Project Description: This project serves to provide outreach and recruitment for women utilizing evidence -based intervention, as well as provide breast and cervical cancer education and awareness to women. III. Definitions: 1. ACS: American Cancer Society 2. CDC: Centers for Disease Control and Prevention 3. CDPHE: Colorado Department of Public Health and Environment 4. CHW: Community Healthy Workers implement outreach within their communities to provide basic health assessments and health education, community advocacy and capacity building/empowerment and connect/refer to culturally -tailored resources to reduce risk factors of the social determinants of health. CH Ws may provide language interpretation and cultural brokering to assure culturally responsive services for their clients. 5. Education: conducted by telephone or in person, delivers information to individuals or groups about breast or cervical cancer screening with the goal of motivating them to seek recommended screening. 6. Evidence -based interventions: Interventions that are based on peer -reviewed, published, high -quality research studies for which outcomes can confidently be assigned to the interventions in the application and/or procedures that have been adopted by national leadership as clinical or preventive guidelines. These are services that have been previously implemented in one or more communities with demonstrated success in achieving the intended results, or that otherwise demonstrate a reasonable potential for success based on research, sound (prevention/intervention) principles or relevant theory. 7. Population based approach: the health outcomes of a group of individuals, including the distribution of such outcomes within the group 8. Recruit: actively seeking women for breast and cervical cancer screenings. This can be accomplished through education, one-on-one interactions, media campaigns, etc. 9. Refer: actively assisting women through referrals (warm hand-offs) to a health system that screens for breast and cervical cancer. 10. Screening: actively following -up with referred women to determine if a breast and cervical cancer screening was completed. 11. TOP: Targeted Outreach Program 12. Underserved: women who are less likely to receive breast and cervical cancer screening services. 13. WWC: Women's Wellness Connection IV. Work Plan: Goal #1: Increase breast and cervical screenings in Colorado. Objective #1: No later than the expiration date of this Contract, implement evidence -based interventions to encourage women to participate in preventive breast and cervical cancer screening services. Primary Activity #1 The Contractor shall utilize community health workers to recruit underserved women for breast and cervical cancer screening services and refer them to WWC-funded clinics or clinics that provide breast and cervical cancer screening services. Sub -Activities #1 1. The Contractor shall schedule and coordinate breast and cervical cancer screening appointments for women. 2. The Contractor shall coordinate or provide transportation for women to breast and cervical cancer screening appointments. version: Contract Statement of Work — Exhibit B December 2015 Page I of 3 I7FHLA99140 Ex H.docx EXHIBIT H Objective #2: No later than the expiration date of this Contract, improve existing and pursue new community and health clinic affiliations to increase awareness and knowledge of breast and cervical cancer screenings. Primary Activity #1 The Contractor shall promote breast and cervical cancer awareness, prevention and early detection utilizing evidence -based public health outreach activities. Sub -Activities #1 1. The Contractor shall utilize population -based approaches to increase breast and cervical screening rates. 2. The Contractor shall distribute CDPHE, ACS, and Contractor developed and owned educational screening materials for breast and cervical cancer screenings. 3. The Contractor shall disseminate small media (for example: postcards, brochures, posters, local public service announcement and flyers, bus bench advertisements, educational videos) developed by the Contractor or CDPHE .t.o promote breast and cervical cancer awareness, prevention, early detection, and screening, including during breast cancer awareness month. Standards and Requirements 1. The content of electronic documents located on CDPHE and non-CDPHE information contained on CDPHE and non-CDPHE websites may during the contract term. The Contractor shall monitor documents for updates and comply with all updates. 2. The Contractor shall utilize evidence -based strategies to increase breast cancer screening rates, identified in The Community Guide. This document and made part of this Contract by reference and is available on the http://www.thecommunityguide.org/cancer/index.html websites and be updated periodically and website content and cervical is incorporated following website: and will include referral information available on the 3. The Contractor shall utilize materials for breast, cervical marketing, WWC eligibility and referral information. The WWC eligibility and are incorporated and made part of this Contract by reference and is following website:.https://www.colorado.gov/pacific/cdphe/womens-wellness- connection.. scheduled by CDPHE. days of a services provided. meetings annually based products include a events, and five related to gift include the following: gift cards dollar amount, and 4. The Contractor shall participate in required conference calls to be 5. The Contractor shall notify WWC Program Coordinator within 30 change in the Program Director responsible for the performance of 6. The Contractor shall participate in at least one (1) progress and training with CDPHE. 7. Required is a minimum of 500 women recruited. 8. Required are 500 reminder cards, letters and postcards utilizing evidence mailed. 9. Required presentations, trainings, and distribution of information shall minimum total of five (5) community organizations, ten (10) community (5) non-WWC health clinics. 10. The Contractor shall provide to CDPHE upon request written procedures card purchase and handling. At a minimum, the procedures must 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 d. A gift card distribution log that records each gift card number, the printed name and signature of each gift card recipient. e. Gift cards shall be distributed by the end of the contract term. Expected Results of Activity(s) Increased number of women being screened for breast and cervical cancer. Measurement of Expected Results Qualitative and quantitative statistics of each activity, which are collected in the quarterly progress report. , i� l f �/`,.��rir����v� ' rf 'f a aaa�o 1,_ j�ri r F a "'VA � �cJr rocs„,err:cif,r���.r,,✓�,r���rrr�;�J����.ri✓,,,l�4cfi��`� Completion Date p Deliverables 1. The Contractor shall submit quarterly progress reports to the No later than: 10/15/2017 version: Contract Statement of Work — Exhibit B December 2015 Page 2 of 3 I 7FHLA99140_Ex H.docx EXHIBIT H WWC program via Survey Monkey. . 12/31/2017 V. Monitoring: CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout the contract period by the WWC Section Manager. Methods used will include a review of documentation determined by CDPHE to be reflective of performance to include progress reports, invoices, site visit results 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 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 WWC Section 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. version: Contract Statement of Work — Exhibit B December 2015 Page 3 of 3 I 7F1 ILA99140_Ex H.docx EXHIBIT I CDPHE COLORADO Department of Public Health & Environment PREVENTION SERVICES DIVISION- BUDGET WITH JUSTIFICATION FORM Contract Routing #17 FHLA 99140 Contractor Name Weld County Department of Public Health and Environment Budget Period 6/30/2017-12/31/2017 Project Name WWC Targeted Outreach Program Program Contact Name, Title, Phone and Email Samantha Wittrock, Community Health Outreach Worker, 970-400-2400, swittrock@weldgov.com Fiscal Contact Name, Title, Phone and Email Tanya Geiser, Director, Admin Services (970) 400-2122, tgeiser@weldgov.com Expenditure Categories Personal Services Salaried Employees Position Title Description of Work Budget Item Supports SOW (Yes/No) Gross or Annual Salary Fringe Percent of Time on Project Number of Months Total Amount Requested from CDPHE Community Health Outreach Worker, SW Attend community events and work with community organizations to increase awareness of breast and cervical cancer screenings through education, recruitment, and referrals of potential clients YES $42,136.00 $16,404.00 100.00% 6.00 $29,270.00 Office Technician, MS Administrative program support (answering phone calls, mailing, scheduling appointments, etc.) YES $42,265.00 $16,454.00 2.50% 6.00 $733.99 Office Technician, EO Administrative program support (answering phone calls, mailing, scheduling appointments, etc.) YES $36,153.00 $14,074.00 2.50% 6.00 $627.84 Director, Health Communications, EA Provide supervision and oversight to the Outreach Worker and the program. YES $92,801.00 $36,127.00 5.00% 6.00 $3,223.20 Personal Services Hourly Employees Position Title Description of Work Budget Item Supports SOW (Yes/No) Hourly Wage Hourly Fringe Total # of Hours on Project Total Amount Requested from CDPHE $0 Total Personal Services (including fringe benefits) $33,855 Page 1 of 3 EXHIBIT I PREVENTION SERVICES DIVISION- BUDGET WITH JUSTIFICATION FORM Contract Routing #17 FHLA 99140 Contractor Name Weld County Department of Public Health and Environment Budget Period 6/30/2017-12/31/2017 Project Name WWC Targeted Outreach Program Program Contact Name, Title, Phone and Email Samantha Wittrock, Community Health Outreach Worker, 970-400-2400, swittrock@weldgov.com Fiscal Contact Name, Title, Phone and Email Tanya Geiser, Director, Admin Services (970) 400-2122, tgeiser@weldgov.com Supplies & Operating Expenses Item Description of Item Budget Item Supports SOW (Yes/No) Rate Quantity Total Amount Requested from CDPHE Electronic Medical Record Fees The Outreach Worker will take a laptop to outreach events and will utilize Electronic Medical Records to schedule screening appointments for clients. Yes $50.00 6 $300 Phone Service The program will use a phone for outreach. Yes $70.00 6 $420 Printed Materials Postcards for appointment reminders and flyers for distribution at events. We anticipate sending 500 postcards in October (Breast Cancer Awareness) and handing out 750 flyers. Yes $0.85 1250 $1,063 Postage Postage for 500 postcards sent in fall. Yes $0.40 500 $200 Program Supplies Coffee and snacks provided during events to open a conversation with potential clients and leave a positive impression of the Health Department. Yes $15.00 30 $450 Gas Vouchers Gas vouchers/ gift cards to help women with transportation costs. Yes $10.00 10 $100 Interpretation Interpretation as needed for education or scheduling appointments. Yes $25.00 1 $25 Misc. Operating Supplies Office and other supplies as needed. Includes office supply and printing allocations. Yes $4.00 6 $24 Total Supplies & Ooeratina,Ettt ettses $2,582 Travel Item Description of Item Budget Item Supports SOW (Yes/No) Rate Quantity Total Amount Requested from CDPHE Mileage to outreach events Outreach Worker will attend community events and meetings across Weld County. Estimated 375 miles/ month x 6 months x .515 per mile. Yes $0.515 2250 $1,159 Mileage to one day meetings Outreach Worker will attend a mandatory Summit in Breckenridge or Vail in the fall. (Breckenridge is ^'131 miles while Vail is "'147 miles) Yes $0.515 300 $155 Meals Meals while traveling to/from or away at Summit. (Based on half of the year's budget - $180/2) Yes $15.00 6 $90 Lodging Lodging in Breckenridge or Vail for the fall Summit. Yes $154.00 2 $308 Total Travel $1,711 Page 2 of 3 EXHIBIT I PREVENTION SERVICES DIVISION- BUDGET WITH JUSTIFICATION FORM Contract Routing #17 FHLA 99140 Contractor Name Weld County Department of Public Health and Environment Budget Period 6/30/2017-12/31/2017 Project Name WWC Targeted Outreach Program Program Contact Name, Title, Phone and Email Samantha Wittrock, Community Health Outreach Worker, 970-400-2400, swittrock@weldgov.com Fiscal Contact Name, Title, Phone and Email Tanya Geiser, Director, Admin Services (970) 400-2122, tgeiser@weldgov.com Contractual Subcontractor Name Description of Item Budget Item Supports SOW (Yes/No) Rate Quantity Total Amount Requested from CDPHE TBD Work with local media outlets and advertisers to promote the WWC Services offered at the Weld County Health Department. Yes $100.00 4 $400 Total Contractual $400 SUB -TOTAL BEFORE INDIRECT $38,548 Indirect I Item Description of Item Total Amount Requested from CDPHE Federally -negotiated indirect cost rate agreement CDPHE-approved indirect cost rate agreement 2017 CDPHE Negotiated Indirect Rate = 18.08% $6,969 De minimis indirect cost rate Total Indirect ,,969 X..?'" 'r�/'f'rr .lx,. ...,..., :i. .F- , ...... ...l . , f . ... ?`�, �.✓i„ �l f,��,'.l f fJ �,� ...' r,a `f rm"ii r/.: nfa ✓p'.:' Page 3 of 3 Hello