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.
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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.
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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
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