HomeMy WebLinkAbout20171802.tiffRESOLUTION
RE: APPROVE TASK ORDER FOR PUBLIC HEALTH EMERGENCY PREPAREDNESS
AND RESPONSE 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 a Task Order for Public Health
Emergency Preparedness and Response 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 Environment, and the Colorado Department of Public
Health and Environment, commencing July 1, 2017, and ending June 30, 2018, with further terms
and conditions being as stated in said task order contract, and
WHEREAS, after review, the Board deems it advisable to approve said task order
contract, 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 for Public Health Emergency Preparedness and Response
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.
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, COLOI ADO
ATTEST:d) � .:
Weld County Clerk to the Board
BY/.
APPRO
Date of signature: "7 i 1 VI -7
Steve Moreno, Pro-Tem
orney r� 'lip i Gt✓ .!
Barbara Kirkmeyer
Kirkmeyer
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2017-1802
HL0049
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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: FY17-18 CDPHE Public Health Emergency
Preparedness & Response Task Order
Contract
Enclosed for the Board's approval is a task order contract 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.
This funding cycle represents a transition year as the state and federal agencies are indicating a
desire to cross -connect different funding streams and seek a greater emphasis on regional
planning and response.
With the approval of the Board, the WCDPHE will enter into a one-year task order contract with
CDPHE in the amount of $273,284. The term of the contract begins July 1, 2017, and ends June
30, 2018. Activities will be conducted by current staff; no additional FTE is being requested.
This contract was approved for placement on the Board's agenda via pass -around dated June 6,
2017. I recommend approval of this Public Health Emergency Preparedness & Response
continuation contract with CDPHE.
2017-1802
DEPARTMENT OF PUBLIC HEALTH AND
I NVIRONMENT
(:.\ISROUTING NO. I K F A 98472
APPROVED TASK ORDER CONTRACT - WAIVER #154
This task order contract is issued pursuant to master contract made on 11/23/2016, with routing number 18 FAA 000051
STATE:
State of Colorado for the use & benefit of the
Department of Public Health and Environment
Office of Emergency Preparedness and Response
4300 Cherry Creek Drive South
Denver, Colorado 80246
CONTRACT MADE DATE' 3/20/2017
CORE ENCUMBRANCE NUMBER:
CT FAAA 201700003395
TERM:
This contract shall be effective upon approval by
the State Controller, or designee, or on 07/01/2017
whichever is later. The contract shall end on 6/30/2018.
PROCUREMENT METHOD:
Exempt
BID/RFP/LIST PRICE AGREEMENT NUMBER:
N/A
LAW SPECIFIED VENDOR STATUTE:
N/A
STATE REPRESENTATIVE:
Lyle Moore
Office of Emergency Preparedness and Response
4300 Cherry Creek Drive South
Denver, Colorado 80246
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
Weld County Department of Public Health and Environment
1555 North 17th Avenue Greeley, Colorado 80631
CONTRACTOR DUNS: 75757955
CONTRACTOR ENTITY TYPE:
Political Subdivision
BILLING STATEMENTS RECEIVED:
Monthly
STATUTORY AUTHORITY: Not Applicable
CLASSIFICATION. Subrecipient
CONTRACT PRICE NOT TO EXCEED: $273,284.00
FEDERAL FUNDING DOLLARS: $273,284.00
STATE FUNDING DOLLARS: $0.00
OTHER FUNDING DOLLARS: $0.00
Specify "Other": $0.00
MAXIMUM AMOUNT AVAILABLE PER FISCAL YEAR:
FY18: $273,284.00
PRICE STRUCTURE: Cost Reimbursement
CONTRACTOR REPRESENTATIVE:
Mark Wallace
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
Weld County Department of Public Health and Environment
1555 North 17th Avenue
Greeley, Colorado 80631
PROJECT DESCRIPTION:
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.
{
Contrfact Template_ Task_ Order
Page 1 of 6
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EXHIBITS:
The following exhibits are hereby incorporated:
Exhibit A - Additional Provisions (and any of its Attachments; e.g., A -1, A-2, etc.)
Exhibit B - Statement of Work (and any of its Attachments; e.g., B -1, B-2, etc.)
Exhibit C - Budget (and any of its Attachments; e.g., C -I, C-2, etc.)
Exhibit D- Grant Funding Change Letter (and any of its Attachments; e.g., C -I, C-2, etc.)
Exhibit E - Option Letter (and any of its Attachments; e.g., C -1, C-2, etc.)
GENERAL PROVISIONS
The following clauses apply to this Task Order Contract. These general clauses may have been expanded upon or
made more specific in some instances in exhibits to this Task Order Contract. To the extent that other provisions of
this Task Order Contract provide more specificity than these general clauses, the more specific provision shall
control.
l . This Task Order Contract is being entered into pursuant to the terms and conditions of the Master Contract
including, but not limited to, Exhibit One thereto. The total term of this Task Order Contract, including any
renewals or extensions, may not exceed five (5) years. The parties intend and agree that all work shall be
performed according to the standards, terms and conditions set forth in the Master Contract.
2. In accordance with section 24-30-202(1), C.R.S., as amended, this Task Order Contract is not valid until it
has been approved by the State Controller, or an authorized delegee thereof. The Contractor is not
authorized to, and shall not; commence performance under this Task Order Contract until this Task Order
Contract has been approved by the State Controller or delegee. The State shall have no financial obligation
to the Contractor whatsoever for any work or services or, any costs or expenses, incurred by the Contractor
prior to the effective date of this Task Order Contract. If the State Controller approves this Task Order
Contract on or before its proposed effective date, then the Contractor shall commence performance under
this Task Order Contract on the proposed effective date. If the State Controller approves this Task Order
Contract after its proposed effective date, then the Contractor shall only commence performance under this
Task Order Contract on that later date. The initial term of this Task Order Contract shall continue through
and including the date specified on page one of this Task Order Contract, unless sooner terminated by the
parties pursuant to the terms and conditions of this Task Order Contract and/or the Master Contract.
Contractor's commencement of performance under this Task Order Contract shall be deemed acceptance of
the terms and conditions of this Task Order Contract.
3. The Master Contract and its exhibits and/or attachments are incorporated herein by this reference and made
a part hereof as if fully set forth herein. Unless otherwise stated, all exhibits and/or attachments to this Task
Order Contract are incorporated herein and made a part of this Task Order Contract. Unless otherwise stated,
the terms of this Task Order Contract shall control over any conflicting terms in any of its exhibits. In the event
of conflicts or inconsistencies between the Master Contract and this Task Order Contract (including its exhibits
Contract_Template_Task_Order Page 2 of 6
and/or attachments), or between this Task Order Contract and its exhibits and/or attachments, such conflicts or
inconsistencies shall be resolved by reference to the documents in the following order of priority: I) the
Special Provisions of the Master Contract; 2) the Master Contract (other than the Special Provisions) and its
exhibits and attachments in the order specified in the Master Contract; 3) this Task Order Contract; 4) the
Additional Provisions - Exhibit A, and its attachments if included, to this Task Order Contract; 5) the
Scope/Statement of Work - Exhibit B, and its attachments if included, to this Task Order Contract; 6) other
exhibits/attachments to this Task Order Contract in their order of appearance.
4. The Contractor, in accordance with the terms and conditions of the Master Contract and this Task Order
Contract, shall perform and complete, in a timely and satisfactory manner, all work items described in the
Statement of Work and Budget, which are incorporated herein by this reference, made a part hereof and
attached hereto as "Exhibit B" and "Exhibit C".
5. The State, with the concurrence of the Contractor, may, among other things, prospectively renew or extend
the term of this Task Order Contract, subject to the limitations set forth in the Master Contract, increase or
decrease the amount payable under this Task Order Contract, or add to, delete from, and/or modify this
Task Order Contract's Statement of Work through a contract amendment. To be effective, the amendment
must be signed by the State and the Contractor, and be approved by the State Controller or an authorized
delegate thereof. This contract is subject to such modifications as may be required by changes in Federal or
State law, or their implementing regulations. Any such required modification shall automatically be
incorporated into and be part of this Task Order Contract on the effective date of such change as if fully set
forth herein.
6. The conditions, provisions, and terms of any RFP attached hereto, if applicable, establish the minimum
standards of performance that the Contractor must meet under this Task Order Contract. If the Contractor's
Proposal, if attached hereto, or any attachments or exhibits thereto, or the Scope/Statement of Work -
Exhibit B, establishes or creates standards of performance greater than those set forth in the RFP, then the
Contractor shall also meet those standards of performance under this Task Order Contract.
7. STATEWIDE CONTRACT MANAGEMENT SYSTEM [This section shall apply when the Effective
Date is on or after July 1, 2009 and the maximum amount payable to Contractor hereunder is $100,000 or
higher]
By entering into this Task Order Contract, Contractor agrees to be governed, and to abide, by the
provisions of CRS §24-102-205, §24-102-206, §24-103-60I, §24-103.5-101 and §24-105-102 concerning
the monitoring of vendor performance on state contracts and inclusion of contract performance information
in a statewide contract management system.
Contractor's performance shall be evaluated in accordance with the terms and conditions of this Task Order
Contract, State law, including CRS §24-103.5-101, and State Fiscal Rules, Policies and Guidance.
Evaluation of Contractor's performance shall be part of the normal contract administration process and
Contractor's performance will be systematically recorded in the statewide Contract Management System.
Areas of review shall include, but shall not be limited to quality, cost and timeliness. Collection of
information relevant to the performance of Contractor's obligations under this Task Order Contract shall be
determined by the specific requirements of such obligations and shall include factors tailored to match the
requirements of the Statement of Project of this Task Order Contract. Such performance information shall
be entered into the statewide Contract Management System at intervals established in the Statement of
Project and a final review and rating shall be rendered within 30 days of the end of the Task Order Contract
term. Contractor shall be notified following each performance and shall address or correct any identified
problem in a timely manner and maintain work progress.
Should the final performance evaluation determine that Contractor demonstrated a gross failure to meet the
performance measures established under the Statement of Project, the Executive Director of the Colorado
Department of Personnel and Administration (Executive Director), upon request by the Colorado
Department of Public Health and Environment and showing of good cause, may debar Contractor and
Contract Template_Task_Order
Page 3 of 6
prohibit Contractor from bidding on future contracts. Contractor may contest the final evaluation and result
by: (i) filing rebuttal statements, which may result in either removal or correction of the evaluation (CRS
§24-105-102(6)), or (ii) under CRS §24-105-102(6), exercising the debarment protest and appeal rights
provided in CRS §§24-109-106, 107, 201 or 202, which may result in the reversal of the debarment and
reinstatement of Contractor, by the Executive Director, upon showing of good cause.
8. If this Contract involves federal funds or compliance is otherwise federally mandated, the Contractor and
its agent(s) shall at all times during the term of this contract strictly adhere to all applicable federal laws,
state laws, Executive Orders and implementing regulations as they currently exist and may hereafter be
amended. Without limitation, these federal laws and regulations include the Federal Funding
Accountability and Transparency Act of 2006 (Public Law 109-282), as amended by §6062 of Public Law
110-252, including without limitation all data reporting requirements required there under. This Act is also
referred to as FFATA.
Contract_Template_Task_Order
Page 4 of 6
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
* 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
Legal Name of Contracting Entity
Julie A. Cozad
Print Name of Authorized Officer
aitta icJ
Signature of Authoriz d I leer
JUN 19 2017
Date
STATE OF COLORADO:
JOHN W. HICKENLOOPER, GOVERNOR
By: )(Y\a?-1171).
Chair
By:
Print Title of Authorized Officer
For Executive Director
Department of Public Health and Environment
Department Program Approval:
ame & Title of Program Signer
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
STATE CONTROLLER:
Robert Jaros, CP MBA, JD
/62,
, litki '1 itra i
(e 0 I -7-
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EXHIBIT A
ADDITIONAL PROVISIONS
To Contract Dated 03/20/2017 - CMS Contract Routing Number 18 FHJA 98472
These provisions are to he read and interpreted in conjunction with the provisions of the Contract specified above.
1. This Contract contains federal funds (see Catalog of Federal Domestic Assistance (CFDA) number 93.074).
2. The United States Department of Health and Human Services ("HHS"), through the Center for Disease
Control.("CDC") has awarded as of 06/23/2017 anticipated federal funds of $10,094,811.00 under Notice
of Cooperative Agreement Award, hereinafter "NCAA", number NU90TP000510-05-00, to perform the
following— Public Health and Emergency Preparedness for the State of Colorado.
If the underlying Notice of Cooperative Agreement Award "NCAA" authorizes the State to pay all
allowable and allocable expenses of a Contractor as of the Effective Date of that NCAA, then the State
shall reimburse the Contractor for any allowable and allocable expenses of the Contractor that have been
incurred by the Contractor since the proposed Effective Date of this Contract. If the underlying NCAA does
not authorize the State to pay all allowable and allocable expenses of a Contractor as of the Effective Date
of that NCAA, then the State shall only reimburse the Contractor for those allowable and allocable
expenses of the Contractor that are incurred by the Contractor on or after the Effective Date of this
Contract, with such Effective Date being the later of the date specified in this Contract or the date the
Contract is signed by the State Controller or delegee.
3. To receive compensation under the Contract, the Contractor shall submit a signed Monthly Invoice Form.
This form is titled CDPHE STANDARD Reimbursement Invoice Form and is accessible from the CDPHE
internet website https://www.colorado.gov/pacific/cdphe/standardized-invoice-form-and-links the form is
incorporated and made part of this Contract by reference. The Invoice Form must be submitted no later
than forty-five (45) calendar days after the end of the billing period for which services were rendered.
Expenditures shall be in accordance with the Statement of Work and Budget. The Contractor shall submit
the invoice using the method listed below.
Scan the completed and signed Invoice Form and supporting documentation into an electronic document.
Email the Invoice form and supporting documentation to: OEPR Fiscal Staff, cdphe eprfiscal(istate.co.us
Final billings under the Contract must be received by the State within a reasonable time after the expiration
or termination of the Contract; but in any event no later than forty-five (45) calendar days from the
effective expiration or termination date of the Contract.
4. Time Limit for Acceptance of Deliverables.
Evaluation Period. The State shall have forty-five (45) calendar days from the date a deliverable is
delivered to the State by the Contractor to evaluate that deliverable, except for those deliverables that
have a different time negotiated by the State and the Contractor.
Notice of Defect. If the State believes in good faith that a deliverable fail to meet the design
specifications for that particular deliverable, or is otherwise deficient, then the State shall notify the
Contractor of the failure or deficiencies, in writing, within thirty (30) calendar days of: 1) the date the
deliverable is delivered to the State by the Contractor if the State is aware of the failure or deficiency at
the time of delivery; or 2) the date the State becomes aware of the failure or deficiency. The above
time frame shall apply to all deliverables except for those deliverables that have a different time
negotiated by the State and the Contractor in writing pursuant to the State's fiscal rules.
Time to Correct Defect. Upon receipt of timely written notice of an objection to a completed
deliverable, the Contractor shall have a reasonable period of time, not to exceed thirty (30) calendar
Contract Exhibit -A AdditionalProvisions_040715
EXHIBIT A
days, to correct the noted deficiencies. If the Contractor fails to correct such deficiencies within thirty
(30) calendar days, the Contractor shall be in default of its obligations under this Task Order Contract
and the State, at its option, may elect to terminate this Task Order Contract or the Master Contract and
all Task Order Contracts entered into pursuant to the Master Contract.
5. Health Insurance Portability and Accountability Act (HIPAA) Business Associate Determination.
The State has determined that this Contract does not constitute a Business Associate relationship under
HTPAA.
6. This award does not include funds for Research and Development.
7. Other than for normal and recognized executive -legislative relationships, no funds may be used for:
Publicity or propaganda purposes, for the preparation, distribution, or use of any material designed to
support or defeat the enactment of legislation before any legislative body the salary or expenses of any
grant or contract recipient, or agent acting for such recipient, related to any activity designed to
influence the enactment of legislation, appropriations, regulation, administrative action, or Executive
order proposed or pending before any legislative body
8. Contracting Provisions
The Contractor shall ensure that all service related expenses are completed and all goods related expenses
are received on or before the expiration of the contract.
The Contractor shall maintain a complete file of all records, documents, communications, and other
materials that pertain to the operation of the activities under this contractual agreement for six years. Such
files shall be sufficient to properly reflect all direct and indirect costs of labor, materials, equipment,
supplies and services, and other costs of whatever nature for which a reimbursement was made. These
records shall be maintained according to generally accepted accounting principles and shall be easily
separable from other Contractor records. Contactor's auditor shall perform audits in accordance with the
requirements of the OMB Circulars A-87 (Cost Principles for State, Local, and Tribal Governments), A-
122 (Cost Principles for Non -Profit Organizations) and A-133 (Audits of States, Local Governments, and
Non -Profit Organizations), as applicable.
The Contractor must perform a substantial role in carrying out project outcomes and not merely serve as a
conduit for an award to another party or provider who is ineligible.
9. Fiscal Provisions
Supplantation:
Cooperative agreement funds cannot supplant any current state or local expenditures. Supplantation refers
to the replacement of non-federal funds with federal funds intended to support the same activities. The
Public Health Service Act, Title I, Section 319 (c) specifically States: "SUPPLEMENT NOT SUPPLANT.
Funds appropriated under this section shall be used to supplement other federal, state, and local public
funds provided for activities under this section."
Contractor shall ensure that reimbursement requests are not duplicated under any other Public Health
Emergency Preparedness funding or utilized to supplant non -related activities or programs. Contractor shall
ensure appropriate distribution of costs in direct relation to the activities performed.
Unallowable Costs:
I . Payment or reimbursement of backfilling costs for staff.
2. Construction or major renovations.
3. Salary of an individual at a rate in excess of Executive Level II or $187, 000 per year.
Contract Exhibit-A_AdditionalProvisions 040715
EXHIBIT A
4. The purchase of clothing such as jeans, cargo pants, polo shirts, jumpsuits, sweatshirts, or T-shirts.
5. The purchase or support (feed) for animals for labs, including mice.
6. The purchase a house or other living quarters for those under quarantine.
7. The purchase vehicles to be used as means of transportation for carrying people or goods, such as
passenger cars or trucks and electrical or gas -driven motorized carts.
8. Funds shall not be used for clinical care.
9. Funds shall not be used for entertainment, including amusement, diversion, and social activities
and any costs directly associated with such costs.
10. Recipients shall not use funds for fund raising activities and lobbying.
2 CFR 200 Code of Federal Regulations
The contractor shall follow the regulations and guidance put forth by the Federal Government as described
in the "Super Circular". This information is available on the following website https://www.ecfr.gov/cgi-
bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200 main 02.tpl and is incorporated and made part of this
contract by reference.
10. Budget Line Definitions
The Contractor has the ability, with written approval from OEPR fiscal staff, to move 10 % of funds from
budget category to budget category not to exceed the total dollar amount of the contract.
The Contractor shall request approval from their Contract and Fiscal Monitor for expenditures of $5,000.00
or more before purchasing. This requirement does not include personnel expenses.
Personnel: The Contractor shall dedicate the necessary funds to support salary and fringe for any staff
member devoting time and effort towards the accomplishment of any activities identified under this Scope
of Work.
Equipment: The Contractor shall purchase equipment, as well as maintain the working order of any existing
equipment, required to meet any activity identified under this Scope of Work such as personal and portable
computers, communication radios, cellular telephones, facsimile machines, laboratory equipment, training
equipment, public information kits, etc.
Travel: The Contractor shall support travel related costs to ensure accomplishment of activities identified
under this Scope of Work such as regional planning meetings, local partner planning meetings, attendance
at training sessions, conferences, and agency representation at the Emergency Preparedness and Response
conference calls.
Operating and Supplies: The Contractor shall support operating and supply costs directly associated with
any activities identified under this Scope of Work such as high-speed Internet connections, notification
systems, telephone and communication systems, office supplies, copying, printing, postage, room rental,
software purchase and upgrades, etc.
Indirect: A Contractor's allowable indirect rate is the current Negotiated Indirect Rate Agreement on file
with Colorado Department of Public Health and Environment Internal Auditor's office. In the event there is
no such agreement on file, the allowable indirect rate shall default to 10% of Direct Salaries & Wages,
Including Fringe Benefits. If there was a negotiated indirect rate in the past, but it has expired, the
contractor is not allowed to claim the 10% default rate. The contractor cannot claim any indirect rate until
they have negotiated a new rate with CDPHE internal Auditor's office as per the OMB super circular. If a
new or revised Negotiated Indirect Rate Agreement is filed with the CDPHE Internal Auditor's
office during the current term of this Agreement, the new indirect rate may be used for the remainder of the
current performance period and will not be retroactive to the effective date of the Agreement.
11. Deployment of HPP- and PREP -funded equipment, supplies and personnel via the Emergency Management
Assistance Compact (EMAC) for the purpose of mutual aid and assistance between states during a
governor declared State of emergency or disaster is permitted, but is subject to 101 the Federal provisions
of 45 CFR 75. However, affected States must notify their CDC Grants Management Specialist within a 24-
Contract_Exhibit-A AdditionalProvisions040715
EXHIBIT A
hour period of the personnel, services and/or equipment being loaned out for the emergency. Awardees
should follow their state legislation which governs how they will operate during an emergency or when
another state requests assistance via EMAC. Awardees may reference the EMAC website for detailed
information via www.emacweb.org . Additional guidance can be found in the 2017-2022 HPP-PHEP
Supplemental Guidelines.
12. The State, at its discretion, may unilaterally increase or decrease the total funds available under this Grant,
the funds available under the Grant during any State Fiscal Year or the funds available for any specific line
items described in this Grant. In order to exercise this right, the State shall provide written notice to
Grantee in a form substantially equivalent to Exhibit D. The exercise of this right shall not be valid until it
has been approved by the contractor.
13. The State, at its discretion, shall have the option to extend the term under this Contract beyond the Initial
Term for a period or for successive periods, of 1 year at the same rates and under the same terms specified
in the Contract. In order to exercise this option, the State shall provide written notice to Contractor in as
form substantially equivalent to Exhibit E. If exercised, the provisions of the Option Letter shall become
part of and be incorporated in the original contract. The total duration of this contract shall not exceed 5
years.
14. The contractor shall provide written notification to CDPHE OEPR PHEP Program Manager and OEPR
Grants Branch Manager of emergency preparedness and response regional staff (including regional
generalists and regional epidemiologists) position vacancies. This notification should include:
A. name of the regional staff person leaving the position;
B. the date the vacancy will occur;
C. the estimated date when the vacancy will be filled and;
D. Name of replacement once filled.
CDPHE will assist hosting agencies by providing resources and training if needed and requested to new
regional staff.
Contract Exhibit-A_AdditionalProvisions_040715
EXHIBIT B
STATEMENT OF WORK
To Contract Dated 3/20/2017- CMS Contract Routing Number 18 FHJA 98472
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 and due to recent public health threats of potentially catastrophic proportion
underscore the importance of effective planning and response capabilities that can be applied to all hazards. As
new threats, including novel infectious diseases, emerge, ASPR and CDC programs must ensure that both medical
and public health systems are not only integral parts of emergency response activities but also part of emergency
preparedness planning with all relevant partners. Increased cooperation among responders, including state and
local public health officials, emergency medical services (EMS), healthcare coalitions (HCCs), and private health
care organizations, ensure the nation is better prepared to respond to all hazards. Governmental public health
departments and the mostly private sector health care delivery systems are now recognized as essential partners in
emergency response, increasing their ability to identify and mitigate potential threats to the public's health.
During the 2017-2022 project period, 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. Although each program focuses on readiness for
two discrete sectors, the public health enterprise for PHEP and the mostly private health care and medical systems
for HPP, alignment offers opportunities for these sectors to coordinate and collaborate. This facilitates improved
community preparedness and response nationwide, reduces awardee and sub-awardee burden, and increases
federal efficiency.
I. Definitions:
AAR: After Action Report
ASPR: Office of the Assistant Secretary for Preparedness and Response within the United States Department of
Health and Human Services
BPl : Budget Period One within the five-year PHEP/HPP Cooperative Agreement
CDC: Centers for Disease Control and Prevention
CDPHE-OEPR: Colorado Department of Public Health and Environment, Office of Emergency Preparedness and
Response
CMS: Centers for Medicaid & Medicare Services
COOP: Continuity of Operations
CO -SHARE: Colorado State Health and Readiness Exchange
CO.TRAIN: Colorado Training Finder Real -Time Affiliate Integrated Network
CVM: Colorado Volunteer Mobilizer
DOC: Department Operation Center (CDPHE)
EPR: Emergency Preparedness and Response
ERHMS: Emergency Responder Health Monitoring and Surveillance
ESF: Emergency Support Function
FSE: Full Scale Exercise
HAN: Health Alert Network
HCC: Healthcare Coalition
HPP: Hospital Preparedness Program
IMS: Inventory Management System
IP: Improvement Plan
LPHA: Local Public Health Agency
Contract SOW_LPHA_20 I 7.doc
EXHIBIT B
LTP: Local Transfer Point
MCM: Medical Countermeasure
MCM-ORR: Medical Countermeasure Operational Readiness Review
PHEP: Public Health Emergency Preparedness Grant
RSS: Receive, Store, Stage (State warehouse for SNS distribution)
RTP: Regional Transfer Point
SNS: Strategic National Stockpile
TEPW: Training and Exercise Planning Workshop
H. Work Plan:
Goal #1: Increase capacity for preparedness, response and recovery in Weld County, CO.
Objective #1: No later than the expiration date of the Contract, provide public health preparedness, response and recovery
activities in Weld County through planning, training, exercises and real events.
Primary Activity #1
PLANNING: Participate in Emergency Preparedness and Response planning and planning
coordination.
Sub -Activities #1
1. The Contractor shall participate in an agency After Action Planning Meeting for the
2017 Full Scale Exercise.
2. The Contractor shall develop an agency After Action Report/Improvement Plan for the
June 2017 Full Scale exercise utilizing the form provided by OEPR.
3. The Contractor shall maintain an internal contact list in CO -SHARE.
4. The Contractor shall complete a Hazard Vulnerability Assessment utilizing a link
provided by CDPHE-OEPR.
5. The Contractor shall assess their local MCM planning and operational preparedness
levels by completing the CDC BPI MCM-ORR self -assessment tool.
6. The Contractor shall assess their local MCM Responder Safety & Health Capability
utilizing the ERHMS responder safety and health baseline assessment tool.
7. The Contractor shall identify or develop a local resource request process integrated
with their local emergency management agency.
8. The Contractor shall work with Healthcare Coalition to develop a Preparedness Plan.
9. The Contractor shall perform an assessment, gap analysis, and corrective planning
timeline for the Community Recovery Capability.
Primary Activity #2
TRAINING: Participate in Emergency Preparedness Training and Training Activities
Sub -Activities #2
1. The Contractor shall participate in Medical Surge Training.
2. The Contractor shall participate in a Regional Training and Exercise Planning
Workshop.
3. The Contractor shall attend one Colorado Volunteer Mobilizer Administrator Training
session (unless previously attended on January 26, 2017 or April 20, 2017).
4. The Contractor shall participate in a minimum of one training based on gaps identified
in AAR/IP from the FSE from June 2017.
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EXHIBIT B
Primary Activity #3
EXERCISING / DRILLS: Participate in Emergency Preparedness and Response exercises and
drills.
Sub -Activities #3
I. The Contractor shall participate in four (4) quarterly drills initiated by CDPHE in the
Colorado Notification System.
2. The contractor shall participate in an HCC-based exercise focused on Medical Surge
and the ESF#8 roles at the 2017 OEPR Fall Meeting.
3. The Contractor shall initiate a minimum of two (2) HAN drills to local/regional
partners including OEPR.
4. The Contractor shall participate in a COOP drill that tests remote access to
communication systems and continuity of operations functions.
5. The Contractor shall initiate at least one (1) local volunteer notification drill using the
CVM or equivalent system.
6. The Contractor shall participate in two (2) tactical communications drills initiated by
CDPHE focusing on CDPHE DOC to Local DOC and RSS to RTP/LTP
communication via 800MHz radio and cell phone equipment.
7. The Contractor shall participate in two (2) SNS Inventory Management System
resource request drills.
Primary Activity #4
ADDITIONAL ACTIVITIES: Coordinate collaborative activities with local, regional and
state emergency preparedness and response staff.
Sub -Activities #4
I. The Contractor shall attend the 2017 OEPR Fall Meeting.
2. The Contractor shall act as a liaison between CDPHE and EPR Regional Staff to local
community preparedness associates.
3. The Contractor shall attend, lead or participate in local and/or regional jurisdiction
Healthcare Coalition meetings.
4. The Contractor or designated staff shall attend quarterly Colorado Healthcare Coalition
Council meetings as requested by the council.
5. The Contractor shall use CDPHE-provided evaluation tools to collect CDPHE and
federally specified data, including surveys, upon request.
6. The Contractor shall coordinate and participate in site visits as requested by CDPHE
and EPR Regional Staff.
7. The Contractor shall participate in workshops, conferences, mandatory meetings, and
communication drills as requested by CDPHE.
8. The Contractor shall participate in work groups as requested by CDPHE.
Contract SOW_LPHA_20I7.doc
EXHIBIT B
Standards and
Requirements
I. The content of electronic documents located on CDPHE and non-CDPHE websites
and information contained on CDPHE and non-CDPHE websites may be updated
periodically during the contract term. The contractor shall monitor documents and
website content for updates and comply with all updates.
2. The Contractor shall ensure that appropriate Regional Emergency Preparedness and
Response Staff time and resources are allocated to support all identified activities for
all local agencies within their region.
3. The Contractor shall seek planning, training, exercise and other emergency
preparedness and response technical assistance from EPR Regional Staff and CDPHE-
OEPR as needed.
4. Regular, ongoing participation in local/ regional Healthcare Coalitions is required for
all local public health agencies.
5. After Action Reports and Improvement Plans for exercises and real world events shall
be submitted to the appropriate CO -Share folder as applicable.
6. The Contractor shall enter all trainings and exercises coordinated or conducted by
Public Health Emergency Preparedness Staff into the EPR Training Report in CO -
SHARE.
7. All hosted trainings and exercises should be posted to the appropriate CO -Share
Training and Exercise calendars.
8. All hosted trainings should be posted to CO.TRAIN.
9. The Full Scale Exercise After Action Meeting shall be conducted on a local level.
After Action Planning Meeting shall address strengths and weakness identified during
the 2017 Full Scale Exercise and identify improvement items to address gaps.
10. The Full Scale Exercise After Action Report/Improvement Plan shall include an
analysis of strengths and areas of improvement of exercise capabilities and objectives
and an Improvement Plan for addressing identified areas of improvement. AAR/IP
shall also include community mental health center strengths and weakness and
improvement plan. A template for the Full Scale Exercise After Action Report and
Improvement Plan will be provided by CDPHE-OEPR.
11. Contact information are required in the case of an emergency or event in which
CDPI-IE or another agency requires immediate contact with the local agency.
Information shall include at minimum a primary and secondary contact name,
position, role at agency, email address, office phone, and mobile phone.
12. The Contractor shall utilize the Hazard Vulnerability Assessment tool utilizing a link
to be provided by CDPHE-OEPR. Completion of a THIRA will not replace the HVA
requirement, as THIRA is aimed at state and local emergency management agencies,
not public health and medical.
13. CDPHE-OEPR shall provide the MCM-ORR self -assessment tool by July I, 2017.
Contractors will not be required to submit supporting documentation with this initial
assessment.
14. CDPHE-OEPR shall provide the ERHMS Responder Safety and Health Baseline
Assessment tool developed by National Institute of Safety and Health) and the
National Response Team as part of the ERHMS System.
15. Resource request process shall identify how the local public health agency identifies
insufficient resources, to whom the requests are submitted, and the process by which
requests are approved.
16. The Preparedness Plan shall identify HCC members, resources and capabilities.
17. The Preparedness Plan shall incorporate associated members' priorities based upon
perceived risk, emergencies occurring in the region, available funds, applicable laws
and regulations, supporting personnel, HCC member facilities and time constraints.
18. CDC/ ASPR mandate 100% of HCCs have a draft Preparedness Plan by April 1, 2018,
and a final plan by end of BPI.
19. The Preparedness plan must be approved by all HCC core members, incorporate all
Contract_SO W_LPHA_20 I 7.doc
EXHIBIT B
member input, and be distributed to all HCC members. The plan must:
a. Incorporate the HCC's and members' priorities for planning and coordination
based on regional needs and gaps.
b. Leverage HCC members' existing facility preparedness plans as required by
the CMS Emergency Preparedness Rule.
c. Be developed by HCC leadership with input from HCC members and other
stakeholders.
d. Outline strategic and operational objectives for the HCC as a whole and each
HCC member.
e. Include short-term (within the year) and long-term (3-5 year) objectives.
f. Include recurring objective to develop and review HCC response plan.
g. Inform training, exercise, and resource and supply management activities.
h. Include a checklist of each HCC members' proposed activities, methods s for
members to report progress to the HCC, and processes to promote
accountability and completion.
20. The Contractor shall utilize the Community Recovery Capability Assessment Tool
provided by CDPHE-OEPR by October 1, 2017. Community Recovery Capability
Assessment Tool will inform the gap analysis and corrective planning timeline of the
PHEP Capability Two - Community Recovery.
21. Medical Surge Training will be administered on-line, in -person or via webinar.
22. The Regional Training and Exercise Planning Workshop, as well as subsequent report,
shall address capability gaps identified in recent exercises (including 2017 Full Scale)
and events, a training and exercise strategy for addressing those gaps, and a training
and exercise calendar.
23. Training and Exercise Plan shall be for entire grant period, from 2018-2022, to be
updated at least annually.
24. Colorado Volunteer Mobilizer Administrator training will be offered quarterly by
CDPHE-OEPR. Certificates can be obtained from CO.TRAIN.
25. A minimum of one (I) regional staff and 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" drills.
26. The agency shall ensure that they have a notification system capable of initiating
notification of response partners. This may be the Colorado Notification System, or
another system.
27. Materials for the Medical Surge exercise will be provided by CDPHE- OEPR.
28. HAN drill Report shall include the number of contacts attempted and the number of
verified successful messages. HAN drills must include OEPR by fax 303-619-7811,
Attn: HAN Coordinator CDPHE EPR SITAstate.co.us.
29. The COOP drill shall test remote access to email and file sharing. Report shall include
functions tested and results of drill.
30. The COOP drill shall be developed and coordinated by the designated Regional Staff.
31. Colorado Volunteer Mobilizer Drill Reports shall indicate date of drill, description of
volunteer pool, and a summary of responding entities.
32. All tactical communications drills initiated by CDPI-IE will be documented by
CDPHE.
33. SNS Inventory Management System resource request drills will be initiated by
CDPHE and documented by the OEPR IMS Coordinator.
34. Contractor agency shall be represented by the Director and/or EPR Coordinator at the
2017 OEPR Fall Meeting. Attendance by EPR Regional Staff alone will not suffice.
Attendance at the 2017 OEPR Fall Meeting will be verified with the meeting sign -in
sheets.
Contract SOW LPHA_20I7.doc
EXHIBIT B
Expected Results of
Activity(s)
1. 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
1. Measures of Public Health Emergency Operations Plans effectiveness and validity will
be evaluated per the performance measures for PHEP and HPP capabilities — resources
to reference include:
a. PHEP Performance Measures Specifications and Implementation Guidance
b. Hospital Preparedness Program Performance Measure Manual.
c. Strategic National Stockpile- Medical Countermeasure Operational Readiness
Review Guidance.
2. Exercises and real world events will be evaluated through After Action Reports and
Improvement Plans to determine plan or system response readiness.
Completion Date
Deliverables
1. The Contractor shall upload the 2017 FSE After Action
meeting sign -in sheet to the appropriate CO -SHARE folder
and indicate the date on their Grant Reporting Spreadsheet.
No later than July
31, 2017
2. The Contractor shall complete After Action
Report/Improvement Plan form for the June 2017 Full -Scale
exercise and indicate completion on their Grant Reporting
Spreadsheet.
No later than
August 31, 2017
3. Contractor shall submit required internal contact information
onto an electronic form provided by OEPR and indicate
completion on their Grant Reporting Spreadsheet.
No later than
August 31, 2017
4. The Contractor shall indicate in their Grant Reporting
Spreadsheet the name(s) of staff that participated in the
quarterly redundant communication drills conducted by OEPR.
No later than
September 30, 2017,
December 31, 2017,
March 31, 2018,
June 15, 2018
5. The Contractor shall indicate the name(s) of staff that
participated and the date of Medical Surge Training attendance
in their Grant Reporting spreadsheet.
No later than
September 30, 2017
6. The Contractor shall pre -register in CO.TRAIN for the 2017
OEPR Fall meeting, sign in at the registration table at the Fall
Meeting, and indicate the names of agency attendees on their
Grant Reporting Spreadsheet.
No later than
October 31, 2017
7. The Contractor shall sign the Medical Surge exercise
attendance sheet during the 2017 Fall OEPR Meeting and
indicate completion on their Grant Reporting Spreadsheet.
No later than
October 31, 2017
8. The Contractor shall indicate the date of completion of the
Hazard Vulnerability Assessment on their Grant Reporting
Spreadsheet.
No later than
December 31, 2017
9. The Contractor shall upload the completed CDC BPI MCM
ORR self -assessment tool to the appropriate CO -SHARE
folder and indicate completion on their Grant Reporting
Spreadsheet.
No later than
December 31, 2017
10. Contractor shall upload the completed ERHMS Responder
Safety and Health Baseline Assessment tool to CO -SHARE
and indicate completion on their Grant Reporting Spreadsheet.
No later than
December 31, 2017
I I . The contractor shall upload the HAN drill report to the
appropriate CO -SHARE folder and indicate completion on
their Grant Reporting Spreadsheet
No later than
December 31, 2017,
June 15, 2018
12. The Contractor shall upload the Resource Request plan or a
detailed description of the process to the appropriate CO-
No later than
January 31, 2018
Contract_SOW LPHA 20I7.doc
EXHIBIT B
SHARE folder and indicate completion on their Grant
Reporting Spreadsheet.
13. The Contractor shall upload the Preparedness Plan to the
appropriate CO -SHARE folder and indicate completion on
their Grant Reporting Spreadsheet.
No later than March
31, 2018
14. The Contractor shall upload a COOP drill report to the
appropriate CO -SHARE Folder and indicate the date of
completion on their Grant Reporting Spreadsheet.
No later than March
31, 2018
15. The Contractor shall upload the sign -in sheet and agenda for
their Regional Training and Exercise Planning Workshop to
the appropriate CO -SHARE folder and indicate completion on
their Grant Reporting Spreadsheet.
No later than April
30, 2018
16. The Contractor shall download Colorado Volunteer Mobilizer
Administrator training certificate from CO.TRAJN, upload to
the appropriate CO -SHARE folder and indicate completion on
their Grant Reporting Spreadsheet.
No later than May
31, 2018
17. Contractor shall upload the Contractor initiated Colorado
Volunteer Mobilizer drill report into the appropriate CO-
SHARE folder, and indicate completion on their Grant
Reporting Spreadsheet.
No later than May
3 I, 2018
18. The Contractor shall upload Healthcare Coalition meeting
minutes with attendance list to the appropriate CO -SHARE
folder and indicate dates of meetings with a summary of
participation in their Grant Reporting Spreadsheet.
Within 30 days of
meeting and no later
than June 15, 2018.
19. The Contractor shall upload the completed Community
Recovery assessment tool, gap analysis, and corrective
timeline to the appropriate CO -SHARE folder and indicate
completion on their Grant Reporting Spreadsheet.
No later than June
15, 2018
20. The Contractor shall indicate the name and date of training
based on the Full Scale Exercise AAR/IP on their Grant
Reporting Spreadsheet.
No later than June
15, 2018
21. The Contractor shall indicate in their Grant Reporting
Spreadsheet the dates of participation in two (2) CDPHE DOC
to LPHA DOC or RSS to RTP/LTP tactical communication
drills.
No later than June
15, 2018
22. The Contractor shall indicate in their Grant Reporting
Spreadsheet the dates of participation in two (2) SNS Inventory
Management resource request drills.
No later than June
15, 2018
Ill. Key Personnel:
Local Public Health Agency Staff
IV. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by the Office of Emergency Preparedness and Response. Methods used will include a review
of documentation determined by CDPHE to be reflective of performance to include progress reporting in agency
Grant Reporting Spreadsheet, documents uploaded to CO -SHARE, participation in required activities, the timely
submission of invoices 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:
Contract S0W_LPHA_20I7.doc
EXHIBIT B
The Contractor will be notified in writing within (?) calendar days of discovery of a compliance issue. Within (?)
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 time line, the Contractor must email a request to the (title of
responsible individual) 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.
Contract_SOW_LPHA_20
EXHIBIT B
Regional Staff Workplan
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 and due to recent public health threats of potentially catastrophic proportion
underscore the importance of effective planning and response capabilities that can be applied to all hazards. As
new threats, including novel infectious diseases, emerge, ASPR and CDC programs must ensure that both medical
and public health systems are not only integral parts of emergency response activities but also part of emergency
preparedness planning with all relevant partners. Increased cooperation among responders, including state and
local public health officials, emergency medical services (EMS), healthcare coalitions (HCCs), and private health
care organizations, ensure the nation is better prepared to respond to all hazards. Governmental public health
departments and the mostly private sector health care delivery systems are now recognized as essential partners in
emergency response, increasing their ability to identify and mitigate potential threats to the public's health.
During the 2017-2022 project period, 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. Although each program focuses on readiness for
two discrete sectors, the public health enterprise for PHEP and the mostly private health care and medical systems
for EIPP, alignment offers opportunities for these sectors to coordinate and collaborate. This facilitates improved
community preparedness and response nationwide, reduces awardee and sub-awardee burden, and increases
federal efficiency.
II. Definitions:
AAR: After Action Report
ASPR: Office of the Assistant Secretary for Preparedness and Response within the United States Department of
Health and Human Services
CDC: Centers for Disease Control
CDPHE-OEPR: Colorado Department of Public Health and Environment, Office of Emergency Preparedness and
Response
CNS: Colorado Notification System
Contractor: LPHA and/or Regional Staff employed by LPHA, unless otherwise specified.
COOP: Continuity of Operations
CO -SHARE: Colorado State Health and Readiness Exchange
CO.TRAIN: Colorado Training Finder Real -Time Affiliate Integrated Network
EPR: Emergency Preparedness and Response
HCC: Healthcare Coalition
HPP: Hospital Preparedness Program
[CS: Incident Command System
IP: Improvement Plan
LPHA: Local Public Health Agency
MCM: Medical Countermeasure
MCM ORR Medical Countermeasure Operational Readiness Review
MYTEP: Multi -Year Training and Exercise Plan
NIMS: National Incident Management System
PHEP: Public Health Emergency Preparedness Grant
SNS: Strategic National Stockpile
POD: Point of Dispensing
TEPW: Training and Exercise Planning Workshop
Page 1 of 7
Contract_SOW_Regional Staff 20 I 7.doc
EXHIBIT B
HI. Work Plan:
Goal #1: Increase capacity for preparedness, response and recovery in Weld County, CO.
Objective #1: No later than the expiration date of the Contract, provide public health preparedness, response and recovery
activities in Weld County through planning, training, exercises and real events.
Primary Activity #1
PLANNING: Participate in emergency preparedness and response planning and planning
coordination.
Sub -Activities #1
I. Regional Staff shall facilitate the development of a Regional After Action Summary/
Improvement Plan for the 2017 Full Scale Exercise.
2. Regional Staff shall provide support to each public health agency within their
jurisdiction to complete the Board of Health Rule Checklist.
3. Regional Staff shall develop a region -specific work plan for the 2018-2019 grant year
to include planning, training, and exercise activities.
4. Regional Staff shall conduct a minimum of one site visit to each affiliated local public
health agency during the contract year or as requested by CDPHE.
Primary Activity #2
TRAINING: Participate in emergency preparedness training and training activities.
Sub -Activities #2
I. Regional Staff shall provide a minimum of two (2) trainings based on gaps identified
in AAR/IP from the Full Scale Exercise from June 2017.
2. Regional Staff shall participate in Medical Surge Training as provided by OEPR.
3. Regional Staff shall facilitate or assist in an annual Regional Training and Exercise
Planning Workshop with HCC partners, to include Public Health, Hospitals,
Emergency Management, EMS, Behavioral Health and other preparedness and
response partners.
4. Regional Staff shall develop, or update, a Regional Multi -Year Training and Exercise
Plan.
5. Regional Staff shall provide a Closed POD Overview/Training to Healthcare Coalition
members.
6. Regional Staff shall ensure the delivery of ICS and NIMS training to Healthcare
Coalition members as needed or requested.
Primary Activity #3
EXERCISING / DRILLS: Participate in emergency preparedness and response exercises and
drills.
Sub -Activities #3
1. Regional Staff shall respond to the quarterly redundant communication drills
conducted by CDPHE-OEPR. Participation is verified by the CNS response reports.
2. Regional Staff shall design and implement a COOP drill for the public health agencies
within their jurisdiction.
Primary Activity #4
ADDITIONAL ACTIVITIES: Coordinate collaborative activities with local, regional and
state emergency preparedness and response staff.
Sub -Activities #4
1. Regional Staff shall attend the 2017 OEPR Fall Meeting.
2. Regional Staff shall provide support to each public health agency within their
jurisdiction to complete the LPHA PHEP work plan activities and the submission of
deliverables into CO -SHARE.
3. Regional Staff shall serve as Subject -Matter -Experts for the Healthcare Coalitions
within their jurisdiction.
4. Regional Staff shall attend, lead or participate in local and/or regional jurisdiction
Healthcare Coalition meetings.
5. Regional Staff shall provide updates and briefings to Healthcare Coalition members
regarding CDPHE-OEPR Strategic Planning, HPP-ASPR updates/ requirements, and
Page 2 of 7
Contract_SOW_Regional Staff 2017.doc
EXHIBIT B
important events.
6. Regional Staff shall act as a liaison between CDPHE and local community
preparedness associates.
7. Regional Staff shall use CDPHE-provided evaluation tools to collect CDPHE and
federally specified data, including surveys, upon request.
8. Regional Staff shall participate in workshops, conferences, mandatory meetings, and
communication drills as requested by CDPHE.
9. Regional Staff shall participate in work groups as requested by CDPHE.
I. The content of electronic documents located on CDPHE and non-CDPHE websites
and information contained on CDPHE and non-CDPHE websites may be updated
periodically during the contract term. The contractor shall monitor documents and
website content for updates and comply with all updates.
2. The Contractor shall ensure that appropriate Regional Emergency Preparedness and
Response Staff time and resources are allocated to support all identified activities for
all local agencies within their region.
3. Regional Staff shall provide support and guidance to preparedness partners at in -
person meetings, via email, webinar, and/or other methods.
4. Regional Staff shall seek planning, training, exercise and other emergency
preparedness and response technical assistance from EPR Regional Staff and CDPHE-
OEPR as needed.
5. All training materials developed during the contract year shall be uploaded to the
appropriate CO -SHARE folder.
6. All hosted trainings shall make registration available in CO -TRAIN.
7. After Action Reports and Improvement plans for exercises and real world events shall
be submitted to the appropriate CO -Share folder as applicable.
8. Regional Staff shall collaborate with HCC and other jurisdictional partners and
CDPHE-OEPR to develop the Regional After -Action Summary/ Improvement Plan
for the 2017 Full Scale Exercise.
9. The Regional After -Action Summary/ Improvement Plan for the 2017 Full Scale
Standards and
Exercise shall include an analysis of regional strengths and areas of improvement of
Requirements
exercise capabilities and objectives and an Improvement Plan for addressing identified
areas of improvement on a regional level. A template for the Regional After -Action
Summary/ Improvement Plan for the 2017 Full Scale Exercise will be provided by
CDPHE-OEPR.
10. The Board of Health Rule Checklist will be provided by CDPHE-OEPR to Regional
Staff by July I, 2017.
11. Regional Staff will utilize the Local Public Health Site Visit Form as provided by
OEPR. The Local Public Health Site Visit Form must be completed to include any
needed follow-up actions. Issues of concern pertaining to the proper execution and
fulfillment of the local agency contract shall be reported to the designated CDPHE-
OEPR Regional Contract Monitor within 30 days of Site Visit.
12. Local Public Health Site Visits shall be conducted in -person or virtually.
13. Local Public Health Site Visits for agencies hosting Regional Staff shall include a
CDPHE-OEPR representative or delegate.
14. The region -specific work plan shall utilize a template provided by CDPHE-OEPR.
Include a minimum of four (4) activities and include deliverables, standards and
requirements.
15. The region -specific work plan shall include activities that engage Healthcare
Coalitions, and address gaps identified through a documented assessment or
evaluation.
16. Regional After -Action Summary/ Improvement Plan -based training will be provided
to LPHA staff, Healthcare Coalition Members, or other community preparedness and
response partners. Regional Staff will work with CDPHE-OEPR Training and
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Contract_SOW_Regional Staff 20 7.doc
EXHIBIT B
Exercise Coordinator on the curriculum and method of delivery.
17. The two trainings based off of the Full Scale Exercise AAR should be separate
trainings. Each should be offered and available to all Public Health agencies within
regional staff jurisdiction. For multiple staff serving a jurisdiction, they may
collaborate to develop and offer the training.
18. Medical Surge Training will be administered in -person or via webinar. Participants
shall register for the meeting on CO.TRAIN.
19. The Training and Exercise Planning Workshop, as well as subsequent report, shall
address capability gaps identified in recent exercises (including 2017 Full Scale) and
events, a training and exercise strategy for addressing those gaps, and a training and
exercise calendar.
20. The Regional MYTEP shall include information gathered at the regional Training and
Exercise Planning Workshop as well as exercises, real events, and Hazard
Vulnerability Assessments. The MYTEP shall address capability gaps identified in
recent exercises (including 2017 full scale) and events, a training and exercise strategy
for addressing those gaps, and a training and exercise calendar.
21. The MYTEP shall be for entire grant period, from 2018-2022, to be updated at least
annually.
22. Regional Staff shall enter all trainings and exercises coordinated or conducted by
Public Health Emergency Preparedness Staff into the EPR Training Report in CO -
SHARE.
23. The EPR Training Report shall include CO.TRAIN Course ID#, training title, brief
description, names of instructor(s), number of people trained, and educational
resources utilized.
24. ICS/ NIMS training summary must include the dates, location, trainer name, trainee
disciplines, and number of attendees.
25. Closed POD Overview/ Training may be conducted to the primary Healthcare
Coalition members, or to HCC subgroups. Multiple trainings may be required to
reach all intended audiences.
26. A minimum of one ( I ) regional staff and one (1) EPR Coordinator per agency must
respond to the quarterly redundant communication drills conducted by OEPR.
27. The COOP drill shall test remote access to email and file sharing. Report shall
include functions tested and results of drill.
Expected Results of
Activity(s)
I . 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
I . Measures of Public Health Emergency Operations Plans effectiveness and validity
will be evaluated per the performance measures for PHEP and HPP capabilities —
resources to reference include:
a. PREP Performance Measures Specifications and Implementation Guidance
b. Hospital Preparedness Program Performance Measure Manual.
c. Strategic National Stockpile- Medical Countermeasure Operational
Readiness Review Guidance.
2. Exercises and real world events will be evaluated through After Action Reports and
Improvement Plans to determine plan or system response readiness.
I Completion Date
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Contract_SOW_Regional Staff 20I7.doc
EXHIBIT B
Delis era bles
1. Regional Staff shall indicate in CO -SHARE the dates of
quarterly redundant communication drill participation.
No later than
September 30,
2017, December 31,
2017, March 31,
2018 and June 15,
2018
2. Regional Staff shall indicate the name(s) of staff that
participated and the date of Medical Surge Training attendance
in their Grant Reporting spreadsheet.
No later than
September 30, 2017
3. Regional Staff shall upload the completed Regional After-
Action Summary/ Improvement Plan to the appropriate CO-
SHARE folder and indicate completion on their Grant
Reporting Spreadsheet.
No later than
September 30, 2017
4. Regional Staff shall upload the completed Board of Health
Checklist to the appropriate CO -SHARE folder and indicate
completion on their Grant Reporting Spreadsheet.
No later than
October 31, 2017
5. Regional Staff shall pre -register in CO.TRAIN for the 2017
OEPR Fall meeting, sign in at the registration table at the Fall
Meeting, and indicate the names of agency attendees on their
Grant Reporting Spreadsheet.
No later than
October 31, 2017
6. Regional Staff shall upload the region -specific work plan
"draft" to the appropriate CO -SHARE folder and indicate
completion on their Grant Reporting Spreadsheet.
No later than
December 15, 2017
7. Regional Staff shall upload to CO -SHARE training materials
and attendance sheets for trainings based on gaps identified in
AAR/IP, indicate completion on their Grant Reporting
Spreadsheet and document in the EPR Training Report.
First training by
December 31, 2017
Second Training by
June 1, 2018
5. Regional Staff shall upload the final region -specific work plan
to the appropriate CO -SHARE folder and indicate completion
on their Grant Reporting Spreadsheet.
No later than
February 15, 2018
9. Regional Staff shall indicate the name(s) of staff that
participated and the date of Medical Surge Training attendance
in their Grant Reporting spreadsheet.
No later than March
31, 2018
10. Regional Staff shall upload the sign -in sheet and agenda for
their Training and Exercise Planning Workshop to the
appropriate CO -SHARE folder.
No later than March
31, 2018
I I . Regional Staff shall upload a COOP drill report summary to
the appropriate CO -SHARE folder, and indicate the date of
No later than March
31, 2018
Page 5 of 7
Contract_SOW_Regional Staff 20 I 7.doc
EXHIBIT B
drill in their Grant Reporting Spreadsheet.
12. Regional Staff shall upload the completed Regional MYTEP
to the appropriate CO -SHARE folder and indicate completion
on their Grant Reporting Spreadsheet.
No later than April
30, 2018
13. Regional Staff shall indicate in their Grant Reporting
Spreadsheet the date of "Closed POD Overview/ Training" and
document in the EPR Training Report.
No later than May
31, 2018
14. Regional Staff shall complete Local Partner Site Visit Form on
CO -SHARE for each site visit.
Within 30 days of
Site Visit and no
later than June 15.
2018
I S. Regional Staff shall upload to CO -SHARE meeting minutes,
tools and/or plans relating to the ongoing support to Healthcare
Coalitions, indicate completion on their Grant Reporting
Spreadsheet and as appropriate, document in the EPR Training
Report.
Within 30 days of
meeting or event
and no later than
June 15, 2018
16. Regional Staff shall upload Healthcare Coalition meeting
minutes that identify time, location and content of updates and
briefings provided to HCC to the appropriate CO -SHARE
folder.
Within 30 days of
meeting or event
and no later than
June 15, 2018
17. Regional Staff shall enter all completed trainings into the EPR
Training Report on CO -SHARE.
Within 30 days of
course completion
and no later than
June 15, 2018
18. Regional Staff shall indicate dates of ICS/ NIMS training
provided in their Grant Reporting Spreadsheet and document
in the EPR Training Report.
Within 30 days of
Training and no
later than June 15,
2018
IV. Key Personnel:
Local Public Health Agency Regional Staff
V. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by the Office of Emergency Preparedness and Response. Methods used will include a review
of documentation determined by CDPHE to be reflective of performance to include progress reporting in agency
Grant Reporting Spreadsheet, documents uploaded to CO -SHARE, participation in required activities, the timely
submission of invoices 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.
Page 6 of 7
:017.doc
EXHIBIT B
VI. Resolution of Non -Compliance:
The Contractor will be notified in writing within (?) calendar days of discovery of a compliance issue. Within (?)
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 time line, the Contractor must email a request to the (title of responsible
individual) 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 7 of 7
Contract_SOW_Regional Staff 2017.doc
EXHIBIT B
EPI Work Plan
Project Description:
This project serves to improve medical and public health care preparedness, response, and recovery capabilities at
the federal, state and local level and due to recent public health threats of potentially catastrophic proportion
underscore the importance of effective planning and response capabilities that can be applied to all hazards. As
new threats, including novel infectious diseases, emerge, ASPR and CDC programs must ensure that both medical
and public health systems are not only integral parts of emergency response activities but also part of emergency
preparedness planning with all relevant partners. Increased cooperation among responders, including state and
local public health officials, emergency medical services (EMS), healthcare coalitions (HCCs), and private health
care organizations, ensure the nation is better prepared to respond to all hazards. Governmental public health
departments and the mostly private sector health care delivery systems are now recognized as essential partners in
emergency response, increasing their ability to identify and mitigate potential threats to the public's health.
During the 2017-2022 project period, 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. Although each program focuses on readiness for
two discrete sectors, the public health enterprise for PHEP and the mostly private health care and medical systems
for HPP, alignment offers opportunities for these sectors to coordinate and collaborate. This facilitates improved
community preparedness and response nationwide, reduces awardee and sub-awardee burden, and increases
federal efficiency:
I. Definitions:
AAR: After Action Report
ASPR: Office of the Assistant Secretary for Preparedness and Response within the United States Department of
Health and Human Services
BPI: Budget Period One within the five year PHEP/HPP Cooperative agreement
CDC: Centers for Disease Control and Prevention
CDPHE-DCEED: Colorado Department of Public Health and Environment, Disease Control and Environmental
Epidemiology Division
CDPHE-OEPR: Colorado Department of Public Health and Environment, Office of Emergency Preparedness and
Response
CEDRS: Colorado Electronic Disease Reporting System
CO -SHARE: Colorado State Health and Readiness Exchange
DOC: Department Operation Center (CDPHE)
EPR: Emergency Preparedness and Response
ERHMS: Emergency Responder Health Monitoring and Surveillance
IP: Improvement Plan
LPHA: Local Public Health Agency
NORS: National Outbreak Reporting System
PHEP: Public Health Emergency Preparedness Grant
TEPW: Training and Exercise Planning Workshop
II. Work Plan:
Goal #1: Develop, sustain, and improve upon public health surveillance and epidemiological investigation systems and processes at
the local level in Colorado.
Contract SOW_EPl_20I7.doc
Page 1 of 5
EXHIBIT B
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
Attend and participate in scheduled epidemiology -related conference calls, meetings, and trainings.
Sub -Activities #1
I. The regional epidemiologist shall attend twice -monthly epidemiologist conference calls coordinated by
CDPHE.
2. The regional epidemiologist shall attend the fall 2017 healthcare coalition planning conference/OEPR
fall meeting scheduled by CDPHE.
3. The regional epidemiologist shall attend the fall 2017 regional epidemiologist strategic planning
session scheduled by CDPHE to plan epidemiologic activities for budget periods 2, 3, 4, and 5 of the
project period. This planning session will the day before, during, or the day after the healthcare
coalition planning conference/OEPR fall meeting.
4. The regional epidemiologist shall participate in the training and exercise planning workshop (TEPW)
for preparedness partners within their region/jurisdiction.
5. The regional epidemiologist shall participate in site visits conducted by regional staff to each local
public health agency in the region/jurisdiction during the contract year.
Primary Activity #2
Assess and share public health surveillance data.
Sub -Activities #2
1. The regional epidemiologist shall assess the reporting timeliness of select notifiable
diseases/conditions by clinical laboratories and hospitals within the regional epidemiologist's
jurisdiction/region.
2. The regional epidemiologist shall assess the completeness of select variables within select notifiable
diseases/conditions records in the Colorado Electronic Disease Reporting System (CEDRS) for cases
which occur within the regional epidemiologist's jurisdiction/region.
3. The regional epidemiologist shall present on a surveillance or epidemiologic topic during at least one
health care coalition meeting within the regional epidemiologist's jurisdiction/region.
4. The regional epidemiologist shall share CDPHE 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.
Primary Activity #3
Conduct/assist with timely and complete case, outbreak, and incident investigations and implement
appropriate disease control measures.
Sub Activities #3
I . The regional epidemiologist shall participate in a real situation of need or urgency outside of the
regional epidemiologist's jurisdiction/region as requested by CDPHE.
2. The regional epidemiologist 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. CDPHE will monitor the completion of the
"follow-up outcome" variable in CEDRS by running two reports throughout the grant year to assess
completion and will share the reports with regional epidemiologists.
Primary Activity #4
The regional epidemiologist 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 organisms/diagnoses.
Standards and
Requirements
. 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 regional epidemiologist shall monitor documents and website content for updates and comply with
all updates.
2. Additional details to assist the regional epidemiologist in completing this work plan table will be
provided by the CDPHE Communicable Disease Branch in the form of a guidance document prior to
the start date of this contract.
3. The twice -monthly epidemiologist conference calls will occur on the first and third Wednesdays of
Contract_SOW EPI_20I7.doc
Page 2 of 5
EXHIBIT B
every month from 9:30 am to 10:30 am. The regional epidemiologist shall attend at least 80% of the
twice -monthly epidemiologist conference calls. CDPHE will record and monitor attendance.
4. CDPHE will record and monitor attendance at the fall 2017 healthcare coalition planning conference
scheduled by CDPHE.
5. CDPHE will record and monitor attendance at the fall 2017 regional epidemiologist strategic planning
session scheduled by CDPHE.
6. Epidemiological training needs identified by the regional epidemiologist at the healthcare coalition
training and exercise workshop must be reported to the CDPHE regional epidemiologist coordinator
within 30 days after completion of the training and exercise plan.
7. Any epidemiological items or issues identified during the local public health agency site visits where
CDPHE can assist with resolving must be reported to the CDPHE regional epidemiologist coordinator
within 30 days after the site visit.
8. The Disease reporting timeliness assessments shall be conducted by reviewing semi-annual CDPHE-
generated reports from data contained in CEDRS.
9. CEDRS data completeness assessments shall be conducted by reviewing semi-annual CDPHE
generated reports from data contained in CEDRS.
10. Surveillance or epidemiologic topics that can be presented during health care coalition meetings 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
epidemiology in emergency preparedness and response, and sharing epidemiological tools that can be
used in emergency preparedness and response.
11.At a minimum, surveillance data reports must contain data on reportable conditions reported in the
region/jurisdiction. Additional items may be added at the regional epidemiologist's discretion.
12. With assistance from the CDPHE Communicable Disease Branch, the regional epidemiologists shall
serve as an epidemiological resource within their assigned region for outbreak investigations,
including but not limited to enteric, respiratory, health care associated, zoonotic, vector -borne, blood -
borne, and vaccine -preventable disease outbreaks.
13.The regional epidemiologist shall comply with the requirements for reporting outbreaks to CDPHE.
This information is located on the CDPHE-DCEED website. This information is incorporated and
made part of the scope of work by reference and is available on the following website:
https://www.colorado.gov/pacific/cdphe/outbreak-investigation-guidelines.
I4.The regional epidemiologist shall write outbreak reports that contain the following elements:
background, investigation start date, methods, results, discussion/conclusion, and recommendations.
15.CDPHE will notify regional epidemiologists of real situations requiring regional epidemiologist
assistance outside of the regional epidemiologist's jurisdiction/region via email or conference call.
16. Primary disease case investigation responsibility (i.e., local or state public health agency) and
suggested patient interview timelines are outlined on the CDPHE Communicable Disease Manual
website in the document found at the link titled "CDPHE guidance on diseases needing case
investigation". This document and website are incorporated and made part of the scope of work by
reference and is available on the following website:
https://www.colorado.gov/pacific/cdphe/communicable-disease-manual.
17. The "follow-up outcome" variable in CEDRS shall be completed for all reportable conditions in which
the local public health agencies have primary investigation duties. The target for completed case
interviews is 90%.
18. CDPHE will provide the survey to be used for the clinical laboratory survey by April I, 2018.
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
overall statewide public health preparedness and response.
Page 3 of 5
Contract_SOW EPI_2017.doc
EXHIBIT B
Measurement of
Expected Results
Data in CEDRS and data provided to CDPHE will be tabulated to assess compliance with CDC
performance measures for PHEP Capability 13: Public Health Surveillance and Epidemiological
Investigation. (PHEP capability 13 performance measures can be found at this website:
http://www.cdc.gov/.h.r/ca•abilities/ca•abili 13.. •
Completion Date
Deliverables
I. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet to document the date(s) the regional
epidemiologist participated in the training and exercise planning
workshop (TEPW) for preparedness partners within the
region/jurisdiction, and any epidemiological training needs identified
during the workshop.
No later than June 1, 2018
2. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet to document the date(s) the regional
epidemiologist participated in the local public health agency site visits
conducted by regional staff within the region/jurisdiction, and any
epidemiological items or issues that were identified at the site visit.
No later than June I, 2018
3. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet to document any problems identified in the
timeliness reports and how those problems were addressed.
September 8, 2017 (for
reports from Jan -June
2017)
March 9, 2018 (for reports
from July — Dec 2017)
4. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet to document any problems identified in the
completeness reports and how those problems were addressed.
September 8, 2017 (for
reports from Jan -June
2017)
March 9, 2018 (for reports
from July — Dec 2017)
5. The regional epidemiologist 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 1, 2018
6. The regional epidemiologist 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 CDPHE, or internally
generated surveillance data reports, with public health associates and
stakeholders within the Contractor's jurisdiction/region.
No later than December 8,
2017 (for data covering the
first half of 2017 or 2nd and
3`d quarters of 2017)
No later than June 1, 2018
(for data covering the
second half of 2017 or 4'''
quarter of 2017 and 1"
quarter of 2018)
7. The regional epidemiologist shall submit a completed National Outbreak
Reporting System (NOBS) form to the CDPHE Communicable Disease
Epidemiology Section via email (to kerri.brown@state.co.us) or fax
(303-782-0338) for outbreaks occurring within the Contractor's
jurisdiction/region.
No later than 2 months
following the first illness
onset of the outbreak
8. The regional epidemiologist shall submit infectious disease outbreak
reports to the CDPHE Communicable Disease Branch via email (to
kerri.brown@state.co.us) or fax (303-782-0338) for outbreaks that occur
within the Contractor's jurisdiction/region.
No later than June 1, 2018
9. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet with a brief description of the situation of
need or urgency outside of the Contractor's jurisdiction/region for which
No later than June I, 2018
Page 4 of 5
Contract SO W_EPI_2017.doc
EXHIBIT B
the epidemiologic assistance was provided.
10. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet with a brief description of the any
epidemiological situation of need or urgency outside of the Contractor's
jurisdiction/region for which the epidemiologic assistance was provided.
No later than June 1, 2018
11. The regional epidemiologist shall return completed clinical laboratory
surveys to the CDPHE Communicable Disease Branch.
No later than April 30,
2018
III. Key Personnel:
Local Public Health Agency Staff
IV. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by the Office of Emergency Preparedness and Response. Methods used will include a review
of documentation determined by CDPHE to be reflective of performance to include progress reporting in agency
Grant Reporting Spreadsheet, documents uploaded to CO -SHARE, participation in required activities, the timely
submission of invoices 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 (?) calendar days of discovery of a compliance issue. Within (?)
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 time line, the Contractor must email a request to the (title of responsible
individual) 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 _SOW _EP I_20I 7.doc
Exhibit C
Budget
To Contract Dated 03/20/2017 - CMS Contract Routing Number 18 FHJA 98472
Contractor Name
Weld County
VC#
VC00000000069549
Encumbrance Number
CT FAAA 201700003395
Expenditure Categories
Budget Totals
Personal Services
Contract Budget
Position Title
Description of Work
Regional Epidemiologist
Regional Epidemiological Investigations (1.0 FTE)
$ 135,249.00
EPR Specialist
Coordinates EPR activities for the LPHA (0.9 FTE)
$ 84,475.00
HAN coordinator
Oversee HAN activities (0.10 FTE)
$ 6,387.00
Director Health
Communication, Education
and Planning
Oversees activities of EPR Specialist and HAN Coordinator (0.01 FTE)
$ 1,290.00
Salaries include fringe at 38.93%
Total Personal Services
$227,401.00
Supplies & Operating Expenses
Contract Budget
Item
Description of Work
Office & Operating
Supplies*
Misc office and operating supplies to support the functions of the program (avg $10/month)
$ 120.00
Printing Charges*
misc printing charges to support the deliverables of the program (avg $12/month)
$ 144.00
Medical Supplies
N95 masks and fit testing supplies
$ 200.00
Postage/freight
$ 25.00
Meeting Expenses
$ 50.00
Phone and Cell Phone
Support services, equipment and expenses for communications
$ 100.00
*may include cost allocations for office supplies & printing charges
Total Supplies
$639.00
Travel
Contract Budget
Item
Description of Work
Mileage/Transportation
planning meetings, workshops and conferences
$ 1,100.00
Conferences
Registration costs for grant required and/or elective conferences
$ 1,100.00
Lodging
Overnight accomodations for two staff and one contractor at Fall Regional meeting/summit
$ 1,200.00
Total Travel
$3,400.00
Contractual (payments to third parties or entities)
Contract Budget
Item
Subcontractor Entity Name and/or Description of Item
Total Contractual
$ -
SUB -TOTAL BEFORE INDIRECT
$ 231,440.00
Indirect
Original Budget
Item
Description of Item
Indirect Cost Rate
CDPHE Negotiated 2017 Indirect Cost Rate for WCDPHE 18.08%
$41,844.00
Total Indirect
541,844.00
TOTAL
$273,284.00
Exhibit D
GRANT FUNDING CHANGE LETTER
Date:
State Fiscal Year:
Grant Funding Change
CMS Routing #
Letter (GFCL) #
CORE Encumbrance #
TO: <Insert Grantee's name>
In accordance with Section of the Original Contract routing number , [insert the following language here if
previous amendment(s), renewal(s) have been processed] as amended by [include all previous amendment(s), renewal(s) and
their routing numbers], [insert the following words here if previous amendment(s), renewal(s) have been processed] between the State
of Colorado, Department of Public Health and Environment and <insert contractor name> beginning <insert
start date of original contract> and ending on <insert ending date of current contract amendment>, the undersigned commits
the following funds to the Grant:
The amount of (federal, state, other) grant funds available and specified in Section of <insert previous
contract modification number and routing number> is ❑ increased or ❑ decreased by $ amount of change to new total
funds for the period <date to date> of $ <insert new period cumulative total> for the following reason:
Section is hereby modified accordingly. The revised Budget is incorporated herein by this reference and
identified as Revised Exhibit *. (if budget attached; delete sentence if no budget included.)
Complete the table below; insert/delete rows as needed.
The table below reflects the original budget and all modifications to the total since the effective date of the Original
Contract.
SUMMARY OF CHANGES
Document Type
CMS Routing
#
Funding Source
(federal, state, other)
Period
Dollar Amount
Period
Total
Original Contract
$
$
$
$
$
$
$
$
$
$
Contract Cumulative Grand Total
$
This Grant Funding Change Letter does not constitute an order for services under this Grant.
The effective date of hereof is upon approval of the State Controller or <insert projected effective date>,
whichever is later.
STATE OF COLORADO
John W. Hickenlooper, GOVERNOR
Department of Public Health and Environment
PROGRAM APPROVAL:
By:
By: Lisa McGovern, Purchasing & Contracts Section Director
Date:
ALL GRANTS REQUIRE APPROVAL BY THE STATE CONTROLLER
CRS §24-30-202 requires the State Controller to approve all State Grants. This Grant is not valid until signed and dated below by the
State Controller or delegate. Grantee is not authorized to begin performance until such time. If Grantee begins performing prior
thereto, the State of Colorado is not obligated to pay Grantee for such performance or for any goods and/or services provided
hereunder.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
13v:
Date:
Exhibit D Contract Grant Funding Change Letter Page I of I
Exhibit E
OPTION LETTER
Date:
State Fiscal Year:
Option Letter No.
CMS Routing #
CORE Encumbrance #
1) OPTIONS: Choose all applicable options listed in §1 and in §2 and delete the rest.
a. Option to renew only (for an additional term)
b. Change in the amount of goods within current term
c. Change in amount of goods in conjunction with renewal for additional term
d. Level of service change within current term
e. Level of service change in conjunction with renewal for additional term
f. Option to initiate next phase of a contract
2) REQUIRED PROVISIONS. All Option Letters shall contain the appropriate provisions set forth below:
a. For use with Options 1(a -e): In accordance with Section(s) of the Original Contract routing number
between the State of Colorado, Insert Name of Department or Higher Ed Institution , and Contractor's
Name, the State hereby exercises its option for an additional term beginning Insert start date and ending on
Insert ending date at a cost/price specified in Section , AND/OR an increase/decrease in the amount of
goods/services at the same rate(s) as specified in Identify the Section, Schedule, Attachment, Exhibit etc.
b. For use with Option 1(f), please use the following: In accordance with Section(s) of the Original
Contract routing number between the State of Colorado, Insert Name of Department or Higher Ed
Institution , and Contractor's Name, the State hereby exercises its option to initiate Phase indicate which
Phase: 2, 3, 4, etc for the term beginning Insert start date and ending on Insert ending date at the cost/price
specified in Section .
c. For use with all Options 1(a -f): The amount of the current Fiscal Year contract value is
increased/decreased by $ amount of change to a new contract value of Insert New $ Amt to as consideration
for services/goods ordered under the contract for the current fiscal year indicate Fiscal Year. The first
sentence in Section is hereby modified accordingly. The total contract value including all previous
amendments, option letters, etc. is Insert New $ Amt.
3) Effective Date. The effective date of this Option Letter is upon approval of the State Controller or ,
whichever is later.
STATE OF COLORADO
John W. Hickenlooper, GOVERNOR
Department of Public Health and Environment
PROGRAM APPROVAL:
By:
By: Lisa McGovern, Purchasing & Contracts Section
Director
Date:
ALL CONTRACTS REQUIRE APPROVAL 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.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By'
Date:
i Contract_OptionLetter_101915 Page 1 f 1
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