HomeMy WebLinkAbout20163426.tiffRESOLUTION
RE: APPROVE TASK ORDER CONTRACT AMENDMENT #6 FOR PUBLIC HEALTH
EMERGENCY PREPAREDNESS AND RESPONSE CONTINUATION CONTRACT AND
AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Task Order Contract Amendment #6 for
the Public Health Emergency Preparedness and Response Continuation Contract between the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Weld County Department of Public Health and Environment, and the
Colorado Department of Public Health and Environment, commencing July 1, 2016, and ending
June 30, 2017, with further terms and conditions being as stated in said task order contract
amendment, and
WHEREAS, after review, the Board deems it advisable to approve said task order contract
amendment, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Task Order Contract Amendment #6 for the Public Health Emergency
Preparedness and Response Continuation Contract between the County of Weld, State of
Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the
Weld County Department of Public Health and Environment, and the Colorado Department of
Public Health and Environment be and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said task order contract amendment.
Cc, t t --IL (Mw/ST/TC,)
IS/1O/1C0
2016-3426
HL0048
RE: TASK ORDER CONTRACT AMENDMENT #6 FOR PUBLIC HEALTH EMERGENCY
PREPAREDNESS AND RESPONSE CONTINUATION CONTRACT
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 7th day of November, A.D., 2016, nunc pro tunc July 1, 2016.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST•d .et , Glazio•ok.
Weld County Clerk to the Board
BY: O •
eputy Clerk to the Board
APPAS TO
torney
Date of signature: I 1 / ( e(t G
Mike Freeman, Chair
Sean P. Conway, Pro-Tem
teve Moreno
2016-3426
HL0048
62,4rafj ib-ifv5
Memorandum
TO: Mike Freeman, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH
Executive Director
Department of Public Health & Environment
DATE: October 20, 2016
SUBJECT: Amendment to FY16-17 CDPHE Public Health
Emergency Preparedness & Response
Continuation Contract
Enclosed for the Board's approval is an amended contract between the Colorado Department of
Public Health and Environment (CDPHE) and the Board of County Commissioners of Weld County
for the Public Health Emergency Preparedness (PHEP) grant. This one year continuation contract
was originally approved by the Board on June 13, 2016, in the amount of $230,699, beginning
July 1, 2016, and ending on June 30, 2017. The contract term and funding will not change.
The proposed amendment pertains to language regarding staff changes under the grant and
notification of those changes to CDPHE. The previous language allowed CDPHE to remove funding
upon position vacancies if the State deemed those positions unnecessary following that vacancy.
The new contract language removes that ability and only requires Weld County to notify the
CDPHE of the following:
A. Name of the regional staff person leaving the position;
B. Date the vacancy will occur;
C. 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.
This contract amendment was approved for placement on the Board's agenda via pass -around
dated October 17, 2016. I recommend approval of this Public Health Emergency Preparedness
and Response contract amendment with CDPHE.
2016-3426
11
1-
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
FHJA-OEPR
DEPARTMENT OR AGENCY NUMBER
FAAA
TASK ORDER AMENDMENT ROUTING NUMBER
17-93942
To Original Task Order Routing Number
13-41937
TASK ORDER AMENDMENT #6
This Task Order Amendment is made this 2nd day of September, 2016, by and between the State of Colorado,
acting by and through the DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT, whose address or
principal place of business is 4300 Cherry Creek Drive South, Denver, Colorado 80246, hereinafter referred to as
the "State"; and, Board of County Commissioners of Weld County, (a political subdivision of the state of
Colorado) 915 10'h Street, Greeley, Colorado 80632, for the use and benefit of the Weld County Department
of Public Health and Environment, whose address or principal place of business is 1555 North 17`x' Avenue,
Greeley, Colorado 80631, hereinafter referred to as the "Contractor".
FACTUAL RECITALS
The parties entered into a Master Contract dated January 17, 2012, with contract routing number 13 FAA 00051.
Pursuant to the terms and conditions of the Master Contract the parties entered into a Task Order Contract dated
April 01, 2012, with encumbrance number PO FJA EPR1341937, and task order contract routing number 13 FJA
41937, hereafter referred to as the "Original Task Order Contract", whereby the Contractor was to provide to the
State the following:
CDC's Office of Public Health Preparedness and Response, Division of State and Local Readiness,
administers funds for preparedness activities to state and local public health systems. 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. In the state of Colorado,
preparedness activities funded by the PHEP cooperative agreement are coordinated by the Colorado
Department of Public Health and Environment, Office of Emergency Preparedness and Response. These
activities are targeted specifically for the development of emergency -ready public health agencies that are
flexible and adaptable.
The State hereby exercises a "no cost" change to the specifications within the Statement of Work, within the
current term of the Original Task Order Contract.
NOW THEREFORE, in consideration of their mutual promises to each other, stated below, the parties hereto agree
as follows:
1. Consideration for this Task Order Amendment to the Original Task Order Contract consists of the
payments and services that shall be made pursuant to this Task Order Amendment, and promises and
agreements herein set forth.
2. It is expressly agreed to by the parties that this Task Order Amendment is supplemental to the Original
Task Order Contract, contract routing number 13 FJA 41937, as amended by Amendment for Task
Order #1, with contract routing number 14 FJA 54061, as amended by Amendment for Task Order
#2, with contract routing number 15 FHJA 65605, as amended by Amendment for Task Order #3,
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Contract Amendment Task Orders 040716.docx
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with contract routing number 16 FHJA 79743, as amended by Amendment for Task Order #3, with
contract routing number 16 FHJA 81995, as amended by 17 FHJA 86763 collectively referred to
herein as the Original Task Order Contract, which is by this reference incorporated herein. All terms,
conditions, and provisions thereof, unless specifically modified herein, are to apply to this Task Order
Amendment as though they were expressly rewritten, incorporated, and included herein.
3. It is expressly agreed to by the parties that the Original Task Order Contract is and shall be modified,
altered, and changed in the following respects only:
A. This Task Order Amendment is issued pursuant to paragraph 5. of the Original Task Order
Contract. This Task Order Amendment is for the current term of July 1, 2016, through and
including June 30, 2017. This Task Order Amendment modifies the Original Task Order Contract
by adding descriptive elements. The following provision modifications are incorporated herein by
this reference.
a. The following information shall be added as a supplement to page 1 of the Contract:
i. Contractor DUNS: 075757955
ii. Classification: Subrecipient
b. The following provision shall be added as a supplement to Exhibit A, Additional Provisions,
of the Contract:
i. This award does not include funds for Research and Development.
B. This Task Order Amendment is issued pursuant to paragraph 5. of the Original Task Order
Contract. This Task Order Amendment is for the current term of July 1, 2016, through and
including June 30, 2017. This Task Order Amendment modifies the specifications to the
Statement of Work in of the Original Task Order Contract.
The revised specifications to the original Statement of Work incorporated herein by this
reference and identified as "Revised Exhibit J"
C. Changes were required to the Standards and Requirements of the Statement of Work.
The following provision is hereby modified: provision 23, in the Standards and Requirements
Section, page 4, of the Statement of Work.
The following provision is hereby added: provision 14, in the Standards and Requirements
Section, page 8 and 9, of the Statement of Work.
The Original Task Order Contract is modified accordingly. All other terms and conditions of the Original
Task Order Contract are reaffirmed.
4. The Effective Date of this Task Order Amendment is September 20, 2016, or upon approval of the State
Controller, or an authorized delegate thereof, whichever is later.
5. Except for the General Provisions and Special Provisions of the Original Task Order Contract, in the event
of any conflict, inconsistency, variance, or contradiction between the terms and provisions of this Task
Order Amendment and any of the terms and provisions of the Original Task Order Contract, the terms and
provisions of this Task Order Amendment shall in all respects supersede, govern, and control. The Special
Provisions shall always control over other provisions of the Original Task Order Contract or any
subsequent Task Order Amendments thereto. The representations in the Special Provisions to the Original
Task Order Contract concerning the absence of personal interest of state of Colorado employees are
presently reaffirmed.
6. FINANCIAL OBLIGATIONS OF THE STATE PAYABLE AFTER THE CURRENT FISCAL YEAR
ARE CONTINGENT UPON FUNDS FOR THAT PURPOSE BEING APPROPRIATED, BUDGETED,
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Contract Amendment Task Orders 040716.docx
AND OTHERWISE MADE AVAILABLE.
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Contract Amendment Task Orders 0407 16.docx
IN WITNESS WHEREOF, the parties hereto have executed this Task Order Amendment on the day first above
written.
* Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's
behalf and acknowledge that the State is relying on their representations to that effect.
CONTRACTOR:
BOARD OF COUNTY COMMIISIONERS OF
WELD COUNTY
(a political subdivision of the state of Colorado)
For the use and benefit of
Weld County Department of Public Health and Environment
Signature of Authorized Officer
NOV 0 7 2016
Date
Mike Freeman
Print Name of Authorized Officer
Chair
Print Title of Authorized Officer
By:
By:
STATE:
STATE OF COLORADO
John W. Hickenlooper, Governor
For the Executive Director
DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
PROGRAM APPROV
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.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By:
Date:
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u.ceLy
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REVISED EXHIBIT J
STATEMENT OF WORK
To Original Task Order Number 13 FJA 41903
Contract Amendment #6 Routing Number 17 FHJA 93942
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
I. Entity Name: Weld County Dept of Public Health & Env.
Term: July 1, 2016 -June 30, 2017
II. Project Description:
CDC's Office of Public Health Preparedness and Response, Division of State and Local Readiness, administers
funds for preparedness activities to state and local public health systems. 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. In the state of Colorado, preparedness activities funded by
the PHEP cooperative agreement are coordinated by the Colorado Department of Public Health and Environment,
Office of Emergency Preparedness and Response. These activities are targeted specifically for the development of
emergency -ready public health agencies that are flexible and adaptable.
III. Definitions:
CDPHE-OEPR: Colorado Department of Public Health and Environment, Office of Emergency Preparedness and
Response
CNS: Colorado Notification System
CO -SHARE: Colorado State Health and Readiness Exchange
DOC: Department Operation Center (CDPHE)
FSE: Full Scale Exercise
HAN: Health Alert Network
HCC: Healthcare Coalition
HPP: Hospital Preparedness Program
IMS: Inventory Management System
LTP: Local Transfer Point
MCM ORR Medical Countermeasure Operational Readiness Review
PHEP: Public Health Emergency Preparedness Grant
SNS: Strategic National Stockpile
POD: Point of Dispensing
RSS: Receive, Store, Stage (State warehouse for SNS distribution)
RTP: Regional Transfer Point
SRPOC: State Regional Point of Contact
IV. Work Plan:
Goal #1: Increase capacity for preparedness, response and recovery 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 submit their Public Health Emergency Operations Plan (PHEOP)
to CDPHE-OEPR for review.
2. The Contractor shall update their Communications Plan/Annex to include notification
and information sharing elements.
3. The Contractor shall update their SNS Mass Antibiotic/Vaccination Dispensing Plan
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Contract Statement of Work
March 2016
REVISED EXHIBIT J
based upon the 2016 POD Plan Review and 2015-2016 MCM ORR (Medical
Countermeasure Operational Readiness Review) Dispensing Criteria, in preparation
for the 2017 Statewide Full Scale Exercise.
4. The Contractor shall maintain an internal contact list on CO -SHARE to ensure
emergency preparedness 24/7 after hours contact capacity, including persons who may
be needed to respond to an emergency epidemic
5. The Contractor shall work with Regional Staff and CDPHE to develop a five-year
strategic plan to increase preparedness and response capabilities.
6. The Contractor shall ensure a functioning notification process capable of receiving
and disseminating Health Alert Network (HAN) messages to jurisdictional partners.
n
Primary Activity #2
TRAINING: Participate in Emergency Preparedness Training and Training Activities
Sub -Activities #2
1. The Contractor shall participate in Hazard Vulnerability Assessment Awareness
Training provided by CDPHE-OEPR.
2. The Contractor shall participate in one (1) workshop with their HCC to integrate HCC
entities into MCM exercise operations. Workshop will be conducted by CDPHE.
3. The Contractor shall participate in a live training, webinar, or online course hosted by
CDPHE-OEPR pertaining to "Community Inclusion in Colorado" maps and resources.
Primary Activity #3
EXERCISING / DRILLS: Participate in Emergency Preparedness and Response exercises
and drills.
Sub -Activities #3
1. The Contractor shall initiate a minimum of one (1) HAN drill to local/ regional
partners and OEPR.
2. The Contractor shall conduct two (2) drills, or real event activation, using the
Colorado Volunteer Mobilizer volunteers in local or regional jurisdiction.
3. The Contractor shall participate in four (4) quarterly drills initiated by CDPHE in the
Colorado Notification System.
4. 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.
5. The Contractor shall participate in a minimum of two (2) DOC/RTP/LTP to POD
tactical communications drills initiated by the agency.
6. The Contractor shall participate in two (2) SNS Inventory Management System
resource request drills in preparation for the 2017 Statewide Full Scale Exercise.
7. The Contractor, or designated regional staff, shall attend the Midterm Planning
Conference for the Statewide Full Scale Exercise.
8. The Contractor, or designated regional staff, shall attend the Final Planning
Conference for the Statewide Full Scale Exercise.
9. The Contractor shall identify and request the participation of two non-traditional
community partners in the Statewide Full Scale Exercise.
10. The Contractor shall develop a Tactical Communications Plan for the Full Scale
Exercise.
11. The Contractor shall exercise (1) RTP or LTP distribution site during the Statewide
Full Scale Exercise to include the receipt of MCM and utilization of the SNS
Inventory Management System. * Only required for regional staff that are
responsible for transfer points.
12. The Contractor shall coordinate with other counties in the region to exercise a
minimum of two (2) Open PODs, to include the dispensing of MCM, during the
Statewide Full Scale Exercise.
13. The Contractor shall post all hosted exercise / drills into the appropriate CO -SHARE
Exercise Calendar.
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Contract Statement of Work
March 2016
REVISED EXHIBIT J
Primary Activity #4
ADDITIONAL ACTIVITIES: Coordinate collaborative activities with local, regional and
state emergency preparedness and response staff.
Sub -Activities #4
1. The Contractor shall act as a liaison between CDPHE and EPR Regional Staff to local
community preparedness associates.
2. The Contractor shall attend, lead or participate in local and/or regional jurisdiction
Healthcare Coalition planning meetings.
3. The Contractor or designated staff shall attend quarterly Colorado Healthcare Coalition
Council meetings as requested by the council.
4. The Contractor shall use CDPHE-provided evaluation tools to collect CDPHE and
federally specified data, including surveys, upon request.
5. The Contractor shall coordinate and participate in site visits as requested by CDPHE.
6. The Contractor shall participate in workshops, conferences, mandatory meetings, and
communication drills as requested by CDPHE.
7. The Contractor shall participate in work groups as requested by CDPHE.
8. The Contractor shall seek planning, training, exercise and other emergency
preparedness and response technical assistance from EPR Regional Staff and CDPHE
OEPR as needed.
Standards and
Requirements
1. The content of electronic documents located on CDPHE and non-CDPHE websites
and information contained on CDPHE and non-CDPHE websites may be updated
periodically during the contract term. The contractor shall monitor documents and
website content for updates and comply with all updates.
2. The Contractor shall 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. Colorado Board of Health Rule requires update and review of Public Health
Emergency Operations Plan (PHEOP) once every three years. A checklist will be
provided by CDPHE-OEPR that outlines required elements.
4. For after-hours contact capacity, the Contractor will list position name and applicable
contact method. List shall include persons with experience and training in
communicable disease epidemiology. If a local resource does not exist, indicate the
regional or state resource and contact information.
5. Elements to be included in the Strategic Plan will be provided by CDPHE-OEPR.
Regional staff and OEPR staff will educate LPHA Directors and EPR Coordinators on
the required elements of the Strategic Plan. The Strategic Plan may be agency -based
or region -based.
6. Required elements of the Communications Plan/Annex will be detailed in a template
provided by CDPHE-OEPR.
7. The Contractor shall use the 2016 POD Plan review feedback and MCM ORR
Dispensing Criteria to update their Mass Dispensing/Vaccination Plan or Annex. Plan
review feedback and MCM ORR Dispensing criteria provided by CDPHE.
8. HAN drill report will be generated by the system once drill is complete. This report
should be uploaded to the appropriate CO -SHARE folder.
9. Participation in full scale exercise planning conferences may be in person, by
telephone, or webinar.
10. HCC MCM Operational Integration Workshop will be conducted by CDPHE in all
local HCC locations throughout the state from October 2016 -May 2017. This
workshop will address identified gaps from previous exercises and assist in preparing
for the FSE in June 2017.
11. For Full Scale Exercise planning, a Tactical Communications Plan template will be
provided by CDPHE-OEPR. Documentation shall include methods of communication,
radio channels if applicable, and other designated methods of information sharing.
12. For Full Scale Exercise planning, non-traditional partners may include service
providers, local organizations or other groups who serve demographically diverse or
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Contract Statement of Work
March 2016
REVISED EXHIBIT J
functional populations who live in your region. (ex: Area Agency on Aging in areas
with older adult populations, refugee service providers, veteran service offices, Child
Find services, ethnic or language -specific health providers.) "Community Inclusion in
Colorado" resource maps should be utilized to identify non-traditional community
partners for exercise participation. The role of non-traditional partner participation
may include Exercise Player, Exercise Planner, Exercise Evaluator or Exercise
Observer.
13. All tactical communications drills initiated by CDPHE will be documented by
CDPHE. Tactical communications drills initiated by the agency should be
documented on the FY 16-17 Drill Reporting Spreadsheet in CO -SHARE.
14. SNS Inventory Management System resource request drills will be initiated by
CDPHE and documented by the OEPR IMS Coordinator. One drill may be completed
during the FSE.
15. The Contractor will utilize SNS Distribution Plans, gaps identified in past RTP/LTP
drills/exercise and FSE guidance and requirements provided by CDPHE to conduct
the RTP/LTP exercise during the FSE.
16. The Contractor will utilize SNS Mass Prophylaxis/Dispensing/POD Plans, gaps
identified in past POD drills/exercise and FSE guidance and requirements provided by
CDPHE to conduct the POD exercise during the FSE.
17. Colorado Volunteer Mobilizer Drill Report shall include dates of drill, description of
volunteer pool, and a summary of responding entities activated. Activating the CVM
during the Full Scale Exercise will meet the requirement for one drill activation.
18. One Colorado Notification System drill will be a "No -Notice" drill.
19. A minimum one, non -regional staff, agency representative must participate in
"Community Inclusion in Colorado" maps training.
20. All hosted trainings and exercises should be posted to the appropriate CO -Share
Training and Exercise calendars.
21. All hosted trainings should be posted to CO.TRAIN.
22. The Contractor shall seek planning, training, exercise and other emergency
preparedness and response technical assistance from EPR Regional Staff and CDPHE-
OEPR as needed.
23. 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.
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 .
2.
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 (HPP) Performance Measure Manual.
c. Strategic National Stockpile- Medical Countermeasure Operational
Readiness Review (SNS MCM-ORR) Guidance.
Exercises and drills will be evaluated through After Action Reports and Improvement
Plans to determine plan or system response readiness. Homeland Security Exercise
Evaluation ro ram standards will be utilized for exercise and drill evaluation.
,.. %,
fly, ; f' rr r '-X =-`,,./:/ Completion Date
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Contract Statement of Work
March 2016
REVISED EXHIBIT J
Deliverables
1. Contractor shall upload a copy of their PHEOP to the
appropriate CO -SHARE folder.
December 31, 2016
2. Contractor shall indicate After Hours contact information via a
link in the Grant Reporting Spreadsheet.
July 31, 2016
3. Contractor shall upload draft Strategic Plan to the appropriate
CO -SHARE folder.
May 31, 2017
4. Contractor shall upload their Communications Plan to the
appropriate CO -SHARE folder.
August 31, 2016
5. Contractor shall (1) post in their Grant Reporting Spreadsheet
the LPHA position which is responsible for receiving and
disseminating HANs and (2) upload system description and
process into the appropriate CO -SHARE folder.
August 31, 2016
6. The Contractor shall upload the updated Mass
Antibiotic/Vaccination Plan or Annex (POD Plan) to the
appropriate CO -SHARE folder.
November 30, 2016
7. The Contractor shall upload verification of attendance in
Hazard Vulnerability Awareness Training to the appropriate
CO -SHARE folder.
May 31, 2017
8. The contractor shall upload a HAN report detailing the number
of contacts attempted and the number of verified successful
messages to the appropriate CO -SHARE folder.
June 15, 2017
9. The Contractor shall indicate in their grant reporting
spreadsheet the dates of participation in quarterly Colorado
Notification System drills.
September 30, 2016
December 31, 2016
March 31, 2017
June 30, 2017
10. Contractor shall upload an attendance roster from the Midterm
Planning Conference to the appropriate CO -SHARE folder.
January 31, 2017
11. Contractor shall upload an attendance roster from the Final
Planning Conference to the appropriate CO -SHARE folder.
May 31, 2017
12. Contractor shall upload Full Scale Exercise Tactical
Communications Plan to the appropriate CO -SHARE folder.
April 30, 2017
13. Contractor shall post to the Grant Reporting Spreadsheet the
name of the non-traditional community partner and the results
of the request for exercise participation.
April 30, 2017
14. The Contractor shall upload drill report template for two (2)
tactical communications drills focusing on DOC/RTP/LTP to
POD communications drills to the appropriate CO -SHARE
folder
June 30, 2017
15. 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.
June 30, 2017
16. The Contractor shall indicate in their Grant Reporting
Spreadsheet the dates of participation in two (2) SNS
Inventory Management drills.
June 30, 2017
17. The Contractor shall complete an online After Action Survey,
including a list of participating agency representatives.
June 30, 2017
18. The contractor shall upload Healthcare Coalition meeting
minutes with attendance list to the appropriate CO -SHARE
folder, and indicate dates in their Grant Reporting Spreadsheet.
June 30, 2017
19. The contractor shall upload Healthcare Coalition Council
meeting minutes with attendance list to the appropriate CO -
SHARE folder, and indicate dates in their Grant Reporting
Spreadsheet.
June 30, 2017
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Contract Statement of Work
March 2016
REVISED EXHIBIT J
20. The contractor shall upload HCC exercise workshop meeting
minutes with attendance list to the appropriate CO -SHARE
folder, and indicate dates in their Grant Reporting Spreadsheet.
May 31, 2017
21. The contractor shall upload an attendance list of individuals
who attended "Community Inclusion in Colorado" training to
the appropriate CO -SHARE folder.
May 31, 2017
22. The Contractor shall email CVM drill reports to
koral.obrien@state.co.us and upload into the appropriate CO-
SHARE folder. Dates of the drills shall be recorded onto the
Grant Reporting Spreadsheet.
December 31, 2016
and June 15, 2017
23. The Contractor shall upload a list of recruited Full Scale
Exercise volunteers to the appropriate CO -SHARE folder.
April 30, 2017
24. The Contractor shall upload modified exercise marketing
materials to the appropriate CO -SHARE folder.
May 31, 2017
25. The Contractor shall upload Full Scale Exercise after -action
documentation including ExPlan, MSEL, Participant Lists,
Situational Awareness Reports, Resource Request Forms and
Improvement Plans to the appropriate CO -SHARE folder.
June 30, 2017
26. The Contractor shall post their completed Drill Report
Template in CO -SHARE.
Within 30 days of
the drill
No Later than June
1, 2017.
27. The contractor will report to their Grant Reporting Spreadsheet
verification of participation in workshops, conferences, and
mandatory meetings as requested by CDPHE-OEPR.
Within 30 days of
participation. No
later than June 30,
2017
28. The Contractor shall post all hosted trainings and exercises on
the appropriate CO -SHARE Training and Exercise calendars.
At least two weeks
prior to training or
June 1, 2017.
Regional Eaidemiologist Work Plan
Goal #1: Develop, sustain, and improve upon public health surveillance and epidemiological investigation systems and processes at
the local level in Colorado.
Objective #1: No later than the expiration date of the Contract, provide public health surveillance and epidemiological investigation
activities for Colorado local public health agencies.
Primary Activity #1
Attend and participate in scheduled epidemiologist conference calls, meetings, and trainings.
Sub -Activities #1
1. The regional epidemiologist shall attend twice -monthly epidemiologist conference calls coordinated by
CDPHE. CDPHE will record and monitor attendance.
2. The regional epidemiologist shall attend the fall 2016 regional staff meeting/training scheduled by
CDPHE. Attendance may occur in person or via webinar/teleconference, if offered. CDPHE will
record and monitor attendance.
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
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Contract Statement of Work
March 2016
REVISED EXHIBIT J
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.
5. The regional epidemiologist shall work with regional generalists and local public health agencies
within their jurisdiction/region to update notification and information sharing elements in the local
public health agency epidemiological response plans to ensure they are consistent with other agency
communications plans.
Primary Activity #3
Conduct/assist with timely and complete case, outbreak, and incident investigations and implement
appropriate disease control measures.
Sub -Activities #3
1. 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 "investigation start date" variable in CEDRS for
diseases/conditions for which the local public health agency has primary investigatory responsibilities.
CDPHE will monitor the completion of the "investigation start date" variable in CEDRS by running
two reports throughout the grant year to assess completion and will share the reports with regional
epidemiologists.
3. The regional epidemiologist shall monitor CEDRS to ensure local public health disease investigators
within the jurisdiction/region are completing the "was case/surrogate interviewed" variable in CEDRS
(or the "follow-up outcome" variable in the new CEDRS) for diseases/conditions for which the local
public health agency has primary investigatory responsibilities. CDPHE will monitor the completion
of the "was case/surrogate interviewed" variable in CEDRS (or the "follow-up outcome" variable in
new 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 participate in the local or regional planning process for a statewide full
scale exercise, as well as the actual exercise, in order to provide epidemiological perspective and expertise.
Primary Activity #5
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.
Primary Activity #6
The regional epidemiologist shall pick one of the following sub -activities to perform during the contract
period based on the needs of their jurisdiction/region.
Sub -Activities #6
1. Update the infectious disease -related quarantine and isolations plans within the jurisdiction/region.
2. Develop an infectious disease response plan with a school district or academic institution within the
jurisdiction/region.
3. Analyze disease surveillance data and create a report for the jurisdiction/region.
4. Participate on an infectious disease or epidemiology -related forum/collaboration with partners within
the jurisdiction/region.
5. Conduct outreach with hospitals and health care providers about appropriate response to animal bites
and appropriate use of post -exposure prophylaxis.
6. Complete specimen packing and shipping training.
7. Work with a health care coalition within the jurisdiction/region to plan for responding to emerging
infections.
8. Develop plans around non-infectious disease considerations for disaster response, such as conducting
surveillance for injuries, and monitoring first responder exposures and health.
9. Complete PHEP grant capability assessments with regional generalists and local public health agency
emergency preparedness and response coordinators within the jurisdiction/region.
10. Contact local public health agencies in other states that border the regional epidemiologist's
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Contract Statement of Work
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REVISED EXHIBIT J
jurisdiction/region in order to share contact information and discuss how the agencies would work
together during an interjurisdictional disease investigation.
Standards and
Requirements
1. The content of electronic documents located on CDPHE and non-CDPHE websites and information
contained on CDPHE and non-CDPHE websites may be updated periodically during the contract term.
The 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
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.
4. The Disease reporting timeliness assessments shall be conducted by reviewing semi-annual CDPHE-
generated reports from data contained in CEDRS.
5. CEDRS data completeness assessments shall be conducted by reviewing semi-annual CDPHE
generated reports from data contained in CEDRS.
6. 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.
7. 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.
8. 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, vectorbome,
bloodborne, and vaccine -preventable disease outbreaks.
9. 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.
10.The regional epidemiologist shall write outbreak reports that contain the following elements:
background, investigation start date, methods, results, discussion/conclusion, and recommendations.
11.The "investigation start date" variable in CEDRS shall be completed for all reportable conditions in
which the local public health agencies have primary investigation duties. 90% of case investigations
should start within the suggested patient interview timeline.
12.The "was case/surrogate interviewed" variable in CEDRS (or the "follow-up outcome variable in the
new 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%.
I 3.CDPHE will provide the survey to be used for the clinical laboratory survey by April 1, 2017.
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.
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).
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Contract Statement of Work
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REVISED EXHIBIT J
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:
liA)://wwvv.cdc.gov/phior/capabilities/capability13.pdf)
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Completion Date
Deliverables
I . 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 9, 2016 (for
reports from Jan -June
2016)
March 10, 2017 (for
reports from July — Dec
2016)
2. 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 9, 2016 (for
reports from Jan -June
2016)
March 10, 2017 (for
reports from July — Dec
2016)
3. 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, 2017
4. 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 9,
2016 (for data covering the
first half of 2016 or 2" and
3rd quarters of 2016)
No later than June 1, 2017
(for data covering the
second half of 2016 or 4th
quarter of 2016 and Pt
quarter of 2017)
5. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet with a brief description of how information
and data sharing components of the local public health agency
epidemiological response plans were updated.
No later than June 1, 2017
6. The regional epidemiologist shall submit a completed National Outbreak
Reporting System (NORS) 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
7. 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, 2017
8. 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
the epidemiologic assistance was provided.
No later than June I, 20 17
9. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet to summarize how the regional
epidemiologist participated in the planning process and execution of the
statewide full scale exercise.
No later than June 1, 2017
10. The regional epidemiologist shall return completed clinical laboratory
No later than April 29,
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Contract Statement of Work
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REVISED EXHIBIT J
surveys to the CDPHE Communicable Disease Branch.
2017
11. The regional epidemiologist shall update their agency's CO -SHARE
Grant Reporting spreadsheet to indicate which sub -activity listed under
primary activity #6 they choose to work on during the contract period,
including a summary of the activity performed.
No later than June 1, 2017
V. Key Personnel:
Local Public Health Agency Staff
VI. 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.
VII. Resolution of Non -Compliance:
The Contractor will be notified in writing within (30) calendar days of discovery of a compliance issue. Within
(30) calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the
action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The
action(s) and time line for completion will be documented in writing and agreed to by both parties. If extenuating
circumstances arise that requires an extension to the time line, the Contractor must email a request to the Grants
Branch Manager and receive approval for a new due date. The State will oversee the completion/implementation
of the action(s) to ensure time lines are met and the issue(s) is resolved. If the Contractor demonstrates inaction
or disregard for the agreed upon compliance resolution plan, the State may exercise its rights under the provisions
of this contract.
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Contract Statement of Work
March 2016
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