HomeMy WebLinkAbout20161866.tiffRESOLUTION
RE: APPROVE TASK ORDER CONTRACT AMENDMENT #2 FOR 2016 IMMUNIZATION
CORE SERVICES PROGRAM AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Task Order Contract Amendment #2 for
the 2016 Immunization Core Services Program between the County of Weld, State of Colorado,
by and through the Board of County Commissioners of Weld County, on behalf of the Department
of Public Health and Environment, and the Colorado Department of Public Health and
Environment, commencing July 1, 2016, and ending December 31, 2016, with further terms and
conditions being as stated in said amendment, and
WHEREAS, after review, the Board deems it advisable to approve said 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 Task Order Contract Amendment #2 for the 2016 Immunization Core
Services Program between the County of Weld, State of Colorado, by and through the Board of
County Commissioners of Weld County, on behalf of the 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 amendment.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 20th day of June, A.D., 2016.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: Cicaci & G .� LfD• � c
Weld County Clerk to tothe Board
Y' 4 B 6,4.. V .
APP
uty Clerk to the Board
ou' y Attorney
Date of signature
Steve Moreno
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Mike Freeman, Chair
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Sean P. Conway, Pro -Tern
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lie A. Cozad
S' USED
bara Kirkmeyer
2016-1866
HL0048
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Memorandum
TO: Mike Freeman, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH
Executive Director
Department of Public Health & Environment
DATE: June 8, 2016
SUBJECT: FY2016 Immunization Core Services Contract
Amendment
Enclosed for Board review and approval is a 2016 Immunization Core Services contract
amendment between the Colorado Department of Public Health and Environment (CDPHE) and
the Weld County Board of Commissioners for the benefit and use of the Weld County Department
of Public Health and Environment (WCDPHE) Immunization Program.
With the approval of this contract, Weld County will be reimbursed an additional amount not to
exceed $21,350 beginning July 1, 2016, in return for increased services under the original
continuation contract. For this specific increase in funding WCDHE will provide information and
technical support to schools and child care centers to assist them with reporting compliance
under the Colorado State Board of Health Rule 6 CCR 1009-2. This funding increase is in addition
to supplemental funding of $37,742 granted to WCDPHE via a Grant Funding Change Letter
effective April 1, 2016, for regular core immunization services in Weld County. Total funding of
$157,928 for 2016 includes $84,636 in Federal funding and $73,292 in State funding. The term
of this contract remains at one year, from January 1, 2016, through December 31, 2016. No
additional FTE will be required; all additional services will be provided by existing staff.
Immunization core services funds are used to create higher immunization rates in Weld County
children to reduce morbidity and mortality of infectious disease. We follow CDC guidelines for
immunization and follow-up of children and adolescents to guard against vaccine -preventable
diseases. We provide immunizations and educational materials in collaboration with schools,
daycares, and community agencies, such as WIC. In addition to provision of immunizations,
WCDPHE provides technical support to community physician offices on the complex
immunization schedules; conducts reminder/ recall activities; and maintains accurate reporting
of immunizations to the Colorado Immunization Information System (CIIS).
This contract amendment was approved for placement on the Board's agenda via pass -around
dated May 31, 2016. I recommend approval of this 2016 Immunization Core Services contract
amendment.
2016-1866
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
DCEED-IMM
DEPARTMENT OR AGENCY NUMBER
FAAA
TASK ORDER AMENDMENT ROUTING NUMBER
17 FHHA 90403
To Original Task Order Routing Number
15 FHHA 74652
TASK ORDER AMENDMENT #2
This Task Order Amendment is made this 13`h day of May, 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) 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`h 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
November 5, 2014, with encumbrance number FHHA2015-154, and task order contract routing number 15 FHHA
74652 hereafter referred to as the "Original Task Order Contract", whereby the Contractor was to provide to the
State the following:
The goal of the Immunization Core Services Project is to reduce and eliminate vaccine preventable diseases in
Colorado by increasing and maintaining immunization coverage. Local public health agencies shall provide
core immunization services, according to established best practices, to improve the health of individuals and
communities.
The State promises to increase the amount of funds to be paid to the Contractor by Twenty One Thousand Three
Hundred Fifty Dollars, ($21,350.00) during the current term of the Original Task Order Contract in exchange for
the promise of the Contractor to perform the increased work under the Original Task Order Contract.
NOW THEREFORE, in consideration of their mutual promises to each other, stated below, the parties hereto agree
as follows:
1. Consideration for this Task Order Amendment to the Original Task Order Contract consists of the
payments and services that shall be made pursuant to this Task Order Amendment, and promises and
agreements herein set forth.
2. It is expressly agreed to by the parties that this Task Order Amendment is supplemental to the Original
Task Order Contract, contract routing number 15 FHHA 74652, as amended by Task Order Amendment
#1 routing number 16 FHHA 85651, Grant Funding Change Letter #1 routing number 16 FHHA
88416 collectively referred to herein as the Original Task Order Contract, which is by this reference
incorporated herein. All terms, conditions, and provisions thereof, unless specifically modified herein, are
to apply to this Task Order Amendment as though they were expressly rewritten, incorporated, and
included herein.
Page I of 4
AMD#2 Template docx
ao/�-/6PC6(i)
3. It is expressly agreed to by the parties that the Original Task Order Contract is and shall be modified,
altered, and changed in the following respects only:
A. This Task Order Amendment is issued pursuant to paragraph 5 of the Original Task Order
Contract. This Task Order Amendment is for the current term of January 1$`, 2016, through and
including December 3111, 2016. The maximum amount payable by the State for the work to be
performed by the Contractor during this current term is increased by Twenty One Thousand
Three Hundred Fifty Dollars, ($21,350.00) for an amended financial obligation of the State for
the current term of One Hundred Fifty Seven Thousand Nine Hundred Twenty Eight
Dollars, ($157 928.00) and for an amended total contract financial obligation of the State of Two
Hundred Fifty Six Thousand Seven Hundred Sixty Four Dollars ($256 764.00). Of the
increased amount for the current term Twenty One Thousand Three Hundred Fifty Dollars,
($21,350.00) are attributable to a funding source of the State of Colorado and Zero Dollars,
($0.00) are attributable to a funding source of the United States Government. Of the amended
total financial obligation of the State referenced above Eighty Seven Thousand Four Hundred
Ninety Two Dollars, ($87,492.00) are attributable to a funding source of the State of Colorado
and One Hundred Sixty Nine Thousand Two Hundred Seventy Two Dollars, ($169,272.00)
are attributable to a funding source of the United States Government. The revised specifications to
the original Statement of Work and the revised Budget, if any, are incorporated herein by this
reference and identified as "Revised Exhibit F" and "Revised Exhibit G".
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 July 18, 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,
AND OTHERWISE MADE AVAILABLE.
Page 2 of 4
AMD#2 Template docx
IN WITNESS WHEREOF, the parties hereto have executed this Task Order Amendment on the day first above
written.
* Persons signing for Contractor hereby swear and affirm that they are authorized to act on Contractor's
behalf and acknowledge that the State is relying on their representations to that effect.
CONTRACTOR:
Board of County Commissioners of Weld County
(a political subdivision of the state of Colorado)
for the use and benefit of the Weld County
Department of Public Health and Environment
1 1 A -►L3,
Signature of Authorized Officer
JUN 202016
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 APPROVAL:
2
ALL CONTRACTS MUST BE APPROVED BA 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:
1A11)4_ Iempl,ue duce
STATE CONTROLLER
Robert taros, CPA, MBA, JD
Jai Vid
Page 3 of d
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Page 4 of 4
AMD#2 Template.docx
REVISED EXHIBIT F
STATEMENT OF WORK
To Original Contract Routing Number 15 FHHA 74652
Contract Amendment # 2 Routing Number 17 FHHA 90403
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
1. Entity Name: Weld County Department of Public Health and Environment
II. Project Description:
This project serves to reduce and eliminate vaccine preventable diseases in Colorado by increasing and
maintaining immunization coverage. Local public health agencies shall provide core immunization services,
according to established best practices and standards, to improve the health of individuals and communities.
III. Definitions:
1. ACIP: Advisory Committee on Immunization Practices
2. CCC: Child Care Centers that include licensed day cares/preschools/school age daycare centers
3. CCR: Code of Colorado Regulations
4. CDC: Center for Disease Control and Prevention
5. CDPHE: Colorado Department of Public Health and Environment
6. CIIS: Colorado Immunization Information System
7. CIB: Colorado Immunization Branch
8. Deputization: The formal extension of authority to provide VFC vaccines to eligible underinsured children
from a participating FQHC or RHC to another VFC-enrolled provider; typically a local public
health agency. Previously called Delegation of Authority.
9. FQHC: Federally qualified health center
10. LPHA: Local Public Health Agency
11. MOU: Memorandum of understanding
12. RHC: Rural Health Center
13. Section 317 Vaccine: Vaccine funding used to support infrastructure critical to vaccine program success
including vaccine for: uninsured and underinsured adults, outbreak response and preparedness
support.
14. VFC: Vaccines for Children
IV. Work Plan
Goal #1: Reduce vaccine preventable diseases in Colorado by increasing or maintaining immunization
coverage.
Objective #1: No later than the expiration of the contract, LPHAs shall provide core immunization services
intended to improve the health of individuals and communities.
Primary Activity
#1
1. The Contractor shall implement immunization services within its jurisdiction.
Sub -Activities #1
1. The Contractor shall review the Immunization Rates (County/Zip Code Level)
Report provided by the CIB for children 19-35 months of age and adolescents 13-17
years of age no later than June 30 and December 31 and compare to the CDC
National Immunization Surveys; Child and Teen in order to increase awareness of
county versus national immunization rates. This information can be found at the
CDC's website: http://www.cdc.gov/nchs/nis.htm and is incorporated and made part
of this contract by reference.
2. The Contractor shall enter and submit immunization data into CIIS within thirty (30)
Page Iof4
Contract Statement of Work
REVISED EXHIBIT F
days of vaccine administration.
3. The Contractor shall vaccinate children eligible for VFC vaccine per ACIP
recommendations.
4. The Contractor shall vaccinate persons eligible for Section 317 vaccine per ACIP
recommendations.
5. The Contractor shall implement an evidence based strategy(s), such as CIIS
reminder/recall, to reduce or eliminate coverage disparities by race, ethnicity and
socio-economic status.
6. The Contractor shall promote informed vaccine decision making for consumers,
healthcare providers, and policy makers through education.
7. The Contractor shall promote seasonal influenza vaccine, with new and existing
partners, including those in the commercial sector, to improve preparedness in the
event of an influenza pandemic.
8. The Contractor shall maintain a deputization MOU with an FQHC/RHC or serve as
an FQHC/RHC.
9. The Contractor shall offer clients printed resource and referral materials that direct
them to the nearest community Medicaid and Connect for Health Colorado
enrollment location(s), including online enrollment options.
10. The Contractor shall provide information to schools and CCCs about the Colorado
State Board of Health Rule 6 CCR 1009-2 reporting deadline of December 1, 2016,
and respond to questions from schools and CCCs to assist in their preparation for
reporting compliance.
1. The Contractor shall utilize the final results of the CDC National Immunization
Surveys; Child and been provided by the CIB via email communication to review
and compare immunization rates in order to increase awareness of county versus
national immunization rates.
2. The Contractor shall comply with the requirements for entering/submitting
immunization data into CIIS as agreed to in the CIIS Letter of Agreement found
within the online CIIS Resource Center located at: https://www.ciisresources.com.
The content of this website is incorporated and made part of this contract by
reference.
Standards and
Requirements
3. The Contractor shall comply with the ACIP recommendations for vaccine
administration located at http://www.cdc.gov/vaccines/acip/index.html. The content
of this website is incorporated and made part of this task order by reference.
4. The Contractor shall promote compliance with school immunization rules within the
Colorado State Board of Health Rule 6 CCR 1009-2 located at
http://www.sos.state.co.us/CCR/GenerateRulePdfdo?ruleVersionId=6316. This
document establishes immunization standards and is incorporated and made part of
this contract by reference.
5. The Contractor shall comply with the requirements for utilizing VFC vaccine agreed
to in the VFC Provider Enrollment Agreement packet as provided by CIB via
certified mail.
6. The Contractor shall comply with the eligibility requirements for utilizing Section
Page 2 of 4
Contract Statement of Work
REVISED EXHIBIT F
317 vaccine as provided by CIB via email communication.
7. The Contractor shall utilize a minimum of one (1) evidence based
The Guide to Community Preventive Services website to eliminate
disparities by race, ethnicity and socio-economic status found
www.thecommunityguide.org. The content of this website is
strategy located on
coverage
at
incorporated and made
by CIB via
non-CDPHE websites
may be updated
documents and
for Health Colorado
Proficiency (LEP).
exempt from this
requirement.
and outreach and
part of this contract by reference.
8. The Contractor shall utilize deputization MOU guidance as provided
email communication.
9. The content of electronic documents located on CDPHE and
and information contained on CDPHE and non-CDPHE websites
periodically during the contract term. The contractor shall monitor
website content for updates and comply with all updates.
10. CIB will provide technical assistance upon request.
11. Printed resource and referral materials for Medicaid and Connect
enrollment shall be available for clients with Limited English
Contractors that routinely offer enrollment services on -site are
requirement because the services provided go beyond this minimum
12. Information on enrollment resources, referral locations, LEP
promotional materials is available at https://www.colorado.gov/pacific/cdphe-
Ipha/administration-and-governance which is incorporated and
made a part of this
task order by reference.
Expected Results
of the Activity(s)
I. Immunizations are provided, promoted and administered within the contractor's
jurisdiction.
Measurement of
Expected Results
1. Data contained in immunization rates reports, progress reports and evaluation reports.
/
Completion Date
Deliverables
1. The Contractor shall submit, annually, a signed VFC
Provider Enrollment Agreement to the CDPHE via email to
cdphe vfcAstate.co.us.
No later than 30
business days
following the receipt
of the enrollment
packet.
2. The Contractor shall submit an electronic quarterly
progress report via
https://fs9.formsite.com/ColoradoIMMprogram/2016CoreP
No later than 30
calendar days
following the last day
of: March, June,
September and
December, annually.
rogress-Report/index.html The content of this website is
incorporated and made part of this task order by reference.
V. Monitoring:
CDPHE's monitoring of the purchase order for compliance with performance requirements will be conducted
throughout the contract period by the Contract Monitor. Methods used will include a review of documentation
determined by CDPHE to be reflective of performance to include progress reports and other fiscal and
programmatic documentation as applicable. The Contractor's performance will be evaluated at set intervals and
communicated to the contractor.
Page 3of4
Contract Statement of Work
REVISED EXHIBIT F
VI. Resolution of Non -Compliance:
The Contractor will be notified in writing within 30 calendar days of discovery of a compliance issue. Within 45
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 Contract
Monitor 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 4 of 4
Contract Statement of Work
REVISED EXHIBIT G
BUDGET
Contract Routing Number 17 FHHA 90403
Original Budget
Immunization Core Service Activities -Weld
Federal Funds (January 1, 2016 -December 31, 2016)
$84,636
State funds (January 1, 2016 -June 30, 2016)
$7,100
State funds (April 1, 2016 -June 30, 2016)
$37,742
State funds (July 1, 2016 -December 31, 2016)
$7,100
Total amount:
X136,578
Additional Funds
Immunization Core Service Activities -Weld
State funds (July 1, 2016 -December 31, 2016)
$21,350
TOTAL AMOUNT:
$21,350
Total Revised Budget
Immunization Core Service Activities -Weld
Federal Funds (January 1, 2016 -December 31, 2016)
$84,636
State funds (January 1, 2016 -June 30, 2016)
$7,100
State funds (April 1, 2016 -June 30, 2016)
$37,742
State funds (July 1, 2016 -December 31, 2016)
$28,450
TOTAL AMOUNT:
$157,928
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