HomeMy WebLinkAbout20163596.tiffRESOLUTION
RE: APPROVE TASK ORDER CONTRACT AMENDMENT #3 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 a Task Order Contract Amendment #3
for 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 Weld County
Department of Public Health and Environment, and the Colorado Department of Public Health
and Environment, commencing January 1, 2017, and ending March 31, 2017, 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 the Task Order Contract Amendment #3 for 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 Weld County Department of Public Health and
Environment, and the Colorado Department 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 28th day of November, A.D., 2016.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:d ) XL:4C,
Weld County Clerk to the Board
BY' ( .
puty Clerk to the Board
Mike Freeman, Chair
Sean P. Cones y, Pro-Tem
/LC/( 1(e
ulie' P Cozad
APCUSED
rbara Kirkmeyer
County Attorney ^►�' �`` � 71 --L r—
Steve Moreno
Date of signature: V of I $/ I fo
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2016-3596
HL0048
/P
Memorandum
TO: Mike Freeman, Chair
Board of County Commissioners
FROM: Mark E. Wallace, MD, MPH
Executive Director
Department of Public Health & Environment
DATE: November 15, 2016
SUBJECT: Immunization Core Services FY2016 Renewal
Contract/Amendment for Task Orders #3
Enclosed for Board approval is a short term 2017 Immunization Core Services continuation
contract/Amendment for Task Orders #3 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 short-term extension contract, Weld County will be reimbursed an
amount not to exceed $35,093 in 2017. Funds include $13,745 in Federal funding and $21,348
in State funding. The term of this contract is for 3 months rather than the typical one year
because the Federal government is changing the funding cycle for this grant to align with the
State's fiscal year end. However, during this transition, the Federal government has requested
that CDPHE write this initial contract for the period January 1, 2017, through March 31, 2017,
and the continuation contract will then be written for a period of 15 months from April 1, 2017,
through June 30, 2018. After the June 30, 2017, contract expiration, the funding cycle will be fully
transitioned to a 12 -month State fiscal cycle beginning July 1 of each year and ending June 30 of
each following year.
These funds will be used to create higher immunization rates in Weld County children to reduce
morbidity and mortality of infectious disease. We will follow CDC guidelines for immunization
and follow-up of children and adolescents to guard against vaccine -preventable diseases. We will
provide immunizations and educational materials in collaboration with schools, daycares, and
community agencies, such as WIC. In addition to provision of immunizations, WCDPHE will
provide technical support to community physician offices on the complex immunization
schedules, conduct reminder/ recall activities, and maintain accurate reporting of immunizations
to the Colorado Immunization Information System.
This continuation contract was approved for placement on the Board's agenda via pass -around
dated November 8, 2016. I recommend approval of this continuation contract for Weld's
Immunization Core Program.
2016-3596
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 95014
To Original Task Order Routing Number
15 FHHA 74652
TASK ORDER AMENDMENT #3
This Task Order Amendment is made this 21 S` day of October, 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 17th 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 FHHA2015000000000154, 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 Thirty Five Thousand Ninety
Three Dollars, ($35,093.00) and extend the performance period 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:
I . 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; Task Order Amendment #2, routing number 17 FHHA 90403 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
Page 1 of 4
AMD#3 17 95014.docx
0240 6916)
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 January 1S`, 2016, through and
including December 3V', 2016. The maximum amount payable by the State for the work to be
performed by the Contractor during this current term is increased by Thirty Five Thousand
Ninety Three Dollars, ($35,093.00) for an amended financial obligation of the State for the
current term of One Hundred Ninety Three Thousand Twenty One Dollars, ($193,021.00)
and for an amended total contract financial obligation of the State of Two Hundred Ninety One
Thousand Eight Hundred Fifty Seven Dollars, ($291,857.00). Of the increased amount for the
current term Thirteen Thousand Seven Hundred Forty Five Dollars, ($13,745.00) are
attributable to a funding source of the State of Colorado and Twenty One Thousand Three
Hundred Forty Eight Dollars, ($21,348.00) are attributable to a funding source of the United
States Government. Of the amended total financial obligation of the State referenced above One
Hundred One Thousand Two Hundred Thirty Seven Dollars, ($101,237.00) are attributable to
a funding source of the State of Colorado and One Hundred Ninety Thousand Six Hundred
Twenty Dollars, ($190,620.00) 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 period of performance of the current term is hereby extended
by Three (3) months, changing the current ending date from December 318, 2016 to March 31x`1
2017. The revised period of performance is January 1s`, 2016 through and including March
315`4 2017.
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 January 1`, 2017, or upon approval of the State
Controller, or an authorized delegate thereof, whichever is later.
5. Except for the General Provisions and Special Provisions of the Original Task Order Contract, in the event
of any conflict, inconsistency, variance, or contradiction between the terms and provisions of this 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#3 17 95014.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
3
Signature of Authorized Officer
NOV 2 8 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
11)(\ci/N91)-(_,(„
For the Executive Director
DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
PROGRAM APPROVAL:
ALL CONTRACTS MUST BE APPROVED BY THE STATE CONTROLLER
CRS §24-30-202 requires the State Controller to approve all State Contracts. This Contract is not valid until signed and
dated below by the State Controller or delegate. Contractor is not authorized to begin performance until such time. If
Contractor begins performing prior thereto, the State of Colorado is not obligated to pay Contractor for such
performance or for any goods and/or services provided hereunder.
By:
Date:
AMD#3 17 95014.docx
STATE CONTROLLER
Robert J%os, CPA, MB
tai
DA*
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c=•5 (.2-)
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Page 4 of 4
AMD#3 17 950I4.docx
REVISED EXHIBIT F
STATEMENT OF WORK
To Original Contract Routing Number 15 FHHA 74652
Contract Amendment # 3 Routing Number 17 FHHA 95014
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:
I . 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
intended to improve the
than the expiration of the contract, LPHAs shall provide core immunization services
health of individuals and communities.
Primary Activity
#1
I. The Contractor shall implement immunization services within its jurisdiction.
Sub -Activities #1
1.
e-ClB fir children 19 35 mo th f 4 13 17
e nd ado1
�-.r • v••••v•v•• • i ✓J ••!V!!a!!J VL µGV µ11Y µYV•VJVVIILJ l��T�
National Immunization Surveys; Child Teen in to increase
and orcer awareness of
immunization — in Formation =ounc
county versus nationa rates. its can be at tie
CDC's website: http://www.cdc.gov/nchs/nis.htm is incorporated
and and made part
of this contract by reference.
The Contractor shall review the county level Immunization Rates Report for children
19-35 months of age and adolescents 13-17 years of age no later than thirty (30) days
Page I of4
Contract Statement of Work
REVISED EXHIBIT F
after distribution by CIB and compare to the CDC National Immunization Surveys;
Child and Teen and CIIS-generated statewide rates provided by CIB in order to
increase awareness of county versus state and national immunization rates.
2. The Contractor shall enter and submit immunization data into CIIS within thirty (30)
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. — ie Contractor s is provide information to sc ioo s anc CCCs about tie Co oraco
State Boar( of ea t i Ru e 6 CCR 009 2 reporting ceac ine of December , 20 6,
anc responc to questions from schoo s anc CCCs to assist in tieir preparation for
reporting compliance.
The Contractor shall provide information to schools and CCCs about the Colorado
State Board of Health Rule 6 CCR 1009-2 annual reporting deadline of December 1;
respond to questions from schools and CCCs to assist in their preparation for
reporting compliance: and follow up with schools and CCCs who fail to report their
data.
I. The Contractor shall utilize the final results of the CDC National Immunization
Surveys; Child and Teen provided by the CIB via email communication to review
and compare immunization rates in order to increase awareness of county versus
national immunization rates.
Standards and
Requirements
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.
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
Page 2 of 4
Contract Statement of Work
REVISED EXHIBIT F
Colorado State Board of Health Rule 6 CCR 1009-2 located at
http://www.sos.state.co.us/CCR/GenerateRulePdf.do?ruleVersionld=6316. This
document establishes immunization standards and is incorporated
this contract by reference.
5. The Contractor shall comply with the requirements for utilizing
to in the VFC Provider Enrollment Agreement packet as provided
certified mail.
6. The Contractor shall comply with the eligibility requirements
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
and made part of
VFC vaccine agreed
by CIB via
for utilizing Section
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)
1. 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 vfc@state.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/ColoradolMMprogram/20I6CoreP
No later than 30
calendar days
following the last day
of: March, June,
September and
rogress-Report/index.html The content of this website is
incorporated and made part of this task order by reference.
Page 3 of 4
Contract Statement of Work
REVISED EXHIBIT F
December, annually.
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.
VI. Resolution of Non -Compliance:
The Contractor will be notified in writing within 15 calendar days of discovery of a compliance issue. Within 30
calendar days of discovery, the Contractor and the State will collaborate, when appropriate, to determine the
action(s) necessary to rectify the compliance issue and determine when the action(s) must be completed. The
action(s) and time line for completion will be documented in writing and agreed to by both parties. If extenuating
circumstances arise that requires an extension to the time line, the Contractor must email a request to the 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 95014
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)
$28,450
Total amount:
$157,928
Additional Funds
Immunization Core Service Activities -Weld
Federal Funds (January 1, 2017 -March 31, 2017)
$21,348
State funds (January 1, 2017 -March 31, 2017)
$13,745
TOTAL
AMOUNT:
$35,093
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
Federal Funds (January 1, 2017 -March 31, 2017)
$21,348
State funds (January 1, 2017 -March 31, 2017)
$13,745
TOTAL AMOUNT:
$193,021
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