HomeMy WebLinkAbout20161702.tiff RESOLUTION
RE : APPROVE TASK ORDER CONTRACT AMENDMENT #2 FOR WOMEN'S WELLNESS
CONNECTION AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Task Order Contract Amendment #2 for
the Women's Wellness Connection between the County of Weld, State of Colorado, by and
through the Board of County Commissioners of Weld County, on behalf of the Weld County
Department of Public Health and Environment, and the Colorado Department of Public Health
and Environment, commencing July 1 , 2016, and ending June 29, 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 Task Order Contract Amendment #2 for the Women's Wellness
Connection between the County of Weld , State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Weld County Department of Public Health and
Environment, and the Colorado Department of Public Health and Environment, be and hereby is,
approved .
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said task order contract amendment.
The above and foregoing Resolution was, on motion duly made and seconded , adopted
by the following vote on the 1st day of June, A. D. , 2016.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: dititiev �s• ' �
Mike Freeman, Chair
Weld County Clerk to the Board c
Sean P. Conway, Pro-Tem -
BY � C � � �
ozdt
eputy Clerk to the Board '
Juli - A. Cozad
APPROVED AS TO FORM : estiw*.ed c11J�,v
-; C ` % / 4\Vara Kirkmeyer t5e
County Attorney ,�� �!•, '�1 •
361 1 riIMoreno
Date of signature: -1 ( 1 / 1 Co NenrL (Crif6)
2ut •/ 11 --O21Y 169 2016-1702
wire HL0048
NIx-brow- ; * 4c
a Memorandum
• TO: Mike Freeman, Chair
In ... _" T Y Board of County Commissioners
IM"
G C� U
FROM : Mark E. Wallace, MD, MPH
Executive Director
Department of Public Health & Environment
DATE: May 27, 2016
SUBJECT: Women's Wellness Connection -Targeted
Outreach Grant Program Renewal Contract
with CDPHE
Enclosed for the Board's approval is the Women's Wellness Connection — Targeted Outreach
Grant renewal contract 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).
The Women's Wellness Connection (WWC) was established in 1991 by the Centers for Disease
Control . The main objectives of the program are to reduce breast and cervical cancer morbidity
and mortality rates and increase equity in screening, identification, and treatment of breast and
cervical cancer. The WCDPHE is a current recipient of WWC funding providing breast and cervical
cancer screening to qualifying uninsured and underinsured women age 40-64.
Many women in Colorado remain uninsured and are not receiving routine screenings for breast
and cervical cancer. There is a need for expanded outreach efforts to identify hard-to-reach
women in WWC's targeted population groups.
CDPHE's WWC program is offering WCDPHE grant funding in the amount of $88,382 .00
beginning July 1, 2016, until June 29, 2017. This funding opportunity allows WCDPHE to support
a full time Community Health Outreach Worker to recruit, screen, and schedule qualifying
women for WWC clinical services, provide a breast and cervical education and awareness
program in the community, and conduct a small media campaign encouraging women to get
recommended mammograms and cervical cancer screenings for prevention and early cancer
detection .
This contract was approved for placement on the Board's agenda via pass-around dated April 28,
2016. I recommend approval of this Women's Wellness Connection Targeted Outreach Grant
contract renewal .
2016-1702
DEPARTMENT OR AGENCY NAME
COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT
FHLA - HSCB
DEPARTMENT OR AGENCY NUMBER
FAAA
TASK ORDER AMENDMENT ROUTING NUMBER
17 FHLA 89396
To Original Task Order Routing Number
15 FHLA 75542
TASK ORDER AMENDMENT #2
This Task Order Amendment is made this 24th day of April, 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 80632-0758, for the use and benefit of the Weld County
7`—
Department of Public Health and Environment, whose address or principal place of business is 1555 North 1
Avenue, Greeley, Colorado 80631, hereinafter referred to as the "Contractor".
FACTUAL RECITALS
The parties entered into a Master Contract dated January 17, 2012, with contract routing number 13 FAA 00051.
Pursuant to the terms and conditions of the Master Contract the parties entered into a Task Order Contract dated
December 24, 2014, with encumbrance number CTFHLA2015000000000697, and task order contract routing
number 15 FHLA 75542, hereafter referred to as the "Original Task Order Contract", whereby the Contractor
was to provide to the State the following:
Increase outreach to WWC-eligible women, with an emphasis on prioritized populations, and to connect
those women to local breast and cervical cancer screening services at WWC-funded service delivery
providers.
The State promises to increase the amount of funds to be paid to the Contractor by Eighty Eight Thousand Three
Hundred Eighty Two Dollars, ($88,382.00) for the renewal term of one year, ending on June 29, 2017, in
exchange for the promise of the Contractor to perform the increased specifications to the work described herein.
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 FHLA 75542, as amended by Option Letter #1,
routing number 15 FHLA 78969, and Task Order Amendment #1, routing number 16 FHLA 79838,
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.
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V2_ I7FHLA89396 CA#2.dOCX
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 renewal term of July 1 , 2016, through and
including June 29, 2017. The maximum amount payable by the State for the work to be
performed by the Contractor during this renewal term is Eighty Eight Thousand Three
Hundred Eighty Two Dollars, ($88,382.00) for an amended total contract financial obligation of
the State of One Hundred Ninety Seven Thousand Three Hundred Thirty Four ($197,334.00).
This is an increase of Eighty Eight Thousand Three Hundred Eighty Two Dollars,
($88,382.00) of the amount payable from the previous term.
The revised specifications to the original Statement of Work and revised Budget, if any, for this
renewal term are incorporated herein by this reference and identified as "Exhibit F" and
"Exhibit G".
B. Changes were required due to renewal.
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 1 , 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.
I
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V2 I7FHLA89396_CA#2.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: STATE:
BOARD OF COUNTY COMMMISSIONERS STATE OF COLORADO
OF WELD COUNTY for the use and benefit of the John W. Hickenlooper, Governor
Weld County Department of Public Health and
Environment --Th
6rica..-_ ,
s By:
Signature of Authorized Officer For the Executive Director
JUN 0 1 Z0t6 DEPARTMENT OF PUBLIC HEALTH
AND ENVIRONMENT
Date
Mike Freeman
Print Name of Authorized Officer
CHair , Weld County Commissioners
Print Title of Authorized Officer
PROGRAM APPROVAL:
By: C—(1'e.---:----
1
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.
r
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By: keeititilif
Date: &Ite'1i6
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"I"his page left intentionally blank.
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V2_1 7FHLA89396_CA#2.dOCX
EXHIBIT F
STATEMENT OF WORK
To Original Contract Routing Number 15 FHLA 75542
Contract Amendment #2 Routing Number 17 FHLA 89396
These provisions are to be read and interpreted in conjunction with the provisions of the contract specified above.
Entity Name: Weld County Department of Public Health and Environment
II. Project Description:
This project serves to provide outreach and recruitment for women utilizing evidence-based intervention, as well
as provide breast and cervical cancer education and awareness to women.
III. Definitions:
1. ACS: American Cancer Society
2. CDC: Centers for Disease Control and Prevention
3. CDPHE: Colorado Department of Public Health and Environment
4. CHW: Community Healthy Workers implement outreach within their communities to provide basic
health assessments and health education, community advocacy and capacity building/empowerment and
connect/refer to culturally-tailored resources to reduce risk factors of the social determinants of health.
CH Ws may provide language interpretation and cultural brokering to assure culturally responsive
services for their clients.
5. Education: conducted by telephone or in person, delivers information to individuals or groups about
breast or cervical cancer screening with the goal of motivating them to seek recommended screening.
6. Recruit: actively seeking women for breast and cervical cancer screenings. This can be accomplished
through education, one-on-one interactions, media campaigns, etc.
7. Refer: actively assisting women through referrals (warm hand-offs) to a health system that screens for
breast and cervical cancer.
8. Screening: actively following-up with referred women to determine if a breast and cervical cancer
screening was completed.
9. TOP: Targeted Outreach Program
10. Underserved: women who are less likely to receive breast and cervical cancer screening services.
I I . WWC: Women's Wellness Connection
IV. Work Plan:
1 Goal #1 : Increase
breast and cervical screenings in Colorado.
Objective #1 : No later than the expiration date of this Contract, implement evidence-based interventions to
encourage women to participate in preventive breast and cervical cancer screening services.
The Contractor shall utilize community health workers to recruit underserved women for
Primary breast and cervical cancer screening services and refer them to WWC-funded clinics or clinics
Activity #1 that provide breast and cervical cancer screening services.
I . The Contractor shall schedule and coordinate breast and cervical cancer screening
appointments for women.
Sub-Activities 2. The Contractor shall provide interpretation and translation services if needed, for women
#1 during breast and cervical cancer screening services.
3. The Contractor shall coordinate or provide transportation for women to breast and
cervical cancer screening appointments.
.1 Y
Objective #2: No later than the expiration date of this Contract, the Contractor shall improve existing and
•
pursue new community and health clinic affiliations to increase awareness and knowledge of breast and cervical
cancer screenings.
Primary The Contractor shall promote breast and cervical cancer awareness, prevention and early
Activity #1 detection utilizing evidence-based public health outreach activities.
version: Contract Statement of Work - Exhibit B
December 2015
Page 1 of3
V2_I7FHLA89396 Ex F.docx
EXHIBIT F
I . The Contractor shall utilize population-based approaches to increase breast and cervical
screening rates.
Sub-Activities 2. The Contractor shall distribute CDPHE, ACS, and Contractor developed and owned
#1 educational screening materials for breast and cervical cancer screenings.
3. The Contractor shall disseminate small media ( for example: postcards, brochures, posters,
local public service announcement and flyers, bus bench advertisements, educational
videos) developed by the Contractor or CPDHE.
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 utilize evidence-based strategies to increase breast and cervical
cancer screening rates, identified in The Community Guide. This document is incorporated
and made part of this Contract by reference and is available on the following website:
http://www.thecommunityguide.org/cancer/index.html
3. The Contractor shall utilize materials for breast, cervical marketing, and will include
Standards WWC eligibility and referral information. The WWC eligibility and referral information
and are incorporated and made part of this Contract by reference and is available on the
Requirements following website: https://www.colorado.gov/pacific/cdphe/womens-wellness-connection.
4. The Contractor shall participate in required conference calls to be scheduled by CDPHE.
5. The Contractor shall notify WWC Program Coordinator within thirty (30) days of a
change in the Program Director responsible for the performance of services provided.
6. The Contractor shall participate in at least two (2) progress and training meetings annually
with CDPHE.
7. Required is a minimum of one thousand ( 1000) women recruited.
8. Required are one thousand ( 1000) reminder cards, letters and postcards utilizing evidence
based products mailed.
9. Required presentations, trainings, and distribution of information shall include a
minimum total of ten ( 10) community organizations, ten ( 10) community events, and
twen 20 non WWC health clinics.
Expected Increased number of women being screened for breast and cervical cancer. ��
Results of
Activity(s)
Measurement Qualitative and quantitative statistics of each activity, which are collected in the quarterly
of Expected progress report.
Results
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-
.ri rii`.ge• .".^.is .move• v urn .1 r 4„ . y' f t 4 ' r „ w.-.•:+_ ',,... „ €' s- �- t.: . • r,.
_`�`-i;a e?'_'!Sh[:: :: .•r.a., , v _ . _ ,. 4�'�t'�rF."S'y{ - ,�. t ifFP, {,•r ,r7- �,•.a..%;, IM erf. 3�' �`rr� ,i: .' . :> Completion
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...,.`_ ..:,t,..:.a rd;Y..r:._ --- r��...._.r.d. $.ood... 'rii..f_ Z s-_...Ln.. u ...?!4L ts.:.:.,:_r w.y�,:ary h b Y.lt• i ,., l✓ mpl t Date
Deliverables The Contractor shall complete and submit to the WWC program via No later than:
Survey Monkey quarterly progress reports in a format approved by October 15
CDPHE.
January 15
April 15
July 15
V. Monitoring:
CDPHE's monitoring of this contract for compliance with performance requirements will be conducted throughout
the contract period by the WWC Section Manager. Methods used will include a review of documentation
determined by CDPHE to be reflective of performance to include progress reports, invoices, site visit results and
other fiscal and programmatic documentation as applicable. The Contractor's performance will be evaluated at set
intervals and communicated to the contractor. A Final Contractor Performance Evaluation will be conducted at the
end of the life of the contract.
version: Contract Statement ut Work — Exhibit B
December 2015
V2_I7FHLA89396 Ex F.docx Page 2 vf'3
EXHIBIT F
VI. Resolution of Non-Compliance:
The Contractor will be notified in writing within thirty (30) calendar days of discovery of a compliance issue.
Within forty-five (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 WWC Section Manager and receive approval for a new due date. The State will oversee the
completion/implementation of the action(s) to ensure time lines are met and the issue(s) is resolved. If the
Contractor demonstrates inaction or disregard for the agreed upon compliance resolution plan, the State may
exercise its rights under the provisions of this contract.
version: Contract Statement of Work - Exhibit B
December 2015
Page 3 of 3 V2 17FFILA89396 I x F.docx
EXHIBIT G
* C `� E COLORADO
CO Department of Public
Health & Environment
PREVENTION SERVICES DIVISION- BUDGET WITH JUSTIFICATION FORM
Contract Routing # 17 FHLA 89396
Contractor Name Weld County Department of Public Health Program Contact Name, Cynthia Horn.Clinic Manager 970-304-
and Environment Title, Phone and Email 6420 Ext 2433 chorn@co.weld.co.us
Fiscal Contact Name, Tanya Geiser, Administrative Director
Budget Period 7/01/16-6/29/17
Title, Phone and Email 970-304.6410 Ext. 2122
tgeiserVco.weld.co.us
weld.co.us
Project Name Women's Wellness Connection - Targeted
Outreach Program
Expenditure Categories
Personal Services
Salaried Employees
Budget Item Gross or Percent of Total Amount
Position Supports SOW Annual
Title/Employee Name Time on Requested from
Description of Work (Yes/No) Salary Fringe Project CDPHE
Program management, clinical coordination,
Clinical Services Manager reporting duties and director supervisor for Yes
$113,075.09 $45,966.63 2.5% 54,101.04
Outreach Worker
Implement outreach to increase community
Community Health awareness of breast and cervical cancer
Outreach Worker screenings via education, recruitment and Yes $39,543.77 $15,394.39 100% 554,938.16
referrals of potential candidates
Administrative project support (answering
WWW Program Assistant phone calls, mailing, scheduling appointments, Yes $40,865.49 515,908.94 5%
52,838.72
etc)
Office Technician - TBD Cold call clients and other miscellaneous clerical
tasks Yes 539,674.97 $15,445.47 2.5% S1,378.01
Data Specialist Evidenced based outreach methods support Yes S91,872.06 535,765.79
0.5% 5638.19
Weld County Fringe Benefits Calculation
1.45 Medicare; 0.09 Unemployment; 0.08
Worker's Compensation; 13.7 PERA, 0.33
Life/AD&D; 12.14 Health Insurance; 4.61 Accrual- S0.00
Vacation; 4.23 Accrual Holiday; 2.3 Accrual sick =
38.93%
Personal Services
Budget Item Total # of Total Amount
Position Supports SOW
Hourly Hours on Requested from
Title/Employee Name Description of Work (Yes/No) Hourly Wage Fringe Project CDPHE
$0.00
Total Personal Senricet .$0104.12
Supplies & Operating Expenses
Budget Item
Supports Total Amount
SOW
Item Requested from
Description of Item (Yes/No) Rate Quantity CDPHE
Page 1 of 2
EXHIBIT G
Electronic Medical Record Electronic Medical Records to schedule screening appointments for
Fees clients. Yes $250.00 12 S3,000.00
Phone Service Cell phone for outreach activities and internet access. Yes 565.00 12 $780.00
Printed materials Printed material to build awareness of the project (580/month x 12) Yes 580.00 12 $960.00
Postage Postage for postcards and other misc. mailings (540/month x 12) Yes 540.00 12 5480.00
Promotional items such as, but not limited to, pens, emery boards
Promotional Material Yes $0.88 1000 $875.00
etc to enhance interest in the project.
Coffee, food etc. provided during events to gain interest in project
Outreach event expenses Yes 520.00 36 $720.00
and leave a positive impression on potential clients.
Gas Vouchers Gas Vouchers for clients with transportation
issues Yes 510.00 10 $100.00
Translation Services Language line services for clients who do not
speak English Yes S10.00 10 5100.00
Misc Operating and Office Supplies as needed including but not limited to; paper. labels,
Supplies envelopes, folders etc. (550/mo x 12) Yes S50.00 12 S600.00
•
Total Supplies
& Operating Expenses $7,615.00
Travel
Budget Item
Supports Total Amount
SOW Requested from
Item Description of Item (Yes/No) Rate Quantity CDPHE
Mileage for outreach and Project staff will attend community events and meetings across
events Weld County and Colorado, including TOP Summit. Yes 50.52 5500 52,860.00
Project staff will utilize meal reimbursement during travel to one
Meals Yes $15.00 12 $180.00
day meetings where food is not provided.
Lodging Overnight stay for project staff to attend two TOP Summits in
Colorado (location TBD) Yes S100.00 4 S400.00
Total Travel $3,440.00
Contractual
Budget Item
Supports Total Amount
SOW Requested from
Subcontractor Name Description of Item (Yes/No) Rate Quantity CDPHE
Advertising Radio Ads, Newspaper Ads or Bus benches. Yes S500.00 2 $1,000.00
Total Contractual 51,000.00
SUB-TOTAL BEFORE INDIRECT $75,949.12
Indirect
Total Amount
Requested from
Item Description of Item CDPHE
Negotiated Indirect cost
rate (Federal, State, or
CDPHE)
CDPHE negotiated indirect rate for 2016 is 16.37%; Weld will use 2017 indirect rate for direct costs in 2017 once
Indirect rate (other): that rate has been determined. $12,432.87
Indirect (modified or
additional base)
Total Indirect
$12,432.87
TOTAL
- - $88,382
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